10: The Programs Tab: SNAP E&T

Transcription

1 10: The Programs Tab: SNAP E&T Chapter Contents SNAP E&T Program Overview SNAP Mini-Registration Initial SNAP Appointment/Letter Modifying SNAP Appointment / Letter Schedule New SNAP Appointment/Letter DHS Notification SNAP Application Modifying the SNAP E&T Application SNAP E&T Participation Record SNAP E&T Enrollment (Appraisal) SNAP E&T Component Activity (IES) SNAP E&T Participant Reimbursement (IES) SNAP E&T Reimbursement Vouchers SNAP E&T Voucher Payments Payment Refunds Additional SNAP E&T Activities/Components Create Credential Add/Edit Entered Employment Create Outcome (SNAP Exit) SNAP E&T Anniversary Exits SNAP E&T Soft Exits SNAP E&T Hard Exits SNAP Quarterly Follow ups SNAP E&T Program Overview The Supplemental Nutrition Assistance Program (SNAP) Employment & Training (E&T) program s goal is to not only provide nutritional assistance, but to help individuals improve their work skills and assist them in finding a job through shortterm training. SNAP E&T is a funding source that allows states to provide employment and training, and related supportive services to individuals receiving SNAP (formerly known as food stamps) benefits. The SNAP program includes abilities for support of mandatory appointment setting, as well as program application and participation, and gathering of application program information for SNAP. The separate capabilities and their links for SNAP E&T will appear on the Programs tab for participants of the SNAP E&T Program (as it does for their other programs, such as, WIOA, Wagner-Peyser, and TAA). Virtual OneStop Staff Services User Guide 10-1 V18 05/2018

2 The SNAP E&T forms and capabilities, as they show on the Programs tab, are briefly indicated in the table below, followed by sections and steps for each related form. The forms are listed in a suggested sequence. Your internal policies or customer business rules may require using some forms or links in a different sequence than listed below. Step Form Name Reason for Use 1 SNAP Mini- Registration Unless SNAP applicants are already registered in Virtual OneStop, staff can use a quick 4-step SNAP Mini-Registration form to enter (partiallyregister) the SNAP participant. This lets staff schedule an initial appointment and start the SNAP application. 2 Appointment After the SNAP mini-registration, staff can confirm the initial appointment (including generating and providing an appointment letter, which explains the SNAP program and prepares the client for the appointment). They can use the same link on the Programs tab to schedule another appointment and/or generate a new appointment letter if an appointment was a No Show or was rescheduled. 3 DHS Notification DHS must receive timely notifications for clients referred to DLWD. Staff can generate DHS notifications when client milestones occur (such as attendance for the first appointment). 4 SNAP Program Application This form is used to complete the basic data and determine customer eligibility for the federal SNAP program services. The application will often be completed in conjunction with the applicant s first appointment/visit when staff can identify contacts; enter appointment status; and enter applicable demographic, employment, and veteran data. 5 SNAP Participation This is a simple participation form used to gather/confirm details of the participant s status. It is required before the individual can be enrolled in any SNAP E&T activities/services. 6 SNAP Activity (Enrollment Form) The Enrollment Wizard steps staff through a series of tabs used to supply details of activities and enrollment in services in the SNAP participant s service record. The enrollment form is opened for a single service/activity, and displays tabs to enter/maintain the enrollment data. Each entered enrollment is displayed in an Activity table on the Programs tab, which displays the completion status, begin and end dates, and links to view and modify existing activities. This includes SNAP E&T enrollment capabilities such as: Appraisal Component Activities for Individual Employment Search (IES) Activity Participant Reimbursements (for IES) Reimbursement Vouchers and Voucher Payments SNAP E&T Training Enrollments (and recording of credentials) Additional Activities/Components Enrollment Virtual OneStop Staff Services User Guide 10-2 V18 05/2018

3 Step Form Name Reason for Use 7 SNAP Entered Employment This form is used to enter data about a SNAP E&T recipient and their employment for reporting purposes. 8 Case Closure Form Allows staff to record federal and local performance measures before the program exit occurs. 9 Exit (Outcome) Form Officially terminates participant involvement in a federal program and provides details of the participant s status after program participation (for Common Measures reporting). SNAP Mini-Registration When no automated process exists (to import initial SNAP info), the client registration process for SNAP begins when the DHS provides a manual form, which refers an individual to DLWD to begin receiving SNAP E&T services. When DLWD staff receives this form, they conduct a system search to determine if the individual is already registered in Virtual OneStop. For registered individuals: Staff will access the Programs tab of their Case Management Profile to complete a SNAP E&T application. (For details, refer to the SNAP Application topic on page ) For individuals NOT registered: The DLWD staff will complete a mini-registration to collect the limited information contained in the referral form itself. To create a SNAP E&T Mini Registration: Select Manage Individuals Create an Individual from the Navigation Menu. The system will display two SNAP-related options: Click Yes, and then Next>> to create a new mini-registration. Or Click a link to view previous, partially completed SNAP mini-registrations. Staff can click Complete Registration to finish the four-page miniregistration (for any individual with a partial registration). SNAP Options When Creating an Individual Virtual OneStop Staff Services User Guide 10-3 V18 05/2018

4 When staff clicks Yes, then Next>>, to create a new mini-registration, four steps/screens will display to collect SNAP data, which populates a partial SNAP E&T program application. This displays on the individual s Programs tab where staff can continue to create the full application, and continue the other steps and activities for the SNAP E&T program. Step 1 of 4 (Name, Location, Demographics) Enter data from the referral form. Using information from the DHS referral sheet, DLWD staff must enter the name, Social Security Number, primary location and demographic information for the client (as shown in the sample figure that follows). Click Next to save the entries/edits and proceed. In this and all of the steps, Virtual OneStop will display a red text alert message if data entry violates business rule(s). In such instances, staff must re-enter the data correctly and re-click Next>>. Displays only when the system is configured for pseudo SSNs. Step 2 of 4 (Addresses) SNAP Mini-Registration, 1 of 4 Enter the residential address (and mailing address, if different). Staff can enter the client s home (residential) address, as well as their mailing address. The system will attempt to standardize the mailing address according to United States Postal Service specifications, based on staff s data entry. Click Next to save the entries/edits and proceed. Virtual OneStop displays the client s automated username at the top left of this screen. The client s default password will be the system default (e.g., Password). When the client logs in to the system for the first time, Virtual OneStop will prompt them to enter a custom password. Virtual OneStop Staff Services User Guide 10-4 V18 05/2018

5 Assigned Usernames commonly use the last name and last four of SSN. Step 3 of 4 (Phone Data) SNAP Mini-Registration, 2 of 4 Enter phone number (from the referral form) for contacting the individual. Staff enters the client s primary and alternate phone numbers (as applicable), and identifies the mode for each. Although this information is not required, it will prove helpful for staff s future communication efforts with this individual. Click Next to save the entries/edits and proceed. Step 4 of 4 (DHS Info) SNAP Mini-Registration, 3 of 4 Enter appropriate DHS data (related to the indicated appointment). Most of the information required for step 4 yields directly from the DHS referral slip. Staff enters each required response, including the date, time, and status of the client s initial appointment (e.g., Scheduled, if the appointment is yet to occur). Virtual OneStop Staff Services User Guide 10-5 V18 05/2018

6 SNAP Mini-Registration, 4 of 4 Click Finish to save the DHS and appointment data, and proceed. The Programs tab of the registrant s Case Management Profile displays (as shown in the following figure), to enable staff to manage appointment details, including the SNAP appointment letter for this individual. Other program applications cannot be completed until a full registration occurs. A prompt for full registration will display at initial log on (shown below). At end of mini-registration, you can already expand the SNAP E&T app, and view or edit the initial appointment. Programs tab (from completed SANP mini-registration) Virtual OneStop Staff Services User Guide 10-6 V18 05/2018

