Revised July 2006

I. KAECSES-Kansas Automated Eligibility Child Support

IV. Suggestions for Working with KAECSES

V. Issuing Initial Foster Care Medical Approvals

VIII. Re-opening a Foster Care Payment Case

IX. LOTC Coding for MRDD Waiver, SED Waiver and Psychiatric Residential Treatment Facility (PRTF) Placement for Foster Care and Adoption Support Children

X. Opening an Adoption Assistance Case

XI. Completing a Review on an Adoption Assistance case in KAECSES

XII. Closing Adoption Assistance Cases

XIII. Excerpts from KAECSES Manual

COMPUTER SYSTEMS

This section provides instruction on how to use the various state computer systems to obtain information necessary to make the IV-E eligibility determination.

I. KAECSES -- Kansas Automated Eligibility Child Support Enforcement System

KAECSES is a major computer system containing data for all youth placed in state custody and removed from their home. All foster care cases have a IV-E eligibility determination done to determine the source of funding. This eligibility data is entered into KAECSES along with other relevant case data and a medical card is generated from this system. Through KAECSES, you will be able to access income and resource information necessary to make a IV-E eligibility determination.

1. To sign on to KAECSES, please follow these steps:

Step 1: Double click on the KAECSES icon to open session.

Step 2: Type SRCICSR or SRCICSS and press the enter key.

Step 3: Type User ID and Password and press the enter key.

Step 4: Type SRXP press enter.

Step 5: Enter security code and password.

2. To search for basic client information, follow these directions:

Step 1: Type 1 (Inquiry Menu) as the function # and press enter.

Step 2: Type 1 (Prior Contact Check) as the function # and press enter.

Step 3: Type in the client's KAECSES ID in the space called client identifier to call up the client's record. If that does not work, type the client's last and first name to call up that record.

3. To return to the main KAECSES menu screen press F2.

4. To gather income information from KAECSES, please follow these steps (you will be using the CAMM menu):

Step 1: Sign onto KAESCES using “coreview” as the security key and “super” as the password. Using your own sign-on will not allow you to reach the CAMM menu.

Step 2: Obtain clients case # by entering 1 in the function space to select Inquiry Menu and press the enter key.

Step 3: Enter 1 in the function space to select Prior Contact Check and press the enter key.

Step 4: Tab down to Client Identifier and enter the KAECSES Client ID and Press the enter key.

Step 5: Locate the appropriate program code and enter the sequence number at the bottom right hand corner of the screen and press the enter key.

Step 6: At the Program Involvement Person List screen press F9 twice. You will return to the Supervisor/Administration Menu. The case number and program type will appear automatically.

Step 7: Press shift and tab to skip down to next and type CAMM and press enter.

Step 8: At the Case Maintenance Menu enter function 7 (Resource/Income Review) or 8 (Income Review), benefit month, and budgeting method then press enter.

Step 9: You will have a list of screens that can be obtained by pressing the enter button. They follow in this order:

·         Liquid Resources

·         Vehicles

·         Other Assets/Property

·         FS Resource Determination

·         Unearned Income Education

·         Unearned Income

·         Earned Income

·         Self Employment/Intermittent Income

·         Expenses/Need Standard

·         MR History/ Requirements

·         FS Allotment Determination

·         FS Eligibility Determination

·         Budget Print Request

II. Other State Systems

For cases in which the child and/or family do not receive any type of financial assistance, you will need to access other state computer systems in order to obtain the financial information. You will be able to access these other systems through the KAECSES system.

To access these databases through KAECSES, please follow the following steps:

Step 1: At the welcome screen, type SRCICSR or SRCISS and press the enter key.

Step 2: Type in the USERID and password

Step 3: Type in your security key and password

From this point you will be able to access all of the systems described below.

A. EATSS System -- Easy Access to Social Security

You will be able to access information regarding a person’s social security (SSA) and supplemental security income (SSI) through the EATSS system. To do so, please follow the following steps:

Step 1: Access KAECSES

Step 2: After typing your password, Enter “Shift + F2” or “PF2” to toggle, then type SWSS. Hit control.

Step 3: Type the client’s social security number. Hit control. This database contains SSA and SSI data from three different state systems (SDX, BENDEX, and TPQY). EATSS will automatically bring you to the system that has the most recent benefit information but you may select all three systems manually using the PF keys. Be sure to check all three systems for verification of social security benefits. There may be several screens of SSI/SSA historical information. You will need to scroll through all of them.

