TANF BPRO COMMITTEE MEETING
APRIL 29, 2009
PETERSBURG DEPARTMENT OF SOCIAL SERVICES
VIDEO CONFERENCE SITES
Denise Surber, Economic Assistance and Employment Consultant, from the Home Office
was the presenter.
She discussed changes made in TANF in the last transmittal and changes coming up with
Transmittal 41 which will be effective July 1, 2009. She reviewed the Broadcasts
pertinent to TANF and VIEW that have come out since the last TANF meeting. She
provided a summary sheet of statistics for January, February and March. She discussed
Stimulus funds and View allocations. She discussed communication with DCSE.
She noted TANF/VIEW communication and the importance of keeping the flow of
information open between the two divisions.
The notes from her presentation were provided and are attached to these minutes.
Members were reminded of the BPRO Spring Conference from May 11th to the 13th in
There being no further business, the meeting was adjourned.
TANF Transmittal 41 will be released soon. This transmittal will expand on broadcast
5544 (dated 4/3) which stated that face-to-face interviews must be waived on a case by
case basis for situations that include disability, illness, care of a household member, etc.
(see 401.2) In addition, effective immediately, phone interviews may be conducted at the
discretion of the local agency. This will be consistent with the change in the
Supplemental Nutrition Assistance Program.
TANF Transmittal 40 was effective February 1, 2009.
The major change for TANF was the implementation of the Attesting to the Lack of
Information form. Also, the Procedures section has been removed from the manual.
The major change for VIEW was the implementation of the schedule for the completion
of a full Annual Plan versus a partial Annual Plan (this year will require a full plan
with all sections completed; next year will require a partial plan with only the budget,
contracts, and staffing portions completed).
Electronic Case Documentation (Comment Screens) information (including a tutorial,
TANF documentation examples, examples of abbreviations that my be used, and a tip
sheet that contains reminders about specific ADAPT screens for all programs) is
available online on the ADAPT Training page on the ADAPT site in SPARK or at
TANF site on SPARK – recent changes include the new TANF & VIEW Tools page
(contains tutorials and tip sheets for various topics); the TANF Forms page is now the
TANF & VIEW Forms page (forms split into these categories – General has been
removed); and TANF Manual page now only lists the ten most recent transmittals (to
access a transmittal older than that, you will need to contact your regional consultant).
Currently, Transmittal 31 (1/1/06) is the oldest one available from the TANF Manual
A couple of notes regarding communication with DCSE –
1) please remember when you have a mother who was married at the time of the child's
birth, but names someone other than her husband as the child’s father, must refer both
men (legal father and putative father) to DCSE. The man to whom she was married at
the time of the child’s birth is the legal father and is considered the child’s father until a
court has determined that he is not. After the court has excluded the husband as the
father, DCSE can proceed to determine the paternity status of the man named by the
2) We have received several reports that DCSE staff has viewed the TANF Case Profile
(Option 5 from the Case Data Inquiry Menu) in ADAPT during the month and incorrectly
changed the status of the DCSE case to “Non PA” (Non TANF) because the Case Profile
indicates the case is closed or suspended. DCSE staff has been advised to wait for the
end of month triggers to indicate the status of the case; to contact DSS if there is a
question about the status of the case; and to use the Case Action Profile (Option 11) if the
worker needs to see the current status of the case in ADAPT and can not contact the DSS
worker. Home Office staff for TANF and DCSE have discussed this issue and have
confirmed that the end of month triggers from ADAPT to APECS are working properly.
It is not required but local DSS staff is encouraged to complete a SPIDeR inquiry to look
at the Child Support Case Type the month after reinstating a case whenever possible.
This should help to reduce the number of cases that are coded incorrectly (should be
“ADC”) and, subsequently, the number of payments that are disbursed incorrectly.
