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First, confirm that Income and Tax records exist and have a Pending verification:

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Purpose

The purpose of this Job Aid is to provide step by step instructions on how to verify income in the

Ohio Integrated Eligibility system using the Federal Data Services Hub (HUB) Verification

Services.

How to Verify Income

First, confirm that Income and Tax records exist and have a

Pending

verification:

1. From the

Case Summary Page

, click on the Eligibility tab in the Global navigation bar.

2. Click the

Customer Information

tab in the Local navigation bar.

3. Click the

Income link

, under the

Financial

menu in the left Task navigation bar.

The

Income List

page displays.

4. Click the

Name

link for the income record that you are attempting to verify.

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Note:

As of March 2014 the system will generate a Verification Field titled “No Income

Reported” on the Verification List page if no income has been entered for the resident.

Caseworkers may use this field to ping the HUB to verify the resident does not have

income.

5. Click the

Amount

link.

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6. Confirm that Income has a

Pending

verification.

7. Click on the

Tax

link, under the Financial menu, in the left Task navigation bar.

8. Click the

Name

link for the tax record that you are attempting to verify.

Note:

Clients who are not filing taxes are considered non-filers and do not need to have

a tax record. Non-filers’ income cannot be verified using the HUB service.

9. Confirm that Tax has a

Pending

verification.

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Request Verification of Income from the HUB:

1. Click the

Verifications

link in the left Task navigation bar.

2. Check the checkbox next to the Income record verification item.

3. Click the

Request Verification

button.

By clicking the

Requesting Verification

button, the Ohio Integrated Eligibility system is

sending the client’s self-attested income to the IRS HUB, the State’s Wage Information

Collection Agency (SWICA) and Unemployment Compensation Bureau (UCB) for

verification. For a more detailed description of the Ohio Integrated Eligibility system

verification process, please refer to the HUB Verifications Process Job Aid.

4. The Source column for the Income will change to Pending.

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Confirm Verified Records:

After a response is received from the Federal HUB, follow the steps below to confirm that

the record has been updated with a

Verified

status.

1. On the

Verifications List

page, select

Verified

from the

Status

drop down.

2. Click the

View

button.

3. Click the

Income

link.

4. Confirm that the Income has been verified with a description SUCCESS on the

Verification Detail Screen.

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How to Troubleshoot a Pending Verification

When an Ohio Integrated Eligibility system user has requested income verification using the

HUB, and the requested item is not verified, the user may take the following steps to

troubleshoot the situation:

1. On the

Verifications List

page, click

Income

.

2. On the

Verification Detail

page, view the

Description

field:

a. If text is displayed in the Description field, see the Appendix to determine the

appropriate course of action

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Appendix 1

The figure below identifies the possible responses the user will see on the

Verification List

page after pinging the Federal HUB.

Note:

The Source field will always be blank until the user

pings the Federal HUB.

The Source field can have the following values:

Source Value

Description

Blank (no value)

The application fell out of No Touch processing, and no

attempt was made to verify the application information via

the HUB. A worker should manually request HUB verification

(follow steps above).

OR

The application was manually entered into the Ohio

Integrated Eligibility system by a user. Workers must

manually request a HUB verification for all manually entered

applications (unless the application information was verified

via other means).

Pending

A request has already been made to verify the information

via the HUB (either automatically through the No Touch

process, or manually by a Worker).

The status will remain Pending until a response is received

from the HUB.

If the HUB verification process failed (e.g., didn’t run

properly due to a technical issue), the status will remain

Pending. In this situation, the Worker should attempt to

manually request a HUB verification.

Note:

The status of every verification will be

Pending

, except when

an application “falls out.” When an application “falls out,” the

status

field will be

Pending

, and the

Source

field will be blank because the

user must now manually request verification.

Worker

The information has been verified by a Worker, and the

Worker manually updated the Verification Status in the Ohio

Integrated Eligibility system.

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Source Value

Description

was provided from a Federal source.

Note that the information may or not be verified – Automatic

simply indicates that a response has been received.

The Worker should review the Verification Details page to

confirm if the information was verified by the HUB.

State

A response was received from the HUB, and the response

was provided from a State source.

Note that the information may or not be verified – State

simply indicates that a response has been received.

The Worker should review the Verification Details page to

confirm if the information was verified by the HUB through a

State information source.

Appendix 2

Verifications Detail Results Summary

The table below outlines the results a user will see on the Verifications Details screen after

pinging the Federal HUB.

