01.4.5 Application Processing Timeframe

Below are the application processing time frames that all W-2 agencies must adhere to:

1. The same day or the following working day after an individual applies for W-2 by submitting the signed Application Registration form, (see 1.4.2), a W-2 agency representative must schedule and hold an appointment between the applicant and a RS. If this initial meeting is with a FEP, then no later than seven working days after this meeting, the FEP must determine W-2 eligibility and make the most appropriate W-2 placement for the applicant.

2. No later than five working days after an individual applies for W-2 by submitting the signed Application Registration form or completing the application in ACCESS, the W-2 agency must hold an interview between the FEP and the applicant. If the applicant applies using the signed Application Registration form, the agency must schedule this interview. If the applicant applies in ACCESS, the applicant must either schedule this interview in ACCESS or by contacting their local W-2 agency. Agencies may contact applicants to schedule interview appointments. W-2 agencies must provide availability in ACCESS for appointment scheduling within five days of the application being submitted. Agencies must maintain available intake appointments in CWW Client Scheduling for a minimum of the next 10 working days to avoid delays in appointment scheduling and application processing.

3. No later than seven working days after the first meeting with the FEP, the FEP must determine W-2 eligibility and make the most appropriate W-2 placement for the applicant.

The W-2 agency representative must schedule all appointments through Client Scheduling in CWW. If the agency extends the application timeframe, agency staff must document the reason in case comments. The agency may extend the application timeframe for up to 30 calendar days from the application date for the following:

EXAMPLE 1: Mariah arrives at the W-2 office on Thursday, March 10, 2016, at 4:00 p.m. She wants to apply for W-2 services, but says that she cannot stay as she has to pick up her children from child care. By the time she can return, the office will be closed.

Mariah has several options.

1. She can return to the W-2 agency at a later date to apply.

2. She can wait a few minutes for the agency staff to generate the Application Registration form for her to sign and submit. If Mariah chooses to do this, the W-2 agency must schedule a meeting with the RS the following day, March 11, and a meeting with the FEP no later than March 17 (five working days after the date the W-2 agency received the signed Application Registration form).

3. She can take the paper Wisconsin Works (W-2) and Related Programs Registration form (14880) with her and return it at her convenience. However, the W-2 agency must explain to her that the application process cannot begin until the agency receives the signed form.

If Mariah chooses to return the paper form on Friday, March 11, the RS must meet with her that day or no later than Monday, March 14 (the following working day after her application date of Friday, March 11). The agency must schedule her appointment with the FEP no later than Friday, March 18 (five working days after the date the W-2 agency received the signed Application Registration form).

Mariah calls the agency Friday, March 18, the day of her FEP appointment, because her daughter is sick and she needs to reschedule. The agency gives Mariah a new FEP appointment date and documents the reason for the application timeframe extension in case comments.

EXAMPLE 2: Tequita comes to the W-2 office and applies for W-2 Thursday, March 10, 2016. The next day (Friday, March 11), she meets with a FEP who completes the CWWCARES Worker Web intake interview and pends Tequita for asset verification. On Friday, March 18, the agency receives a copy of Tequita’s most recent bank statement. The FEP must determine W-2 eligibility and make the most appropriate W-2 placement as soon as possible but no later than Tuesday, March 22 (seven working days after the meeting with the FEP).