Additionally, the DCSE Collection Exceptions report is generated by Data Warehouse
each month and lists the cases in which the TANF status in ADAPT does not match the
TANF status in APECS. The report is available on the second Tuesday (but no later than
the 15th) of each month and should be reviewed each month. The report can be accessed
at https://securelocal.dss.virginia.gov/reports/benefits/tanf/supplemental/index.cgi. The
Check to see if the status of the TANF case is “DC-discontinued”, “DN-denied”,
or “SU-suspended.” If the case has either of these statuses, the EW should
inform DCSE immediately of the status of the TANF case so the case can be
coded as Non-TANF for DCSE.
Check the legacy number for accuracy to be sure that DCSE has the correct
number. If the number is not correct, the EW should contact DCSE immediately
to have the legacy number corrected.
Note: If the legacy number is the only number displayed (no ADAPT case
number is displayed), this may indicate a Foster Care case. The EW should
contact DCSE to advise if the agency has custody of the child and support should
be sent to the agency.
5545 on 4/6 – was a reminder about mandated activities for the National Voter
Registration Act including providing Voter Registration services to clients, attending
Voter Registration Training, and establishing a local NVRA Coordinator in each agency.
Note: The voter registration language on the Application for Benefits has been modified
and now complies with the requirements of the NVRA. The electronic version of the
standard Application for Benefits has also been revised to reflect the federally required
NVRA language. Please ensure that you are using the current version of the Application
for Benefits and that you maintain completed certification forms in the case file.
5510 on 3/24 – provided guidance regarding school enrollment and immunization
requirements for newly arrived refugees.
5496 on 3/20 – stated that local agencies would begin receiving paternity establishment
materials from the Center for the Support of Families (CSF) - a DCSE Paternity
Establishment Program (PEP) vendor. The current Acknowledgement of Paternity form
(AOP) was to be included with the materials. The AOP form is to be sent to the CSF
instead of Vital Records. CSF will check the form for accuracy then forward it to Vital
5399 on 1/30 – reminded everyone to register for the TANF List Serv. The LS is another
avenue for disseminating program information to local TANF and VIEW workers and
supervisors. For more information, contact Wendy Dennis at 804-726-7395.
5460 on 2/27 – calendar of post dates for the monthly TANF benefits in 2009; should be
next business day following monthly ADAPT cut-off. For example, the May benefits
should be on the debit cards today.
5468 on 3/5 – reminds everyone that clients should report address changes to their EW
and to EPPIC. If EPPIC can’t update the address – generally due to the presence of a
Family Violence Indicator – a ticket will have to be submitted to have someone in the
Home Office update EPPIC. EWs are reminded that demographic information is only
sent to EPPIC when we request a card for the client.
Note: EPPIC will not send a new EPPICard unless/ until the client’s account has at least
$5 in it to cover the cost of the card.
5452 on 2/24 and 5530 on 3/31 – related to the Heartland Payment Systems security
breach that may have involved up to 358 of our clients. The security breach occurred in
late 2008 and was related to malicious software. Heartland officials have stated that
confidential information such as personal security codes was not compromised. The
company believes that card numbers, expiration dates, and in some cases, cardholder
names were exposed by attacks on its computer systems. However, cardholders’ Social
Security numbers, unencrypted personal identification numbers (PIN), addresses or
telephone numbers were not involved in the breach. EPPIC distributed letters and new
cards to the clients that may have been affected during the last week of February. In late
March, another letter was distributed to the clients who did not respond to the first notice.
If the client failed to respond to either notice, his debit card will be deactivated on 4/30.
The client will have to contact EPPIC customer service at 1-800-961-8423 regarding this
5533 on 4/1 – instructions for VIEW Annual Plans. Plans are due by 7/1/09 and will be
a full plan this year.
5532 and 5526 on 3/31 – reminded ESWs when to key data into ESPAS as well as when
it is appropriate to close VIEW and VTP enrollments. Additionally, ESWs were
reminded of the ramifications of using Closure Code 22 for VTP enrollments. 22
completely removes the VTP enrollment from ESPAS.
