Use this procedure to record earned income details for a client.
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Record earned income details by entering employment information on all of the following pages: Employment – Employer and Employment – Pay Details. The VaCMS calculates the monthly earned income based on the information collected on the three pages within this earned income logical unit of work. |
The Employment – Employer page displays.
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At the top of this page is the New Data button. The New Data button can be used to populate client information gathered during the Rapid Data Entry process. |
To populate data, click the New Data button.
The Data Population page appears.
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You can select the appropriate record and click the Populate button to import this data onto the page. You can then update this information and click on “Save + Continue” to proceed. Once the record is saved in the VaCMS, it will no longer show up on the pop-up window. To cancel the import of data onto the page click the “Reset” button, as long as the data was not saved in the VaCMS. |
In the Client Information section:
Select the Name of the household member who receives earned income from the dropdown menu (required).
The client’s Client # displays as read-only.
In the Employment Information Dates section:
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During the Intake process the Effective Begin Date defaults to the Application / Screening Date. When making updates to a Data Collection page, the Effective Begin Date defaults to the current date. The End Date is disabled. |
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When entering information for the first time the Reported On, Date Change Occurred and Verification Received On dates default to the current date. |
Enter the Effective Begin Date of the customer's employment details (required).
Enter the Reported On date for when the customer's employment details were reported to the local department (required).
Enter the date the actual change occurred in the Date Change Occurred field (required).
In the Employer Information section:
Enter the Employer Name (required).
Enter the Federal Employer Identification Number (EIN).
Enter the Street #, Fraction and Pre-Direction of the employer, as needed.
Enter the Str. Name / Rural Address of the employer.
Enter the Street Type of the employer.
Enter the Dwelling Type and # (number) of the employer.
Enter the Address Line 2 / PO Box of the employer (required if Street # is not entered).
Enter the City of the employer.
Select the State of the employer.
Enter the Zip Code of the employer.
In the Employment Information section:
Enter the customer’s Job Title from the dropdown menu.
Select the customer’s Income Type from the dropdown menu (required).
Enter the date the customer started working in the Employment Start Date field (required).
Enter the Date of First Pay.
If the customer’s is hourly, enter the number of hours the customer is expected to work in the No. of hours expected to work per week field.
If the customer’s pay rate is hourly, enter the amount the customer is paid per hour in the Rate Per Hour field.
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If the client is paid hourly, enter the No. of hours expected to work per week and their Rate Per Hour. If the client’s Pay Frequency is Weekly, the VaCMS automatically calculates the Gross Pay Period Amount (Excluding Tips) and displays this information on the Employment – Pay Details page. |
Select Yes or No from the Has the Client Lost Employment? dropdown menu (required).
Enter the Termination Date, if applicable.
Select Yes or No from the Is your employment part of a therapeutic work program? dropdown menu.
Select verification for the therapeutic work program from the Verification dropdown menu.
Select Yes or No from the Is this source of earnings from supportive services? dropdown menu.
In the VTP Information section:
Enter the number of hours the customer works per week in the No. of hours worked per week field.
If the customer’s pay rate is hourly, enter the amount the customer is paid per hour in the Rate of pay per hour field.
Select Yes or No from the Verified dropdown menu.
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The VTP Information section is applicable only for View Transitional Payment information. |
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The Pay History / Projection Period is a time period you establish each time you add or modify an income record. The VaCMS uses income received during the Pay History / Projection Period to calculate the client’s monthly income amount, which is used to determine financial eligibility. Use the Period Start Date field and the Number of Days in Projection Period dropdown menu to define the pay history / projection period. The VaCMS populates the Period End Date based on the Period Start Date and Number of Days in Projection Period selected. Consider the following when defining the Pay History / Projection Period:
Select the Period Start Date and Number of Days in Projection Period that includes as many of the customer's verifiable income records as possible. Remember, the VaCMS only uses income received during the Pay History / Projection Period when calculating the monthly income amount used to determine financial eligibility. Use the 60 and 90 day durations for past income amounts. Use the 30 day duration for expected or past income amounts. If there are missing income records during a Pay History / Projection Period the VaCMS calculates the missing income records based on the expected frequency and average of the available records. If an Irregular pay frequency is selected you must enter all payments received during the Pay History / Projection Period because the VaCMS cannot calculate the missing payments. |
Select Yes or No from the Is there a change to Pay Frequency? dropdown menu if applicable.
Select the Pay Frequency for the customer to receive payments from the employer from the dropdown menu (required).
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The Period Start Date, Period End Date, and the Number of Days in Projection Period fields are disabled when Contractual / Single Payments Covering More Than One Month from the Pay Frequency drop-down menu. |
Enter the day of the week the customer is paid in the Day of week paid field.
Enter the Period Start Date for the start date of the customer’s income period (required).
Enter the Period End Date for the end date of the customer’s income period (required).
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The Employment Information section is used to end an earned income. Proceed to End Earned Income to end an earned income. |
Select Yes or No from the Are There Any Deductions From the Pay Check? (Child Care): dropdown menu, if applicable.
Click Next.
The Bonus / Commission Pay Details page displays.
Click Next.
The Employment – Pay Details page displays.
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The Client Information and Employment Dates sections are filled with the information previously provided on the Employment – Employer page. Verify that the information is correct. |
In the Pay Details section:
Enter the date the client received or is expected to receive their payment in the Date Received / Expected field (required).
Enter the Gross Amount (excluding Bonus / Commission) for the customer’s payment (required).
Enter the gross amount of tips the client received in the pay period (excluding Bonus / Commission) in the Tips Amount field, if applicable.
Press ENTER and the Total Amount Excluding Bonus / Commission, Payment Indicator and Include in Projections fields are auto-populated.
Select the Pay Verification (required).
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The Begin Month Of Contract, End Month Of Contract and Does the income cover a period of 12 months?: fields are enabled when Contractual / Single Payment Covering More than 1 month is selected from the Payment Frequency dropdown menu. |
Enter the Begin Month of Contract if the payment covers multiple months, (required if enabled).
Enter the End Month of Contract if the payment covers multiple months, (required if enabled).
Select Yes or No from the Does the income cover a period of 12 months? dropdown menu, if applicable.
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Remember that only income records with a Date Received / Expected that falls within the Pay History / Projection Period are used to determine financial eligibility. |
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The total monthly amount is calculated by the VaCMS and auto-populated in the Total Pay Period Amount disabled field. The total monthly income is calculated by the amounts entered in the Gross Pay Period Amount (Excluding Tips) and the Tips Pay Period Amount, if applicable. |
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Repeat steps 11 through 12 of this wizard to record all the payments related to this earned income. |
To add an additional job:
Click Save + Add Employment to return to the Employment – Employer page to add another employment record to the case, repeat steps 1 through 12 of this wizard.
Click Save + Continue.
If any household member is self-employed the Self-Employment Details page displays or is queued.
Proceed to Self-Employment Details.
If any household member is receiving money from other sources the Unearned Income Details page displays or is queued.
Proceed to Unearned Income Details.
If any household member has deductions the Other Deduction – Details page displays or is queued.
Proceed to Other Deductions Details.
The customer's earned income details are recorded.
Updated 04/17/2017
