External Databases

Catherine (she/her) is a 25-year-old that lives with a roommate; they P&P separately. Catherine is a first-time applicant (new to BEACON). Catherine is a US Citizen, she does not have any children, and she reports that she has no income.

The following databases must be reviewed:

• RMV must be checked to see if the client’s Massachusetts residency has been verified by the RMV.
• BENDEX/SDX (SVES) must be requested to verify SSN, identity, and to verify there is no SSI or RSDI income.
• Work Number must be checked to confirm that there are no wages being received.
• EMT must be checked to confirm that there is no UC being received.
• There is no need to check RAPID, as the client does not have any children for whom she could be receiving Child Support.
• Staff must not run a SAVE request as the client is a US Citizen.

Janet (she/her) is 65 years old and receives RSDI income. Janet is applying for both SNAP and EAEDC. She previously received SNAP benefits, but the case closed in 2020, and she has not received benefits since then. Janet is a noncitizen that previously met eligibility as an LPR>5 years. She has 4 adult children, one of whom (aged 26) resides with her and they P&P separately.

The following databases must be reviewed:

• BENDEX/SDX (SVES) must be requested to verify identity and RSDI income. Although the client is reporting only income is RSDI.
• Work Number must be checked to confirm that there are no wages being received.
• EMT must be checked to confirm that there is no UC being received.
• Even though the client has adult children, they could still be receiving child support arrearage payments, for this reason, the worker must also check RAPID.
• SAVE must be requested to verify the client’s current noncitizen status.
• There is no need to check RMV, as Massachusetts residency was previously established.

Carrie (she/her) is a 28-year-old applying for both SNAP and TAFDC for the first time, for herself and her 8-year-old daughter, Amelia (she/her). Carrie and Amelia are US Citizens. Carrie reports that she recently stopped working and has applied for Unemployment, but she has not started receiving payments yet. She reports that she receives court ordered child support for Amelia.

The following databases must be reviewed:

• RMV must be checked to see if the client’s Massachusetts residency has been verified by the RMV.
• BENDEX/SDX (SVES) must be requested to verify identity and to verify there is no SSI or RSDI income.
• The Work Number must be checked to confirm that there are no wages being received.
• EMT must be checked to confirm if UC is being received.
• RAPID must be reviewed to verify the Support payments Carrie is receiving for Amelia.
• Staff must not run a SAVE request as the clients are US Citizens.

Catherine (she/her) submitted her Interim Report with no changes reported. She is a 25-year-old that lives with a roommate; they P&P separately. Catherine is a US Citizen. She has no earned or unearned income.

In this example, the worker must not check any external databases because:

• the Work Number, EMT, and SSA/BENDEX are automatically checked on active cases.
• the grantee does not have any children, you do not need to check RAPID at IR. 
• the client is a US Citizen so you must not run a SAVE at IR.

Janet (she/her) submits her Interim Report with no changes. She is 65 years old and receives RSDI income. Janet is a noncitizen that previously met eligibility as an LPR>5 years. She has 4 adult children, one of whom (aged 26) resides with her. They P&P separately.

The worker does not need to check any external databases because:

• The worker does not need to check the Work Number or EMT, because a PI Checklist match would generate if there were any wages or UC income.
• The worker does not need to check RAPID as the grantee has adult children, and at application, it was verified that there was no child support arrearage. 
• There is no need to check SSA because the RSDI is already known to the system and will Batch any updates made to this income. 
• SAVE must not be requested at IR for an already eligible noncitizen.

Carrie (she/her) has submitted her Interim Report with a reported change. She is adding her newborn, Cole (he/him) to the SNAP case. Carrie (she/her) is 28 years old and receives benefits for herself and her 8-year-old daughter, Amelia (she/her). She receives court ordered child support for Amelia. A PI Checklist Match generates for Unemployment Compensation. They are all US Citizens.

The following databases must be reviewed:

• The worker must check BENDEX/SDX (SVES) to verify the SSN for the child being added to the HH only. SVES is not required for other HH members as this was previously done at application and the system will batch any updates to income.
• The worker does not need to check the Work Number, because a PI Checklist match would generate if there were any wages.
• The worker must check UC as there is a PI Checklist Match.
• The worker must check RAPID to verify any Support payments being received for Amelia and Cole.