Note: Pressing F4 results in system update with the most current information in a day or two.

B. KES System -- Kansas Employment Security

The KES system can provide you with information regarding earned income and unemployment benefits. In particular, you will want to access the BASI and BARI screens which will provide you with quarterly income information. To access this system, please follow the following steps:

Step 1: Access KAECSES to the point where you see the indication that the sign-on is complete.

Step 2: Type BASI (for earned income) or BARI (for unemployment benefits) (space) and the person’s social security number. Press the enter key. You will see a list of the person’s quarterly earnings or unemployment benefits.

C. Department of Revenue -- Motor Vehicles

1. This system allows you to access the Department of Revenue’s motor vehicle file. You may need to access this information in order to determine if a person owns a motor vehicle.

2. This system may not be especially useful for the purposes of determining resource value as it does not contain information regarding the value of the vehicles. Nevertheless, it will tell you whether or not a person owns a motor vehicle.

3. To access this system, follow the following steps:

Step 1: Sign on to KAECSES.

Step 2: Type VIQM and press the enter key. The VIPS Vehicle inquiry menu will display.

Step 3: Move the cursor to the first field in the owner name section. Type the letter L.

Step 4: Type the person’s name as follows: last name, space, first name, space, middle initial, then press ENTER. The VIPS list by owner name screen will display. Variations of the name can be input (i.e. last name, first initials, or the most information available) to see what possibilities pull up on the screen.

Step 5: Move the cursor to the specific record to be viewed and type an S on the blank field. Press the enter key. The vehicle title and owner lien inquiry screen will display. This is a two page screen. Press PF8 to scroll to the second page.

Step 6: Press PF3 to return to the VIPS vehicle inquiry menu.

Step 7: To exit the system, press the clear key, type CSSF LOGO and press the enter key.

D. SWDX System

The Public Assistance Data Exchange (SWDX) is used primarily by public assistance workers to inquire into public assistance data and employment security data for neighboring states (Iowa, Illinois, Missouri, Nebraska, and Oklahoma).

1. To access these systems, please follow the following steps:

Step 1: Sign on to KAECSES.

Step 2: Type SWDX and

Step 3: Press the enter key.

2. For SWDX information:

Step 1: Type option E.

Step 2: Type the two character abbreviation of the state in which the client lives or works.

Step 3: Type the social security number for the client.

Step 4: Do not type anything in the CASE ID NO field.

Step 5: Type all 9's in the WORKER LOC/ID field. Press the enter key.

Step 6: To inquire about another person, press the clear key (which is your pause/break key) and the main inquiry menu will redisplay.

To exit the system, press the clear key at the main menu. The sign-off is complete.

E. Child Support System

1. The Child Support system contains information regarding child support. To access the system, please follow the following steps:

Step 1: At the welcome screen, type SRCICSY and press the enter key.

Step 2: Type your user ID and password and press the enter key.

Step 3: Type SRXK and press the enter key.

Step 4: Type your security key and password and press the enter key.

Calculation of Child Support Income

The following are practice instructions written by CSE to assist IV-E foster care eligibility specialists to review and document child support income. The child support screens which are necessary to document IV-E foster care eligibility depend on the income amounts and time frames for receipt. Eligibility specialists will need to prudently document the support, e.g. if no support is reported, only the LCDA and COLL screen need be printed to document zero. If a large arrearage is received, multiple screens may be necessary in order to document the support is attributable to the child in foster care and the month in which it was received.

The child support information on LCDA and COLL changed via CSE policy and procedures Feb. 9, 2004. Initial IV-E foster care eligibility, with AF segments during the period October 1, 2004 through March 31, 2005, determined since Feb. 2004, require review to achieve compliance. Ongoing IV-E foster care cases with AF segments during the time frame October 1, 2004 through March 31, 2005 require review to achieve compliance. No retrospective review of cases is required of state only funded foster care segments nor of cases closed prior to October 1, 2004.

The following instructions are to be used in obtaining child support totals for initial eligibility (total household amount) and for ongoing eligibility determination (for child only).

