Use this procedure to record self-employment details for a client.
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Record self-employment income details by entering self-employment information on all of the following pages: Self Employment – Details, Self Employment – Pay Details, and Self Employment – Expenses. The VaCMS calculates the monthly self-employment income based on the information collected on the three pages within this self-employment income logical unit of work. |
The Self Employment – Details page displays.
In the Client Information section:
Select the Name of the household member who receives self-employment income from the dropdown menu (required).
The client’s Client # displays as read-only.
In the Self Employment Dates section:
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During the Intake process the Effective Begin Date defaults to the first of the application / screening month. When making updates to the Data Collection driver flow the Effective Begin Date defaults to the current date. |
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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 client’s self-employment details (required).
Enter the Reported On date for when the client’s self-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 Pay History / Projection Period section:
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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 Period End Date field to define the pay history / projection period. Consider the following when defining the Pay History / Projection Period:
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Enter the first month of the income pay period that reflects the best estimate of future income in the Period Start Month field (required).
Enter the last month of the income pay period that reflects the best estimate of future income in the Period End Month field (required).
In the Self Employment Income section:
Select the client’s Self Employment Type (required).
Enter the Start Date of the selected type of self-employment (required).
If the self-employment is temporary, enter the End Date of the self-employment for when the self-employment income will be terminated.
Select Is there a change to pay frequency? from the dropdown menu.
Note: This is not enabled for initial application.
Select the pay frequency from the dropdown menu (required).
Enter the total number of hours the client works their self-employment job per week in the Hours / Week field (required).
Select Yes or No from the Meets minimum wage requirement? dropdown menu (Yes is selected by default).
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For Child Care Cases: The client must be making minimum wage within three months of beginning self-employment. Select Yes from the Meets minimum wage requirement? dropdown menu if the client is within the three month period. Set a manual reminder for three months in the future to verify the client is meeting the requirement at that time. Proceed to Create a Manual Task / Reminder for help in creating the reminder. If the client has been self-employed for over three months, manually calculate the hourly wage earned by the client to determine whether they are making minimum wage. Document these manual calculations in the Self Employment – Details page level comments. Proceed to Page Level Comments for help in recording the page level comment. Select No from the Meets minimum wage requirement? dropdown menu if it is determined the client is not making minimum wage. |
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 is 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. |
Click Next.
The Self Employment – Pay Details page displays.
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The Client Information and Self Employment Dates sections are filled with the information previously provided on the Self Employment – Details page. Verify that the information is correct. |
In the Self Employment Dates section:
Review the Effective Begin Date, Period Start Date, and Period End Date that display the date entered on the previous Self Employment – Details page.
In the Pay Details section:
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The client’s Self Employment type is read-only and auto-populated from the Self Employment Type selected on the Self Employment – Details page. |
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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, unless Contractual is selected from the Payment Frequency dropdown menu. |
Enter the date the client received or is expected to receive their self-employment payment in the Date Received / Expected field (required).
Enter the Gross Pay Amount for the client’s self-employment pay period (required).
Select the Pay Verification for the payment (required) from the dropdown menu.
Enter the date the local department received verification of the client’s payment in the Pay Verification Received Date field.
Enter the Begin Month of Contract date (enabled when Pay Frequency is Contractual / Single Payment Covering More than One Month).
Enter the End Month of Contract date (enabled when Pay Frequency is Contractual / Single Payment Covering More than One Month).
Select Yes or No from the Does this income cover a period of 12 months? dropdown menu (enabled when Pay Frequency is Contractual / Single Payment Covering More than One Month).
Click Add.
The self-employment pay details display at the bottom of the page.
If Retro MA is requested, the Retro Pay Details page displays:
In the Current Retro Pay Details section:
Enter the Monthly Gross Amount for retro month one.
Select a Pay Verification for retro month one.
Enter the Monthly Gross Amount for retro month two.
Select a Pay Verification for retro month two.
Enter the Monthly Gross Amount for retro month three.
Select a Pay Verification for retro month three.
Click Continue.
The retro pay details are saved.
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If a closed / denied case has Retro pay details and a new application with Retro requested is associated to the existing case, the previous Retro months amounts will move to the Historical Retro Pay Details section and the user will be required to enter new Retro month pay details. |
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Repeat steps 6 through 8 of this procedure to record all the payments related to this self-employment income. |
Click Next.
The Self Employment – Expenses page displays.
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The Client Information and Self Employment Dates sections are filled with the information previously provided on the Self Employment – Details page. Verify that the information is correct. |
In the Self Employment Expenses Details section:
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If no expenses are claimed, click Save + Continue. |
Enter the begin date for the expense record in the Expense Begin Date field (required).
Enter the end date for the expense record in the Expense End Date field, if applicable.
Select the Expense Type for the client’s self-employment needs for the pay period (required).
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If any calculations are required to find the monthly income amount, add a page level comment. Refer to Page Level Comments for help in adding a page level comment. |
Enter the gross Monthly Expense Amount for the selected expense type (required).
Select the method of Expense Verification for the client’s expense amount for the pay period (required).
Enter the date the local department received verification of the client’s expenses in the Expense Verification Received Date field.
Enter the Number of Children (required if Self Employment Type is Babysitting or Child Care and Expense Type is Meals, Snacks, or Lodging).
Enter the Number of Breakfasts per week (required if Self Employment Type is Babysitting or Child Care and Expense Type is Meals, Snacks, or Lodging).
Enter the Number of Lunches per week (required if Self Employment Type is Babysitting or Child Care and Expense Type is Meals, Snacks, or Lodging).
Enter the Number of Dinners per week (required if Self Employment Type is Babysitting or Child Care and Expense Type is Meals, Snacks, or Lodging).
Enter the Number of Snacks per week (required if Self Employment Type is Babysitting or Child Care and Expense Type is Meals, Snacks, or Lodging).
Click Add.
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Repeat step 12 to enter all the expenses for the self-employment record for the selected projection period. |
To add an additional self-employment income:
Click Save + Add Self Employment to return to the Self Employment – Details page to add another self-employment record to the case, repeat steps 1 through 13 of this procedure.
Click Save + Continue.
The Self Employment Income – Summary page displays the client’s self-employment income record (s). Additionally, the monthly income amount will only display for programs that are requested on the application.
Click Next.
If any household member is receiving money from other sources, the Unearned Income Detail page displays.
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 client’s self-employment income details are recorded.
Updated 09/06/2016
