Matches - Program Integrity (PI) Checklist – Overview

The PI Checklist consolidates data matches into a central point in BEACON to reinforce the Department’s current policies and procedures, helping to ensure that only eligible individuals receive benefits and that the benefit amounts issued are accurate. The PI checklist integrates, and in some instances, automates the processing of external agency matches into daily casework activities. The PI Checklist ensures that matches are addressed and dispositioned timely by a case manager or the Program Integrity (PI) Unit, reducing overpayments to clients and enhancing program integrity.

Program Integrity Checklist Access

The PI Checklist icon appears on the Client Search page. This icon allows authorized users to view external agency matches for clients.

Access to the PI Checklist is available on the following BEACON pages and workflow:

Client Search page: PI Checklist icon
Workflow tab in the Electronic Case Folder (ECF): PI Checklist button located below the “As of …” button; and
Interview Wrapup page: PI Checklist button located below the “Authorization” button

During application, recertification/redetermination and case maintenance activities, if there are outstanding matches, you are alerted by the following popup message after selecting a Workflow, when leaving the AU Composition workflow page, or upon entering Interview Wrapup:

“A member of the household has outstanding match data that must be reviewed. Click the 'PI Checklist' button to access the Program Integrity Checklist and review the information.”

This message prompts you to access the PI Checklist and take action to disposition the outstanding match before attempting to authorize an EBC Request.

PI Checklist Page Layout and Readability

The PI Checklist displays the status of external data match records for TAFDC, EAEDC and SNAP household members.

The PI Checklist page also displays a history of any Accounts Receivable (AR) Referrals and Intentional Program Violations (IPVs) on file for all household members.

The following are the PI Checklist page fields and descriptions:

Checklist radio button: Defaults to Pending and displays any match record that does not have a Disposition Date. Clicking the All radio button will display all match records for clients and household members whether or not the records have been dispositioned. All also displays records created as a result of a case manager initiated external source search such as the Work Number match
Client: (preceded by a select button): Identifies the client/household member with the match data
Source: Identifies the external match name
Detail: Displays a popup icon. Clicking the icon will launch the specific Match Page or Container page for the external data being reported. For example, DOR New Hire data is reported on the DOR Income Match page. Container pages are view only from the Checklist. (see the External Agency Data Container Pages section below)
Assigned: Designates whether FIDM, the TAO, or both were/are initially responsible to disposition the match
Match: Displays the last date DTA received the external match data
Notice: Displays a match-specific verification notice, if applicable and a notice was sent to the client
Sent: The date a match verification notice was sent, if applicable
Due: The date the verification is due
Action Taken: Describes the action taken by you, the FIDM Unit, or batch job to disposition the match
Disposition: Displays the date the match was dispositioned; and
Disposition by: Displays the FIDM or TAO staff (by First Name and Last Name) or batch job name that dispositioned the match

Referral and IPV History Field

The Referral and IPV History field on the PI Checklist page provides a list of fraud/overpayment referrals and existing IPVs as follows:

Client: Identifies the client/household member for whom the AR Referral or IPV exists
Type: Identifies whether an AR Referral or Existing IPV. (Existing refers to any past or current IPV that has been established)
Status: Displays the status of the AR Referral or IPV; and
Start: Displays the start date of the AR Referral or Existing IPV

Note: The Referral and IPV History field is informational only. No action is needed.

PI Checklist Functionality

The PI Checklist functionality requires case managers and FIDM staff to access and act on external agency match data that does not have a Disposition date.

Workflow Tab

When the ECF is accessed, and the Workflow Go button on the Workflow tab is clicked, the PI Checklist popup warning message appears if there is at least one household member in an active, pending or ineligible status with at least one outstanding item on the PI Checklist.

To review the external match data on the Workflow tab:

click OK on the popup page to close the popup page
click the PI Checklist button on the Workflow tab; and
on the PI Checklist, click the Detail icon to review the data.

Note: Certain match data can only be acted on by the PI Unit. Instructions for notifying the PI Unit about the need to have the match dispositioned are detailed in Contacting the FIDM Unit.

Clicking the Detail icon launches to the Match Detail or Container pages which display the details of the data received from the particular external data source (match). The Container page is view only. The workflow page associated with the container page must be accessed to disposition the data.

AU Composition Results

In AU Composition Results, when the Next or Finish buttons are clicked, the PI Checklist popup warning message appears if there is at least one household member in an active, pending or ineligible status with at least one outstanding item on the PI Checklist.

Interview Wrapup Hard Edit

A hard edit to the Interview Wrapup page prevents certain case actions from being authorized when there is match data appearing on the PI Checklist that has not been dispositioned for any household member in an active, pending or ineligible status.

Note: Manager override is available to authorize case actions in extraordinary circumstances. Details of this functionality are outlined in TAO Supervisor and Manager Override

External Agency Matches on the PI Checklist

The following matches are available through the PI Checklist:

County Prisons
Department Of Revenue (DOR) Bank
DOR Child Support
DOR New Hire
DOR Wage
eDRS (Food and Nutrition Service)
Identity
Death (Department of Commerce, Department of Public Health and Social Security Administration)
Department of Children and Families (DCF)
Department of Corrections (DOC)
Department of Youth Services (DYS)
Department of Unemployment Assistance (DUA)
Lottery
New York Interstate
Out of State EBT Card Usage Match
PARIS Interstate
PARIS Veterans
Parole Violators
Prisoner Verification (SSA)
Registry of Motor Vehicles (RMV)
SSN Verification (SVES)
The Work Number
Warrant

All outstanding matches must be reviewed, and appropriate action taken to determine eligibility as soon as possible. However, verification must not be requested for a match that is received during case maintenance for a SNAP case on Simplified Reporting, EDSAP, Bay State CAP, and TBA. Verification for these matches must only be requested, if necessary, during their Interim Reporting or Recertification periods (or if applicable, reapplication). The matches will continue to be displayed on the External Agency Match views and Match History tab until dispositioned.

Important: When a SNAP case changes from categorically eligible to non-categorically eligible during the certification period for Simplified Reporting households, BEACON will activate the asset match and may send a DOR Bank Match Letter, if applicable to the client.

Although the DOR Bank Match Letter may be generated, DTA staff must not address the DOR Bank match nor request verification of the bank match until the household’s next reporting period.

All match data associated with a household is consolidated and displayed within the PI Checklist.

External Agency Data Container Pages

Matches associated with earned income, other income and assets have an External Agency Data Container page. An External Agency Data Container page is a page that may have external match data from financial sources for a household. These pages can be accessed from the Client Search and the Earned Income, Other Income and Liquid Asset pages.

External Agency Data Container page functionality:

provides details from the match data and allows the copying of data from an incoming Match to the appropriate Earned Income and Other Income or Liquid Asset pages
reduces the need to access the Match tab or the PI Checklist to view specific details on recent match data during an interview with a client; and
provides details from the match data when filling out the Q and A Navigators

This functionality also exists for The Work Number and RMV interfaces. Earned Income (EI), Liquid Asset (LA), and Other Income (OI) icons appear on the Client Search page Toolbar. Upon clicking the EI, LA, or OI icons, a note will appear if there is external data available to be reviewed on these External Agency Data Container pages.

Household Page Popup Message

If a household member has an outstanding match that indicates that they are not in the household (Death, New York State, DCF, DYS, DOC, Prisoner Verification, or County Prison), upon clicking Next or Finish to leave the Household page, you will be alerted by the following popup message: “<Client Name> has a <match type> but has a status in the Household of Present. Would you like to stay on the page and change the status in the Household to Not Present?” You can change the household member’s status to Not Present, when appropriate.