General Background Information

HOUSEHOLD SUPPORT:

In order to research the total child support received during a month on behalf of any child in a household, you need to determine all the children and all possible payers. CSE cases are set up in groupings as:

Applicant/ Recipient (custodial parent or caretaker)

Absent Parent (could be mother or father)

Children associated to that absent parent, living with the A/R

Because of the groupings of case-related people, there could be multiple cases related to the family household. It is important to keep track of all the children in the household, and their absent parents. Each absent parent needs to be researched to determine if they paid child support for the month for any child in the household.

It is notable that an AP, being researched, could possibly be paying support for a child in another household. Maintain that AP/child match so only payments for the children of the household are counted.

OVERALL PROCESS

Determine all children in the household

Research all applicable Absent Parents

Tally support paid on behalf of household children

INDIVIDUAL CHILD’S SUPPORT:

A child may be supported by both parents and have two associated cases in CSE.

Remember that CSE records show payments by the payer, and that some of those paying absent parents are obligated to pay for several children. It remains important to remember while researching to match up the payer with the person they are supporting, so only the money paid on behalf of the child you are researching is counted.

OVERALL PROCESS

Research both parents (Absent Parents)

Tally support paid on behalf of the child for the time frame needed

Initial Eligibility – Income by Family

Child’s Person Number (same one as your computer system). You can also use CSE’s NAME screen to obtain the Person number. Person#____________________

In KAECSES – CSE side:

COMN Screen

Type "COMN" in the upper left NEXT field. Press <ENTER>.

On COMN, type the child’s Person# and PF2 Display to find all CSE cases with that individual.

Locate the active case with the "A/R" for the household grouping you need. (Note the abbreviations under Role column)

Case # ____________________________

A/R Person # _______________________

(Applicant/Recipient)

AP Person # ________________________

(Absent Parent)

To determine if there are more payers for the household family, ask:

Does the A/R have other children in the household with other AP’s?

Replace Person # on COMN, with the A/R Person # and PF2 Display.

Examine any other Cases displayed than the one already noted where the Person# searched has an A/R Role.

Are there other active children (look for "Stat" column on the right with "A’s" for active)?

If so, note any case #’s, children’s names and AP #’s on those cases:

Case #’s___________________________________

Children’s Names ____________________________________________________

AP #’s ____________________________________

LCDA Screen

Type "LCDA" in the NEXT field, and press <Enter>.

Type in the first AP Person# in AP/Payer field, and enter the Collection Dates to represent the month of support. (Example: From 11012004 To 302004)

Press PF2 Display

If any payments were made during this time frame, they will display. Each applicable payment will have to be researched.

NOTE: This screen displays the payee for each distributed collection segment. You may be able to narrow the search by considering only the A/R of your household.

Information is displayed as a grouping with a blank line separating each payment. The first line is the collection and displays a date in the "Coll Date" column. The subsequent lines that appear indented (with no dates displayed in that "Coll Date" column), represent how the collection distributed.

Place an "S" in the corresponding left hand column select field, titled "S," from an "indented" distribution listing.

Type "COLL" in the "Flow To" line at the bottom left of the screen.

Press PF 16 Flow-To

COLL Screen

Below the screen header information, there is/are lines that have enterable "Sel" fields on the left hand column. Again, the first line of listing begins with a date display, and the subsequent lines are separated from the "date" line by a blank line. You need to research those lines (after the blank line) that begin with an Obligation Type abbreviation (like CS, MS, AJ, etc.).

NOTE: Use only the lines of distributed child support for a child who is a member of the household you identified previously.

CAUTION: Usually selecting one of the "indented" distribution listings from LCDA will supply all the information you need on COLL. On COLL if a portion of a payment had to redistribute, a negative amount will display to cancel out the original listing.

Research every potential payment in the time frame, and keep track of total collections.

Payments for the child(ren) of the household:

_________ _________ _________ _________ _________ _________

For each additional AP, enter Person # and date frames on LCDA & repeat search.

Ongoing Eligibility – Income specific to the child

Recheck and document child support income for each child when the case is reviewed.

Need: Child’s Person Number (same one as your computer system). You can also use CSE’s NAME screen to obtain the Person number. Person#____________________

In KAECSES – CSE side:

COMN Screen (Determine the payor(s) specific to the child. A foster care child has both parents as absent, and both may be paying child support.)

Type "COMN" in the upper left NEXT field. Press <ENTER>.

On COMN, type the child’s Person# and PF2 Display to show all CSE cases with that individual.