7 Until staff (or individual) enters data to complete a full system registration (e.g., for Wagner- Peyser), Virtual OneStop will display a confirmation prompt when they access the account. Staff (or the individual) can complete the full system registration using the General Information tab of the individual s Personal Profile. If they click OK, they can continue and access the SNAP application from the Programs tab. If they click CANCEL, the required fields will be displayed in yellow on the General Info tab (as shown at right in the following figure). Initial SNAP Appointment/Letter Once the client s SNAP mini-registration is complete (whether manually or automatically), staff can now focus on appointment details and generate the initial appointment letter, which explains the SNAP program and prepares the client for this appointment. Working from the Programs tab of the client s Case Management Profile, staff clicks the + hyperlinks to expose program details. The appointment displayed stems from staff completing page four of the mini-registration. Staff clicks the appointment hyperlink (1) to access the Appointment Details screen, a sample of which follows. Staff may use this screen to modify information created during the mini-registration process, to record the appointment status (Scheduled, Attended, No Show, Rescheduled), and to generate the appointment letter. Virtual OneStop Staff Services User Guide 10-7 V18 05/2018

8 Accessing Manage Correspondence from Appointment Details Screen To generate and distribute the initial SNAP appointment letter, staff performs the following: 1 On the Appointment Details screen, click Find Correspondence Letter. 2 On the Manage Correspondence screen, click Insert Template. 3 In the Select Correspondence window, click Select to insert the initial SNAP appointment letter. (Optional) On the Manage Correspondence screen, click Preview to view and/or print the letter. 4 Click Save to finish the appointment letter. (Optional) On the subsequent Appointment Details screen, click Browse to upload an electronic document to add to the client s profile. The Document Management Module is required. 5 Click Save to finish the appointment. If staff maintained the default PDF letter type, then when they access the Appointment Details screen, Virtual OneStop displays the actual letter name in the Appointment Letter field. Staff may now click this Appointment Letter link to display the PDF letter and print the PDF document. Modifying SNAP Appointment / Letter In addition to the initial setup, staff may also use the SNAP appointment feature to document appointment attendance, to reschedule missed or inconvenient appointments, and to generate new letters to provide further guidance. Missed appointments are very important to document, because clients must comply with state and federal law to continue to receive SNAP assistance. As demonstrated in the previous topic, staff will perform nearly the same steps to modify the status of the initial SNAP appointment and to generate another appointment letter. Virtual OneStop Staff Services User Guide 10-8 V18 05/2018

9 To modify a SNAP appointment: 1 From the Programs tab of the client s Case Management Profile, click + twice to open program details. 2 Click the appointment hyperlink (the appointment number) to access appointment details. 3 In the Appointment Status drop-down, select the appropriate value (Attended, No Show, Rescheduled). 4 Click Save. (The new status displays on the Programs tab.) When staff documents or modifies a client s appointment status, they should follow up and create a DHS notification. E.g., if staff selected Attended, they can create a DHS notification to confirm the client s attendance. For details, refer to the DHS Notification topic. Schedule New SNAP Appointment/Letter If staff selected No Show or Rescheduled for a former appointment, they may have to schedule another appointment and/or generate a new appointment letter, according to state policy. To schedule a new appointment: 1 From the Programs tab screen, click Create New Appointment. Virtual OneStop will automatically create a sequential appointment number. 2 Enter the appointment date and time. 3 Click the Find Correspondence Letter link. 4 Click Insert Template. 5 Locate the appropriate SNAP appointment letter template, and click its Select link. 6 Click Save to finish the new appointment letter. (Optional) Click Browse to upload an electronic document to add to the client s profile. The Document Management Module is required to Attach a Document. 7 Click Save to finish the appointment. The new appointment is added to the list. The figure at the right displays a sample updated Appointment List. To complement the rescheduled appointment, staff should create a DHS notification. For more information, see the next topic. DHS Notification The state s referral and compliance authority for SNAP, which in many states is the Department of Human Services (DHS), will refer individuals (i.e., clients) to the state workforce development agency for SNAPrelated services. For example, the DHS may refer clients to the Department of Labor and Workforce Development (DLWD) for creating appointments and providing SNAP E&T program services (such as SNAP Appraisal or SNAP Job Search Training). The DHS must receive timely notifications on behalf of clients that it referred to state workforce development for these SNAP E&T-related services. Some notifications might serve an informational purpose (e.g., the client attended their initial appointment), while other notifications may impact the client s ability to receive SNAP benefits (e.g., the client was a no show ). Virtual OneStop Staff Services User Guide 10-9 V18 05/2018

10 Virtual OneStop enables the workforce staff (DLWD staff for SNAP) to generate DHS notifications whenever such client milestones occur. These notifications will be received by DHS staff as an , while being logged as outgoing correspondence for the case manager who created the notification. The system administrator must first establish a default address for each participating SNAP office to enable the successful transmission and reception of all DHS notifications. For more information, refer to the topic, SNAP Notification in the Program Administration chapter of the System Administrator Guide. To create a DHS notification: Creating DHS Notifications from the Programs Tab 1 Click Create DHS Notification, from the Programs tab of the client s Case Management Profile. The data and methods of data entry in the displayed DHS Notification screen are similar to creating SNAP appointments and letters except there is no template or sample text link for the text area, and the General Info area required a Notification Type and Additional Info (a reason). 2 Select the desired Notification Type. 3 Select the desired Additional Information value. (Selections in the drop-downs are determined by the previous Type selection.) 4 Confirm (or select) staff s region and office location. 5 Enter comments, as appropriate, especially when additional information = Other. (Optional) Click Browse to upload an electronic document to add to the client s profile. The Document Management Module is required. 6 Click Send Message. In response, Virtual OneStop displays the Manage Correspondence screen. Virtual OneStop Staff Services User Guide V18 05/2018

11 7 Click Insert Template. 8 Locate the appropriate DHS notification and click its Select link. 9 Click Send. You can save a notification without clicking send, and no sent date will display in the table. Then you can click the notification # link in the table to reopen and edit the notification, and click Send. 10 On the subsequent Create DHS Notification screen, click Save. The Programs tab is redisplayed with an updated DHS Notification list: The following table lists the various DHS notification types, and the corresponding additional information values staff may choose from: DHS Notification Type Non-Compliance in the Program Not Appropriate at this time for Services Client Meets an Exemption Compliant Notification (Related) Additional Information (Choices) Failed to attend scheduled appointment Failed to report to case manager Other (for which comments will apply) Not Completed Other (for which comments will apply) Return to DHS Reinstatement Appointment Age Pregnant Physical/Mental condition that prevents employment Family Care Receiving assistance from another program Receiving unemployment benefits and meeting work search requirements Working 30 hours per week and earning federal minimum wage Participating in a treatment program Currently attending school Other (for which comments will apply) Client Responded to Call-In Obtained Employment Maintaining Compliance Enrolled Completed Virtual OneStop Staff Services User Guide V18 05/2018

12 SNAP Application When the client visits the SNAP office for their initial appointment, staff can utilize this opportunity to complete the client s SNAP E&T application to determine eligibility for program services. Due to data entry staff performed to complete the mini-registration, the application s status is Incomplete. With the help of the SNAP Application Wizard, staff will click the application hyperlink and work amongst the tab screens to perform data entry. Minimally, items preceded by a red asterisk (*) must be completed. Staff may only create one application per client within a single federal fiscal year (October 1 through September 30). As with other federal program application forms, Virtual OneStop will auto-fill SNAP E&T item responses that were also displayed during system registration. This standard system behavior eliminates the need for staff to perform duplicate data entry. However, the design of the SNAP E&T program module enables individuals (and staff on their behalf) to initially bypass system registration. This means that staff (having only completed the SNAP mini-registration) must manually complete those required items usually found within system registration (for example, employment status, veteran status). Unlike other federal program applications (e.g., WIOA, TAA), item verification is not required for SNAP E&T. In other words, staff will not be required to verify applicant information such as date of birth, U.S. citizenship, and other data that helps determine program eligibility (so they will not have links on those fields to indicate the verification documents used). This design will save staff time and effort. Additionally, Virtual OneStop will conduct edit checks when staff clicks Next>> to save data entered for each tab/screen. Business rule violations will result in the display of red text alerts to redirect staff. In such instances, staff must re-enter the data value(s) and re-click Next. Upon completion of the application, the system will automatically determine applicant eligibility for SNAP components and other activity services. For assistance completing the SNAP application, refer to the topics that follow. Start Page Tab Most, if not all, of the required data on the Start Page tab will be auto-filled due to completion of the SNAP mini-registration. Staff can modify any existing information before they click Next>> to save this page. Staff data entry includes the following: Returning to this page after an application is completed will display a section that indicates SNAP E&T and other programs in which the user is currently participating. SNAP Application (Step 1, Start Page) Application Date Cannot be greater than today s date, nor can it exceed 60 days in the past (without special staff privileges to override business rules). Virtual OneStop Staff Services User Guide V18 05/2018

