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VIRGINIA DEPARTMENT

OF SOCIAL SERVICES ENERGY ASSISTANCE

10/03 VOLUME IX, CHAPTER E, APPENDIX B

MULTIPLE CASE NUMBERS

An edit in the system prevents the mailing of more than one application form to households found in both data bases with the same case number.

To resolve multiple cases, the following steps must be followed:

1) Match the application forms and staple together.

2) Determine which case number is the correct one to use, based on case numbering procedures. The legacy number attached to ADAPT cases should be used whenever possible.

3) Once the decision in 2) above has been made, copy current information from the TD with the incorrect case number to the TD with the correct case number.

4) If the incorrect case number contains any security deposit or warranty information, the worker must request in writing to the State that this information be entered in the system to the correct case number when the case is activated.

5) The system will delete on a designated date any case in the Fuel data base which has not been activated during the program year and that does not contain security deposit or warranty data.

TRANSMITTAL #03-3