Adding a Program to Pending and Existing Cases in the VaCMS

Customers and households with existing cases in the VaCMS often submit applications for additional program benefits. For example, a household with an existing case may submit an application for additional benefits. The VaCMS allows you to add programs to Approved or Pending cases. However, the process differs depending on the case status.

File Clearance

You cannot add a program to an Approved case without first associating the new application to the existing Approved case during File Clearance.

1. On the File Clearance - Results page, select the radio button next to the appropriate Client ID.

2. Select Yes from the Do you wish to view associated cases? dropdown menu.

3. Select the radio button next to the case you wish to associate with the application listed under Cases Linked to.

4. Select Yes from the Associate dropdown menu to associate the application to the selected case.

5. Select Do Not Convert from the Convert Application To dropdown menu.
   Note: You will not be able to add the program if the application is converted to a Change or Renewal.

6. Click Next.

7. The Application / Screening Summary page displays.

8. Record the T-number, enter the appropriate Primary Worker ID, and click Assign.

Data Collection/Case Action

1. Enter your T-number in the Case or Application or Screening # field.

2. Select Add Program from the What Action Do You Want to Perform dropdown menu.
   Note: The VaCMS will not let you proceed if you enter the existing case number instead of the associated T-number.

3. Click Next.

4. The new program request will display in Data Collection.

Data Collection

1. The Initiate Review page displays.

2. Select any EDGs needing review or click Next if there aren’t any EDGs to review.

Note: If you select an EDG to review, the case action will change to Add Program with Redetermination.

Note: Be sure to review all case details and update with new information where necessary. Remember to update the Effective Begin Dates as needed.

You may be processing a case when an application for other benefits arrives for the same customer. In this scenario, your existing case is pending but you need to add one or more programs. Although you cannot associate a new application to a Pending case, you can add new programs on the Program Request page during Intake mode when the original case is still in a Pending status.

Data Collection / Case Action

1. Enter the case number of the pending case to which you want to add a program in the Case or Application or Screening # field.

2. Select Intake from the What Action Do You Want to Perform dropdown menu.

3. Click Next.

Data Collection

1. When you reach the Program Request – Summary page, click Add a Program.

2. Select the program you are adding from the Program dropdown menu.

3. Enter the application date for the program you are adding in the Application / Screening Date field.

4. Click Next to navigate to the Program Request – Clients page.

5. Click the pencil next to the first client requesting assistance.

6. In the Client Information section, select YES from the Requesting Assistance dropdown menu.

7. Enter the appropriate date in the Client Program Request Date field.

8. Select the appropriate application type from the Form Type dropdown menu.

9. Click Update.

10. Repeat steps 5-9 for any other household members requesting additional programs.

11. Click Save + Continue and complete Data Collection.

Note: Be sure to review all case details and update with new information where necessary. Remember to update the Effective Begin Dates as needed.

1. If the application for the added program was already registered, deny the Add a Program application in Application Screening. After denying the application for the new program, remember to document actions taken.

Note: Before denying a CommonHelp application, review the PDF to see if the customer attached documents. If the customer attached documents, initiate the application in Data Collection so the documents can be transferred to the other application.

2. Upload a copy of the denied application for the new program to the case using DMIS. Or, for CommonHelp applications, record the denied T-Number in case comments of the case to which you added the program.

You may receive an application with an application date that precedes the date of an already registered application or ongoing case for the same customer(s). For example, a customer submits an application for SNAP with a request date of January 15. However, the customer already has a registered application for MA with a request date of March 14.

• If the new program request date is in the same month as the original program request date, the VaCMS will run eligibility back to the new program request date.

• If the new program request date is in a month prior to the original application date, then the VaCMS will run eligibility back to the first day of the month of the original program request date, and the worker will need to do a Benefit Adjustment for benefits owed prior to the original application month.  Follow the steps below to complete this action,

1. From Left Navigation, go to Benefit Issuance to complete a Benefit Adjustment.

2. Create a Benefit Adjustment for each of the months owed to the household, starting from the add program application date until the last day of the month prior to the registered application month.

   • For example, if the add a program application date is January 15 but the registered application date is March 14, create Benefit Adjustments for:

   • • January 15 – January 31

     • February 1 – February 28

     • The VaCMS will properly calculate the benefits for the application month. You do not need to enter a Benefit Adjustment

3. Under SNAP Replacement, enter the manually calculated amount as the Replacement Amount.

4. Enter the Date Requested.

5. Click Save + Continue.

Please note: For MA cases, you will need to send a Coverage Correction form to DMAS for all months prior to the original application date. If the client requests retro coverage and any retro months fall before the original application month, then the Coverage Correction letter is needed for all the retro months.

There are some situations where you cannot use the Add Program features available in the VaCMS. For example, Child Care must be a standalone case and cannot be mixed with other programs. Also, you cannot add a program if the case is in redetermination status.

Updated: 11/18/2016