Use this procedure to record unearned income details for a client.
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Record unearned income details by entering unearned income information on the Unearned Income – Details and the Unearned Income – Pay Details pages. The VaCMS calculates the unearned income based on the information collected on the two pages within this unearned income logical unit of work. |
The Unearned Income – Details page displays.
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At the top of this page is the New Data button. This button can only be used to populate client information gathered during the Rapid Data Entry process or completed in CommonHelp. |
To populate data, push 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 the unearned income from the dropdown menu (required).
Upon selection the client’s Client # displays as read-only.
In the Unearned Income 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 unearned income details (required).
Enter the Reported On date for when the client’s unearned income details were reported to the local department (required).
If unearned income is temporary enter the End Date of the unearned income for when the unearned income will be terminated,
Enter the date the actual change occurred in the Date Change Occurred field (required).
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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. Consider the following when defining the Pay History / Projection Period:
If an Irregular pay frequency is selected you must enter all payments because the VaCMS cannot calculate the missing payments. |
Select Is there a change to pay frequency? from the dropdown menu.
Note: This is not enabled for initial application.
Select the Pay Frequency for when the client receives their unearned income (required).
Enter the Period Start Date for the start date of the client’s unearned income period that best reflects an estimate of future income.
Enter the Period End Date of the unearned income for when the unearned income will be terminated.
In the Unearned Income section:
Select the client’s Unearned income type (required). In the Additional Information Regarding Unearned Income section:
Select Yes, Pend or No from the Has all required information for this unearned income type been captured? (enabled if Unearned Income Type is VA – Benefits under a dependent care assistance program, VA – Educational benefits, or VA – The death gratuity paid to a survivor of a member of the Armed Forces who dies after September 10, 2011).
Select Yes, or No from the Are these benefits paid directly to individual? dropdown menu.(enabled if Unearned Income Type is VA – Benefits under a dependent care assistance program).
If the payments are made from vocational rehab, enter the amount in the Payments made from Vocational Rehab field. (enabled if Unearned Income Type is VA – Educational benefits).
If there are last medical and burial expenses, enter the amount in the Last medical and burial expenses field. (enabled if Unearned Income Type is VA – The death gratuity paid to a survivor of a member of the Armed Forces who dies after September 10, 2011).
If withdrawals are made from the veterans own contributions, enter the amount in the Withdrawal from Veterans own contribution field. (enabled if Unearned Income Type is VA – Educational benefits).
If grants, scholarships or fellowship is used for paying tuition, fees or other necessary expenses, enter the amount in the Grants, scholarships or fellowship used for paying tuition, fees or other necessary expenses field (enabled if Unearned Income Type is VA – Educational benefits).
Select Yes or No from the Is this loan a bona fide loan? dropdown menu (enabled if Unearned Income Type is Loans).
Select a tribe from the Which Indian Tribe do you belong to? dropdown menu (enabled when Unearned Income Type is selected as either ‘Per capita payments from a tribe’ or ‘Payments from an Indian Trust Land’).
If the amount of Indian Tribe payments received over the past 12 months exceeds $2,000, enter the amount in the If you received Indian Tribe payments, what was your total amount received in the past 12 months? field.
Click Next.
The Unearned Income – Pay Details page displays.
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The Client Information and Dates sections are filled with the information previously provided on the Unearned Income – Details page. Verify that the information is correct. |
In the Pay Details section:
The Unearned Income Type is read-only and defaults to the type previously selected on the Unearned Income – 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 unearned income payment in the Date Received / Expected field (required).
Enter the Total Amount of Payment for the client’s unearned income record for the specific pay period (required).
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).
Select the Pay Verification for the payment (required).
Enter the date the local department received verification of the client’s payment in the Pay Verification Received Date field.
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Repeat steps 7 through 8 to enter all the payments for the unearned income record for the selected projection period. |
To add an additional unearned income:
Click Save + Add Unearned Income to return to the Unearned Income – Details page to add another unearned income record to the case, repeat steps 2 through 7 of this procedure.
Click Save + 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. |
On the Unearned Income - Details page, select Social Security (SSA) from the Unearned Income Type dropdown menu.
Click Next.
On the Unearned Income – Pay Details page, complete the following mandatory fields.
Note: these fields must be complete before clicking the Verify SSA Income button:
Date Received / Expected
Total amount of payment
Pay Verification (must be set to Not Verified)
Click the Verify SSA Income button.
If the Total amount of payment entered does not match Title II records 100 percent, the value in that field will change to reflect the monthly amount (no change in amount means that the value entered matches Title II records 100 percent). The Pay Verification value will also change to System Inquiry (Document) and the success message “SSA value has been populated” will appear.
The client’s unearned income details are recorded.
Updated 12/23/2015
