Step

Action

1

Add the unknown deposit to HEAplus using all of the following information:

• Income type: Wages

• Employer name: Bank deposit

• Frequency: Monthly

• Amount: Enter the amount of the unknown deposit

2

Document the following in the case notes:

• The attempts to complete a collateral contact with the participant to clarify the deposit.  

• A workaround was used to enter the unknown deposit as “wages"

• A request for a manual ‘Request for Information (RFI)’ will be submitted.

3

Submit a request for a manual RFI. See MAP1604 titled Procedures for Manual Letters for more information. Request the following standard lang to be added to the RFI:

(English)

Deposits to a financial account are assumed to be countable income in the month of deposit. The account statements provided show deposits that may be considered income. An explanation of the following deposits, and proof of the source of each deposit, is needed to determine if the deposits are countable income:
[Account Name (ex: Wells Fargo *9065)]
Deposit for [Amount] on [Date]
Deposit for [Amount] on [Date]
[repeat as needed]

(Spanish)

Los depósitos en una cuenta financiera se consideran ingresos contables en el mes de depósito. Los estados de cuenta presentados muestran depósitos que pueden considerarse ingresos. Se requiere una explicación de los siguientes depósitos, y la prueba del origen de cada depósito, para determinar si los depósitos son ingresos contables:
[Account Name (ex: Wells Fargo *9065)]
Deposito para [Amount] en [Date]
Deposito para [Amount] en [Date]
[repeat as needed]

NOTE     A ServiceNow ticket does not need to be submitted for the manual RFI since this is not a system issue.

4

FFA Policy will submit the manual letter request to AHCCCS.

5

AHCCCS will create and mail the manual letter. A copy of the manual letter will be sent to FAA Policy.

6

Upload the letter to HEAplus. Start at step 5 of MAP1604 Procedures for Manual Letters for instructions on uploading manual letters to HEAplus.

7

When verification of the unknown deposit is received, complete all of the following:

• Remove the “wages: bank deposit” entry in HEAplus.

• Verify the factor for the removed “wages: bank deposit” factor and document the case notes to indicate a workaround was used.  

Complete one of the following:

• When the provided verification indicates that the unknown deposit is a source of income, add the income using the appropriate income type. 

NOTE     Do not add a duplicate income entry when the unknown deposit has already been keyed as income in HEAplus.

• When the verification provided indicates the unknown deposit meets any of the following, document the case notes and identify which of the bullets are met:

  • A transfer of funds from another resource owned by the customer or spouse.

  • Money from the sale of a resource.