Each month the TAFDC Cases with Potential Earnings Report is generated and sent to local office managers. The purpose of the report is to verify reported earnings for TAFDC and TAFDC/SNAP combo cases. The timely receipt and processing of this data prevents overpayments, may identify possible fraudulent activities, and helps to ensure that clients receive the benefits for which they are eligible. After reviewing the client’s Electronic Case Folder (ECF) and taking the actions outlined below, the TAFDC Cases with Potential Earnings Report must be annotated and returned as directed by Central office.
EAEDC and SNAP-only cases will be processed by the FIDM Unit. Cases that require action will appear on the Potential Earnings Report that the TAFDC case manager must review and possibly take action on.
TAFDC Potential Earnings Report
The data in the ECF, in particularthe Earned Income page, The Work Number, Scanned Document History and the Narrative, of each case on the report must be reviewed to determine if the reported earnings are already known or have significantly changed.
If the income is already known and verified, annotate the report with that information and write a narrative.
If the income on the report is unknown, is known but shows a change of $100 or more per month, or shows new earnings from a source that is marked as terminated in BEACON, follow-up is required. Discussing the potential earning information with the client allows you the opportunity to:
have a meaningful discussion around the advantages of the 100% Earned Income Disregard,
make adjustments to the Earned Income Disregard counter, if applicable,
ensure that the client is receiving all the employment support services for which they are eligible such as transportation and childcare,
update the client’s Employment Development Plan (EDP) to reflect their current activities, and
remind the client of their reporting obligations.
You must attempt two cold calls within the same day (unless the client has no phone number on file or requires an in-person appointment due to an accommodation or HLS) to discuss the wages. The procedures provided in the bulleted list above must be covered in your conversation with the client. At the end of the call you must follow up with a VC-1 to the client and a detailed narrative.
Reminder |
If it’s possible, explore with the client whether the company they are working for has a different name for doing business. A few common examples are: client working for Dunkin Donuts, - the Report shows Marblehead Donuts INC; TD Garden - the Report it shows Delaware North; Market Basket - the Report it shows Demoulas Supermarkets. |
Sending a VC-1
If the client is working at the same employer, you must send a mandatory VC-1 for wages and enter them once received or close the case if not received timely.
If the client is no longer working, you must send a VC-1 for Reason: Job Ended and Application for Other Benefits. The client must apply for unemployment benefits. Application for Unemployment benefits are a mandatory verification for TAFDC and optional verification for SNAP.
If the client was never employed, you must send a VC-1 for additional verification with the following text: “DTA has information that you may be working at {Employer Name} but you have reported you were never employed here. If you cannot get proof or you were never employed, please call your case manager to discuss alternative ways to verify this information.” This Additional Verification type must be marked as Mandatory for TAFDC and PA SNAP households. If the client reports having a hard time obtaining information, staff must attempt collateral contact. Remember to document all attempts of collateral contact in the narrative. If collateral contact is unsuccessful, a written self-declaration will be accepted as a last resort.
If the earnings are a result of identity theft; the case must be forwarded to the Procedural Mailbox for guidance.
Review the TAFDC 100% Disregard Counter to determine if any adjustments must be made to the counter. Notify your supervisor and management of any changes needed to the counter. If a client has received 8 or more payments on their 12-payment disregard counter, you must attempt contact with the client and use the Earned Income Disregard Key Points as talking points.
If the client has not returned the mandatory verification after day 20, you must close the TAFDC and SNAP cases for Missing Verification.
You must review the wages received or the Potential Earnings Report, if wages are not received to determine if a SNAP and/or TAFDC overpayment referral must be initiated.
If theTAFDC is closing and the client has not responded to the VC-1, an overpayment referral must be completed for the wage match.
If the TAFDC benefit amount decreases due to wages received, an overpayment referral must be completed.
For SNAP: An overpayment referral must be initiated when the client’s unreported wages while receiving SNAP benefits would:
close the case. This is applicable to any reporting type, provided the SNAP household does not include an elder or disabled member; or
decrease the SNAP benefits while on Change Reporting.
Important |
If the client was employed during the last reporting period but did not report their earnings at a subsequent reporting period, an overpayment referral must be initiated, regardless of SNAP certification type. |
When You Can Not Call a Client
Clients who do not have a phone number on file, require an in-person appointment due to an accommodation, or are coded in BEACON with HLS, must be sent a VC-1 for additional verification with the following text: “DTA has information that you may be working at {Employer Name}. We need proof of your last 4 weeks wages. If you are no longer employed, we need proof of when you stopped working and the amount and date of the last pay you received. If you cannot get proof of termination or were never employed, please submit a written note letting the Department know what challenges you are facing in obtaining this proof.” This Additional Verification type must be marked as Mandatory. If the client reports having a hard time obtaining information, a written self-declaration will be accepted as a last resort.
Important |
Staff are reminded if the client has an ADA accommodation in place, to ensure that the accommodation is provided. |
Combo Cases with NPA SNAP
If the client is not reached after two cold call attempts within the same day, you must:
schedule a cash-only case maintenance telephonic appointment (unless the client has no phone number on file, requires an in-person appointment due to an accommodation or HLS) to discuss the potential employment.
follow the instructions outlined above under Sending a VC-1, if the client participates in the appointment.
close the cash case for failure to keep appointment for review, if the client does not participate in the scheduled appointment. The SNAP case must not be closed.
complete a detailed narrative, stating that the employment needs to be addressed at the next IR or Recertification. In addition, a SNAP overpayment referral may be necessary at that time. Be sure to include the employer’s information (which is found on the spreadsheet) in the narrative as well.
Reminder |
SNAP clients are required to report and verify changes in accordance with their reporting type. Please review the client’s reporting requirements prior to determining whether or not to manually close the SNAP case. |
If the TAFDC is closing and the client has not responded to the VC-1, an overpayment referral must be completed for the wage match.
For SNAP, an overpayment referral must be initiated when the client’s unreported wages while receiving SNAP benefits would close the case. This is applicable to any reporting type, provided the SNAP household does not include an elder or disabled member, or if the client was employed during the last reporting period but did not report their earnings at a subsequent reporting period.
Closed Cases
Review the report and client’s ECF to determine if a SNAP and/or TAFDC overpayment referral has already been completed for the time period.
If one has been completed, you do not need to complete a new one but should review the referral to ensure it is accurate. If corrections need to be made, the referral must be updated.
If an overpayment referral has not been completed and the case is closed, review the case to determine if the client worked while receiving benefits. Any wages not reported to the Department while receiving benefits will need an overpayment referral for TAFDC and SNAP while on Change Reporting or if the client was employed during the last reporting period but did not report their earnings.
Any action taken and/or information reported or provided by the client must be detailed in the narrative including the attempt to contact the client by phone. If the client fails to return the mandatory verification the case will be closed manually by the case manager.
Last Update: June 24, 2021