13 Participation Type Values include Mandatory; Voluntary; Able-Bodied Adults without Dependents (ABAWD) Mandatory; Able-Bodied Adults without Dependents (ABAWD) Voluntary. Application Status Values include Pending; Closed; Good Cause; Appraised; No Show; Referred; Placed. LWIA/Region Defaults to staff s account profile. Office Location Defaults to staff s account profile. Application Contact Tab State staff must select the appropriate LWIA and office. Authorized staff (whether state or local) can edit applicant values after they are saved, such as the fields Participant Type and Application Status. Staff maintains applicant contact information on this tab screen, including residential and mailing address information, phone numbers, address, and alternate contact information (which can be extremely useful should the client fail to maintain proper contact with staff). The system pre-fills most items appearing on this tab screen. Staff must complete all required items. When staff clicks Exit Wizard, Virtual OneStop will close the application, saving data entry for all pages where staff clicked Next>>. Staff may return to the wizard later to complete the remaining tabs. Application Appointment Tab SNAP Application (Step 2, Application Contact) This SNAP Application tab displays all appointments that have been scheduled for the client, including the status of each. Staff may use this tab screen to create an additional appointment for the client, if Virtual OneStop Staff Services User Guide V18 05/2018

14 necessary. Existing appointments display in a read-only format; if staff must edit these appointments, they should use the Appointment List in the Programs tab of the client s Case Management Profile. SNAP Application (Step 3, Application Appointment) To set a new appointment, staff enters the appointment date, time, and status (Scheduled, Attended, No Show, or Rescheduled). When staff members click the Add Appointment button, Virtual OneStop will display this newly added appointment to the existing list of appointments at the bottom of the screen. Application Demographic Tab Staff uses the Application Demographic tab to maintain applicant details for the following: date of birth, gender, disability information, citizenship, school status, education completion information, and ethnic information. If the individual (or staff on their behalf) had completed full system registration prior to the SNAP application, most (if not all) of this information would be pre-filled. Virtual OneStop Staff Services User Guide V18 05/2018

15 SNAP Application (Step 4, Application Demographic) An applicant must be a U.S. citizen, a U.S. National, or a qualified alien to attain SNAP eligibility. Application Employment Tab Staff performs data entry on this tab screen to document the applicant s current employment and unemployment compensation status. Although not required, staff may also document the applicant s top two desired occupations, which should align with the client s job search efforts while engaged in Individual Employment Search (IES) activities. If the SNAP application is created for an individual who already has performed a complete Virtual OneStop registration, the two desired occupations may be prefilled from desired occupations in their background information. Virtual OneStop Staff Services User Guide V18 05/2018

16 SNAP Application (Step 5, Application Employment) If staff wants to enter desired occupation information, they must click Search for O*NET Code, choose a search method, enter search criteria, and click to select a search result (an occupational title). Staff cannot enter this data directly into the fields provided. Virtual OneStop Staff Services User Guide V18 05/2018

17 Application Veteran Tab By default, responses to military service questions will display No. That is, unless the individual (or staff on their behalf) entered Yes responses to complete these veteran items during system registration prior to completing the SNAP application. The figure at the right displays a sample default Application Veteran tab. If staff selects Yes for any of these questions, Virtual OneStop will expand the screen to display additional, required items as shown in the sample figures that follow. Q1 Transitioning Service Member SNAP Application (Step 6, Application Veteran) A Yes response to question 1 requires the following data entry: Transitioning Type Values include Not Applicable; Within 24 Months of Retirement; Within 12 Months of Discharge. TSM Discharge Date. Whether the applicant attended a TAP workshop. Questions for Transitioning Service Members Virtual OneStop Staff Services User Guide V18 05/2018

18 Q2 Veteran of Active Duty A Yes response to question 2 requires the following data entry: Military service begin/end dates for each tour of duty (not to exceed three). Whether the individual received a Military Campaign Badge. Staff may click Combat Veteran Web Site to make this determination. Most recent character of service values include Honorable; Under Honorable Conditions (General); Dishonorable; Bad Conduct; Under Other than Honorable Conditions; Uncharacterized; Other (please explain in Other field). Branch of service values include Not Applicable; Army; Navy; Air Force; Marines; Coast Guard; Army or Air National Guard; Reservist. Whether the individual was active in the military reserves. Disabled veteran status values include No; Yes; Yes, Special Disabled. Percentage of disability, according to veteran values range from Not Applicable to 100%. Whether the veteran is homeless. Questions for Veterans of Active Duty Veteran eligibility status values include Not Applicable; Yes, Vietnam Veteran; Yes, Campaign Veteran; Eligible Person; Yes, Not a Campaign Veteran. Eligible Veteran Status system-set values include Yes, <=180 days; Yes, Eligible Veteran; Yes, Other Eligible Person; No. Recently Separated system-set values include Yes; No. Virtual OneStop Staff Services User Guide V18 05/2018

19 Indicate whether the veteran attended a TAP workshop in the last three years. Q3 Spouse of Veteran A Yes response to question 3 follows the same data entry requirements as page two. Application Public Assistance Tab Questions for Spouses of Veterans This tab of the SNAP application auto-fills elements of the DHS referral (page 4 of the mini-registration) and displays a standard list of public assistance agencies the individual might be receiving aid from. By default, all public assistance items display a No response, with the exception of the Food Stamps item. Food stamp recipients are likely eligible to receive SNAP components and other services. SNAP Application (Step 7, Application Public Assistance) Staff may select a value other than the default based on supporting information from any of these state agencies. Virtual OneStop Staff Services User Guide V18 05/2018

20 Application Staff Tab Based on the data entry staff performs, Virtual OneStop displays the applicant s eligibility for SNAP E&T as Yes or No. At any time during the intake or enrollment process, authorized staff may change the status of the application by selecting from the following values: Pending; Closed; Good Cause; Appraised; No Show; Referred; Placed. Each value represents the current status or standing for the client, within the normal changes of status that would occur during the program enrollment lifecycle. The Application Staff tab also displays the staff member s position, as maintained by an administrator in their staff profile. In most cases, staff maintains a single position (DVOP, LVER, or Staff). However, Virtual OneStop enables staff to hold more than one position simultaneously. Staff with multiple positions must manually select their position using the drop-down list. SNAP Application (Step 8, Application Staff) Based on Virtual OneStop s configuration settings, case assignment might be mandatory before saving screen content. If case assignment is required, system configuration settings will enable staff to perform case assignment in one of two ways: If case assignment is required to continue, the staff person who created the SNAP E&T application will automatically be displayed as the individual s current case manager, or If case assignment is required to continue, the staff person completing the SNAP E&T application must assign the individual to a case manager. Staff may click Assign Case Manager to choose a SNAP case assignment group, or Assign Me to select themselves as the individual s case manager. Staff may also click Remove Case Manager Assignment to overwrite the existing case manager (whether automatically or manually assigned). Staff must be part of a SNAP case assignment group to be selected using either the Assign Case Manager or Assign Me option on this tab. For more information, see chapter 23 Case Assignment of the VOS Staff Services User Guide. Virtual OneStop Staff Services User Guide V18 05/2018

