The CWA Specifications, listed in numerical order as they appear on a CWA report, give information on both the reason for cases appearing on the CWA report and how the case can be removed from the report.

00 OKDHS Live! Pending Applications

• This report runs nightly and displays cases where any section is in application status AND the application source is “LV”
• These cases do NOT appear in CWA 01 Pending Applications
• Cases remain on the report until the section is certified or denied.

01 Pending Applications

• This report runs nightly, and shows all cases except ‘N’ category (See 02) in application status.
• Cases drop off this report when their sections in application status certified or denied.
• For any authorization starting with PS, SW, or DC, the app date will appear in CWA 01, Section K as long as the authorization status is “A” or “F.”
• When a new SNAP application arrives in the office but IMS/PS2 won’t allow staff to place it into application status because the case is still issuing, staff may now use the “FAPP” transaction (Enter “FAPP (Space) Case Number”) which adds a pending application – status transaction to the C Section. The application date of the “FAPP” will display on CWA 01 in the same column as FDENY/FAPP. The date in the FAPP/FDENY column on CWA 01 will disappear as soon as the C section is placed in app status by the FAPP transaction or after 30 days…whichever occurs first.

02 LIHEAP

• This report runs every night, and lists all Pending Applications For “N” category cases.
• Cases drop off this report when the LIHEAP application is certified or denied.

03 Delinquent Reviews

• This report runs every night and lists all cases where the review date is GREATER THAN the review period as specified in policy.
• This report will not show duplicate cases, but may show duplicate cases from other reports. Cases will be displayed by the oldest date found in any section needing a review due.
• The REVIEW DATE IS:
  • Date of Last Determination Field of the Financial Assistance Tab and/or
  • Date of Last Determination Field of the Medical Gen. Tab and/or
  • Date of Last Review Field of the Social Service Tab
• TANF cases where the payee has been disqualified for Fraud (F12=F) or contain a substitute payee (A33 = S) require 6 month reviews
• Custody Review look only at:
  • Section B status = F and F130 being anything other than null, blanks, zeros, or 08, or
  • Section D status = V, with D7 = 99 and F130 being anything other than null, blanks, zeros, or 98 if both section b and F130 condition is met, review due @ D10 + 11 (if not both conditions, D10 +5) OR
  • If both section D and F130 conditions are met review due @ D10 + 11 (if not, both, review = D10 +5).

NOTE: Delinquent Reviews for Authorizations (K Section) appear on CWA Report 33.

05 Reviews Due This Month

• • This report runs every night and lists all cases where the review date is EQUAL to the review period as specified in policy. This report will not show duplicate cases, but may show duplicate cases from other reports. Cases will be displayed by the oldest date found in any section needing a review due.
  • The REVIEW DATE is any combination of:
    1. The Date of Last Determination Field of the Financial Assistance Tab,
    2. The Date of Last Determination Field of the Medical Gen. Tab,
    3. The Date of Last Review Field of the Social Service Tab
  • TANF cases where the payee has been disqualified for Fraud (F12 = F) or contain a substitute payee (A33 = S) require 6 month reviews.
  • Custody Review look only at:
    • Section B status = F and F130 being anything other than null, blanks, zeros, or 08, or
    • Section D status = V, with D7 = 99 and F130 being anything other than null, blanks, zeros, or 98 if both section b and F130 condition is met, review due @ D10 + 11 (if not both conditions, D10 +5) OR
    • If both section D and F130 conditions are met review due @ D10 + 11 (if not, both, review = D10 +5).

NOTE: Reviews Due This Month for Authorizations (K Section) now appear on CWA Report 34.

07 Reviews Due Next Month

• This report runs every night and lists all cases where the review date is EQUAL to the review period – MINUS – 1 MONTH as specified in policy. This report will not show duplicate cases, but may show duplicate cases from other reports. Cases will be displayed by the oldest date found in any section needing a review due.
• The REVIEW DATE is any combination of:
  1. The Date of Last Determination Field of the Financial Assistance Tab,
  2. The Date of Last Determination Field of the Medical Gen. Tab,
  3. The Date of Last Review Field of the Social Service Tab
• TANF cases where the payee has been disqualified for Fraud (F12 = F) or contain a substitute payee (A33 = S) require 6 month reviews.
• Custody Review look only at:
  • Section B status = F and F130 being anything other than null, blanks, zeros, or 08, or
  • Section D status = V, with D7 = 99 and F130 being anything other than null, blanks, zeros, or 98 if both section b and F130 condition is met, review due @ D10 + 11 (if not both conditions, D10 +5) OR
  • If both section D and F130 conditions are met review due @ D10 + 11 (if not, both, review = D10 +5).

