Procedure: Budgeting Terminated Income
  |
This section provides information about procedures for budgeting terminated income.
Procedures
When the participant is present, have them sign the Authority to Release (FAA‑1765A) form to contact any companies or businesses involved. The FAA-1765A can be faxed or emailed to the participant's employer when it is not possible to use the Application for Benefits (FAA-0001A) or the HEAplus Authority to Release signed statement.
Income is considered a terminated income source when it meets all of the following conditions:
●Has been or is expected to be received in the budget month being determined.
●No further income is expected to be received in any following month.
When HOSC displays income in the two calendar quarters before the date HOSC is accessed, complete all of the following:
●Discuss the income with the participant and the current status of employment.
●Discuss the reason for voluntary quit, when applicable. See Work Requirement Disqualifications for more information about voluntary quit
●When a participant’s employment status is terminated, review the case file(g) for verification of terminated income. When not verified, request all of the following verification:
Date of termination
The last date worked
Last date paid
Verification of all the income and pay dates in a budget month.
●The gross amount and date of the last pay date when income terminates a budget month.
NOTE Verify the gross amount for the last pay dates is required only when the income received in the budget month is determined.
●Verify the gross amount and dates of leave pay received after the participant terminated employment.
When a budget month is less than a full month of income, the income received or expected by a participant is actual income, budget the actual income received for the budget month.
When a participant reports a terminated source of income, complete all of the following:
●When the verified income is received before the budget month, ensure that no income is displayed on HOSC from that terminated source for the budget month.
●Use actual income when less than a full month of income is received. A budget month is less than a full month of income when any of the following occurs:
The participant did not receive a paycheck for each pay date in the budget month.
The participant received a paycheck for each pay date and at least one paycheck is less than what the participant typically would receive.
When the verified income is received in the budget month being determined and is not expected to be received in any following months, one of the following applies:
●When a full month's income is received, convert the income.
●When less than a full month of income is received, budget actual income.
Do not consider any of the following scenarios as terminated sources of income:
●The participant changes jobs and works for the same employer, including participants employed through a temporary employment agency.
●The participant is on a leave of absence, including maternity leave, and it is verified that employment is not terminated.
Documentation must support determinations of eligibility and benefit level. Documenting in sufficient detail includes all of the following:
●Ensure that any reviewer can assess whether the determination is reasonable and accurate.
●Include specific information regarding the reason for how the income is budgeted.
(See Income Documentation Requirements for more information about documentation.)
When the income is not expected to continue, delete the income budget for ongoing months.
AZTECS Keying Procedures
To key terminated income, complete all of the following on EAIN:
●Key Y in the WS field next to the participant who the income belongs
●Press ENTER, EAIC displays
On EAIC, key all of the following:
●The name of the employer in the EMPLOYER field
●WA in the INC TYPE
●AC in the FREQ field
NOTE When the participant receives a full month of income(g) key the appropriate Frequency Code to convert income.
●The date paid in the DATE PAID field
●The work hours in the HOURS field
●The Gross earnings in the GROSS AMOUNT field
●Added any required documentation to the DOC: line at the bottom of the screen.
●Press ENTER and AZTECS calculates the totals, check the totals for any data enter corrections.
●Press ENTER again and EAIN displays
●On EAIN key the appropriate Verification Code.
●Ensure to copy details into the following month to delete the income for the ongoing month by completing all of the following on EAIN:
●Key D over the top of the asterisk in the WS field and press ENTER
●Key Y in the DELETE (Y/N) field, appears in the lower right corner of screen.
●Press ENTER and AZTECS deletes the income.
Review AZTECS information screens to double-check that the terminated income was deleted from EAIN in the month after the income terminated.
NOTE It is important to delete income in ongoing months when the income is no longer continuing.
last revised 10/02/2023