21 Application Document Management Tab As mentioned previously for the Start Page tab (the first step of the SNAP E&T application), specific verification documents are not required at points during the application. However, this tab lets staff upload electronic copies of documents from an accessible computer network, to this tab or scan documents, for association with the SNAP E&T client s profile. SNAP Application (Step 9, Application Document Management) To use this tab, your system must include the purchase and configuration of the Document Management module. To upload a document: 1 Click Add a Document. You can click Supported File Format to view a list of file types that can be uploaded, including categories for documents, graphics, multimedia, spreadsheets, and text. 2 Click Browse to begin the file search. 3 Move among the various directories to locate the desired file. 4 Select / highlight the file. 5 Click Open. Virtual OneStop will display the file path of the document. 6 Click Save. Virtual OneStop will display (in summary or detailed view) a document table from which staff can click to view or delete the uploaded files (as shown above in a detailed view). Documents added to this SNAP E&T Document Management page will also display on the Documents (Staff) tab, where all scanned or uploaded documents for the individual are listed (e.g., files for WIOA or TAA verifications). For more information on how to scan or upload documents, see chapter 30, Manage Documents in the Staff User Guide. Virtual OneStop Staff Services User Guide V18 05/2018

22 Application Eligibility Tab Based on the data entry that staff performed, Virtual OneStop displays the individual s SNAP E&T eligibility outcome on this tab. Staff may choose from two options: SNAP Application (Step 10, Application Eligibility) Click Next >> to move to participation and the first enrollment/activity. Staff completes the SNAP E&T application and participation, and then accesses the SNAP E&T Activity Enrollment tabs to immediately enroll the individual in their initial SNAP service (e.g., SNAP Appraisal). Click Finish to complete the application and move forward on enrollments/activities later. Staff completes the SNAP E&T application and returns to the updated Programs tab of the client s Case Management Profile (which shows the Application as Complete). Staff can continue to complete the SNAP E&T Participation tab, and the first enrollment, at any point as indicated in the following topic, SNAP E&T Participation Record.) Staff should only click Next>> if they are ready to enroll the individual in their first program service. Clicking Next>> automatically displays a completed SNAP E&T Participation form as the last Application tab (using data provided in the application) when you click Save from that tab, and then display the SNAP enrollment form. Modifying the SNAP E&T Application Following completion of the SNAP E&T application, staff might need to modify specific information, such as contact information or the application status. Virtual OneStop enables authorized staff to edit application data in two ways: Edit Wizard Presents the SNAP E&T application in EDIT mode. Staff clicks the desired tab to access the desired information, performs the edit, and clicks Next to save their change(s). When staff clicks Next>> in creating or editing a tab for a program form, such as the SNAP E&T Application, Virtual OneStop executes the business rules for that tab/section to ensure staff successfully performed data entry. That is why staff should click the Program tabs to navigate. View Link Presents the SNAP E&T application in VIEW mode. Staff navigates to a desired section of the application form, clicks its Edit link, performs the edit, and clicks Save. Virtual OneStop Staff Services User Guide V18 05/2018

23 SNAP E&T Participation Record The SNAP E&T participation record collects and maintains details of the individual s status prior to the individual becoming a program participant, and starting their first enrollment in a SNAP activity (this is data about their education, employment, and unemployment compensation status). By design, the SNAP E&T Participation record is collected and saved before the first enrollment and linked to the individual s initial SNAP E&T enrollment record, which means staff must complete both records to achieve program participation on behalf of the client. When staff clicks the Create Participation link (on the Programs tab), Virtual OneStop displays the SNAP E&T Participation form requiring staff completion, as shown in the sample figure that follows: SNAP E&T Participation Record Staff must complete the Participation record, just as other federal programs do (e.g., WIOA, TAA), before starting the individual s first enrollment. However, in SNAP E&T, the Participations Record displays as a single tab at the end of the SNAP E&T Applications tabs. To complete the SNAP E&T Participation record: 1 Click the Create Participation link on the programs tab. 2 Enter a participation date. This value will serve as the start date for the individual s first SNAP E&T enrollment service/component, and cannot be edited in the enrollment record. 3 Select/confirm the individual s highest education level achieved 4 Select/confirm whether the individual is currently attending school. 5 Select/confirm the individual s employment status. 6 Select/confirm the individual s unemployment compensation status. 7 Click Next>> to save data entry and proceed to the SNAP E&T enrollment record. Each of these items might be pre-filled based on data entry formerly conducted by staff and/or the client. Virtual OneStop Staff Services User Guide V18 05/2018

24 SNAP E&T Enrollment (Appraisal) The Programs Tab: SNAP E&T Following completion of the SNAP E&T Application and the Participation record (whether it occurs automatically by the system, or manually by staff), staff may use the Virtual OneStop Enrollment Wizard to complete data entry required for the individual s initial SNAP E&T service enrollment. This first service for SNAP E&T is usually an appraisal. Similar to the SNAP E&T Application Wizard, the Enrollment Wizard will provide guidance and oversight to enable successful data entry efforts for enrollment in an appropriate SNAP E&T service or activity. For more information on the tab and steps specific to an Appraisal enrollment, refer to the sub-topics that follow. General Information Tab This first tab of the individual s enrollment record displays three sections, each of which requires data entry (or at least staff s confirmation that pre-filled data is correct). To complete the General Information section: Select/confirm the custom program group (50A FSET). If no customer program group is displayed, review the Application Eligibility tab of the SNAP E&T application to confirm the system-set eligibility. Set/confirm staff s LWIA (region). Set/confirm staff s office location. Displayed region and office values derive from staff s account profile. To complete the Enrollment Information section: Click Select Activity Code. Virtual OneStop displays a limited number of activities/components for the individual s initial service. Additional values will be displayed for subsequent enrollment activity services. Click SNAP Appraisal (activity code 615). Skip the Projected Begin Date field. SNAP E&T Enrollment, General Information Tab Activity services with a projected begin date but no actual begin date will be considered a pending service, and therefore will not be included in any reporting. All such services are planned (not received) unless they bear an actual begin date. Maintain the actual begin date, which derives from the SNAP E&T participation record. If staff must edit the actual begin date for this initial service, they must also edit the participation date in the SNAP E&T participation record. Enter the projected end date for the SNAP E&T activity service. SNAP E&T Enrollment, General Information Tab (General Information Section) Virtual OneStop Staff Services User Guide V18 05/2018

25 System settings may prevent staff from entering a projected end date greater than 1 day s duration. SNAP E&T Enrollment, General Information Tab (Staff Information Section) To complete the Staff Information section, staff performs the following: Select/confirm staff s position. (Optional) Click to assign or remove a case manager. Case assignment might already have been performed in the SNAP E&T application phase, based on system configuration settings. (Optional) Click Add a new Case Note to create a case note that will be maintained in this tab folder, as well as the Case Notes tab of staff s General Profile. System configuration settings may require staff to save data entry for this tab screen before creating (and saving) a case note on behalf of the individual. Virtual OneStop Staff Services User Guide V18 05/2018

26 Service Provider Tab Service provider information that staff manages on this tab screen relates to the activity service code selected on the General Information tab. Staff may only select service providers that align with characteristics of the service code in terms of matching provider types, fundable requirements, and other attributes. Based on the number and nature of existing service providers within the Manage Providers component (see left navigation menu), the system might auto-fill the required fields if only one provider profile meets data requirements. Otherwise, staff must manually select the desired provider from a list of providers that match data relationship requirements, and then select the desired service, course or contract. In sample figure (right), Virtual OneStop automatically displayed the provider, provider service, provider location, and provider contact. If no data pre-displays, staff would perform the following: Click Select Provider to choose from a list of service providers whose attributes (for example, the provider type) matches those for the selected activity service code. Click Select Service, Course or Contract to select the desired provider offering. (Optional) Click Select Provider Locations to record the physical location of the service offering. SNAP E&T Enrollment, Service Provider Tab The actual one-stop agency that fulfills the service would be available for selection. (Optional) Click Select Provider Contacts to choose the desired contact person associated with this provider and service. If the system fails to display the desired (or any) service provider(s), staff must review the desired provider s profile to ensure its proper setup. The provider, its courses/services, and the customer group(s) for which the courses apply must be set to up to display in unison with the selected activity service code. Closure Information Tab The final required tab screen for this initial SNAP E&T service is the Closure Information tab, which staff may use to record the activity s actual end date and completion status. Because this service does not require funding, the system intuitively skips the following fund-related tabs: Enrollment Cost displays cost components for the program service. Financial Aid enables staff to offset service costs with an applicable source of financial aid. Enrollment Budget enables staff to choose a desired budget as the funding entity. Budget Planning enables staff to manage voucher and payment details. For more information using these tab screens, refer to the SNAP E&T Reimbursement Vouchers topic on page Virtual OneStop Staff Services User Guide V18 05/2018