If the Description Field Says

this…

Status Field will be:

User should do this:

Success

Verified

N/A

Nothing (e.g., blank)

Pending

Try pinging the hub

again…and if it continues to

not work, report as an incident

Error description (e.g., No

Match)

Pending

Follow manual process for

verification

Appendix 3

The table below outlines the response messages that a user may see on the

Verification Detail

screen or in the

Journal

Entry. For each response message, the recommended case worker

action is described.

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Response Description

Case Worker Action

Trusted Data Source Unreachable Eligibility worker can re-request at a later time

when the HUB is available. Unexpected Exception Occurred at Trusted

Data Source

Eligibility worker can re-request at a later time when the HUB is available.

Unexpected System Exception Eligibility worker can re-request at a later time

when the HUB is available.

Invalid or missing input parameter Report this error to the Help Desk as an

incident. If necessary, the eligibility worker may perform a manual verification.

System error submitting Initial Verification Report this error to the Help Desk as an incident. If necessary, the eligibility worker may perform a manual verification.

System error submitting Secondary Request Report this error to the Help Desk as an incident. If necessary, the eligibility worker may perform a manual verification.

System error retrieving the next pending case number

Report this error to the Help Desk as an incident. If necessary, the eligibility worker may perform a manual verification.

System error retrieving a Secondary Resolution Report this error to the Help Desk as an incident. If necessary, the eligibility worker may perform a manual verification.

System error deleting next pending case number

Report this error to the Help Desk as an incident. If necessary, the eligibility worker may perform a manual verification.

System error closing case number Report this error to the Help Desk as an

incident. If necessary, the eligibility worker may perform a manual verification.

System error retrieving details for case number Report this error to the Help Desk as an incident. If necessary, the eligibility worker may perform a manual verification.

System error setting password Report this error to the Help Desk as an

incident. If necessary, the eligibility worker may perform a manual verification.

Unexpected System Response Code Eligibility worker can re-request at a later time

when the HUB is available.

A Number or I-94 Number must exist. Neither Alien Number nor I-94 Number exists

for the person. One of these must be added removed to re-request. The Alien Number can be updated on the Individual Demographics page. The I-94 Number can be updated on the Non-Citizenship page in the INS Document ID field (when the INS Document Type is set to I-94). If necessary, the Eligibility worker may perform a manual verification.

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Response Description

Case Worker Action

Number for the person. One of these must be removed

to re-request. The Alien Number can be entered on the Individual Demographics page. The I-94 Number can be entered on the Non-Citizenship page in the INS Document ID field (when the INS Document Type is set to I-94). If necessary, the eligibility worker may perform a manual verification.

Required input field (BenefitCode) is null Report this error to your system administrator. If necessary, the eligibility worker may perform a manual verification.

Required input field (A Number) is null Alien Number is missing and must be entered to re-request. The Alien Number can be entered on the Individual Demographics page. If necessary, the Eligibility worker may perform a manual verification.

Required input field (I94 Number) is null I-94 Number is missing and must be entered to re-request. The I-94 Number can be entered on the Non-Citizenship page in the INS Document ID field (when the INS Document Type is set to I-94). If necessary, the Eligibility worker may perform a manual verification. Required input field (Case Number) is null Report this error to the Help Desk as an

incident. If necessary, the eligibility worker may perform a manual verification.

Required input field (DocType) is null Document Type is missing and must be

entered to re-request. Document Type can be updated on the Non-Citizenship page in the INS Document field. If necessary, the Eligibility worker may perform a manual verification. Required input field (DocOtherDesc) is null Report this error to the Help Desk as an

incident. If necessary, the eligibility worker may perform a manual verification.

Required input field (DocExpDate) is null Document Expiration Date is missing and must be entered to re-request. If necessary, the Eligibility worker may perform a manual verification.

Required input field (DocLastName) is null Last Name is missing and must be entered to re-request. If necessary, the Eligibility worker may perform a manual verification.

Required input field (DocFirstName) is null First Name is missing and must be entered to re-request. If necessary, the Eligibility worker may perform a manual verification.

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Response Description

Case Worker Action

Required input field (BirthDate) is null DOB is missing and must be entered to re-request. If necessary, the Eligibility worker may perform a manual verification.

Required input field (HireDate) is null Report this error to the Help Desk as an incident. If necessary, the eligibility worker may perform a manual verification.

Required input field (ReferralDate) is null Report this error to the Help Desk as an incident. If necessary, the eligibility worker may perform a manual verification.

Required input field (CloseStatus) is null Report this error to the Help Desk as an incident. If necessary, the eligibility worker may perform a manual verification.

