Performing SNAP / TANF Renewals and Interim Reports in the VaCMS

Renewal Applications can be received through CommonHelp and RDE, as well as by paper. This QRG covers the steps required to process a completed renewal application or Interim Report in the VaCMS.

Note: Interim Reports are initiated using the Case Change / Closure case action. Renewals are initiated using the Redetermination case action.

When you select ‘Redetermination’ as the case action for a case, the Program, Type of Assistance, EDG # and other information for programs that meet renewal criteria are displayed in the “Please Select the Programs that you want to Initiate Review:” section of the Initiate Interview - Initiate  Review page. TANF and SNAP are combined into one row if both programs are present on the case and the ‘Program’ is set to ‘TANF/SNAP.’

Note: When accessing this screen for MA, an additional question is displayed prompting the worker to select the applicable EDG. However, for SNAP / TANF, each case can only have one EDG therefore this question will not display.

By default, all programs are checked. You can uncheck programs that are not required and then click Next to continue with the Redetermination process. You should run Eligibility and Certify/Authorize the result to complete the redetermination process.

To initiate an Interim Report, select the ‘Case Change / Closure’ case action. When you select ‘Case Change / Closure,’ as the case action for the case, all SNAP EDG #s that have an Interim Report due are displayed in the “Please Select the Programs that you want to Initiate Interim Report:” section on the Initiate Review / Interim Report page.

After the review has been initiated, the Initiate Interview - Initiate Review page can be accessed until Eligibility is run on the case.

Run Eligibility and Certify / Authorize the result to complete the redetermination process.

The SNAP / TANF EDG renewal timeframe is the entire month prior to the renewal month through the entire month after the renewal month. SNAP / TANF EDGs that are ‘Approved’ or ‘Closed’ are displayed on the Initiate Initiate Interview - Initiate Review page in the Please Select the Programs that you want to Initiate Review:” section during and after the renewal period.

After the completed renewal form is received back from the customer, you will perform the following steps in order to complete the renewal process in the VaCMS. Individual EDGs cannot be selected for renewal, the entire program must be selected at once:

1. From the Left Navigation, select Data Collection > Case Action.

2. Enter the case number and select the appropriate case action from the dropdown menu.

Note: Select the Case Change / Closure case action when completing an Interim Report. Select the Redetermination case action when completing a renewal.

3. Click Next.

4. The Case Action Confirmation page displays.

5. Verify the correct case action has been selected and select Yes from the dropdown menu.

6. Click Next.

7. The Initiate Interview - Initiate Review page displays.

8. Select the program(s) on the case for which you wish to initiate a review.

9. Document the Packet Received Date.

10. Click Next.

11. Follow the driver flow, reviewing and updating fields as needed based on new information included on the customers’ completed renewal form.
    Note: By default, the driver flow takes you to the Summary page. You must click the edit icon (pencil) next to each record on the Summary page in order to view information pertaining to the given section. This is important as you must confirm the accuracy of the information as found in the VaCMS to what the customer has provided for the renewal

Note: As you update case details, look out for default data populated during conversion that you must update.
Note: If new information is reported or if old information changes, enter a new Effective Begin Date to create a historical record.

12. Be sure to click a Save button (Save + Continue, Save + Previous) on each page in order to save the data.

13. Run eligibility:

14. If eligibility results are pending, enter any comments that you want to display on the VCL prior to generating the VCL. Whether or not the verifications are received, you must re-run eligibility to show the correct results.

15. If approved, closed, or denied, certify and authorize the eligibility results. Enter any comments that you want to display on the Notice of Action prior to certifying / authorizing the eligibility results.

16. Navigate to the View Pending Forms page to locate the Notice of Eligibility or Verification Checklist (VCL) if eligibility is pending.

The forms are marked for Central Print. No action is necessary.

Updated: 01/09/2017