27 SNAP E&T Enrollment, Closure Information Tab To complete the Closure Information tab, staff performs the following: 1 Enter the activity s actual end date. 2 Select a desired completion code from the options available, such as, Successful Completion, Unsuccessful Completion, Dropped out of Activity, or Unknown Status. Void is available to authorized staff for each subsequent service recorded. 3 Click Finish. The system will display the updated Programs tab screen, as shown below. Staff can click Finish and perform the closure data entry at a later time when all the closure data is available. SNAP E&T Enrollment Table, Programs Tab Screen Virtual OneStop Staff Services User Guide V18 05/2018

28 SNAP E&T Component Activity (IES) The Programs Tab: SNAP E&T In keeping with state policy, SNAP E&T participants must normally engage in certain, specific activities (which are also known as components) to maintain compliance, and to be eligible to continue receiving program services. SNAP E&T components are activities or services that are meant to assist members of a SNAP household in obtaining relevant training, education, and/or skills which will increase their likelihood of securing employment. Frequently after an appraisal activity, in the steps for SNAP E&T participation, staff will record a SNAP E&T component that requires program participants to use Virtual OneStop to engage in Individual Employment Search (IES) behavior to potentially achieve job placement. The steps that staff takes to create this enrollment record are similar to those performed to record the participant s initial appraisal service (using the same three Activity tabs, as indicated in the table below). To create a Individual Employment Search (IES) activity: 1 Select Manage Individuals Assist an Individual to search for and select the desired client. 2 Select the Programs tab of the Case Management Profile to access the SNAP E&T program. 3 On the Programs tab, click the + hyperlinks to expand the SNAP E&T details. 4 Click Create Activity to perform data entry in the required tabs, as outlined in the following table: Tab Name General Information tab Service Provider tab Staff Data Entry Required Confirm Customer Program Group = 50A - FSET (default value). Confirm LWIA Region = staff s region (local staff = default value). Confirm Office Location = staff s office (default value, unless staff belongs to multiple offices). Click Select Activity Code link. Select SNAP Refer to Placement / IES (activity code 617). Virtual OneStop displays additional services and components for selection, since initial service selection. Skip the Projected End Date field, unless this is planned (future) activity. Enter the component s actual begin date. Enter the component s projected end date. System settings may prevent staff from entering a projected end date greater than 1 day s duration. Click Next. Click Select Provider link. Click to select a desired service provider from the list displayed. Click Select Service, Course or Contract link. Click to select a desired course title from the list displayed. (Optional) Click Select Provider Locations link. Click to select the desired location where this service will be provided. (Optional) Click Select Provider Contacts link. Click to select the desired contact name from those displayed. If only one provider record matches data requirements for the selected activity service code, the system will auto-fill these fields. Click Next. Virtual OneStop Staff Services User Guide V18 05/2018

29 Tab Name Enrollment Cost, Financial Aid, Enrollment Budget, & Budget Planning tabs Staff Data Entry Required Virtual OneStop skips these tab screens because the selected activity service code (617) is non-fundable. Enter the component s actual end date. System settings may prevent staff from entering a last activity date greater than 1 day s duration. Closure Information tab Select the desired completion code (status). Only authorized staff may select Void to cancel a program activity service. Click Finish. Staff may click Finish and complete data entry at a later time. SNAP E&T participants who successfully complete the job search requirements may qualify to receive a $25 payment to assist them with transportation costs assumed during the job search period. In some regions, bus passes can be provided in lieu of the $25 payment. To learn how staff manages this stipend, refer to the next topic. SNAP E&T Participant Reimbursement (IES) State workforce agencies might offer incentives for program participants to successfully complete SNAP E&T components. In this case, staff will initiate a reimbursement for the client, such as a $25 payment, for successfully participating in the Individual Employment Search activities. This is done by enrollment that includes selecting the appropriate service code. This enrollment record will be unique, compared to former records, because the $25 reimbursement payment is considered a fundable program service. In addition to the proper setup of the desired service provider record, the system will enable staff to record and track budget expenditures, and will therefore require data entry for all enrollment tab screens. Systems that include the Basic Fund Tracking module will enable authorized staff to record and track the fundable dollar amount, and manage voucher and payment activity. Systems that include the Advanced Fund Tracking module will provide these same options, and enable staff to select the desired budget (fund stream) from which the $25 reimbursement payment will be drawn. To create the $25 reimbursement payment to the client for completion of individual employment search efforts, staff begins by clicking the Create Activity link as formerly demonstrated. Using the Enrollment Wizard, staff can perform data entry in each of the tab screens displayed, clicking the Next >> button to save data entry on each screen. For details, refer to the topics that follow related to each tab. Virtual OneStop Staff Services User Guide V18 05/2018

30 General Information Tab The purpose of the General Information Tab is the same as previously documented for non-fundable SNAP E&T services. SNAP E&T Enrollment, General Information Tab To complete the General Information tab, staff performs the following: 1 Select/confirm the custom program group (50A FSET). If no customer program group is displayed, review the Application Eligibility tab of the SNAP E&T application to confirm the system-set eligibility. 2 Set/confirm staff s LWIA (region). 3 Set/confirm staff s office location. 4 Click Select Activity Code. 5 Click SNAP Enroll in Placement / IES (activity code 618). 6 Skip the Projected Begin Date field. 7 Enter the actual begin date (or date of award). 8 Enter the projected end date for the SNAP E&T activity service. System settings may prevent staff from entering a projected end date greater than 90 day s duration. 9 Select/confirm staff s position. 10 (Optional) Click to assign or remove a case manager. Virtual OneStop Staff Services User Guide V18 05/2018

31 Service Provider Tab The purpose of the Service Provider Tab is the same as previously documented for non-fundable SNAP E&T services. SNAP E&T Enrollment, Service Provider Tab To complete the Service Provider Tab, staff performs the following: 1 Click Select Provider to choose from a list of service providers whose attributes (for example, the provider type) matches those for the selected activity service code. The service provider displayed in this figure is a sample. The actual one-stop office or workforce agency would normally be displayed in this instance. 2 Click Select Service, Course or Contract to select the desired provider offering. 3 (Optional) Click Select Provider Locations to record the physical location of the service offering. 4 (Optional) Click Select Provider Contacts to choose the desired contact person associated with this provider and service. Enrollment Cost Tab Staff uses this tab screen to manage the total cost allowance of the fundable service. In this example, the $25 reimbursement voucher is set up as a fee-based cost (a flat fee). Unlike a unit-based cost, there is no base (unit) amount staff must multiply by the desired number of units to calculate the total planned cost (for example, 4 days of child care at $20 per day). Virtual OneStop Staff Services User Guide V18 05/2018

32 The $25 service fee is fee based (a flat fee). No calculations are required. Staff may enter other costs to increase the planned cost for this support service. Only authorized staff may select line items from the list and click Add to increase the planned cost for this support service. SNAP E&T Enrollment, Enrollment Cost Tab To complete the Enrollment Cost Tab, staff performs the following: 1 (Optional) Enter a service fee amount that differs from the base amount. This value represents the amount of the SNAP E&T reimbursement payment against which a voucher will be created. 2 (Optional) Enter additional costs/fees in the Other Costs field, if applicable. 3 (Optional) Click the Line Items drop-down arrow to select Other/Misc Support Cost. Click Add. Virtual OneStop will refresh the screen to display the Other/Misc Support Cost field (as shown below). Enter the desired amount in this field: When staff enters various cost amounts in the Service Fee, Other Costs, or Other/Misc Support Cost fields, and presses the Tab key, the system will automatically calculate the total enrollment cost for this service. Financial Aid Tab The Financial Aid Tab screen enables authorized staff to select a desired source of financial aid, to enter the amount of financial aid awarded, to indicate whom the financial aid applies (service cost or participant), and the amount of aid applied to reduce the planned cost of this support service. To view and utilize these options, staff must click Yes. Virtual OneStop Staff Services User Guide V18 05/2018

