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Wisconsin Department of Children and Families Emergency Assistance Manual |
The data agencies enter in WWP comes from the EA application, verification documents, and the agency’s fiscal records. Entering information into WWP is mandatory. W-2 agencies must:
1. Complete searches for caretaker relatives to prevent issuance of EA payments to caretaker relatives who have received EA in the previous 12-month period.
2. Enter information in all fields required by WWP.
3. Enter information within five working days of the application date for an EA denial, including using the most appropriate denial reason.
4. Enter information within five working days of the application date for EA approvals. Information must be entered in WWP prior to issuing an EA payment. The Voucher/Check Date must be within five working days of the EA application date, unless extended when a Payment Delay applies. (See 5.4.2 and 5.4.3)
5. Record application information in EA comments.
6. In the case of a Payment Delay, all information on the EA application except the payment information must be entered into WWP upon making the eligibility decision, within five working days.
Information supporting the rationale for Payment Delay must be recorded in EA comments. The application must be in “Pending” status in WWP. Once the application can be approved and payment issued, the application status must be changed to “Approved” and payment information must be entered into WWP. If the application cannot be approved, an update must be made in WWP to change the application status to “Denied” and EA comments must be added to explain the situation.
7. A voucher/check number must be entered, along with the Voucher/Check Date and the Voucher/Check Amount for the respective EA payment. Information must be entered within 10 calendar days of the Voucher/Check Date.
In addition to the required WWP fields, W-2 agencies are strongly encouraged to utilize optional WWP fields. These fields facilitate reconciliation of EA Voucher/Check Amounts in WWP with the agency’s accounting records. If an application is approved but the payment is returned for any reason, an update must be made in the EA Payments section to zero out the payment amount. The application status must also be updated to “Withdrawn” with a “EA payment returned to agency” withdrawal reason, and the Approved Payment Amount must be updated to zero. EA comments must be added to explain the situation.
8. Monitor EA payment information reported in WWP to ensure accuracy and completeness.
9. On a monthly basis, reconcile EA payments in WWP with EA payment amounts submitted to DCF in SPARC. (See 4.6.1)
History: Release 21-01; Release 19-01.