EDBC – FCCC

Non-Medical programs are supported by online Eligibility Determination and Benefit Calculation (EDBC). EDBC uses rules aligned with policy to determine eligibility. A case can be approved, denied or discontinued by running EDBC. A user can also make a decision to deny or discontinue a program without using EDBC rules. This is known as Negative Action. See Deny or Discontinue a Program or Person - FCCC for more information.

Running EDBC - FCCC

EDBC should be ran in chronological order starting with the application month or change month through the come-up month.

NOTE: If the household is requesting a future begin date for care or is ineligible in the 1^st or 2^nd month, see Troublshooting – FCCC.

Access the case through Person Search - FCCC or enter the Case Number in the quick search field from Task Navigation and click the Go button. The Case Summary page displays.
Select Eligibility from Global Navigation. Select Customer Information from Local Navigation. Select Run EDBC from Task Navigation.
The Run EDBC page displays.

The Benefit Month defaults to the first month of determining eligibility for initial determinations. The Benefit Month defaults to the come-up month for ongoing eligibility.
- If running EDBC for a month other than the defaulted month, select the needed month from the drop-down menu and click the Select button.
Select the checkbox for the Child Care Program needing EDBC to be run.
If applicable, select the appropriate answer for Timely Notice Exception.
- Timely Notice Exception is needed when running multiple months at initial application if the benefit decreases or if the user is making a negative change to a paid benefit.

NOTE:Making a negative change to a paid benefit creates an overpayment.

Leave the Run Reason drop-down menu defaulted to the null value.

Select a Run Reason from the drop-down menu if the user is running EDBC for one of the following reasons:

· RE: Used when running EDBC for the review month. The RE run reason sets new review dates after EDBC is calculated.

· COLA: Used by Batch EDBC to process COLA changes.

· Mass Update: Used by Batch EDBC to make FPL changes.

Click the Run EDBC button on the right side of the page. The EDBC List page displays.
The Program (Child Care) displays with a benefit amount or Failed under the Auth Amount header. A benefit amount means the consumer passed the eligibility criteria and a benefit can be issued. Failed means the consumer did not pass the eligibility criteria and is not eligible for benefits. See Reading the EDBC Summary Page - FCCC for the budget details.
Click the Child Care hyperlink for the month being determined to navigate to the EDBC Summary page.
Review the EDBC Summary page:

The aid code should be FCCC or TANF.
Click the Consumer Name hyperlink to under Program Configuration to view the Individual Eligibility Criteria page. This page shows income, resource and expense information for the person. Click Close to navigate back to the EDBC Summary page.
Click on any available hyperlinks listed under the various blocks on the EDBC Summary page to view specifics about budgets that failed or passed.
If the consumer qualifies for an immediate issuance, the Immediacy Indicator can be set to Immediate.
Click the Accept button if the results are correct. Click the Cancel button if the results are not what the user expected. The EDBC List page displays.
- If the results are correct proceed to STEP 9.
- If the EDBC results are incorrect, click Cancel to return to the Case Summary page.

NOTE: Do not accept or save EDBC results that may be wrong. If the results are not what the user expected, refer to the Ineligibility Status Reason Table for more information.

Review the EDBC Results from the EDBC List page. Click the Save and Continue button. The Distributed Document Search page displays if the consumer has a change in program status or a change in benefits. The Case Summary page displays if there is no change in program status or benefits.

NOTE: If an Error in EBT occurs after clicking Save and Continue, contact the KEES Business Support Help Desk.

Click the NOA (Notice of Action) hyperlink to review the notice for accuracy. See NOAs (Notices of Action) for more information.

Complete STEP 1 - STEP 10 for each month of eligibility up to the current system month.
Select Journal from Utility Navigation. Add a journal entry to document all program action. See Journal for more information about journaling functionality.

NOTE: If the user attempts to run/re-run EDBC after 10-day notice, KEES creates a Read-Only EDBC record if the eligibility determination change is negative. If the user needs to process an overpayment, follow these steps:

Re-run EDBC.
Select Yes from the Timely Notice Exception drop-down menu.
Select the applicable Reason from the drop-down menu.

KEES may also generate a Read-Only EDBC when the consumer is eligible for Child Care but there is no Family Plan for the benefit month or if the benefit does not match the Family Plan amount.

EDBC Warning - FCCC

When the user runs EDBC he or she can receive a “warning” message with information relating to the eligibility determination. There are different types of EDBC warnings: hard warnings and soft warnings.

Running EDBC Hard Warning:

A hard warning does not allow a user to run EDBC. Examples of hard warnings:

· Warning: EDBC cannot be run because the following information is incomplete:

o Relationship information is missing for the following persons:

Action Needed: Complete any missing relationships on the Relationship page.

· Warning: Program: EDBC cannot be run for this program. A worker must be assigned to this program in order to run EDBC.

Action Needed: Assign the FCCC Ghost Worker ID to the Child Care program block.

· Warning: Child Care: EDBC cannot be run because the Family Plan requires approval.

Action Needed: Contact your supervisor to ensure the necessary approvals are completed for the Child Care Plan or Edit the Child Care Plan hours to less than 240.

KEES does not allow the user to process the EDBC until the issue is resolved.

Running EDBC Soft Warning:

A soft warning allows the user to run EDBC. Examples of soft warnings:

· Warning: The Last Mail to this Address was Undelivered.

Action Needed: Verify that the address has been added as reported or that there is no new address reported:

o If yes, click Run EDBC.

o If no, add the Address as appropriate.

· Warning: Warning! The following verification(s) have not been received:

o <Case Person> <Record Type>

Action Needed: Determine if the Verification(s) are needed for the benefit determination:

o If yes, verify verifications have been received and update data collection page(s) as necessary.

o If no, click Run EDBC w/o Verifications.

KEES allows a user to run EDBC if it is a soft warning. The Run EDBC button displays on the page for the user to select.

Reading the EDBC Summary Page - FCCC

The EDBC Summary page can be viewed during the eligibility process prior to accepting EDBC or accessed from the EDBC List page when viewing previously accepted EDBC results.

General Information

· Begin Month and End Month show the dates of the EDBC record.

NOTE: If there is no End Month –the EDBC is high-dated and has not ended. A high-dated EDBC displays the consumer’s current eligibility.

· Run Date shows the day EDBC was run.

· Run Status values show the status of the EDBC record:

o Not Accepted

o Accepted Not Saved

o Accepted Saved

· Accepted By shows who accepted the EDBC result:

o Worker’s Name

o Manual EDBC

o Batch Process

EDBC Information

· Shows the Review Due Date.

· Shows the type of EDBC:

o Regular - A Regular EDBC issues benefits and updates the program status based on the EDBC Results.

o Read Only – A Read Only EDBC does not issue any benefits.

· Has a Cross-Case indicator that displays when a consumer is receiving benefits on another case number. The indicator shows the other case number and the program name. The consumer is denied with a Status Reason of On Another Case.

Program Configuration

· EDBC Source values include:

o Online EDBC Rules – Eligibility was determined by rules.

o Batch – EDBC rules were run automatically for cases that meet predetermined criteria.

o Manual – Eligibility was determined off system and the outcome was recorded in KEES.

· Aid Code

o Child Care – FCCC, TANF, Income Eligible

· Program Status values include:

o Active

o Denied

o Discontinued

· Family Plan Status displays Converted, Active, Pending, Change Pending, Approved – Ready to Run

· Consumer Name hyperlink

o Clicking the name hyperlink displays the Individual Eligibility Criteria page.

· Role values include:

o MEM (Member) – included in benefits and HH size

o FRE (Financial Responsible Excluded) – excluded from HH size

o FRI (Financial Responsible Included) – included in HH size

o UP (Unaided Person) – excluded from benefits and HH size

· Role Reasons pertain to individual eligibility and display if the consumer is FRI, FRE or UP. The Role Reason explains why the consumer is or is not considered in the program configuration or budgeting unit.

NOTE: If an unexpected Role Reason displays, see the Ineligibility Status Reason Table for guidance.

· Status is the program status.

o Active - At least one eligible program person

o Denied - At initial application and no program persons are eligible

o Discontinued - After program is Active and EDBC is recalculated determining all program persons are no longer eligible due to changes in the program

· Status Reason displays if the consumer is Denied or Discontinued and the reason the consumer is not eligible.

EHS displays a Y if the person is in Early Head Start on the Child Care EDBC Summary page.

Child Care (CC) EDBC Summary Page - FCCC

Child Care Applicant Resource Eligibility Test

This block shows the program resource limit based on the program and the total amount of resources entered by the user for the benefit month.

· The Benefit Month Resource amount is a hyperlink to the Property Detail page. The Property Detail page shows a list of resources and the countable amount used in the determination.

· Result - shows Pass if aid code is FCCC, as resources are not counted for FCCC.

Child Care Applicant Financial Eligibility Test

This block shows the income used in the determination for that benefit month.

Unearned Income - the countable unearned income recorded on the Income page. Clicking the amount hyperlink navigates the user to the EDBC Person Line Item Detail page.
Earned Income - the countable earned income recorded on the Income page. Selecting the amount hyperlink takes the user to the EDBC Person Line Item Detail page.
Total Income - the total countable income budgeted for the household.
Family Unit Size - the household size being used to determine the benefit amount standard. Clicking the number hyperlink navigates the user to the Unit Size Detail page. This page shows the names, DOBs, Roles, and Role Reasons for those budgeted in the unit size.
Income Limit - the income limit based on the household size.
Result - shows Waived if aid code is FCCC, as FCCC does not have an income test.

Child Care Budget

This block shows the determination from the Family Plan for the benefit month.

Enrollment Fee - the amount allowed from the Family Plan.
Family Cost of Care - the benefit amount prior to any Family Share.
Family Share - the amount the consumer is responsible to pay based on the household size and income. For FCCC this should be $0.00.
Benefit Amount - displays the benefit amount for the household for the benefit month.

Benefit Payment

This block shows the overall benefit determination for the benefit month.

Child Care Budget Benefit Amount - the total benefit allowable for a full month as calculated by EDBC.
Family Plan Benefit Amount - the benefit amount from the Child Care Family Plan for the Benefit Month.

NOTE: If the Child Care Budget Benefit Amount does not match the Family Plan Benefit Amount on the EDBC Summary, the results display as Read Only. If a batch runs EDBC and the amounts do not match, the Family Plan Benefit Amount is issued and a task is generated for the FCCC queue.

Benefit Payment - the prorated benefit amount. The issuance is either the Child Care Budget Benefit Amount or the Family Plan Benefit Amount based on Online EDBC Rules or Batch EDBC Rules.
Potential Benefit - the full month’s potential benefit.
Previous Potential Benefit Amount - the amount of benefits that have already been paid for the particular EDBC month. If no benefits have been issued for the benefit month, this amount displays as $0.00. When an overpayment/underpayment is determined, this amount is subtracted from the Potential Benefit amount. If the Previous Potential Benefit (issued amount) is greater than the Potential Benefit amount, the difference displays in the Overpayment Adjustment Amount field.

Authorized Amount - the final amount that will be authorized for the consumer’s use.

Deny or Discontinue a Program or Person - FCCC

A case or person can be denied or discontinued by using the data collection pages and running EDBC. A user can also make a decision to deny or discontinue a program or person without using EDBC rules. This is known as Negative Action. See the sections below for information on how to deny or discontinue a program or person.

Closures are displayed on the EDBC Summary page. If a program is closed for a Negative Action reason, the EDBC displays the reason. If there is a Non-Compliance record, the reason is specific to the Non-Compliance. For all other closure reasons KEES utilizes the applicable reason from decision points within the rules and displays the reason.

See the Ineligibility Status Reason Table for more information on Status and Role Reasons associated with Denial/Discontinuance.

NOTE: Best practice is to use Data Collection and EDBC rules to deny whenever possible, only use Negative Action when EDBC rules cannot deny correctly.

Deny or Discontinue Using Data Collection Pages – FCCC

Select Eligibility from Global Navigation. Select Customer Information from Local Navigation. Select Run EDBC from Task Navigation. The Run EDBC page displays.

The Benefit Month defaults to the first month of determining eligibility for initial determinations or to the come up month for ongoing eligibility.
Select the check box for the Child Care program.
If applicable, select the appropriate answer for Timely Notice Exception.

2. Click the Run EDBC button on the right side of the page. The EDBC List page displays.

Click the Child Care hyperlink to navigate to the EDBC Summary page.
Review the Child Care EDBC Summary page:

The Program Configuration section shows Online EDBC rules were run.
The Program Status is Denied or Discontinued.
All Denied or Discontinued programs have a program Status Reason. For example:
- Deceased means the program was discontinued because the consumer died.
- State Residence means the program was denied or discontinued because the consumer has an out of state address.

5. Click the Accept button if the results are correct. Click the Cancel button if the results are not what the user expected. The EDBC List page displays. If the results are correct proceed to STEP 6. If the EDBC results are incorrect, click Cancel to return to the Case Summary page.

NOTE: Do not accept or save EDBC results that may be wrong. If the results are not what the user expected, refer to the Ineligibility Status Reason Table for more information.

6. Review the EDBC Results from the EDBC List page. Click the Save and Continue button.

Review all generated Notice of Actions (NOAs) from the Distributed Documents Search page. See NOAs (Notices of Action) for more information.
Select Journal from Utility Navigation. Add a journal entry to document all program action. See Journal for more information about journaling functionality.

Deny or Discontinue using the Negative Action – FCCC

Negative Action is a user making a decision to deny or discontinue a program or person without using EDBC rules. In some instances when EDBC could approve assistance-a Negative Action prevents the running of EDBC rules. For example, a consumer may meet eligibility requirements, but chooses to withdraw their application. Using a Negative Action reason of Written App Withdraw denies or discontinues the program without using EDBC rules.

To Use Negative Action to Deny or Discontinue

Access the case through Person Search - FCCC or enter the Case Number in the quick search field from Task Navigation and click the Go button. The Case Summary page displays.
Select Negative Action from Task Navigation. The Negative Action Detail page displays.
Select the consumer(s) whose assistance is being Denied or Discontinued.

NOTE:Different Negative Action Reasons become available based on whether the user has selected to discontinue a Person or the entire Program.

Select a Negative Action Reason from the drop-down menu.
Click the Run EDBC button. The EDBC List page displays.
Click the Child Care Program hyperlink. The EDBC Summary page displays.
Review the Child Care EDBC Summary page:

The Program Configuration section shows Online EDBC rules were run.
The Program Status is Denied or Discontinued.
The program Status Reason reflects the negative action reason selected from the Negative Action Detail page.

Click the Accept button if the results are correct. Click the Cancel button if the results are not what the user expected. The EDBC List page displays. If the results are correct proceed to STEP 9. If the EDBC results are incorrect, click Cancel to return to the Case Summary page.

NOTE: Do not accept or save EDBC results that may be wrong. If the results are not what the user expected, refer to the Ineligibility Status Reason Table for more information.

Review the EDBC Results from the EDBC List page. Click the Save and Continue button.
Review all generated Notice of Actions (NOAs) from the Distributed Documents Search page. See NOAs (Notices of Action) for more information.

Select Journal from Utility Navigation. Add a journal entry to document all program action. See Journal for more information about journaling functionality.