Processing VaCAP Applications in the VaCMS

VaCAP applications are generated and sent to customers at the beginning of each month. Customers who may be eligible for VaCAP based on the monthly SDX file will receive an application. If there is no response to the first application, another application is mailed the second month. If there is no response to the second application, the customer will receive an application once a year for the following three years.

A VaCAP application has a streamlined data collection process in the VaCMS. To trigger this streamlined flow, you must properly indicate that the customer is eligible for VaCAP assistance based on the monthly SDX file. VaCAP applications should not be included on a case with any other type of request for assistance.

There are certain steps that you must take in order to process a VaCAP application in the VaCMS. Registration workers will need to identify VaCAP applications during Application Registration and flag these applications as VaCAP so that the VaCAP application flow will be triggered for the Intake Worker.

In Application Registration:

In Application / Screening answer Yes to the question Is this a VaCAP Application? on the Register Family page. VaCAP applications cannot be entered through Rapid Data Entry (RDE).

If you attempt to process a VaCAP application for a customer who was not referred by SSA, the VaCMS will prompt you with an error “A VaCAP Application cannot be created for this person since they are not eligible for VaCAP”.
Note: The SSA Referral Inbox in My Workspace includes a list of all individuals who have been referred for VaCAP.

Once you have indicated that the application is VaCAP eligible, the streamlined Data Collection Flow will automatically be queued once the worker begins Intake / Screening.

In Data Collection:

• Individual Information:

• • Complete the Household information page.

  • Complete the Household Address page.

  • Complete the Client Information and Household Status page.

  • Complete the Consent page.

  • Complete the Program Request page.

  • Complete the Voter Registration page.

  • Complete the Relationship page.

• Household Questions:

• • Complete the Felony and Drug page, if necessary.

• Expenses:

• • Complete the Housing and Shelter Expense Details page.

• Sanction / IPV:

• • Complete the Non-Compliance / IPV page, if necessary.

• Wrap-Up:

• • Complete the Authorized Representative page.

  • Complete the Wrap-up page.

In Eligibility:  

The EDG Details will indicate whether or not the individual is VaCAP.

Updated 04/25/2016