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Document Screening

It is the responsibility of the document screener to identify the customer’s DCN and create a Customer Information Sheet if needed.

Follow office procedures for creating/assigning DCNs if required.

DOCUMENTS THAT REQUIRE FOLLOW UP #

Signed releases and other time sensitive documents must be processed and mailed before scanning the document into the FSD Work Site/ECM’s Virtual File Room.

 

Enter the name and full mailing address for the employer, school, etc. on all verification forms prior to sending the forms to a participant for signature, if that information is known.

 

Each FSD location must develop a process to ensure time sensitive documents and requests for verification signed by a participant are faxed or mailed to the appropriate entity prior to scanning. Screeners ensure that office procedures are followed for the following documents:

 

  • IM-214 AFFIDAVIT FOR REPLACEMENT CHECK must be scanned into the Worksite or ECM and the original must be returned the same day it is received to the Division of Finance and Administrative Services (DFAS) following the IM-214 instructions.
  • IM-215 AFFIDAVIT OF FORGERY must be scanned into the Worksite or ECM and the original mailed the same day it is receivedto DFAS per IM-215 instructions.
  • When the following forms, signed by the applicant/participant, are returned to an FSD location, mail or fax the original form to the insurance company, school, employer, etc. the day received or no later than the following business day. Send the form to the appropriate entity prior to a scanning a copy of the request for verification into the FSD Work Site/ECM VFR.
    • IM-6 AUTHORIZATION FOR RELEASE OF INFORMATION
    • IM-9 INSURANCE AND PREPAID BURIAL LETTER
    • IM-10 SCHOOL VERIFICATION REPORT
    • IM-12 EMPLOYMENT INFORMATION REQUEST
    • IM-12A NEW EMPLOYEE INFORMATION REQUEST
    • IM-12B NEW HIRE INFORMATION
    • FA302 FINANCIAL INFORMATION REQUEST
    • FA305 REAL ESTATE INFORMATION REQUEST
    • FA306 PREPAID BURIAL INFORMATION REQUEST
    • FA307 LIFE INSURANCE INFORMATION REQUEST
    • FA309 SCHOOL ATTENDANCE VERIFICATION
    • FA311 EMPLOYMENT INFORMATION REQUEST
    • FA312 VETERANS ADMINISTRATION LETTER
    • FA315 NEW HIRE INFORMATION FORM
    • FA316 NATIONAL NEW HIRE INFORMATION FORM
    • FA321 STUDENT INCOME VERIFICATION
    • Any other form received which must be sent to a third party for completion
    • IM-39 or IM-39A requests for employment security or public assistance information from other states.

SCREENING ID AND COPIES OF SOCIAL SECURITY CARDS #

When scanning a photo id or a social security card, occasionally, the image that the assigned processor receives is very difficult to read.

Using black ink, hand write the pertinent information from the id, or the social security card in the blank space of the photo copy to ensure the processor is able to utilize the information once assigned to them.

SCREENING AUTHORIZED REPRESENTATIVE FORMS #

If an Authorized Representative form is received with an application, the AUTHREP (FMMP) screen must be completed before registering that application in the event the authorized representative is the person who has signed that application.

If an Authorized Representative form is received independently for an already pending or active case, the AUTHREP (FMMP) screen must be completed the day of receipt.

After updating the AUTHREP screen, enter an EUMEMROL comment for the appropriate program(s).

For additional instructions, refer to FAMIS User Guides.

SCREENING AN AGREEMENT FOR DIRECT DEPOSIT #

Per Policy 0150.005.00 Direct Deposit, there is a ten-day time frame for processing direct deposit requests.  This is called the “Pre-Note” period.  A paper check may be generated based on payroll closing dates.

If the Agreement for Direct Deposit is received independently for an already pending or active case, the DDEP screen must be completed the day of receipt.  The screener should update this screen.

If the Agreement for Direct Deposit is received with an application for initial benefits, the processor assigned to that application task will update the DDEP screen.

 

Encapture Printable Tools #

On the FSD Worksites page, is a new section titled “Encapture Printable Tools”.

Clicking on this link will allow access to the two different necessary components for scanning documents in Encapture using the Expert Capture application.

Using the Separator Sheet #

The Separator Sheet It is NOT specific to a customer, it simply tells the scanner when it is seen that the pages following it (until the next Separator Sheet) are a new document.

This page should be printed, but not copied, since copying the document jeopardizes the quality and could cause problems with separating packets correctly during the scanning process. It can also be reused for a limited number of times.

Insert one of these between every document that is scanned, NOT every page that is scanned.

IMPORTANT – In this system, it is imperative to separate verifications from the applications they might be associated with.  For example, if John Smith sends in his SNAP application along with his driver’s license and check stubs.  Two documents will be created – One document will be a Separator Sheet and the application. The second will be a Separator Sheet and all of the verification sent in by Mr. Smith.

Using the Customer Information Sheet #

Many forms received, such as the FA311, FA325, FA100, and FA546 Mid-Certification Form, have pre-printed DCNs.  The scanner will recognize these forms, read the DCN and index them AUTOMATICALLY!

When there is no pre-printed DCN on the form, a Customer Information Sheet is required.  This form is much simpler to complete compared to prior versions.

  1. Click on the Customer Information Sheet link. This will open Excel, and prompt for a password.  Click on “Read Only”.
  1. The first time this tool is used, in the ribbon at the top of Excel, the following Security Warning will be displayed. Click the “Enable Content” button.

The following sheet will be displayed.

  1. Enter the Customer Name and DCN; up to 50 customers can be entered at a time.
  2. When finished, click the button, highlighted above, to generate the sheets
  3. The following page will print.
  4. In Excel, this message will display

Click yes if everything print correctly.  The document will reset so more Customer Information Sheets can be generated if needed.

Click No to fix any issues with the printer. This will allow a reprint by clicking the generate button again.

  1. Scan the Customer Information Sheet at the BACK of your document packet.

UNIDENTIFIABLE DOCUMENTS #

Use any information on a document to thoroughly review the Common Area, FAMIS, MEDES and/or MXIX before deciding a document is unidentifiable. Any document with a DCN is not unidentifiable.

This information should still be scanned into the system.

Complete the Customer Information Sheet as follows:

  1. Enter all known information
  2. For missing information:
    1. DCN – 999999999
    2. First Name – UNIDENTIFIABLE
    3. Last Name – UNIDENTIFIABLE

Examples:

  • The customer’s first name is JOE, but his last name cannot be read, and no DCN is on the document. Enter the Customer Name of JOE UNIDENTIFIABLE, and the DCN of 99999999.
  • The customer’s last name is SMITH, but his last name cannot be read, and no DCN is on the document. Enter the Customer Name of UNIDENTIFIABLE SMITH, and the DCN of 99999999.
  • If there is no identifying information, Enter UNIDENTIFIABLE UNIDENTIFIABLE for the name, and a DCN of 99999999.

 

DOCUMENT PACKET SCANNING PREPARATION (PACKET ORDER) #

Use the guidance below to determine how to organize the packet.

  1. Place Separator Sheet as first page.
  2. Place the customer provided document next
  3. End packet with Customer Information Sheet if needed

Note: See Sort Instructions above as Customer applications or reviews will be separated from any supporting document.  These will be scanned as a separate document in the order shown above.

 

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