5407 on 2/3 - announced the availability of Prove It! skills assessments. This
information can be used to measure the skills of VIEW and FSET participants and their
abilities to perform specific job functions. Prove It! will help identify qualified candidates
for specific types of positions based on job skill requirements. In order to subscribe to
this service, each local agency must set up an account through the following contact at
Kenexa, the supplier of Prove It!: Kristen Piccirillo at (800) 935-6694, extension 4916 or
by e-mail at Kristen.Piccirillo@Kenexa.com.
5396 on 1/29 – announced the release of the VIEW Enrollment Characteristics
Analysis Cube in Data Warehouse. The cube provides a historical monthly snapshot of
ESPAS data for staff to view and analyze. The data elements in the cube are patterned
after those in the Client Characteristics Detail report. Data for the cube is available from
July 2006 (State Fiscal Year 2007) forward and is loaded in the cube monthly on the 3rd
calendar day of the month. There is a 30 day grace period before monthly data is
extracted and loaded into the warehouse. For example, data for the Report Month of
March will be loaded and available in the cube on May 3.
The cube will allow the Analysis Studio user to run a variety of reports based on the
values selected for the Insertable Objects pane. Additionally, the cube contains the
following measures: VIEW Enrollment Count, VIEW Employment Count by Enrollment,
and VIEW Has Component Count by Enrollment.
Future: We will be issuing a broadcast is to announce the release of the VIEW
Exception Reports in Data Warehouse. The reports are based on the worksheets that
have been produced from the monthly ESPAS Extract to alert staff when a VIEW
case requires additional review by the Employment Services Worker. These reports are
located in the Employment Services folder under the VIEW Exception Reports folder tab.
The VIEW Exception Reports folder tab contains the following subfolders:
Clients Participating less than 35 HPW, Excl FTE and OJT Report
Open TANF Cases with Open VTP Enrollment Report
Overdue Assessment Report
Overdue Job Follow Up Report
VIEW Cases Needing Closure
VIEW Cases with VIEW Codes other than VR, VV, VA or VW Report
VIEW Clients Earning Less than Minimum Wage
The data for the reports is run on Sunday evenings with refreshed reports available
Monday morning at start of business each week. The extract date will be displayed in the
report header. Please begin reviewing the reports and submit all comments and/or
suggestions regarding the reports to your regional TANF/VIEW consultant or
Please say a BIG thank you to Bitsy for all of her work on these reports – by producing
the worksheets and developing the reports.
BPRO Conference at the Crowne Plaza Hotel in Williamsburg – May 11 thru 13.
Understanding How the Other Half Lives: VIEW and TANF Together
DSS and DCSE: TANF Issues (Non-cooperation)
Mini Workshops on Sanctioning and Hardship Exceptions
TANF: Back to Basics (review)
VIEW Refresher Training (condensed review)
Benefits Program Panel
TANF Transmittal 42 will be effective July 1, 2009. You can expect to see a Draft
posted to the TANF Manual page in SPARK on June 1.
At this point (subject to change):
The major change for TANF will be the change from a 60 month POI for the receipt of
Diversionary Assistance to a 12 month POI for the receipt of DA. (The 160 day
maximum POI for the receipt of TANF will remain.) This change is due to Senate Bill
1045 and House Bill 1714 passing during the most recent General Assembly session. DA
is intended to prevent potential TANF recipients from becoming ongoing TANF
recipients. It is more cost efficient to provide the short-term aid (up to four months of
TANF) to resolve an emergency or crisis situation and prevent the need for ongoing
TANF and TANF related services such as VIEW Supportive and Transitional Services.
The research supports the theory that the majority of DA recipients do not return to
TANF immediately following the 160 day POI.
To view the details about the number of DA applications and recipients who returned to
TANF for State Fiscal Year 2007, please see the Virginia Independence Program and
Other Projects Funded with the Temporary Assistance for Needy Families Block Grant
VDSS Annual Report that is prepared each year for the General Assembly. You can
access the report at
_2008_sfy2007_outcomes.pdf. The Diversionary information begins on page 35.
The major change for VIEW will be the use of 4.33 (instead of 4.3) in calculations (such
as average weekly hours for FEP, CWEP, and Self-employment). This is to match
Federal Reporting calculations.
