In order to create an employment services payment, first a need must be recorded. Once a need has been identified, a service arrangement must be recorded. Once the need and service arrangement have been set, the payment can be issued through a payment request.
The tracking and issuing of control valuables such as gift cards, gas cards, and bus passes are handled off system.
A Need and Service Arrangement should only be set up at the time of payment in an effort to avoid creating duplicate Needs and Service Arrangements when Work Program Mass Payments are completed.
If an Activity closes, KEES will automatically close the Service Arrangement as well; ending any Supportive Services tied to that activity.
A Need Category of Job Search/Job Retention and a Need Type of Job Retention Coaching should be selected when issuing a Work Retention Payment to a consumer.
Work Programs Workers could receive the following messages when authorizing a payment on the Payment Request Detail page:
‘Adjusted Amount – Requested Amount exceeds issuance threshold.’ This message appears when attempting to approve a payment for $5,000 or above. Adjust the amount the to something below $5,000 or have a supervisor contact the KEES Help Desk if an amount over $5,000 should be approved.
‘Adjusted Amount - Supervisory approval required’. This message appears when attempting to approve an EBT issuance payment for $500 or more. KEES automatically generates an ‘Authorize Payment Request’ task for the Supervisor queue. Supervisors should:
Claim the task.
Authorize the payment if applicable using the Supervisor Approval button on the Payment Request Detail page.
Complete the task with a Status Reason of DCF-Complete.
‘Creating this payment will cause the customer’s total money received in the last 12 months to exceed $4000. The 12-month limit for the customer is $5000’. This message appears as a warning when the consumer on the case is approaching the 12-month payment/funding limit set by policy. Approve the amount or adjust the amount prior to approving.