33 SNAP E&T Enrollment, Financial Aid Tab It is highly unlikely that staff will commit financial aid to offset the planned cost for IES reimbursement. To see how staff can manage financial aid allowances, see the SNAP E&T Training topic beginning on page Error! Bookmark not defined.. Enrollment Budget Tab Staff uses the Enrollment Budget Tab to establish planned service costs in preparation for voucher management. Regardless of the Individual Fund Tracking module configured for the Virtual OneStop system (Basic or Advanced), the system displays a cost breakdown it automatically adjusts based on the amount of financial aid applied, pending vs. approved vouchers (obligations), and other factors. Budget selection only available on systems configured with the Advanced IFT module. SNAP E&T Enrollment, Enrollment Budget Tab To complete the Enrollment Budget Tab, staff performs the following: 1 Click the Click Here To Select a Budget link. In response, the system will display the Select a Budget window, a sample of which follows. Selecting an Available Budget Option Virtual OneStop Staff Services User Guide V18 05/2018

34 The system will display all eligible budgets for selection based on the program, the customer eligibility group, the activity service code, the dates of service, and the funds available. Authorized staff may select more than one budget, if desired. If the system fails to display at least one budget, staff should check with their fiscal manager. 2 Click the name of the desired budget (fund stream). In response, the system will display the Budget Allocation table, as shown in the sample figure that follows. 3 Click the Edit link for the desired fund stream(s). In response, the system displays the Funded Cost Allocation window, as shown below. 4 Enter the amount to be funded by the selected budget(s) and click Save. In response, the system displays the updated Enrollment Budget Tab, a sample of which follows. In the Budget Allocation section, the system displays a separate row for each fund stream selected. Staff can click Edit to enter the fund allocation amount for each budget (if applicable), or History to view the lifecycle of selections made. Virtual OneStop Staff Services User Guide V18 05/2018

35 Budget Planning Tab Authorized staff (whether fiscal staff or case management staff) use the Budget Planning tab to manage voucher and payment information for fundable services. This can include services such as the IES component. The ability for staff to manage this information is available, by default, whether Virtual OneStop is configured with the Basic or Advanced Individual Fund Tracking module. If staff s privileges prevent them from creating and managing vouchers, they can simply click Next>> to skip to the Closure Information tab. Or, they can click Exit Wizard to leave the Enrollment Wizard entirely. Staff who are authorized to manage vouchers can access the record at a later time to complete, to click the related voucher links, and to perform data entry requirements. For details, see the SNAP E&T Reimbursement Vouchers topic on page SNAP E&T Enrollment, Budget Planning Tab Closure Information Tab The purpose of the Closure Information tab is the same for SNAP E&T Participant Reimbursement services as it is for the non-fundable SNAP E&T services previously documented. SNAP E&T Enrollment, Closure Information Tab To complete the Closure Information tab, staff performs the following: Virtual OneStop Staff Services User Guide V18 05/2018

36 1 Enter the actual end date for the SNAP E&T reimbursement. 2 Enter the completion code (status). Values include Successful Completion; Unsuccessful Completion; Dropped out of Activity; Unknown Status; Void. 3 Click Finish. In response, the system displays the updated Programs tab screen. Staff may click Finish now and perform additional data entry at a later time. SNAP E&T Reimbursement Vouchers The Virtual OneStop system enables authorized staff to create and approve vouchers for payment. This practice applies to all fundable activity services, regardless of the program(s) they support. Until staff approves the voucher, the system simply allocates or allots funds to cover the total funded cost. The voucher actually commits or obligates the funds, which may be paid to the client, the service provider, or another provider. This practice occurs whether the Advanced or Basic Individual Fund Tracking (IFT) module is configured for Virtual OneStop, and prevents staff from creating a voucher amount that exceeds the total funded cost. For Advanced IFT configurations, the system will deduct the approved voucher amount from the selected budget(s) in real time. For the SNAP E&T program, reimbursement vouchers such as the $25 payment for the IES component employ additional business rules. For example, vouchers for fundable activities flagged as a SNAP E&T component (e.g., 618 SNAP Enrollment in Placement / IES) may only be paid to the client. Additionally, if staff creates multiple vouchers, the Begin and End Dates may not overlap one another. The voucher will also be used in the web interface to the state s payment system to send the payment requests to the authorized payment processing system. That system will respond back with the actual payment date and information to be manually recorded within the enrollment activity record. Staff may also process payment cancellations back to the authorized payment processing system for various reasons. To manage the SNAP E&T reimbursement voucher, staff begins by selecting Manage Individuals Assist an Individual to search for and select the desired client profile. To access the SNAP E&T program module, staff selects the Programs tab of the Case Management Profile. On the Programs tab, staff clicks the + hyperlinks to expose SNAP E&T details. Staff clicks the Edit Wizard icon for the desired activity and clicks the Budget Planning Tab, as shown in the sample figure that follows: To manage voucher details, staff clicks Add a Voucher. In response, Virtual OneStop displays the Create a Voucher window, which consists of multiple sections (some of which are read-only). For further instructions, refer to the table that follows. Section Details In the Summary section Review section details for accuracy. If staff identifies an error, they must edit the SNAP E&T enrollment record to rectify the issue. Section Image Virtual OneStop Staff Services User Guide V18 05/2018

37 Section Details Section Image In the Remittance Address section Confirm/select the one stop location and remittance address. In the Manage Voucher section Confirm/select the desired status (Active). Set the approval status to Approved. Authorized staff must perform this step. Confirm voucher is payable to participant. This is required for most SNAP E&T components. Check with your supervisor for more details. Confirm/edit participants address. (Optional) Enter the participant s Student ID number for internal tracking purposes. (Optional) Enter the reference number for this voucher for internal tracking purposes. Confirm/enter the voucher creation date. In the For Services Provided Between section Enter the activity service end date. In the Bus Pass/Token section Staff s ability to present bus passes/tokens will be restricted to specific components. Select whether the participant will receive bus passes/tokens in lieu of the $25 payment. If staff selected Yes or Both, enter the number of bus passes/tokens provided. Virtual OneStop Staff Services User Guide V18 05/2018

38 Section Details Section Image In the Cost Details section Enter the reimbursement voucher amount ($25.00) in the Total Support Service Cost - Fee Based field. The amount entered cannot exceed the planned amount, as displayed beneath the field. (Optional) Enter other costs, if applicable. Press the Tab key. In response, the system will display the reimbursement amount in the Total Amount field. (Optional) Enter a comment, if applicable. In the SNAP Program Document(s) section (Optional) Click Add a Document to upload an existing document on behalf of the client. The Document Management module is required. Click Save. Virtual OneStop Staff Services User Guide V18 05/2018

39 As a result of staff s data entry, Virtual OneStop will display the updated Budget Planning tab (a sample of which is shown at right). In the lower portion of the screen, Virtual OneStop displays a real-time breakdown of fiscal activity related to this reimbursement voucher. Staff can review this screen at any time to know the current status of this fundable activity. Additionally, the system prepares staff for the next likely step in this fiscal tracking process by displaying a link to add a payment. For details, refer to the next topic. If desired, staff can create multiple vouchers. However, the sum of these cannot exceed the total funded cost (i.e., $25). This design extends to fundable services outside of SNAP, enabling staff to stagger vouchers by date, by semester, by line item cost, or other means. SNAP E&T Enrollment, Updated Budget Planning Tab (Voucher) Virtual OneStop Staff Services User Guide V18 05/2018

