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Division of Family and Economic Security, Bureau of Working Families Emergency Assistance Manual |
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4.4.3 EA Documentation in Electronic Case File (ECF)
For applicants with an existing record in CWWCWW, applications, verification documents, and any other document relevant to the application must be scanned and stored in ECFECF. For all other applicants, all documents must be retained in a paper file. The EAEA worker must not create a Request for Assistance (RFA) in CWW for the purpose of storing EA application materials in ECF.
Documents must be scanned into ECF in compliance with W-2 Manual 4.4.2, with the exception of confidential information. (See 4.5) Information received as verification for an EA application is considered part of the EA application and should be attached to and scanned with the application in the ECF with the Document Code APP (Applications-non CAF). EA notices generated in WWPWWP will be automatically saved in CWW correspondence history under the individuals PIN and do not need to also be scanned into ECF.
If the EA application is completed in ACCESS, the application PDF is automatically saved in ECF under the ACCESS tracking number. W-2 agencies are responsible for scanning and storing remaining application documents and notices as described in this section. The ACCESS tracking number must be written on all additional application documents scanned into ECF.