Invalid input field format, length/format (A Number)

Alien Number has an invalid format and must be updated to re-request. Alien Number must be 9 characters long and can be updated on the Individual Demographics page. If

necessary, the Eligibility worker may perform a manual verification.

Invalid input field format, length/format (I94 Number)

I-94 Number has an invalid format and must be updated to re-request. I-94 Number must be 11 characters long and can be updated on the Non-Citizenship page in the INS Document ID field (when the INS Document Type is set to I-94). If necessary, the Eligibility worker may perform a manual verification.

Invalid input field format, length/format (Case Number)

Report this error to the Help Desk as an incident. If necessary, the eligibility worker may perform a manual verification.

Invalid input field format, length/format (DocType)

Report this error to the Help Desk as an incident. If necessary, the eligibility worker may perform a manual verification.

Invalid input field format, length/format (DocOtherDesc)

Report this error to the Help Desk as an incident. If necessary, the eligibility worker may perform a manual verification.

Invalid input field format, length/format (DocLast=Name)

Last Name has an invalid format and must be updated to re-request. Last Name can be up to 40 characters long and can be updated on the Individual Demographics page. If necessary, the Eligibility worker may perform a manual verification.

Invalid input field format, length/format (DocFirstName)

First Name has an invalid format and must be updated to re-request. First Name can be up to 25 characters long and can be updated on the Individual Demographics page. If

necessary, the Eligibility worker may perform a manual verification.

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Response Description

Case Worker Action

Invalid Benefit Code for user Report this error to the Help Desk as an

incident. If necessary, the eligibility worker may perform a manual verification.

Invalid DocType. Invalid document type value received

The HUB does not recognize the Document Type on the request. Report this error to the Help Desk as an incident. If necessary, the eligibility worker may perform a manual verification.

Invalid Document Expiration Date INS Document Expiration Date has an invalid

format and must be updated to re-request. This field can be updated on the Non-Citizenship page. If necessary, the Eligibility worker may perform a manual verification.

Invalid Document Birth Date DOB has an invalid format and must be

updated to re-request. This field can be updated on the Individual Demographics page. If necessary, the Eligibility worker may perform a manual verification.

Invalid input field length (ClientSftwrVer) Report this error to the Help Desk as an incident. If necessary, the eligibility worker may perform a manual verification.

Invalid input field length (UserField) Report this error to the Help Desk as an incident. If necessary, the eligibility worker may perform a manual verification.

Invalid input field length (AKA) Report this error to the Help Desk as an

incident. If necessary, the eligibility worker may perform a manual verification.

Invalid input field length (DocComment) Report this error to the Help Desk as an incident. If necessary, the eligibility worker may perform a manual verification.

No permissions to access this case The case worker may perform a manual

verification. Doc Other Description cannot have a value for

selected Doc Type.

Report this error to the Help Desk as an incident. If necessary, the eligibility worker may perform a manual verification.

The called method is not authorized for use by this agency.

Report this error to the Help Desk as an incident. If necessary, the eligibility worker may perform a manual verification.

Case does not exist or you do not have the correct privileges to access case

The Eligibility worker may perform a manual verification.

Invalid input field format, length/format (Card/Receipt Number)

Card Number has an invalid format and must be updated to re-request. The Card Number

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Response Description

Case Worker Action

digits [0-9]. If necessary, the Eligibility worker may perform a manual verification.

Invalid input field format, length/format (Naturalization Number)

The Naturalization Number has an invalid format and must be updated to re-request. The Naturalization Number can be updated on the Citizenship page in the INS Document ID field. Naturalization Number must be between 7 and 12 digits. Commas are not allowed.

Invalid input field format, length/format (Citizenship Number)

The Citizenship Number has an invalid format and must be updated to re-request. The Citizenship Number can be updated on the Citizenship page in the INS Document ID field. Citizenship Number must be between 7 and 12 digits. Commas are not allowed.

Invalid closure code Report this error to the Help Desk as an

incident. If necessary, the eligibility worker may perform a manual verification.

Name Mismatch Name must be updated to re-request. If

necessary, the Eligibility worker may perform a manual verification.

DOB Mismatch DOB must be updated to re-request. If

necessary, the Eligibility worker may perform a manual verification.

Record Not Found No record has been found. The case worker

must confirm Name, DOB, and citizenship documentation details. If any errors are found, the case worker may re-request the verification from the HUB. Otherwise, the Eligibility worker may perform a manual verification.

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