Self Employment Example:
Ms. A is self-employed as a nail technician. She provides a signed statement from the property
owner verifying that the business is in operation 40 hours per week. Her gross income is $500 for
the month and she has business expenses of $340 per month.
$ 500 – gross income
- 340 – business expenses
$ 160 – net monthly income
÷ 6.55 – minimum wage
5.64 – will be rounded down to5.0 – countable hours per week
Numerous other clarifications have been made including retention of records, when it
may be appropriate to remove a noncooperation penalty when a child has left the home,
documentation in the case file and on the Comment Screens, how to count sickness and
disability pay, when to allow a hardship exception, when to lift sanctions, and when to
have a new APR completed after a sanction has ended.
We are compiling ESPAS Transmittal 19. This will mainly consist of clean-up items
but will also address the new Excused Absence and Holiday fields. Please send all
suggestions for items to be addressed in this or future transmittals to
GR Transmittal 09 – is expected to be effective July 1, 2009 as well. You can expect to
see a Draft posted to the TANF Manual page in SPARK on June 1.
VISSTA may be offering skills courses again beginning July 1. This would be the VIEW
courses that were offered in the past – such as Learning Disabilities for Employability,
Retention for Employment Services, and From Welfare to Work: A Framework for
Practice. See the Course Information and Enrollment section in the Knowledge Center
for more details.
TANF New Worker Phase II – Abingdon, Roanoke, Richmond, & VA Beach – May to
ADAPT Phase I & II – Roanoke, Richmond, Warrenton, & VA Beach – May to July.
VIEW New Worker Phase II – Roanoke, Richmond, & VA Beach – June and Sept.
Exploring ESPAS - Roanoke, Richmond, Warrenton, & VA Beach – May - June.
Note from Denise Short from VISSTA: Please be sure to remember that the Phase I
online courses are prerequisites and must be completed before you can take a Phase II
course. The Knowledge Center does not pick up on the fact that you may have registered
for a Phase II course without completing the required Phase I course. This could cause
problems during the Phase II course as you will not be fully prepared for the course.
(TANF / TANF- January 2009 February 2009 March 2009
Applications 4,918 / 536 3,983 / 499 5,208 / 521
Received 5,454 4,482 5,729
Applications 2,279 / 269 2,148 / 254 2,260 / 302
Approved 2,548 2,402 2,562
Cases at End of 30, 158 / 1,434 30, 337 / 1,556 30, 429 / 1,634
Month 31,592 31,893 32,063
96.00% 97.10 % 97.42%
Target – 97%
GREAT JOB EVERYONE
Participation Rate 45.64% 42.74% 43.22%
Target – 50%
Region January 2009 February 2009 March 2009
Timely Processing Timely Processing Timely Processing
Central 95.60 96.22 96.16
Eastern 94.07 96.28 96.78
Northern 95.99 97.17 97.38
Piedmont 98.25 98.42 98.87
Western 98.28 99.02 98.88
Region January 2009 February 2009 March 2009
TWPR TWPR TWPR
Central 44.12 40.13 42.86
Eastern 47.68 45.23 45.22
Northern 48.98 45.48 45.26
Piedmont 41.55 39.69 39.36
Western 43.49 41.02 40.38
On February 17, 2009, the President signed the American Recovery and Reinvestment
Act of 2009 (Recovery Act), which provides for additional funds in fiscal year (FY)
2009 and 2010 to states that have an increase in assistance caseloads or in certain types of
Funds are available to states if they meet any of the following three conditions for a
quarter during FY 2009 or FY 2010:
1. The state’s average monthly assistance caseload in the quarter is higher than
its average monthly assistance caseload for the corresponding quarter of the
base year, and its expenditures for basic assistance in the quarter are higher
than its expenditures for such assistance in the corresponding quarter of the
base year. For Virginia, the base year is federal fiscal year 2008.
2. The state's expenditures for non-recurrent short-term benefits (Diversionary
Assistance) in the quarter are higher than its expenditures for such benefits in
the corresponding quarter in the base year.
