Benefit Authorization and Segregation of Duties
To comply with the mandate of segregation of duties for significant case activities, the process of initiating and approving specific case actions has been clarified. To ensure that the correct processes are followed, you will be required to review and confirm the appropriateness of specific transactions initiated and authorized by one individual. The Transactions Authorized By One Individual Report has been developed for this purpose.
Any case requiring authorization by a Benefit Authorization level 3 must be initiated by one individual and approved by another individual.
In addition if you are a case carrying supervisor or an case manager that has been assigned the role of Benefit Authorization Level 3 you must have another supervisor or manager authorize any action(s) that requires a Benefit Authorization level 3 or above authorization.
If you are a case carrying Supervisor or an case manager assigned the role of Benefit Authorization Level 3 and you initiate an action(s) that requires a Benefit Authorization level 3 or above authorization you must:
- create a request to wrapup the action(s)
- on the Authorization page check the AU manager box on the first line
- save the request
- leave the page, and
- submit the case to your supervisor/manager for review and approval/rejection.
Your reviewing supervisor/manager will open the Authorization page and disposition the action by checking either approval or rejected next to the appropriate role radio button.
Your supervisor/manager must not change or correct any case transaction(s) submitted for authorization that would change the EBC results. The wrapup request must be rejected and returned to you for correction. The request will appear on your Interview Wrapup Rejected Authorization View. Your supervisor should identify the reason for the rejection on the yellow Notes for Tagged Section. You must delete the rejected request, make the changes or corrections and create a new request.
Supervisor Options to Render Process Timely
If rejecting the transaction(s) would cause a delay in processing, rendering the action untimely, the supervisor should choose one of the following two options.
The Supervisor will select one of the options listed below only in situations when timely processing of the case would not be met such as:
- Day 7 and day 30 for SNAP cases
- Day 30 or day 45 for TAFDC and EAEDC cases, and
- Any circumstances in which benefits must be immediately provided to a case to meet a critical need.
Make the change and have another supervisor/manager authorize the transaction by;
- making the change
- create a new request to wrapup the action(s)
- on the Authorization page check the AU manager box on the first line
- save the request
- exit the page, and
- submit the case to another supervisor/manager for approval or rejection.
The reviewing supervisor/manager will open the authorization and disposition the action(s) by checking approved or rejected next to the appropriate role.
If no supervisor/manager is available to authorize the action, the supervisor must:
- make the changes
- wrapup and authorize the action by checking the AU Manager checkbox and supervisor/manger checkbox on the authorization page, and
- annotate the Narratives Tab about the action taken and the reason why it was authorized by one individual.