Locate the active case(s) with the "CH" in order to determine which AP(s) to search. (Note the abbreviations under Role column)

Case # ____________________________

AP Person # ________________________

(Absent Parent #1)

AP Person # ________________________

(Absent Parent #2)

LCDA Screen

Type "LCDA" in the NEXT field, and press <Enter>.

Type in the first AP Person# in AP/Payor field, and enter the Collection Dates to represent the months necessary to determine ongoing eligibility. (Example: From 06012004 To 11302004)

Press PF2 Display

If any payments were made during this time frame, they will display. Each applicable payment will have to be researched.

III. ENTERING ELIGIBILITY INTO KAECSES

A. Opening Foster Care Eligibility Case

A foster care eligibility case is opened when a child is court ordered into the custody of SRS and is in an out-of-home placement. The eligibility case is opened in the KAECSES system by following the steps outlined below:

1. CLME screen (main menu) - choose #2 and ENTER.

2. CLIR screen - search diligently for the child in the system to prevent the creation of a duplicate client ID number for the child in error.

3. Save the individual by either entering “Y” on the CLPR screen or by returning to the CLIR screen, choosing # 2 and entering all the identifying information. ENTER.

4. If the individual is not found during the search, choose #4 to create a new case, from the menu on the CLIR screen. Fill in the county code; the area number, unit number and worker number. ENTER.

5. REAP screen - enter FC for programs applied for. Enter the date application was received and the date benefits start. Enter PI (primary individual) for relation and “01" (first and only person on the case) for position. ENTER.

6. INDA screen - do not fill in any information. Go to the “next” field and enter APEM. ENTER.

7. APEM screen - choose #1 to start the actual case sequence screens. ENTER.

8. INDA screen - the second time this shows. Just hit ENTER.

9. SEPA screen - enter “IN” next to AM (automatic medical). Enter “IN” next to FC (foster care). ENTER. If the “IN” next to AM turns red and will not let you proceed, you have to code it “OU” and key it in at a later date as the medical is open elsewhere on the system for this particular month.

10. MERE screen - enter a “Y” under insurance code if there is third party insurance. ENTER. All health insurance coverage information from outside insurers (non-state) should be forwarded to EDS by fax. The (Third Party Liability) TPL fax form is found in the form section of the SRS Net http://www.srsks.sr.state.ks.us/. If you access the form thru SRS Net, the form name is Third Party Liability Fax Form and the number is MS-2505. To submit the form to EDS, send the fax form to (785) 274-5918.

11. SSDO screen - enter either “HC” (hard copy) or ‘CS” (client statement) under the VR fields for the social security number and the date of birth. ENTER.

12. ETRC screen - this is where you enter the ethnicity, residency and citizenship and verification (“HC” or “CS”). ENTER.

13. PRAD screen - go to the Next field and hit ENTER.

14. CHSE screen - enter “01" and ENTER. The next screen is the CSE referral screen. Fill in the information for the biological/legal mother. The field directly under the POA (position on application) is filled in by using the code “01". Tab over to the field directly under RSN (reason) and enter “FC” (foster care). Tab down to the narrative line and type in a short message telling CSE that the child has been placed into SRS custody. If Parental Rights have been Terminated (PRT) and adoption is the case goal, inform CSE of the PRT and give the date child was referred to the Adoption Contractor. ENTER.

15. CHSE second screen - enter “02" and ENTER. The next CSE referral screen displays. Repeat the same process for the biological/legal father. At the “next” field type in FOCA. ENTER.

16. FOCA screen - Enter BASIC eligibility for source of funding and complete the fields using the current FOCA screen codes. ENTER.

17. FCPD screen - Enter PAYMENT eligibility for source of funding; enter the placement name and address; the start and end dates. Tab to the review through field and enter 11 months in the future. ENTER. AUTHORIZE. ENTER. *NOTE: Changes affecting payment eligibility such as IV-E ineligible placements, child receiving SSI or Judicial Language are done in the FCPD - Source of Funding field.

18. If opening this case after rollover (seven calendar days before the end of the month), you will need to go to the APEM screen and manually roll the case over to the next month. This is done by entering “4" and the month/year for the next month. ENTER. Go to SEPA to authorize Medicaid for the new month.

19. Go to the “next” field and enter FCPD fill in the information on this screen. ENTER.

B. Completing a Review on a Foster Care case in KAECSES

A yearly review should be completed on all foster care cases. Refer to Section 3250 Redetermination-Ongoing Eligibility.