3. The state's expenditures for subsidized employment (FEP) in the quarter are
higher than such expenditures in the corresponding quarter of the base year.
For each category above, a state that qualifies may request 80 percent of the amount
by which Federal TANF expenditures and qualified State expenditures (i.e.,
maintenance-of-effort (MOE)) in the quarter for which it is requesting emergency
funds exceed such expenditures in the corresponding base-year quarter. (Compare
quarter to quarter.)
The caseload has been increasing and we will be receiving additional funds as a
result. We estimate about $4 million per year. Some of the funds will be used for
the increased cost of benefits. No decision has been made on further uses of funds.
The Feds have not released the final version of the form that will be used to claim funds.
Mark is attending a meeting in Baltimore on 4/29 and 30 in which the Feds should
provide some information. Hopefully, the information will give us the information to
know for certain what is allowable as far as what can be claimed.
For more information, you can review the Program Announcement on the U.S.
Department of Health and Human Services Administration for Children & Families
(ACF) site at www.acf.hhs.gov/programs/ofa/policy/pa-ofa/2009/pa200901.htm
VIEW allocations were just completed and have been sent to the budget office. The
budget office will load the locality budgets in LASER by May 1.
The total VIEW amount for FY 2010 decreased slightly from $56.7 million to $56.6
The usual VIEW formula was used:
75% of funds distributed based on VIEW caseload,
16.67% distributed based on the number of participants engaged in work activities, and
the remaining 8.33% distributed based on job retention for 90 days.
There is also a 10% cap - - agency VIEW budgets are restricted so that the allocation
does not go up or down by more than 10%.
When the allocations are calculated, because of the caps, there is usually some money left
over. Those leftover funds were divided among the agencies that had work participation
rates of 50% or more for the year. The formula may be revised next year. Mark is
working with the League on this but you are welcome to submit ideas about how the
formula should be revised to Mark at firstname.lastname@example.org.
Who Should Share Information
Also - Child Care Worker, CPS Worker, Staff from community partner
organizations that work with the client (in conjunction with your agency)
Some Reasons Why You Should Share Information
To ensure that clients are informed about the services which are available to
them in/through your agency. This could lead to the client attaining self-
sufficiency much sooner than if the client had to search for these resources.
To ensure that the client receives the correct amount of benefits based on
his/her current circumstances. This can reduce both over and under payments.
To reduce the risk of a client losing employment or failing to complete an
assigned activity which can lead to the loss of benefits. The client may not
understand all of the things that he/she should report to each of the workers.
Examples of Information That Should Be Shared
When the client reports a change in household composition (someone moves
in or out) and/or marital status
When a client reports a change in employment (starting or stopping, hrs,
When a client reports a new address (residence or mailing) and/or phone
When a case is transferred (in or out of your agency)
When the TANF or VTP case is closing
When the TANF case was scheduled to close but is reinstated
When a sanction is imposed or lifted
When a client becomes exempt from VIEW or is no longer exempt from
When an exempt client wants to volunteer for VIEW
When a volunteer no longer wants to participate in VIEW
When the client reports a problem that may effect participation in the assigned
VIEW to Child Care - When changes occur in the VIEW participant’s
assigned activity (hours of participation, assignment, etc.) and/or a
reassessment is completed
Examples of Ways to Share Information
Communication forms (State and Local/Interoffice versions)
Informal communication between staff members (with formal follow-up)
Alerts generated in ADAPT/ESPAS (see ESPAS Manual, Chapter L)
By providing other programs with copies of all notices you send to the client
Email and/or Voice Mail
Regularly scheduled Staffings (may involve additional agencies such as
Meeting with the client as a team (joint/combined appointments with ESW
and Child Care Worker)
Share a list of cases that have closed each month to be sure that all workers
are aware of the closure
Attached Information Sheets (Handouts)
The Tips for Improving the Work Participation are attached because it deals with a lot
of communication issues, information that should be addressed in a timely manner, and
the importance of data entry.