Reviews Due Next Month for Authorizations (K Section) now appear on CWA Report 35.

08 Medical Evaluation Overdue

This report runs at the first of each month and lists all cases where the D Section (Medical Gen Tab of the Eligibility Notebook) is open (Vending or “V”) or suspended – AND – the Medical Evaluation Date (Medical Gen Tab of Eligibility Notebook) is equal to the current month PLUS (+) 1 month.

09 Medical Evaluation Due this Month

This report runs at the first of each month, and lists all cases where the D Section (Medical Gen Tab of the Eligibility Notebook) is open (Vending or “V”) or suspended – AND – the Medical Evaluation Date (Medical Gen Tab of Eligibility Notebook) is equal to the current month.

10 Medical Evaluation Due Next Month

This report runs at the first of each month and lists all cases where the D Section (Medical Gen Tab of the Eligibility Notebook) is open (Vending or “V”) or suspended – AND – the Medical Evaluation Date (Medical Gen Tab of Eligibility Notebook) is equal to the current month LESS (-) 1 month.

11 Cases in Suspension

This report runs at the first of each month and lists all cases where the B Section (Financial Tab of Eligibility Notebook) or D Section (Medical Gen Tab of the Eligibility Notebook) is in Suspended status. Cases will remain on this list until closed or reinstated.

14 Child’s Age May Affect Benefits

This report runs at the first of each month, and lists all cases where a child’s age at his or her next birthday if their age may affect eligibility for benefits. The case number and name of the child will remain on report until the month following the child’s birthday for these categories:

1. If Benefit/Status is equal to C/A and Date of Birth (DOB) is equal to 18 years, 10 months then display “TANF” under Benefit column;
2. If Benefit/Status is equal to C/A, S/A, or M/A and DOB is equal to 17 years, 10 months then display “TANF” for TANF benefit, “FS” for SNAP benefit and ‘MA’ for health benefit under the Benefit column;
3. If Benefit/Status is equal to M/A and DOB is equal to 18 years, 10 months then display “HB’ for health benefit under the Benefit column;
4. If Benefit/Status is equal to M/A and DOB is equal to 17 years, 10 months with Payee Relationship “F9” not equal P and F190 equal to CNC, then display ‘HB’ for health benefit under the Benefit column;
5. If Benefit/Status is equal to B/A or D/A and Social Security Income (SSI) Field (Income Tab of the Interview Notebook) is greater than zero and Date of Birth is equal to 17 years, 10 months then display ‘BA or DA’ under the Benefit column;
6. If Benefit/Status is equal to CK/A and Date of Birth is equal to 18 years, 10 months or 17 years, 10 months or 12 years, 10 months or 5 years 10 months then display “Kinship” under Benefit Column.

16 Referral to SSA

This report runs at the first of each month and lists all cases where a persons’ change in age may make them eligible for new benefits or a change in existing Social Security benefits. If a person is added to any benefit and their Date of Birth (DOB) is equal to 59 years, 10 months and is coded as window in the marital status field (Household Tab of the Interview notebook) then display message “Refer widow aged 60 for SSA application.” If a person is added to any benefit and their Date of Birth is equal to 61 years, 10 months then display message “Refer person aged 62 for SSA application.” If a person is added to any benefit and their Date of Birth is equal to 64 years, 9 months then display message “Refer person aged 65 for Medicare.” If a person is not added to a Q/A benefit and their age is equal to 64 years, 9 months then display message “Refer to SSA for Medicare. No Buy—In.”

