Search for a Renewal

Use this procedure to search for cases to conduct a Renewal.

Process Steps:

From the Left Navigation menu, select My Workspace, then select Locality Inbox.

- The Search Inbox page displays.
- Click the Renewals tab at the top of the page.

In the Renewal Inbox Search Criteria section:

- Enter the Tracking #.
- Select the Source of the Renewal.
- Enter the Case #.
- Enter the SSN of the case name.
- Enter the date of birth of the case name in the DOB field.
- Enter a date range in the Renewal Received Date fields.
- Select a response for the Program, Processing Status, Acknowledged by EA, Locality, Acknowledged by ABD, and Potential Pregnancy dropdown menus:
1. 1. Selecting No from the Acknowledged by ABD dropdown menu will list all unprinted ABD Renewals in the search results.
  2. Once you acknowledge / print an ABD Renewal, select the Acknowledged by ABD checkbox on the Register Client page or the Inbox Inquiry page.
  3. Selecting Yes from the Acknowledged by ABD dropdown menu will list all acknowledged / printed Renewals in the search results.

Processing Statuses for Search Results:

New – This status displays for a Renewal of a case that has an address change or addition of new individuals. File Clearance process has not started in My Workspace. This status can display depending on the point at which the Self Direct process fails.
Started – File Clearance process has started in My Workspace but not completed. Clicking the link returns you to the File Clearance process. This status can display depending on the point at which the Self Direct process fails.
Process – Displays for a Renewal of a case that is in the VaCMS and does not have an address change or addition of new individuals. Or, displays if the Renewal that does have an address change or new individual, but the My Workspace process was already completed. Clicking the link takes you to the Case Action page. This status can display depending on the point at which the Self Direct process fails.
Submitted – Case action has been initiated for a Renewal of a case in the VaCMS. This status also displays for a Renewal of a case that is not in the VaCMS (is administered outside of the VaCMS) and does not have an address change or addition of new individuals. This status can display depending on the point at which the Self Direct process fails.
Continue Case Assignment – This status displays if the Self Direct process failed at Case Assignment. Clicking the link takes you to the case assignment page.

You must enter at least one value for the search criteria to conduct a search.
Click Search.

- The search results display in the Search Results section.
- For Renewals that are automatically set to a status of Submitted by the VaCMS (when there is no address change and no new members are added), or that are processed through self direct, the Assigned To column will display SYSTEM.

To initiate the Renewal process for a case with a processing status of New:
- Click the radio button next to the case you want to renew.
- Click Start Renewal.
To continue the Renewal process for a case with a processing status of Started:
- Click the Started hyperlink.
- New details from CommonHelp or RDE will automatically be displayed in the appropriate fields for the pages impacted by the changes.
- For Renewals, all summary pages will be queued, and you will need to visit the details page(s) for each record (and each customer / member of household) by clicking the edit icon.
- When a summary page has multiple records, click an edit icon, complete the details page(s) as needed. Upon return to the summary page, continue to edit additional record(s).
If you navigate to the Case Action page by clicking the Process link, the Case # field will be pre-populated with the case number and the action will be set to Redetermination (for VaCMS Renewals only).
- New details from CommonHelp or RDE will automatically be displayed in the appropriate fields for the pages impacted by the changes.
- For Renewals, all summary pages will be queued, and you will need to visit the details page(s) for each record (and each customer/member of household) by clicking the edit icon.
- When a summary page has multiple records, click an edit icon, complete the details page(s) as needed. Upon return to the summary page, continue to edit additional record(s).
- If you do not click the Process link, and navigate to the Case Action page manually, then the fields on the Case Action page will not pre-populate, the data from CommonHelp or RDE will not pre-populate, and the Renewal will not be processed from the Renewal Inbox.
If you convert an application to a Renewal during File Clearance but begin processing the case directly in Data Collection without going through the Renewal inbox, the converted application will remain in the inbox even after processing the case. However, you can dispose of the converted application using the steps below.
- Complete the Search Criteria fields, then click Search.
- Click the radio button next to the Change Report or Renewal you want to remove.
- The Dispose button is enabled.
- Click Dispose.
- The Disposal Reason pop-up displays.
- Choose the appropriate Disposal Reason from the dropdown, then click Dispose.

Results of the Procedure:

The Renewal search is successfully completed.

Updated 02/01/2016