Inquiries for ESWs is attached because it may be useful for ESWs who need to know
the basics of where to look for information in ADAPT. Also, the last section explains
how to look at enrollment information in ESPAS. This can be useful for ESWs
researching the 24-month clock as well as EWs who need to research the 60-month clock
OR determine if an individual is a VIEW participant prior to establishing a VTP.
Improving the Work Participation Rate – Tips for Eligibility Workers:
Always enter the ESW’s worker number on AECASE so the ESW will receive alerts
on the VIEW participants in the case.
Code AERLRG, AEDEM3, & AECOMP screens correctly to allow ADAPT to
identify the individuals that should be included on the grant and the individuals that
should be referred to VIEW.
Code AEGNFS correctly. Remember to use the VU code for illegal aliens (and
complete their AEALIN screen properly).
Make sure to refer individuals who lose their exemption status to VIEW within 3
working days after the exemption ends. You should always run ED/BC after making
a change to the AEGNFS screen.
Non-parent caretakers who are included on the TANF grant but coded as a VN on
AEGNFS need to be changed to a VR and referred to VIEW immediately. As of
10/1/07, non-parent caretakers included on the TANF grant are no longer
automatically exempt from VIEW participation. (The non-parent caretaker may be
exempt if he/ she meets an exemption per criteria at 901.2.) If the non-parent
caretaker does not wish to participate in VIEW, he/ she should be removed from the
grant. The case will become a child only case.
If an individual is coded as a V5 (temporary incapacity) on AEGNFS, be sure to enter
a “Y” for Disabled on AEDEM4 and to complete the AEIDIS screen. Enter the
review date on the AEIDIS screen to create an alert to obtain a new medical when the
current one ends. (The review date and end date will be the same date.) The alert
will display on the first day of the month when the temporary disability will end.
You should send a new medical to the client when you receive the alert. The client
will be given 10 days to provide a new medical. If a new medical is not provided by
the end date of the temporary disability, he/ she should be referred to VIEW
immediately by updating the VIEW code on AEGNFS to “VR” and running ED/ BC.
If the client provides a new medical after being referred to VIEW, you will evaluate
the form to see if the client needs to be exempted from the program. If so, you
should update the AEGNFS screen within 3 working days of receipt of the medical.
If the medical states that the duration of the incapacity is permanent or indefinite (will
still be coded as a V5 on AEGNFS), you may allow the exemption for 90 days then
you will need a new medical.
If the medical states a specific time frame for the incapacity, you may allow the
exemption for that period of time. If the medical states the time frame is longer than
12 months, you can allow the exemption for 12 months but will have to obtain a new
medical for month 13.
If an individual is coded as a V5 on AEGNFS then is approved for SSI or SSA
disability, you will need to change the VIEW code to a V6 on AEGNFS, update the
AEIDIS screen, and run ED/BC.
If an individual is coded as a V6 (permanent incapacity) on AEGNFS, be sure to put
a “Y” for Disabled on AEDEM4 then complete the AEIDIS screen. You will not
need to obtain additional medicals for these individuals as they have been approved
for SSI or SSA disability. * Be sure to enter the SSI or SSDI income in ADAPT.
When a volunteer becomes mandatory for VIEW participation (either by the
exemption ending or the volunteer period ending after 12 months in VIEW), update
AEGNFS to reflect the mandatory status and run ED/BC.
Impose sanctions as soon as administratively possible (typically the first of the
following month) after receiving the request from the ESW. An ANPA is to be sent
to the client within 3 working days after you receive the request to sanction.
Have a designated staff member to check the transfer-in caseload for your agency
daily and inform VIEW staff of any VIEW mandatory cases that have been
transferred to your locality.
Check the Active VIEW Enrollments with No GV/GF report at least once a week.
(The information is updated daily so the report can be checked daily.) Run ED/ BC
and enter a GV – grant VIEW or GF – grant FEP in the Action field on AEAUTA.