17 Benefit Review Case List

This report runs at the first of each month and lists all cases (ABCD category) where the Reporter Status Fields are not blank (“S” or “A”) and serves as a ‘tracking’ tool, based on system updates to the Benefit Action (C35, D135, E135) and Benefit Action Date (C36, D136, E136) Fields in the SNAP, Medical and Social Services Sections. The report data is obtained from the day following negative action deadline where “EX” month is equal to regular roll, minus one, and cases will display for two months, unless events below cause the display to drop off the report:

1. If Report Action field(s) (C35, D135, E135) for all open sections is keyed to “C,” then this case is Removed from the display of CWA 17 report.
2. If Section Detail Status for Sections C, D and E becomes “C” for reason other than 36S, this case is removed from the CWA Report 17.

19 Age 65 – Transfer To OAA

This report runs at the first of each month, and lists “D” numbered cases where the payee is turning 65, and whose case benefits need to be transferred to an “A” numbered case.

20 OKDHS LIVE Mid-Cert Renewal Initiated

This report runs nightly and remains on the report, until block C35/D135/E135 is updated or the section is closed. Displays cases where Report Status Field = S/A and C35/D135/E135 is updated to “X” or “F”.

• X = Renewed Initiated Through OKDHS Live
• F = Paper Renewal Received in Human Services Center

21 SSN Required

• This report runs at the first of each month and lists all cases where a person added to benefits does not have a valid Social Security Number.
• If those cases where any person with Benefit Status (F25) of “A” (excluding “MH” only benefits) and a SSN Field (Household Tab of Interview Notebook – F41) that does not include a valid number or is blank unless Verified SSN field (Household Tab of Interview Notebook) it will display “Person does not have a number and/or was referred to the Social Security Administration” (F42 = S).
• These people will then be added to the report if more than two months has passed since their referral to the Social Security Administration. The report will evaluate validity of the SSN and display any number starting with “666…””9” and/or “8”.
• Households with a newborn may have up to 6 months following the month the baby was born to supply a social security number or proof of application. If Benefit Status is = “A” (except M/A) and the person has received benefits for more than 2 months it will show on the report.
• Also, if Benefit Type is ‘M’ and Benefit Status is ‘A’ and DOB (F15) is greater than 11 months ago, and Effective Date is greater than 2 months, that person will also show on the report. If SSA cannot verify the number presented by matching against name, date of birth, and gender, that case will also appear on this report.

22 OKDHS LIVE Mid-Cert Renewal – More Info Needed

• Runs Nightly and displays cases where report Status Field = S/A and C35/D135/E135 is updated to “V” (V = More Information Required).
• Cases display until block C35/D135/E135 is updated or the section is closed.

26 OKDHS LIVE Mid-Cert Renewal – Ready to Work

Runs nightly and displays cases where the report Status Field = S/A and C35/D135/E135 is updated to “P” (P=Verification Provided). Cases display until block C35/D135/E135 is updated or the section is closed.

33 Delinquent Authorization Reviews

This report runs every night and lists cases where an authorization’s review date (found in PS2 Block K62, Auth Daycare or Auth ET&T tabs in the Eligibility Notebook) is greater than the review period specified in policy.

34 Authorization Reviews Due This Month

This report runs every night and lists cases where an authorization’s review date (found in PS2 Block K62, Auth Daycare or Auth ET&T tabs in the Eligibility Notebook) is EQUAL to the review period specified in policy.

35 Authorization Reviews Due Next Month

This report runs every night and lists cases where an authorization’s review date (found in PS2 Block K62, Auth Daycare or Auth ET&T tabs in the Eligibility Notebook) is EQUAL to the review period MINUS 1 MONTH specified in policy.

39 Loss Of “EU” or “MP” Work Exemption

This report runs at the first of each month and lists all cases where the TANF Payee will soon lose the TANF Work Exemption or turn 20. Cases will appear on this report when “Relationship to Payee” equals ‘Payee’ or ‘Spouse’ and “Benefit Type/Status” equals “C/A” and TANF Work Status field (TANF Work Tab) equals ‘Single custodial parent with a child under the age of three months (‘EU’). Where a child whose “Benefit/Status” is “C/A” or “CV/A” or the TANF Payee or Spouse is coded as Minor Parent (‘MP’) but being changed by computer to Required Registrant (‘RR’), then it will display the case when the TANF Work Status Date (TANF Work Tab or “F155”) is equal to the date plus 60 days.

