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.
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.
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.
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.
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.
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
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.