When closing a TANF case due to failure to sign the APR/ complete the initial VIEW
assessment, be sure to change the VR to a VB on AEGNFS. This will prohibit a
worker from approving a future TANF application unless the APR is signed as a
condition of eligibility. Once approved, remember to send a copy of the APR and a
communication form to the VIEW staff as these cases do not go to the Queue (since
an APR has already been signed).
Prior to opening a VTP, check with ESW (or check in ESPAS) to make sure a VIEW
enrollment is currently open for the individual for whom you are determining VTP
eligibility. If an enrollment is not open for this individual, do not establish the VTP.
Improving the Work Participation Rate – Tips for Employment Service Workers:
Check the queue daily. When a client is referred to VIEW, have the client complete
the initial assessment/ sign the APR as soon as possible – per policy, you should try
to complete the initial assessment within 10 days (but must complete it within 30
days) after the client is referred to the Queue. Assign the client to begin to participate
in work activities no later than the first day of the following month.
Check the transfer-in caseload for your agency daily to see if any TANF cases with
VIEW participants or mandatory referrals have been transferred to your locality.
Whenever possible, enter the information into ESPAS on the same day that you
complete the assessment/ reassessment. All information should be entered into
ESPAS within 3 working days.
Schedule the next reassessment appointment during the current appointment (for
example, you can assign the client to job search at the initial assessment and give the
participant the date/ time for the reassessment appointment before the client leaves
your office). Be sure to document this appointment on the Activity & Service Plan.
When possible, you should follow up with a written reminder of this appointment 10
days before it is to take place.
Reassessments should take place prior to the end of the assignment or as soon after
the end of the assignment as possible. You should AVOID any LAG time between
Whenever possible, have assignments begin on the first day of the month and end on
the last day of the month.
Check your math carefully – make sure that you have assigned the participant to at
least 20 hours in a Core activity per week AND a total of 35 hours of participation
per week. (Note - If the participant is employed or in OJT at least 30 hours per week,
he/ she will not need an additional assignment.) If you have entered a VTP
enrollment, be sure that the client is working at least 30 hours per week.
Begin the sanction process for non-compliance as soon as you are aware that the
participant has not completed an assignment. The first step will be completing the
VIEW Non-Compliance Checklist. If you determine that the participant did not have
good cause for failing to complete the assignment, you will advise the EW to impose
Complete job follow-ups and/ or satisfactory participation for all assignments with
begin dates during the report month. Enter the data in ESPAS by the 15th of each
Job follow-ups and satisfactory participation for the prior month’s assignment can be
entered into ESPAS beginning on the first day of the month. (Example: the
assignment was 3/1 – 3/31; the participation or follow-up information can be entered
beginning on 4/1 but must be entered no later than 4/15.) By starting data entry as
early as possible, you can avoid missing the 15th of the month deadline.
Remember: if the 15th of the month is on a weekend or holiday, the cut-off deadline is
the last working day before the 15th.
Check the Satisfactory Participation report on the 17th of each month. This report is
rerun on the 16th to identify any VIEW case where participation was not keyed by the
15th. Any cases that still appear on the report on the 17th need to be updated
Check the Active TANF/ VIEW Case with No Open VIEW Supplement report
monthly. The report is run on the 15th of each month and displays on the 16th. These
cases are receiving TANF, are mandatory for VIEW, and do not have a current VIEW
enrollment. You will need to determine if an enrollment should be opened in
Check the Active VTP Cases with No Open VTP Enrollment report monthly. The
report is run on the 15th of each month and displays on the 16th. These cases are
approved for a VTP in ADAPT (have a status of GT on the Case Profile screen in
ADAPT) but do not have a current VTP enrollment in ESPAS. You will need to
determine if a VTP enrollment is needed in ESPAS. If so, you will need to close
your regular VIEW enrollment using a code 23 then open the VTP enrollment. If not,
you need to advise the EW that the VTP has been opened in error.
For VTP enrollments, be sure to enter all six months of follow-up at the same time –
either in month one when the enrollment is entered (for 1 – 6) or in month six after
the follow-up information is received (for 7 – 12).