46 EPSDT Screen Requires Follow-Up

This report runs at the first of each month and lists all cases where child needs follow-up to an EPSDT screening: Case will appear on report if Date of Birth is less than 21 and person is added to a Medical Benefit and EPSDT Physical Screen Field (Social Services Tab of the Interview Notebook – F146 = Y) shows “Complete, requires follow-up.

50 Renewal Required For SSI/DCP Diaper/Formula Requests

This report runs at the first of each month and lists all SSI/DCP cases with an open diaper and/or formula authorization(s) about to expire. Cases will appear on report if there is an open authorization type with request code of D or F and expiration date is current month and year plus two months.

55 TANF Work Status Date Required

This report runs at the first of each month and lists all cases where the TANF payee’s Work Status Date is spaces or earlier than the Application date in the B section. Case will appear on report if person with Benefit/Status of C/A and a TANF Work Status (TANF Work tab of the Interview Notebook) of ‘Required Participant’ has an Status Date (TANF Work tab) that is spaces or earlier than Application Date.

57 TANF Cases Within 90 Days

This report runs at the first of each month and every Friday Night and lists all cases where the TANF recipients are within 90 days of achieving 60 months of payments in the order of number of months TANF is received. Cases are shown at month 57 and will remain on the list until either: The “B” section (Financial Tab of the Eligibility Notebook) closes – OR – Until K20 (Component Field in the Auth. ET&T Field of the Eligibility Notebook) of the open ET authorization has been updated with “X” (whichever occurs first).

58 TANF Cases With WS Authorizations

This report runs every night and shows cases with a “WS” or “Work Supplementation” (Subsidized Employment) cases (where private employers hire OKDHS clients to work for them and OKDHS helps pay the employee’s salary for up to a year with federal funds). Cases drop off this report when the WS authorization status closes (=”C”). At four months, a case displays where an auth number begins with “WS” and K45 date is 4 months (to the day) from the current date. At 10 months, a case will appear when an auth number begins with “WS” and K45 date is 10 months (to the day) from the current date.

60 Lien Determination

This report runs at the first of each month and lists all cases where recipient resides in a Nursing Home and a Lien has not been filed on home property, based on the following criteria: If the property type (Resource Tab of the Interview Notebook) is “Owns Home But Other N/A” or “Other Real Property” and The Living Arrangement (Household Tab of Interview Notebook) is “Nursing Care” (NC) and The Medicaid Recovery Lien Indicator (Resource Tab of Interview Notebook) equal to “No Lien, Intends to Return Home” or “Intent to File Lien” and The Lien Date equals the current date plus 10.

62 Immunizations Not Current

This report runs at the first of each month and lists all cases that have a child without current immunizations. Cases will be included in this report if person is added to C benefit and F39 (Household Tab of the Interview Notebook) equal to “P” or “N.”

64 School –Age Children In Child Care (Review Day Care Plan)

This report runs at the first of each month in May, June, July, and August. It lists all cases where school age children are authorized for part-time, full-time or weekly care. Cases will appear on report if children of school age have open DC Auth, except for blended DC. It will display for 30 days or until the Unit Type is updated to A or B.

65 OKDHS LIVE Mid-Cert Renewal COMPLETED

This report runs nightly. Cases appear on this report where a renewal was completed in “OKDHS Live!” and no further action is required. Also, these cases display for seven (7) Days and drop off.

67 Expected Date

This report runs at the first of each month and lists all cases where a person is pregnant and has an expected delivery date within 2 months of current date. This report requires the D (Medical) Section to be in “Vending” or open status, the Benefit Status (F24/25) is “M/A”, and the F163 field has a date in it. Each case will appear on report when F163 date equals the current date minus 2 months and remains until F163 date equals current plus 2 months.

68 “36S” CLOSURES

• This report runs nightly and displays any section with a “36S” closure for the current month or the next month based on each section of a case that has been closed, with a closure reason of “36S.”
• When a renewal is entered through LIVE or if manual updates are made to fields C35/D135/D136 and C36/D136/E136, those values will display on the case as an indicator that a renewal has been submitted and case action is required.