40 SNAP E&T Voucher Payments Staff can use the Budget Planning tab to manage payment information for fundable services such as the SNAP E&T reimbursement voucher. In the previous topic, staff worked from this screen to create a voucher for payment. In this example, staff will: 1 Click the Add a Payment link (at the bottom of the tab) to initiate a voucher payment. Click the voucher s hyperlink to expand the Voucher-related table, and access the Add a Payment link (as shown below). This link opens a new Payment window. 2 Review the Summary and Voucher Details sections for accuracy. The sections are not editable. However, if staff identifies an error, they must edit the SNAP E&T enrollment record to rectify the issue. 3 Enter payment data in the Manage Payments section. Adding a Payment to an Approved Voucher a. The Payments Status is a required selection and vouchers may pass through several statuses until the final payment is made. Open Default active status. Approved for Payment This status enables authorized staff to complete the payment transaction. Payment Hold This status suspends payment processing. Virtual OneStop Staff Services User Guide V18 05/2018

41 Payment Offline Although equivalent to Approved for Payment, this status indicates the payment will not be processed through the interface due to a petty cash payment or an offline check payment. Payment Processed Depending on the system s interface processing requirements, one of the following may apply for this selection: If payment processing is automated through an interface, the interface will set this value once the payment has been sent. Staff can manually select this status upon confirmation that other staff processed the payment. b. Enter the payment date. c. (Optional) Enter the Cash Forecast Date to record the date that (1) a cash drawdown is required; or (2) payment is due to a vendor. d. (Optional) Enter the check number for internal tracking purposes. e. Enter the vendor document # for internal tracking purposes. 4 (Optional) Enter dates in the For Services Provided Between section when the payment only covers services performed for a portion of the time period. 5 Use Details section to indicate total service cost, specific service fee, and other cost. a. Enter the payment amount in the Total Support Service Cost - Fee Based field. (The amount entered cannot exceed the vouchered amount, as displayed beneath the field.) b. (Optional) Enter other costs, if applicable. When you exit the text box, the system will calculate the Total Amount field. c. (Optional) Enter a comment, if applicable. 6 In the Final Payment section, click the checkbox to indicate this is the final payment. When selected, no further payments may be posted. 7 Click Save. If staff created multiple vouchers for the total funded cost, they must repeat the payment procedure for each voucher. Staff s objective is to remit payment(s) that match the total amount for each voucher. Payment Refunds In the event that staff (or the system, via a web interface) commits a payment that must be reversed (for example, cancellation of the service occurs after payment was remitted), Virtual OneStop enables authorized staff to create a refund based on payment details documented. The process whereby staff documents a payment refund is essentially the same as the process for creating a voucher or payment (discussed in the previous topic, SNAP E&T Voucher Payments). 1 Click the Voucher link (or Plus Sign) to expand the voucher. 2 Click the Add a Refund link (at the bottom of the tab) to initiate a payment refund. 3 Review the Summary and Voucher Details sections for accuracy. The sections are not editable. However, if staff identifies an error, they must edit the SNAP E&T enrollment record to rectify the issue. 4 Enter refund data in the Manage Refunds section. Staff may select Payment Offline to handle the adjustment manually, or Approved for Payment if using the payment extract utility. Staff enters the refund date and matching payment details where applicable. 5 In the Details section, staff must enter the refund dollar amount in this field as it was entered originally. When staff presses Tab, Virtual OneStop updates the total (refund) amount. 6 Click Save. Virtual OneStop Staff Services User Guide V18 05/2018

42 Budget Planning Tab (Payment and Refund) Additional SNAP E&T Activities/Components Based on the needs of the client, the state s program requirements, and the resources available, SNAP E&T participants may continue to receive SNAP E&T activities and components. For example, SNAP E&T participants may be referred to the WIOA program for Title 1 services, including literacy training, education classes, job skill training, and other employment-related training. For non-wioa services, staff may follow the instructions previously documented to record service enrollment details. Virtual OneStop Staff Services User Guide V18 05/2018

43 Create Credential When SNAP E&T participants engage in training activities that offer credential attainment, and staff cannot verify this information before they close the training activity, they may click Create Credential to record credential attainment details, as shown in the following figure: To complete this record, staff performs the following: 1 Confirm/select their LWIA/region. 2 Confirm/select their office. Creating or Editing a Credential Record 3 Select the credential received from the following values: High School Diploma or GED or High School Equivalency Diploma AA/AS Degree BA/BS Degree Occupational Skills License Occupational Skills certificate or credential Other Post Graduate Degree 4 If staff selected Other for credential type, they must enter the type in the Other Credential field. 5 Click Verify to select an approved verification value. 6 Click Scan to create an electronic scan copy of the credential, which staff may associate with the individual s profile. Virtual OneStop Staff Services User Guide V18 05/2018

44 7 Click Upload to select an existing electronic copy of the credential. To enable document scan and upload capabilities, Virtual OneStop must be configured with the Document Imaging and Document Management modules. Staff may associate scanned and uploaded documents with the individual s profile. 8 Click Link to associate a formerly scanned or uploaded document to this training outcome. 9 Click View to see the credential. 10 Enter the date the individual received the credential. 11 Click Save. Add/Edit Entered Employment If during the course of SNAP E&T participation the individual becomes employed, staff may use the Entered Employment feature to record employment details on behalf of the individual. Note that Entered Employment is used for informational purposes only, and is never used to meet federal reporting requirements. Quarterly wage data remains the primary (and preferred) method of employment verification for federal reporting purposes. Staff may perform supplemental data entry using the SNAP E&T follow up form if quarterly wage data is not available. For more information, see the SNAP Quarterly Follow Ups topic on page System configuration options may exclude this feature in your Virtual OneStop system. Adding or Editing an Employment History Record To add a new employment history record, staff performs the following: 1 To begin, expand the Add Employment section displayed within the individual s SNAP profile on the Programs tab. 2 To add a new employment record, click the Add a New Employer link. 3 Enter the employer name using one of the following conventions: Begin typing the company name a matching employer profile from the InfoGroup employer dropdown. When staff uses this feature and clicks a desired entry, the system will auto fill all corresponding information. (If no matching employer record exists, staff must manually complete required information.) Click Search Individual Employment History to retrieve documented employer information Virtual OneStop Staff Services User Guide V18 05/2018

45 from the individual s Background information. If staff uses this feature and clicks a desired entry, the system will auto fill all corresponding information. Click Select from Internal Job Order/Placement to retrieve job referral information from the individual s referral history. If staff uses this feature and clicks a desired entry, the system will auto fill all corresponding information. 4 Enter all remaining employer information, including all required address or contact information. (For assistance with zip codes, click the Search for ZIP link to access the United States Postal Service website.) 5 Click Search for Industry NAICS Code to identify the nature of business the employer conducts. When staff selects a desired value, Virtual OneStop will auto fill the NAICS code and description. (Staff cannot manually enter this information.) 6 Complete the Job Information section. 7 Click Save. a. Enter the Individual s job title, and then click Select Occupation to search for and select the job s matching occupational title. As a result, Virtual OneStop will auto fill the occupational code and title. b. Indicate whether the job qualifies as a green job. For assistance, click What is a green job?. c. Enter the individual s number of weekly work hours in ##.# format. d. Enter the individual s hourly wage in #.## format. e. Enter the job start date in MM/DD/YYYY format. f. (If applicable) Enter the job end date using the same date format. g. Click Insert occupational description to automatically record job duties (based on O*NET occupation), or manually enter the job data is information (not to exceed 2500 characters). Entering Job Information Virtual OneStop Staff Services User Guide V18 05/2018