Inquiries for ESWs
For Case Information and Client IDs:
From the ADAPT Main Menu, choose Option 5 - Case Inquiry.
Then choose Option 1 and enter the ADAPT Case Number.
This will show the Case Profile (displays the legacy case number;
address – residence and mailing including phone number; and status
of the case for each program).
Hit F7 to display the individuals attached to this case, They will be
listed in order by Member Number (displays the Client ID number;
Date of Birth; Social Security Number; and participation status in all
programs for each individual).
Hit F10 to return to the Case Profile screen.
F2 will return you to the Case Inquiry screen / F1 will return you to
the ADAPT Main Menu. Note: Generally,F2 returns you to the
previous menu and F1 returns you to the ADAPT Main Menu from
For Transfer In Case Information:
From the ADAPT Main Menu, choose Option 11 – Caseload
Then choose Option 3 – Caseload Control Menu
Then choose Option 2 – Display Cases in Caseload. Enter the
transfer-in caseload for your agency
This will list all of the cases that have been transferred to your agency.
You can use the case number to complete a case inquiry (see
instructions above) to determine if the TANF case contains any VIEW
participants or mandatory referrals.
For Participation Status, Clocks, and Sanction Information:
From the ADAPT Main Menu, choose Option 3 – Application Entry.
* Note: To Archive (bring back all old information for the case) –
choose Option 11 (requires ADAPT Case Number).
From Application Entry, choose Option 4 – Non Financial
Application Entry Menu.
Option 36 (AEGNFS screen) will display the VIEW Participation
Status Code for each individual (requires the ADAPT Case Number).
Option 38 will display the 24-month VIEW clock for each individual
(requires ADAPT Case Number and the Member Number of the
client). NOTE: Can be completed through ESPAS, too.
Option 34 will display the 60-month Federal clock for each
individual (requires ADAPT Case Number and the Member Number
of the client).
Option 16 will display Sanctions for the individual (requires ADAPT
Case Number and Member Number of the client).
Option 42 will display each Participation Status for the individual
(requires ADAPT Case Number and the Member Number of the
client). If you archived the information first, you will be able to see
each participation status, APR dates, and how long an individual was
in a particular participation status. This is useful when trying to
determine if months are correct on the clocks.
For TANF Payment History:
From the ADAPT Main Menu, choose Option 8 – TANF Check
Choose Option 1 – PA Payment History Inquiry and enter the ADAPT
When a client was enrolled in VIEW for the month, an “E” will
appear at the beginning of the Pay ID #.
When a client received a VTP for the month, a “P” will appear at the
beginning of the Pay ID #.
When a payment was suspended, an “I” will appear in the Pay ID
For Income Information:
From the ADAPT Main Menu, choose Option 3 – Application Entry
Then choose Option 6 – Income Application Entry Menu.
From the Income Application Entry Menu, you may choose Option 1
to see if the client has a Y (for Yes) next to any income types then
look at each of those screens.
From the Income Application Entry Menu, you may choose the type
of income the individual has (i.e., wages) and go directly to that
screen. Wages is 02; Self Employment is 04.
Whichever you route you choose, you will need the ADAPT Case
Number and the Member Number of the client.
For Past Participation in VIEW:
From the ADAPT Main Menu, choose Option 14 – ESP Menu
From the ESPAS Main Menu, choose Option 1 – ESPAS
From the ESPAS Programs Menu, choose option D – Enroll/ Assess
Inquiry (requires ADAPT Case Number; Client ID Number; and put
an “A” in the Action Code field to show all enrollments. If you do not
put the “A” in that field, only the most recent enrollment will be
At the top of the page, there will be a line that shows how many
enrollments there are and how many pages are attached to the
particular enrollment you are viewing. (Please see the example
You may specify which enrollment and/or which page you wish to
display by filling in the number at the bottom of the page. If you go
to the last page (for example, Page 5) then work backwards to the first
page (Page 1), it is easier to see how a client has progressed through
the enrollment – from their first assignment to their last.