Cases fall off the “68 36S Closures” report in 3 ways:

1. When a section is reopened, it will drop off CWA 68.
2. On the last day of the closure month, if no renewal has been entered, the section will drop off CWA 68.
3. On the 8th day of the month following the closure month if a renewal has been entered the section will drop off CWA 68.

For example:

• A case closed 36S on 02-01-13.
• On 02-02-13 a client enters a renewal through LIVE.
• This case remains on CWA 68 until March 8. If it is not reopened, the case drops off CWA 68 the night of March 8.

70 Sanction or Extension Not Approved

• This report runs at the first of each month and lists all TANF Cases that closed for failure or refusal without good cause to participate in TANF Work requirements (52A).
• Also appearing on this list will are cases not approved for extension past 60-month TANF time limit. Cases will appear 30 days from Effective date for all B section (Financial Tab of the Eligibility Notebook) closures with one of the following reasons:
  1. Closed for Failure or Refusal without good cause to participate in TANF Work Requirements’ (52A)
  2. Automated TANF closure (52B)
  3. TANF Extension not approved past 60 Months (29B)

71 CSED Non-Cooperation

This report runs at the first of each month and lists all TANF cases where the client failed to cooperate with Child Support Enforcement requirements. Cases will remain on the report until the client cooperates with CSED as shown on the CCPI screen, and displays actions taken by the sections affected.

72 New Cooperation with CSED Report

This report runs at the first of each month and lists all TANF cases where the client previously were determined to not be cooperating with Child Support Enforcement requirements, but are cooperating now. Cases will appear for 30 days once the client cooperates with Child Support Enforcement requirements. The 30 days of display begins with the date the CCPI screen is updated from non-cooperation to cooperation.

73 TANF Earned Income Disregard

75 Citizenship Verification Assistance Requested

This report runs every night and shows cases where our system failed to automatically verify citizenship status online with the Health Department or Social Security Administration, and the worker still needs to verify citizenship. When automated attempts to verify citizenship is not successful, Medicaid recipients are automatically issued a notice (CTZVERIF) informing them of their responsibility to provide varication of their citizenship in order to continue to receive Medicaid benefits beyond the citizenship waiver period. Report will list the case based on what was entered into the Citizenship Verification field (F219):

• “W1” or “Waiver for 1 year (Newborn)” appears after 9 months
• “W2” or “Waived – 60 days” appears after day 30
• “W3” or “Waived – 120 days” appears after day 60

76 ODH Found No Match

This Nightly Report Lists individuals for whom the Health Department could not match birth records for verification of citizenship. When a record is sent to the Health Department and the record comes back as “N” or “ODH Found No Match,” then it is added to this (CWA 76) report.

77 Identity Verification Requested

This report lists Unfinished or Vending Medicaid cases where a recipient’s identity verification status (F220) is not coded as being Verified or “WV.” Cases will show until the identity verification status (F220) changes to something other than “WV” or until the person no longer receives Medicaid.

80 Adult TANF Pending Reunification

This report runs at the first of each month, and lists all cases where children have been removed from the home by child welfare and the B section remains open (temporarily) pending the return of the children. This report lists the Case Payee and B80 plus 3 months if the B Section is Open or “issuing” and Field B80 is NOT blank where Relationship to Payee equal to ‘Payee,’ ‘Caretaker,’ ’Spouse’ or ‘Guardian,’ and the Payee/Caretaker/Spouse/Guardian’ is added to the TANF benefit (C/A). Cases remain on this report until the B Section status equals “Foster Home” (F) or “Closed” (C) or until the person on the case whose Relationship to Payee equals “Son or Daughter” (1) changes to “C/A” (Added to TANF benefit).

83 Applications in Unfinished Status

Lists cases with any benefit section in “Unfinished Issuance” status. Cases will remain on this list until the “unfinished” section has changed to “I” (Issuing), “O” (Open), “V” (Vendor), or “C” (Closed). The report will show the status of all benefit sections for that case.

85 Countable ABAWD – Third Month (K Status)

86 Countable ABAWD – Third Month (Y Status)

95 Medical Eligibility Recertification Due

Lists all cases with an open D section (Vending status) and a certification period other than “98” or “99.” Cases will appear here if Section D (Medical Gen Tab of the Eligibility Notebook) status equal to “Vendor” status and the Certification Period does not equal “98” or “99.”