This process is for Legacy only cases:

Step 1

• • In Legacy, type the tran-id IIRS, space, and the individual DCN.
  • Press Enter.
  • The IIRS screen displays the following case information at the top of the screen:
    • • The participants DCN, name, SSN, and SSN verification code;
      • The case number, case name and current case status for all the cases the individual is associated with; and
      • The individual’s current status within each case.
  • The IIRS screen displays the following unearned income information reported by IRS at the bottom of the screen:
    • • The date the IRS information was loaded into the system:
      • The participants SSN, name (payee) and address; (on the left)
      • The name of the source of the income (payer) and the payer’s address; (on the right)
      • The tax year;
      • The amount of income;
      • The code for the type of income (IRS Income Code chart); and
      • A description of the type of income.

Step 2

• • If only one type of income was reported a message “Inquiry Complete” displays at the bottom of the screen.

Step 3

• • If more than one type of income has been reported by IRS for the participant, a message “More Data Available” displays at the bottom of the screen.
  • Press Enter to access the additional information. The system continues to display the available information as Enter is pressed. When all information has been accessed, the message “Inquiry Complete” displays at the bottom of the screen.
  • Press Enter to return to the first page of the IIRS screen.

Step 4

• The message “Do Not Print This Screen” displays at the bottom of each screen. This is a reminder of the IRS security requirements.

DO NOT PRINT THIS SCREEN.

Step 5

• • To indicate that the unearned income reported has already been verified in the case record:
    • • After viewing unearned income information and comparing it to information in the case record, type X in the verify field above the payee’s SSN if the information is already known to the case.
      • Press Enter.
  • The IIRS screen displays the current date in the Date field after the Enter key is pressed.
    • • If the verify indicator (X) is entered in error, type a zero over the X to erase the indicator.

Step 1

• • After viewing all available unearned income information, use the first IIRS screen to request system generated IEV-06/IM-6 letters.

Step 2

• • Type 6 in the space(s) to the left of the case ID for each case needing an IEV-06/IM-6 letter.
    • • The IEV-06 letter contains each type of assistance selected.
      • The IIRS screen displays the date the IEV-06/IM-6 letter was requested at the right of the screen following the individual status after the Enter key is pressed.

Step 3

• • A second page listing all incomes for the individual displays.
    • • This page lists the participant’s DCN, name, SSN, and SSN verification code at the top.
      • All sources of income are then listed showing the income source (payer), tax year, amount, and type for each source.

Step 4

• • The pay county number and load number to be printed on the IEV-06 and IM-6 letters will default to the selected county unless it is one of the selected specialized offices and their numbers will appear on the forms when generated.

Step 5

• • Select the unearned income(s) to be printed on the IEV-06/IM-6 letters by typing X in the space to the left of the participant’s name.
    • • Even if only one participant is listed, it is necessary to type the X in order to generate the letters.
  • Press Enter.
    • • The system generates and sends one IEV-06 letter listing all the types of assistance and all the unearned incomes selected.
      • Along with the IEV-06, the system generates a separate IM-6 letter for each type of unearned income selected.
      • A return envelope is included for the participant to return the completed IM-6 letter(s).
        • • There is a maximum of three unearned incomes per IEV-06/IM-6 letters. If more than three unearned income types are selected, the system sends additional IEV-06/IM-6 letters.
          • Only nine unearned incomes may be selected per transaction. If it is necessary to request IEV-06/IM-6 letters for more than nine unearned incomes, select the first nine, then in a separate transaction, request the next nine until all incomes have been selected.
  • Copies of the IEV-06 letter and the IM-6 letters are sent to the eligibility specialist for tracking purposes.
    • • Copies are received in a brown envelope marked confidential and are sent through state mail.
      • Upon receiving the copies of the IEV-06 and IM-6s, they must be logged on the IRS Notice Log with the date of receipt, participant’s DCN, and type of letter received.
        • • The log must be kept in a locked cabinet.
  • DO NOT FILE THE IEV-06 LETTERS IN THE CASE RECORD. THIS INFORMATION IS CONFIDENTIAL AND MUST BE MAINTAINED UNDER LOCK AND KEY AND DESTROYED WHEN THE PARTICIPANT RETURNS THE REQUESTED INFORMATION.
  • When the IM-6 is returned by the participant:
    • • Staff must log the date of return on the IRS Notice Log.
        • • This is a generic request for information form that can be filed in the electronic case record.
          • Some offices generate an FA-325 request for information and an FA-310 employer information release form in the eligibility system for tracking purposes.
      • When the IM-6 is destroyed, staff must also log the date and method of destruction on the IRS Notice Log.
      • If the participant returns the form in person to an office other than the selected offices, the form information must still be logged on the IRS Notice Log and kept in a locked cabinet.
        • • The forms will be mailed to the corresponding office printed on the IEV-06/IM-6 that is responsible for completing the transaction.
          • The forms should be placed in an envelope marked confidential and mailed.
          • If you find the ieV-06 in the ECM, submit a ticket to have it deleted, after it is mailed to the specialized unit.
          • The mailing office should document all necessary information including the day it was mailed on the IRS Notice Log.
  • DO NOT DOCUMENT ANY INFORMATION IN THE ELECTRONIC CASE RECORD OR ITRACKRs. DO NOT SCAN ANY OF THIS INFORMATION TO THE ECM.
  • If the participant does not return the requested information:
    • • Use the IRS Notice Log to document the date the information was requested and the date the IEV-80/IM-80 was generated.
        • • These forms are adverse action notices which do not contain any IRS information and can be filed in the electronic case record.

If the participant does not respond to the IEV-06, use the IIRS screen to request a system generated IEV-80 for the appropriate type of assistance.

NOTE: If this information is entered into FAMIS, an IM-80 will be system generated and tracked by the system rather than a manual process.

Step 1

• • Using the IIRS screen type 80 in the spaces to the left of the case ID for each case you are requesting an IEV-80.
  • Press Enter.
    • • The IEV-80 contains each type of IEV-06 assistance selected.
      • The IIRS screen displays the date the IEV-80 was requested, to the right of the screen, after the participant’s status, once the enter key is pressed.
  • It is not necessary to select a type of unearned income for the IEV-80.

Step 2

• • Enter the pay county number and load number to be printed on the IEV-80 letter.
    • • The pay county will default to the selected offices that will process the statewide matches or one of the selected offices.
  • The system generates and sends an IEV-80 listing all the types of assistance selected.
    • • Only one IEV-80 is sent for all cases selected.
      • The closing reason given on the IEV-80 is “you did not cooperate in providing information requested of you regarding your unearned income (7CFR 273.2 (f) (9) and/or 45CFR 205.56).”
  • A copy of the IEV-80 is sent to staff for tracking purposes and closing action. The IEV-80 does not contain confidential IRS information and may be filed in the case record.

Step 3

• • THE SYSTEM WILL NOT CLOSE THE CASE WHEN THE 10 DAYS EXPIRE.
    • • Staff must close the case manually, following instructions for Worker Initiated Closing found in the Worker Initiated Rejection user guide in IM Resources.
      • Enter Action code “WICL” (worker-initiated closing) and Reason code “COO” (failed to cooperate).
      • If you use the IM-80 generated by the electronic case record the case will close after the adverse action period has ended.

NOTE: An IEV-06 and an IEV-80 cannot be requested at the same time in the same transaction on the IIRS screen.