46 Create Outcome (SNAP Exit) The SNAP E&T case exit is designed for staff to officially end the provision of services to SNAP customers. Specific business rules and configuration settings have been applied to the SNAP module to set it apart from other federal programs that staff can manage in Virtual OneStop. These changes provide more flexibility for program participants and program staff in terms of ending service delivery for reasons other than federally observed global exclusions. SNAP E&T Anniversary Exits Virtual OneStop will display the Create Exit/Outcome link to accommodate staff s desire to manually exit a SNAP E&T customer, and will display this link as soon as staff creates one of the following: SNAP E&T Appointment DHS Notification SNAP E&T Application (including partially complete applications) In this context, Virtual OneStop will enable staff to close the SNAP E&T record (exit the client from SNAP) even before the client achieves program participation (by receiving their first program activity/service). Additionally, Virtual OneStop can manage SNAP E&T closures automatically. With this configuration setting enabled, when one year has elapsed since the SNAP E&T application date, the system will perform the following: For all such records, when the anniversary date is met, Virtual OneStop will close any (and all) activity records, AND Officially exit the customer(s) from SNAP E&T SNAP E&T Soft Exits Virtual OneStop configuration settings enable SNAP staff to manage program outcomes without direct record intervention. As initiated in Program Year 2005 by Common Measures, the system can perform soft exit routines when records reach the non-service threshold (usually 90 consecutive days). Staff will have prepared for this event by closing all open SNAP activities/components and securing any necessary documentation (e.g., case notes) to legitimize and complete this planned event. Configuration settings control whether the SNAP soft exit occurs as: A single event which occurs regardless of other open program enrollments such as WP or WIOA. A combined event which requires the minimal 90-day cessation in service delivery for all federal programs managed within Virtual OneStop. This means the individual cannot exit from SNAP E&T until they meet exit criteria for all programs of participation managed within the system. Whether Virtual OneStop is configured for single or combined soft exit procedures, it will automatically perform the following actions when managing a soft exit event: Close any activities, components, or services that staff failed to close (usually after a default time period such as 30 days after the projected end date). Display activity exit dates that match their projected end dates. Exit the individual from the program(s). Display a program exit date that matches the most current activity s end date. Modify the program application status as Case Closed. At this point, if the client wants to receive SNAP E&T program services, staff must complete a new SNAP E&T application to open a new enrollment period. Virtual OneStop Staff Services User Guide V18 05/2018

47 SNAP E&T Hard Exits Business rules ensure that before staff can manually close a SNAP E&T record, all services must display an actual end date and a completion code. When staff clicks Create Exit/Outcome and at least one SNAP E&T activity or component remains open, Virtual OneStop will display a pop-up alert similar to the one at right. To close a SNAP E&T activity, simply: 1 Click the Close link for the desired service. 2 Enter its actual end date and status 3 Click Finish to save the edit. Certain training activities might require staff to perform additional data entry, such as verifying credential attainment. Once all activities are closed, perform the following steps to complete the outcome form for a hard exit. 1 Click the Create Exit/Outcome link. 2 In the General Information section confirm (or select) the LWIA and Office Location. 3 Confirm (or select) the Staff Position (DVOP, LVER, or Staff). Completing a Manual Outcome ( Hard Exit ) Virtual OneStop Staff Services User Guide V18 05/2018

48 4 In the Exit Information section, the Exit Date will prepopulate with the last activity exit date. Confirm or modify the date displayed. 5 Select an Exit Reason from the dropdown menu options (No Show, Did not Complete Program, Return to DHS with Confirmed Exemptions, or Successfully Completed Program.) If you select Other (Specify), enter a description. 6 (Optional) Use the Click Here link to enter additional contacts (on behalf of the customer). 7 (Optional) Enter comments, if necessary. 8 (Optional) Add a new case note in the Staff Information section. (NOTE: Depending on your configuration settings, Virtual OneStop may automatically create a case note upon completion of the program outcome form.) 9 (Optional) Perform case assignment using any of the following hyperlinks: Assign Case Manager staff use this option if the client has yet to be assigned. Assign Me staff use this option to assign the individual to their SNAP caseload, as long as the staff person performing these actions already belongs to a SNAP Case Management group. Remove Case Manager Assignment staff use this option to reassign the client to a new case manager. 10 Click Save to secure edits. SNAP Quarterly Follow ups Virtual OneStop is Common Measures compliant in terms of enabling staff to record performance data for four full quarters following the exit quarter. Although quarterly wage data is the primary means to verify post-participation employment, staff may record employment status details via supplemental data entry. For SNAP E&T customers that do not satisfy those federally observed global exclusion reasons (e.g., those who likely exited from SNAP via soft-exit means), staff may have to conduct quarterly follow ups to collect information for federal reporting purposes. As shown in the sample figure (right), Virtual OneStop automatically displays a quarterly follow-up schedule for SNAP E&T participants who successfully exited the program. SNAP E&T Quarterly Follow Up Schedule From the Programs tab of the Case Management Profile, in the SNAP E&T enrollment section, staff may create two types of SNAP follow up records: Local Staff clicks Create Follow Up to create follow up records that do NOT get federally reported. Although identical in appearance to required follow ups, these records are primarily used to meet state and local requirements. Required Staff clicks a desired follow up-type link to complete a form, the data from which will be submitted to meet federal requirements. When staff clicks to complete a SNAP follow up record, Virtual OneStop will display the form amongst five steps/screens. The Follow-Up Wizard will provide guidance to staff to enable successful data entry. For more information, refer to the topics that follow. Virtual OneStop Staff Services User Guide V18 05/2018

49 General Information Section Virtual OneStop displays read-only information in this section, so staff can only click Next>> to proceed. Contact Information SNAP Quarterly Follow Up, General Information Section (Step 1 of 5) Similar to the former step/screen, Virtual OneStop auto fills customer contact data previously entered. SNAP Quarterly Follow Up, Contact Information Section (Step 2 of 5) If necessary, staff may edit this information, or document additional contacts in the event they cannot contact the client directly. Whether or not staff makes changes, they click Next to proceed. Virtual OneStop Staff Services User Guide V18 05/2018

50 Contact Attempts Information Section Staff need only complete this screen to document failed contact attempts (attempts that prevent staff from completing this potentially required document). If staff successfully made contact with the client and was able to secure the necessary information, staff simply clicks Next to proceed. SNAP Quarterly Follow Up, Contact Attempts (Step 3 of 5) If, however, staff must document their failed contact attempt(s), they will: 1 Click the Add a new Follow-up Contact Attempt link. In response, Virtual OneStop displays a new window. 2 Enter the failed contact date. 3 Select the desired time of day indicator (Morning, Afternoon, or Evening). 4 Select the attempted contact type. Values include the following: Telephone Individual Telephone Employer/School Letter or Survey Sent to Individual Letter or Survey Sent to Employer/School Worksite Visit Home Visit Other (Specify) 5 (Optional) If staff selected the contact type, Other (specify), enter the other contact type. 6 Click Save. Virtual OneStop redisplays the main contact attempts screen with the added data (an example of which is shown below). Once staff has entered the maximum number of contacts allowed (per system configuration settings), Virtual OneStop will display the following: You have documented the maximum contacts required. Do you wish to close this follow up as cannot locate multiple attempts with no success. If staff clicks OK to confirm, the system will perform the following. If staff clicks No to deny closing the SNAP quarterly follow up, Virtual OneStop will remove the pop-up alert. Display Complete as the quarterly follow up status Display Yes for multiple attempts Display Moved out of area/cannot locate for Other Status at Follow Up. Insert the system date as the actual date. 7 Click Next>> when the contact attempt is complete (rather than unsuccessful). This will display the Follow-up Employment Information screen. Virtual OneStop Staff Services User Guide V18 05/2018

51 Employment Information Section Staff uses this section of the Follow Up record to document the individual s employment status for each of the four quarters following exit quarter. To add the employer, staff will: SNAP Follow Up, Employment Information Section (4 of 5) 1 Click Add Employer to provide employment details. The Employer Information and Job Information sections are displayed (samples of which follow). If they clicked Yes, for having returned to the layoff employer, they will not have to add an employer. 2 Enter the employer information and the specific job information in the two areas of the screen. (For more information, see the Add/Edit Entered Employment topic on page ) 3 Click Save. The Followup Employment Information screen redisplays with the added employment included (under the two questions at the top of the screen). 4 Click Next>>, and the Followup Staff Information screen displays. Follow-up Staff Information Section On the final screen required to complete the SNAP quarterly follow-up record, staff performs the following: 1 Select the client s follow-up status from the dropdown menu options: Institutionalized, Health/Medical, Deceased, Family Care, Reservists called to active duty, Moved out of area/cannot locate, Other (specify), Placed in Employment.) SNAP Follow Up, Staff Information Section (Step 5 of 5) Virtual OneStop Staff Services User Guide V18 05/2018