• A TAFDC client reports they were laid off from their job two months ago. The case manager must check Work Number and EMT.
• A TAFDC client reports their spouse recently arrived from Haiti and has reunified with the family. The case manager must check SAVE.
• A TAFDC client appears on the Department of Revenue Child Support Services (DOR/CSS) Acosta File Report because they received an Acosta payment over $50 for two consecutive months (see Acosta Payment). The case manager must check RAPID.
• A TAFDC client reports they recently applied for SSI because their 6-year-old was diagnosed with autism spectrum disorder. The case manager must check BENDEX/SDX (SVES).
• A TAFDC client who is subject to work program rules has a pending sanction for non-participation in a Pathways activity. The Full Engagement Worker (FEW) reaches out to the client, who reports they started a new job a month ago. The FEW should encourage the client to submit paystubs if they have not already done so, check Work Number for the new employment, and notify the case manager of any employment that is not already recorded on the Earned Income page.

• An EAEDC applicant who is disabled states they have applied for SSI. The case manager must check BENDEX/SDX (SVES).
• An EAEDC client is listed on the Potential Earnings report. The case manager must check Work Number.
• An EAEDC client reports that they are newly married. The client is now in Living Arrangement B and their spouse becomes a deemor on the case. The case manager must check Work Number for the spouse/deemor.

Some SNAP cases with TAFDC or EAEDC are categorized as NPA, such as when the household includes some members who receive TAFDC/EAEDC and others who do not. For example, a combo SNAP/TAFDC caretaker case includes grandparent Sally (she/her) and her two dependent grandchildren. All three household members are on SNAP, but only the two grandchildren are on TAFDC. This is an NPA SNAP case and should follow SNAP-only instructions for the Application, Interim Report, and Recertification procedures above.

Combo PA cases are on Change Reporting (Recertification); therefore, applicable external databases must be accessed at any time for TAFDC or EAEDC. Findings from external databases that do not coincide with the timing of the SNAP certification period must still be entered for TAFDC/EAEDC and SNAP purposes, since the information is now known to the Department. For example, Kieran (he/him) and his three children are all on SNAP and all on TAFDC. Instructions and applicable scenarios for combo SNAP/TAFDC and SNAP/EAEDC detailed above should be followed.

Catherine (she/her) submitted her recertification with no changes reported. She is a 25-year-old that lives with a roommate; they P&P separately. Catherine is a US Citizen. No earned or unearned income.

The worker does not need to check any external databases because:

• The worker does not need to check the Work Number or EMT, because a PI Checklist match would generate if there were any wages or UC income since this is an active case.
• The worker does not need to check RAPID as the grantee does not have any children.
• There is no need to check SSA because no unearned income was verified at application. If the client begins receiving income from SSA, the information will batch into BEACON.

Janet (she/her) has submitted her SNAP recertification with no changes reported. She is 65 years old and receives RSDI income. Janet is a noncitizen that previously met eligibility as an LPR>5 years. She has 4 adult children, one of whom (aged 26) resides with her. They P&P separately.

The worker does not need to check any external databases because:

• The worker does not need to check the Work Number or EMT, because a PI Checklist match would generate if there were any wages or UC income as this is an active case.
• The worker does not need to check RAPID as the grantee has adult children, and at application it was verified that there was no child support arrearage. 
• There is no need to check SSA because the RSDI is already known to the system and will Batch any updates made to this income. 
• SAVE must be requested to verify the client’s current noncitizen status.

Carrie (she/her) has submitted her SNAP recertification with changes reported. Carrie is 28 years old and receives benefits for herself and her 2 children Amelia and Cole. They are all US Citizens.

At recert, she reports that she is now working and is no longer receiving Unemployment Compensation. She receives court ordered child support for Amelia and Cole. A PI Checklist Match generates for Unemployment Compensation only, there is no Work Number match.

The following databases must be reviewed:

• The worker does not need to check the Work Number, because a PI Checklist match would generate if there were any wages available there. In this case, the worker must send a VC-1 to the client for wages, because there was no Work Number Match.
• The worker must check UC as there is a PI Checklist Match and the client reported that the UC ended.
• The worker must check RAPID to verify whether there are any changes regarding the Support payments being received for Amelia and Cole.
• There is no need to check SSA because no unearned income was verified at application. If anyone in the home begins receiving income from SSA, the information will batch into BEACON.