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Guidelines for Scanning Documents to the DPC

There are general guidelines which staff should follow to ensure documents associated with TAFDC, EAEDC and/or SNAP cases are scanned to the Document Processing Center (DPC) and available in BEACON for timely case processing.

When scanning client documents, DTA staff must use the Document Cover Sheet that is printed from BEACON. See Printing Document Cover Sheets.

Copy all documents to be scanned. Return all originals to the client.

Important: Clients who are dropping off documents should be directed to the scanner located in the reception area. They can scan documents themselves. When clients scan their own documents, they do not use a cover sheet, because the scanner does not require one. To ensure the documents are sent to the correct Electronic Case Folder (ECF), they must enter their Agency ID into the scanner. Once scanned, the scanner will print a confirmation page for the client to keep for their records.

Recommended Batch Scanning Capacity

Scan a maximum of 80 pages in one batch for a total of 160 double-sided pages.

Note: Both sides of the page are scanned. For one page, the machine scans it as two pages, counting both sides.

Other Scanning Requirements

You can scan documents for multiple cases in the same batch. However you must use a separate Cover Sheet for each individual case.

You must use a separate Cover Sheet for each household member when you are scanning permanent verifications.

Enter YES or NO on the Cover Sheet

If you select YES on the Cover Sheet press the ENTERED button

Is this Document Entered in BEACON? X YES NO

Agency ID: 111111

TAO: Central Eligibility Unit - DTA

Document Type: TAFDC EAEDC Application-Reevaluation

If you select NO on the Cover Sheet press the NOT ENTERED button on the scanner

Is this Document Entered in BEACON? YES X NO

Agency ID: 111111

TAO: Central Eligibility Unit - DTA

Document Type: TAFDC EAEDC Application-Reevaluation

To Scan

Load your documents into the scanner
Press the START button
Scan one batch at a time. Do not continue scanning documents into the same batch job

Important: The scanned documents should be available within 24-48 hours of scanning. If there is a holiday, allow up to 72 hours for documents to display. Retain all scanned documents for 60 days

If the documents are not available, you should follow procedures outlined in the Online Guide for locating missing documents.

Proper Scanning of Authorization for Reimbursement of Interim Assistance forms (AP-SSI-IAR)

The Authorization for Reimbursement of Interim Assistance (AP-SSI-IAR) forms must be completed by applicants for EAEDC, including all children in the household also applying for EAEDC. Custodial parents must complete the AP-SSI-IAR on behalf of each child. The forms must also be signed at reevaluation or at least annually, to ensure that DTA will be reimbursed for the amount of EAEDC while awaiting SSI approval. The form is used to authorize DTA reimbursement for initial SSI claims and SSI post-eligibility cases. If a form is properly completed, the Social Security Administration (SSA) will reimburse DTA for some or all of EAEDC benefits paid to a client during the time that SSA determines SSI eligibility.

With scanning, original AP-SSI-IAR forms are made available in the electronic case folder (ECF) for review by Central Office Administration and Finance, once SSA makes the determination to approve.

It is important to note that all four pages of the AP-SSI-IAR form must be scanned for transmission to the DPC. This ensures that their entire contents are available for review. Otherwise the accurate amount of reimbursement from SSA is placed in jeopardy.

It is also important to note that the proper box be checked on page one of the form (Initial Claim for a new SSI application; Posteligibility Case, when clients previously received SSI, and their SSI benefits have been suspended or terminated for less than one year), and the client signature appears on page four. The accurate amount of reimbursement from SSA will also be placed in jeopardy without the completion of these steps.