Handling Special Cases – Contractors, Volunteers or Temporary Employees
A DBME contractor, volunteer, or temporary employee who is an active or past participant in a CA, NA, or MA program must report this to their direct supervisor as a
conflict of interest. (See
Conflict of Interest Employee, Contractor, Volunteer or Temporary Employee Reporting Responsibility)
DBME contractors, volunteers, or temporary employees must complete the application process for their own case and cases in which they are an
authorized representative during
nonwork time(g). Breaks are considered state work time.
Case files for DBME contractors, volunteers, or temporary employees who are or have ever been FAA program participants must be locked.
DBME contractors, volunteers, or temporary employees must not have any
case involvement(g) with their own case or any case that may result in a conflict of interest. Case involvement includes, but is not limited to, the following:
●Accessing and viewing or making changes to the case file
●Determining eligibility of benefits
●Registering applications
●Interviewing the participant
●Case specific discussion with another DBME employee about the employee’s, contractor’s, volunteers’, or temporary employee’s case
●Issuing EBT cards on these cases
●Submitting verification on behalf of a participant with whom a conflict of interest exists.
All AZTECS, HEAplus, and
OnBase(g) inquiries are recorded and monitored. Actions that display on a case in which there may be a conflict of interest may be considered
suspicious or potentially fraudulent activity.
DBME contractors, volunteers, or temporary employees must not request information from co-workers about their case or any cases that may result in a conflict of interest. When information is needed on their own case, they may consider accessing their benefit information by using one of the following platforms:
●MyFamilyBenefits account
●HEAplus account using the customer portal
DBME contractors, volunteers, or temporary employees must not be given special privileges and must be treated the same as all other program participants.
With permission from a direct supervisor or LOM, DBME contractors, volunteers, and temporary employees can use the office resources that are available to the participants to discuss or provide information for their own case. This includes, but is not limited to, the following:
●Interoffice mail
●Office fax machines
●State telephones
●When available, FAA office lobby copiers and kiosks
Additional policy and procedures regarding DBME contractors, volunteers, or temporary employees case handling are outlined as follows: