IEVS Applicant and Recipient Reports

The Income and Eligibility Verification System (IEVS) matches the applicant and recipient names and social security numbers against federal and state data files. This section provides guidance on the Applicant IEVS System, the Recipient IEVS System, and workflow guidance for the IEVS Specialized Unit.


Federal law requires that all applicant and recipient information be verified by a third party.

 

The IEVS returns the information online as part of the MEDS system. Because IEVS is a verification system, it:

  • Confirms/verifies information provided by applicants.
  • Reduces or eliminates the need to refer applicants to EDD or SSA to verify receipt or non-receipt of benefits.
  • Reduces or eliminates the need to refer applicants to SSA for proof of social security numbers.
  • Helps identify missing or erroneous applicant information.

Applicants and Recipients

All applicants and recipients must have an IEVS match to verify eligibility. These include:

  • Individuals requesting assistance
  • Individuals being added to existing cases or new social security numbers entered
  • Individuals whose income and resources are considered in determining benefits, such as stepparents or excluded parents.

Applicant IEVS (A-IEVS)

Verification Sources Used in A-IEVS

Currently, A-IEVS compares the information daily from:

 

  • Californian Development Department (EDD):  Employer/Wage Data, Unemployment Insurance Benefits (UIB) files, Disability Insurance Benefits (DIB) files,  and online Real-Time UIB/DIB verification
  • California State Franchise Tax Board (FTB): asset, interest, and dividend files
  • CalWORKs and CalFresh disqualification and overpayment/overissuance files
  • Social Security Administration: SSA Title II Data-Social Security Retirement, Survivors, and Disability Insurance (RSDI): Title XVI SSI/SSP benefit files, Medicare benefit files, social security number validation files, 
  • Systematic Alien Verification for Entitlements (SAVE)
  • Homeless Indicator
  • Forty-Quarter Indicator: Work history
  • Medi-Cal Eligibility Data System (MEDS) File
  • Disqualification Indicator (MEPM). 

Disqualified or Excluded Persons

Individuals whose income and resources are considered in the eligibility determination must also be included in the IEVS match process, even if they do not receive benefits themselves. This includes the following individuals:

  • Excluded parents
  • Excluded children
  • Ineligible undocumented non-citizens
  • Individual disqualified for:
    • Intentional Program Violations
    • Failure to comply with work requirements
    • Failure to provide verification of social security numbers
  • Senior parents
  • Stepparents
  • Sponsors of non-citizens and the sponsor’s spouse if that individual also signed the Affidavit of Support.

Procedures for Generating IEVS Abstracts

The following information is needed to submit an inquiry to IEVS in CalSAWS and in MEDS: 

  • Name
  • Social Security Number
  • Sex
  • Date of Birth
  • County Case Serial Number
  • District and Worker Number


CalSAWS automatically processes A-IEVS and provides the information within three to five calendar days when:

  • Applications (including Add a Program) are authorized or
  • A person with a social security number is added to an active case.


When an SSN is entered and/or changed for a person in an active case, the Social Services benefits Specialist (SSBS) must request the abstract through the IEVS Applicant List page in CalSAWS to generate an IEVS report.

The EW can also use the “Request for MEDS Terminal Operator Action” (SCD 1296) form to request IEVS information online. This can only be done for applicants, not for recipients.

Special Medi-Cal Cases:

  • For applications for a child applying for any of the Minor Consent categories, the child's SSN is not to be used in the eligibility process.
  • For Foster Care children (including former), if an IEVS applicant match is received for a Foster Care child, the information may be reviewed for available resources for the child, but no follow-up action is required.
  • When a person who is not required to provide a SSN because of exempt status provides an SSN at application, that SSN should be used in the IEVS process to determine if income is recorded.
    If the SSN for the individual is determined to be invalid, do not submit the SSN to the MEDS. Take corrective action to remove it from the MEDS record, if applicable.

Reviewing the Summary Abstract

The CalSAWS abstract report will display a summary for each case and a summary for each individual who has provided an SSN. Upon receipt of an abstract, the worker is required to take the following actions:

STEP

ACTION

1.

Review the summary abstract to ensure that the correct data (SSN, etc.) was submitted to DHS.

2.

Resubmit an IEVS inquiry if the name, SSN, DOB, or gender is incorrect for any applicant. This should be done by correcting the CalSAWS entry and/or going online via MEDS.

3.

If the applicant's information is correct, review the match result columns to see which, if any, inquiries resulted in a match. 

4.
  • Make sure all information is correct.
  • Verify the SSN validation code.

5.
  • Record and/or identify any discrepancies in the case journal.  

Processing the Abstracts

Once the IEVS report is received, the EW must take the following actions:

STEP

ACTION

1.

Review the match for the following identifying case information:

  • Name
  • SSN
  • DOB
  • Appropriateness of the information in relation to the known circumstances of the applicant.

2.

Determine if the identifying case information listed above matches the client.

IF THERE IS...

THEN...

A match,
  • Use the reported information to determine the level of benefits.
  • If “Disqualification Information” appears for CalFresh, follow the Intentional Program Violation (IPV) process for the required action.

  • Adjust CalFresh overissuances and CalWORKs/CAPI overpayments that occurred in other California counties.

No match,
  • Document in the case journal that there is no match and no required case actions are needed.
  • If the abstract is completely invalid or otherwise inappropriate to the case, disregard.

Example Example The IEVS abstract report shows UIB for a young child. Since this information is not reasonable, check to see if an adult member was using the child's SSN. If the information does not apply to any case member, then the abstract is invalid. 

If a family member in the case used the child's SSN, do not destroy the abstract and refer the case to DA Investigations.

Note: If part of the information in an abstract report is erroneous while other information is correct, black out the invalid information and scan the modified abstract into the imaging system.

A discrepancy,

When a discrepancy between client-provided information and IEVS match results impacts current or prior eligibility, try to resolve it at the interview.

If the SSBS is unable to resolve a discrepancy relevant to determining eligibility for the upcoming certification period during the interview, a “Request for Verification” (CW 2200) form must be sent.

Example:Example:The wage match shows prior work history for a CalWORKs applicant. He states on the application that he has no work history. The discrepancy must be resolved.  

Note: If all other attempts to verify income fail, a signed and dated affidavit, under penalty of perjury, can be used to verify the information for MC as allowed by the CA Code of Regulations, Title 22, Section 50167(c). For more details about the MC policy, refer to Income Verification.

3.

Record and/or identify discrepancies in the CalSAWS IEVS Applicant Detail page from the Eligibility/Customer Information/Final Financial IEVS List.

Note: If an R-IEVS is not generated during annual renewal or a Change in Circumstance (CIC), it indicates that there is no discrepancy, and no further action is required. For the CIC policy, refer to MC HB Verification Requirements at MC RD and CIC. 

SSBS Responsibility in Resolving Discrepancies

When an IEVS Report indicates a discrepancy, the SSBS must:

STEP

ACTION

1.

Contact the client immediately.

2.

Inform the client of the IEVS information, which is significantly different from the current or prior information.

3.

Request verification/clarification in accordance with standard procedures for requesting additional information, allowing at least ten days for the applicant to provide the requested information, except for Asset Match Cases.

4.

Grant an extension of time, if requested by the client, to allow them to obtain the necessary information.

5.

Assist the applicant in attempting to obtain the information.

6.

Keep the case pending/open as long as the applicant continues to cooperate.

Client Responsibility

When a discrepancy occurs (past or present), clients must cooperate to the best of their ability by:

  • Providing information as requested, and
  • Signing releases of information when requested.

Denial/Discontinuance

In order to deny or discontinue a case, the following steps must be taken:

IF THE...

THEN...

Applicant/Recipient does not respond to a request for clarification,

The SSBS must make one additional attempt to contact the applicant/recipient and obtain the necessary information.

Applicant still does not respond,
  • Deny the application for failure to cooperate.
  • Record and/or identify any discrepancies in the Create IEVS Applicant Review Document response window from the Search IEVS Applicant Reports window.

Recipient still does not respond,

Discontinue with a proper 10-day Notice of Action citing the reason and regulation.

Note: SSBSs must follow SB87 procedures and time frames before discontinuing Medi-Cal benefits.

IEVS Applicant Reports at Reevaluation (RE)

CalSAWS requests IEVS Applicant data automatically at least 15 days before the beginning of the CalWORKs, CalFresh, and MC Reevaluation review month.

An AP18 transaction is sent to MEDS through the nightly batch process for:

  • Each eligible member of the household or assisted unit and,
  •  Each individual's income and resources are considered for eligibility determination.

Processing Applicant IEVS Reports

Applicant IEVS data must be completed at the initial application and each subsequent RE. SSBSs must use the Applicant IEVS data to resolve any potential discrepancies with what was reported on the application and/or in the interview. These discrepancies must be resolved before the new certification period begins. If the SSBS is unable to resolve a discrepancy relevant to the redetermination of eligibility for the upcoming certification period during the interview, a “Request for Verification” (CW 2200) form must be sent.

 

The SSBS must not delay the determination of eligibility while waiting to receive IEVS information if the applicant provided the necessary information to establish eligibility, benefits, or share of cost.

IEVS does NOT supersede program rules in determining and granting eligibility and must continue to process following the standard application processing timeline while waiting for IEVS information.

If IEVS is available before making a decision, it should be used as an additional information or verification source whenever applicable and possible. 

If the IEVS information is not available when eligibility is determined, it must be reviewed when received. If the IEVS information impacts the amount of benefits or the share of costs, the appropriate case action must be taken.

Important: The IEVS abstract/report review is not considered complete until it has been disposed of in CalSAWS and the result is documented in the case journal.

 

The A-IEVS must be processed as follows:  

If the IEVS Applicant report is received... Then...
Prior to case transfer... The intake SSBS is responsible for processing the IEVS applicant report before transferring the case from their caseload.
After the case transfer... The assigned continuing SSBS reviews the IEVS applicant report.
If the report was received... Then...
Prior to case transfer Initiate a case rejection.
After the case transfer Processes the IEVS applicant report.

Important: If the case is unassigned, the unprocessed A-IEVS report should be reviewed and processed at the next SAR 7 or RRR, whichever is sooner.

 

Recipient IEVS Report (R-IEVS)

The R-IEVS matches occur at different frequencies and consist of the following reports:

  •  California Lottery Winning
  • New Hire Registry (NHR)
  • Payment Verification System (PVS) Match-RSDI, UI
  • Jail Reporting System (JRS) Match
  • California Youth Authority (CYA) Match
  • Nationwide Prisoner Match (NPM)
  • Fleeing Felon Match (FFM)
  • Deceased Person Match (DPM)
  • Integrated Fraud Detection (IFD)-Wage/Duplicate Aid
  • Internal Revenue Service (IRS)-Asset Match
  • Beneficiary Earnings Exchange Record (BEER)

 

The following chart shows the frequency of the reports, who is responsible for processing the report, and the discrepancy tolerance level in each aid program:

Subsystem Issuance Responsibility Tolerance Level
CW CF MC
NEW HIRE REGISTRY: (NHR410) Monthly SSBS *N/A *N/A *N/A
PVS MATCH:
UIB, DIB, RSDI (PVS040)		 Monthly SSBS *N/A *N/A $400 case total UIB/DIB *N/A on RSDI
JAIL REPORTING SYSTEM (JRS) MATCH Monthly Investigator, SSBS, and EE from the IEVS unit *N/A *N/A *N/A
CALIFORNIA YOUTH AUTHORITY (CYA) Monthly Investigator, SSBS, and EE from the IEVS unit *N/A *N/A *N/A
NATIONWIDE PRISONER MATCH (NPM) Semi-annually in April and October Investigator, SSBS, and EE from the IEVS unit *N/A *N/A *N/A
DECEASED PERSON MATCH (DPM) Semi-annually in April and October Investigator, SSBS, and EE from the IEVS unit *N/A *N/A *N/A
FLEEING FELON MATCH (FFM) Monthly Investigator, SSBS and IEVS EE *N/A *N/A Not Matched
IFD Quarterly in March, June, September, and December EE from the IEVS unit $3000 $3000 $100 (active cases)
$250 (inactive cases)
ASSET MATCH (FTB) Annually  EE from the IEVS unit $50,000 $50,000 $100 (active cases)
$250 (inactive cases)
ASSET MATCH (IRS) Annually EE from the IEVS unit $50,000 $50,000 $100 (active cases)
$1000 (inactive cases)
BEER Quarterly EE from the IEVS unit $4,800 $11,200 $12,000
* No tolerance level — all matches will be sent to the county.

Important: Tolerance thresholds are already applied upon receipt; therefore, all IEVS matches must be processed regardless of the tolerance level.

Processing Time Frame for R-IEVS

Open Cases

County staff must take the following actions within 45 calendar days of the date of receipt or run/match date :

  • Review the report and determine whether it may affect eligibility or benefit amounts.
  • Document the determination in the case journal.
  • Send a request for verification to the client if a potential discrepancy exists.

Exception: The initial 45-day processing rule does not apply to the CYA, DPM, FFM, and NPM matches. The 45-day timeliness also does not apply to cases in which the worker has completed the initial review and identified a potential discrepancy but is awaiting third-party verification. 

Closed Cases

Match abstracts must be processed within 12 months of the run date or the date of receipt, whichever is later, to calculate and pursue any overpayments or overissuances.  If a match abstract is older than 12 months from the run date or receipt date, it should still be processed only if there are suspicions of fraud.  

Note: When closing match abstracts older than 12 months with no impact, the case journal must document the reason for disposal in accordance with ACL 26-05.

Date of Discovery

Potential discrepancies are considered discovered or identified on the run date or the date of receipt of the IEVS report, whichever is later. The date of discovery depends on how the county receives each of the ten reports, either in paper or electronically.

The run date for electronically received reports is when CalSAWS received the data.

IEVS Report Processing Completed

For open cases, all ten recipient IEVS reports are considered completed when an overpayment or overissuance has been established by the quarter after the quarter in which the discrepancy was discovered or identified, or when it is determined that no discrepancy exists based on the recipient’s reporting requirements.

The final outcome of the IEVS review (e.g., whether OI/OP was established or no discrepancy existed) must be documented in the case journal.

Exception: FTI must be excluded from the case journal.


IEVS reports received on closed cases are not subject to processing time frames, but must still be processed as soon as administratively possible.

A pending investigation by the Special Investigation Unit (SIU) cannot delay processing an IEVS report. The SSBS or EE must determine if an OP/OI has occurred and establish the claim as an Inadvertent Household Error until an IPV is determined. Action to initiate collection must be taken, regardless of whether the investigation has concluded and the findings have been reported to staff.

The IEVS abstract/report review is not considered complete until the response document is completed. 

SSBS Responsibility Processing Recipient IEVS Reports

The SSBS MUST take the following steps:

  • Review CalSAWS IEVS Report data to ensure it coincides with case information on file. Take prompt action according to the regulations of the affected programs. This may include contacting the client, and/or requesting verification, and disposing of the CalSAWS abstract 
  • Document in the case journal. 

 

For instructions on the disposition of IEVS abstracts in CalSAWS, refer to Chewable Bytes 25-116: How to Disposition IEVS Abstract . 

Social Security Forty Quarters Data

This information will only be returned to the abstract when an alien number is indicated on the IEVS match for the individual. The 40-quarter data identifies, by calendar year, each quarter in which an individual earned the minimum dollar amount to qualify for Social Security-related benefits. The information can be used to determine parents' work history for CalWORKs/Section 1931(b) linkage, Title II Medicare eligibility, or qualifying quarters for CalFresh eligibility.

 

The abstract will display the following information on the case summary page:

SECTION

DESCRIPTION

SSN

The Social Security Number for which the 40 quarters of information are received.

MESSAGE

Several messages could be printed.

  • See 40 Quarters detail report (this will display on the individual abstract sheets)
  • SSN/Name/DOB did not match SSA’s files, so no match was made (Check the information on CalSAWS and resubmit)
  • SSN/Name/DOB does not match SSA’s files, but no earnings are on file for this client
  • SSN/Name/DOB does not match SSA’s files, and there are earnings on file for this client

The following information will appear on the detail page of the abstract:

SECTION

DESCRIPTION

HEADING

40 quarters of data reported by SSA as of MM/DD/YY. It will identify the date on which the SSA made the 40-quarter earnings match.

SSN

The Social Security Number for which the 40 quarters of information is received.

QUALIFYING QUARTERS FOR THIS INDIVIDUAL

The total number of quarters for the SSN

QUALIFYING QUARTERS AFTER 1996

The number of quarters for the displayed SSN after 1996.

REMINDER: Beginning in 1/97, a qualifying quarter can NOT be credited toward the 40-quarter requirement if a benefit from a federal means-tested program was received in that quarter., 

QUARTERS

Each year, earnings will be listed, and under each quarter, an “*” will display if there were sufficient earnings in that quarter to qualify under Social Security criteria for benefits.

Outstanding Overpayment and Overissuance Information Found on Applicant IEVS Report 

The information in this section of the abstract identifies individuals with outstanding CalWORKs Overpayments and/or CalFresh Overissuances in other counties. The information is 1 to 12 months old. Adjust any Overpayments/Overissuances that occurred in another California county after contacting that county’s collections department to obtain the current overpayment/overissuance balance. The following information is included in the abstract:

SECTION DESCRIPTION
SSN The Social Security number is associated with an outstanding OP/OI in the identified county.
CLIENT NAME The last and first names of the individuals are based on the SSN listed. All persons identified as having an OP/OI will be listed separately.
COUNTY The two-digit county code for the county reporting the OP/OI. A county will be listed for each person.