1. On CLME screen (main menu)-enter the FC case number, enter the Program type FC, and enter the Benefit month (the month you are completing the review). In the NEXT field type CLIR then hit ENTER.

2. On CLIR, in the SELECT FUNCTION field enter 5. Tab down to the ENTER EXISTING CASE NUMBER field and enter the foster care case number and then hit ENTER.

3. On the RERE screen you will enter the date you are completing the review in the REVIEW APP DATE field. Tab to the NEXT field and type in FCPD and then hit ENTER.

4. On FCPD screen, you will enter the REVIEW THROUGH field with the month and year of the next review. This would be 11 months from the current month. (Example: If you are entering the review for 3/06, then your review date would be 2/07). You will then hit ENTER. Then authorize the screen in the AUTH field, type CAP2 in the NEXT field and then hit ENTER.

5. CAP2 will show in the REV DUE field then next time the Foster Care case will need to be reviewed.

IV. Suggestions for Working with KAECSES

1. PF9 key - takes you back to the previous menu screen with no updates. PF1 key - takes you back to the previous menu screen with updates. PF2 key - takes you back to the main menu with updates. Enter “Shift + F2” or “PF2” to toggle from one screen to another.

2. ACHI screen to check history of all actions on KAECSES.

3. CABHscreen to show cash benefit history.

4. CAIH screen to show cash payment history.

5. CAP1 screen that has information of whose caseload this case is under.

6. CAP2 screen that gives overall information about the case including what type of case, start/end dates, status of case and personal identifying information.

7. CARC screen accessed using “8" from main menu. Used to transfer case.

8. CLME main menu screen.

9. ELWM menu to work from for notices.

10. MEBH screen to show medical benefit history.

11. RERE screen review dates are updated here, then “next” to FCPD. Enter the new review date. ENTER.

12. REPT screen to “revert program to open”; you have to “next” to this screen. Use to reopen the case when SRS has not been relieved of custody.

V. Issuing Initial Foster Care Medical Approvals

1. Inquire for current or past medical coverage

2. Register in KAECSES if a new case (must have C&Y Lead access)

Follow instructions in the KAECSES Manual for client inquiry and registration (Web site: http://srsnet/commissions/admin/HelpDesk/KAECSES/Volume_I/02/201.asp ).

See Appendix E for KAECSES screen and default values to be used until an official eligibility determination can be made.

3. Produce a copy any current medical card or validated KAECSES CAP2 screen

4. If in managed care, coordinate with KMAP Liaison

5. Send official letter to CW/CBS provider, “Notice of Medical Coverage,” along with copy of interim verification from Step 3.

6. Fully authorize medical assistance within 5 working days.

7. Print temporary card by logging on to interchange MMIS. Select “Beneficiary” from the Main Menu.

Bring up Beneficiary Search Window. (Enter “Y” in the Phonetic Box and click “Search” if need list of possible beneficiaries.)

Beneficiary Base Window displays. Click on “Add’l Options” tab at toolbar, then click on “Temp ID Card” Print the card.

VI. Medical Card Re-authorization

1. SEPA screen - enter code “IN” next to AM (automatic medical). ENTER.

2. FCPD screen - enter the placement name and address; the start and end dates.

3. Tab to the review through field and enter 11 months in the future. ENTER. (redetermination only)

4. AUTHORIZE. ENTER.

VII. Closing Foster Care Payment Cases

Close a foster care case at the end of the month the child returns home. Send a letter to parent with the current medical card and inform them the foster care medical card will end and that the child’s insurance should be re-established with the family insurance.

1. Inquire for child by name, SSN or ID#.

2. Select the FC Case on CLPR, F9

3. Go to APEM, put in current month

4. Go To CHSE. At NO: put in 01, ENTER.

At narrative, write something to let Child Support know what is happening, ie Home to mom 01-01-06; Dismissed 01-01-06. Enter. On 2^nd screen at NO: put 02 and put in same narrative.

5. Go to FCPD, put end date of placement or custody, ENTER, authorize, ENTER

6. Back to APEM, Select #4, put in next month, enter. This is called Rollover

7. Go to SEPA, code OU medical, then to FCPD.

8. Go to "denial closure reason", put in OT, enter, authorize

9. Check CAP2 to see if closed at end of previous month.