About Numbering in the VaCMS

Common VaCMS IDs / Numbers

Starting Character

ID / Number

Description

T

Application Number

This tracking number is generated and assigned to the application / screening after the applicant’s name and address have been registered in VaCMS.

1

Case Number

This number is generated after the application registration process has been completed in the VaCMS and is linked to all clients included in the EDG. In some instances, a case number may be brought over from a previous case and associated to the application.

2

Client ID Number

This is the unique number assigned to each client during the file clearance portion of the registration application / screening process.

3

Authorization ID Number
(Child Care Only)

A unique Authorization ID number is assigned to each child / vendor / fiscal year combination that has been initiated and approved in VaCMS.

4

Payment ID Number
(Child Care Only)

This number is assigned to each individual payment issued to a vendor.

5

Vendor ID Number
(Child Care Only)

This number is assigned the first time a vendor is enrolled in the VaCMS.

6

Legal Entity ID Number
(Child Care Only)

This number is assigned the first time a Legal Entity is enrolled in the VaCMS.
(Note: Multiple facilities can be associated with one legal entity.)

7

Correspondence ID Number

A unique Correspondence ID is assigned to each form generated in the VaCMS.
(Note: As a best practice, this number should be recorded in the case narrative.)

8

Eligibility Determination Group (EDG) Number

This number is assigned to the family unit, or the EDG, after eligibility has been run for the household.

9

VaCMS Shell Case (ADAPT)

This number is assigned when an open Claim or ESPAS record is converted from ADAPT with no open ADAPT case.