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Division/Section Family Support Chapter No./Name 4-Economic Stability (ES) Part No./Name C-Case Processing (FITAP) Section No./Name C-1100 FITAP Verification (FITAP) Document No./Name C-1110-FITAP Date of Receipt (FITAP) Effective Date March 1, 2016

1 of 2 I. STATEMENT OF POLICY

THE ‘SCAN DATE’ IN ONBASE SHOULD BE USED AS THE DATE OF RECEIPT ON DOCUMENTS RECEIVED BY MAIL OR FAX THROUGH THE DOCUMENT PROCESSING CENTER (DPC) WHEN DETERMINING THE APPLICATION DATE OR THE DATE VERIFICATION IS RECEIVED. THE PSI: CAPTURE SYSTEM CAPTURES THE SCAN DATE/TIME AND FAX DATE/TIME WHICH IS THE ACTUAL DATE THE DOCUMENT WAS RECEIVED AT THE DPC.

II. PROCEDURES

IF THE ‘SCAN DATE’ IS AFTER 4:30 PM ON A WORKDAY, THE DATE OF RECEIPT WILL BE FOLLOWING WORKDAY. THE ‘SCAN DATE’ CAN BE LOCATED BY VIEWING ‘KEYWORDS’ WHEN SCROLLING DOWN TO THE BOTTOM OF THE FORM.

NOTE: THE ‘SCAN DATE’ CANNOT BE CHANGED BY USERS.

DOCUMENTS RECEIVED IN A DCFS OFFICE OR FAXED DIRECTLY TO THE DCFS OFFICE SHOULD BE DATE STAMPED BY THE RECEIVING OFFICE ON THE DATE OF RECEIPT PRIOR TO SCANNING THE DOCUMENTS INTO ONBASE VIA PSI: FUSION. IF A DOCUMENT IS SCANNED LOCALLY BY THE PARISH OFFICE, A ‘SCAN DATE, WILL NOT BE DISPLAYED. WHEN INDEXING THE DOCUMENT, STAFF SHOULD UPDATE THE ‘DOCUMENT DATE’ TO INDICATE THE DATE OF RECEIPT IN ONBASE. THE ‘DOCUMENT DATE’ SHOULD MATCH THE DATE STAMPED BY THE RECEIVING OFFICE. STAFF SHOULD USE THE ‘DOCUMENT DATE’ WHEN DETERMINING RECEIPT OF A DOCUMENT WHEN THERE IS NO ‘SCAN DATE’.

DOCUMENTS RECEIVED VIA EMAIL FROM THE CLIENT DIRECTLY TO THE WORKER OR TO THE OFFICE GENERIC EMAIL ADDRESS SHOULD BE SENT TO ONBASE BY USING THE HYLAND VIRTUAL PRINT OPTION. THIS INCLUDES SENDING THE EMAIL ITSELF AND THE VERIFICATION TO ONBASE. TO COMPLETE A VIRTUAL PRINT, ONBASE SHOULD BE OPEN. THE HYLAND SOFTWARE VIRTUAL PRINT CAN BE ACCESSED BY SELECTING ‘FILE’ ON THE DOCUMENT AND SELECTING ‘PRINT’. ONCE THE PRINT BOX IS POPULATED, CHANGE THE PRINTER OPTION TO ‘HYLAND SOFTWARE VIRTUAL PRINTER’, THEN SELECT PRINT. WHEN INDEXING THE DOCUMENT, STAFF SHOULD UPDATE THE ‘DOCUMENT DATE’ TO INDICATE THE DATE OF RECEIPT OF THE EMAIL IN ONBASE. THE ‘DOCUMENT DATE’ SHOULD MATCH THE DATE THE EMAIL WAS RECEIVED.

NOTE: THE ‘POSTMARK DATE’ WILL ONLY BE USED TO DETERMINE IF A FAIR HEARING REQUEST IS TIMELY RECEIVED FROM THE CLIENT BY THE AGENCY.

III. FORMS AND INSTRUCTIONS

THERE ARE NO FORMS ASSOCIATED WITH THIS POLICY.