IM/CC RMS Observation Activity Codes

A Program Code and an Activity Code must be recorded whether or not you are working on a case. If working on a case, provide the specific case number, client name, or other identifying information. This information remains confidential and is used only as documentation for state or federal audits.

Selecting Activity Codes

Report the one activity code that best describes what you are doing at the selected random moment. There are program specific and non-program-specific activity codes.

  • If you are traveling to a meeting or other work-related activity at the time of the random moment sampling, report the activity to which you are going, e.g. If traveling to a fair hearing, use Activity Code 450 (Hearing).
  • If you are preparing correspondence about a case, reading e-mail about a case, responding to voice mail about a case, or responding to a program alert for a specific case, then report the activity code that most closely corresponds with the reason for the correspondence or telephone call.

Report an Activity Code whether or not you are working on a case. If you are working on a case, provide the specific case number, client name, or other identifying information. This information remains confidential and will be used only as documentation during state or federal audits.

View list of RMS Observation Program Codes

Listing of RMS Observation Activity Codes and Definitions
Activity Code Activity Name Program Specific/Non-Program Specific Description/Example
400 Screening and Intake Program Specific Use this code for all time spent performing screening and intake activities before an application or before request for assistance (RFA) has been made.
405 Eligibility Determination and Redetermination Program Specific
  • Use this code for time spent on all activities associated with initial determination of eligibility after an application or after a request for assistance (RFA) has been made.
  • Use this code for time spent on activities associated with regularly scheduled redeterminations of eligibility for an open case.
  • Use this code when making an address change to the case. Use activity code 430 (Crisis Services) for all WHEAP crisis eligibility case services/and case processing.
410 Case Services/Case Management/Processing (benefit authorization) Program Specific
  • Use this code for establishing benefit levels, reviewing case records, preparing computations, and data entry for benefit purposes. Benefits include FoodShare, medical assistance (EBD or LTC), child care, burial/funeral payments, WHEAP non-crisis energy assistance, and other services.
  • Use this code when conducting cross matches and completing necessary forms and screens. Use this code when making a referral to child support, and other programs.
  • Use activity code 430 (Crisis Services) for all WHEAP crisis eligibility case services/and case processing.
415 Process Change in Benefits to a Case Program Specific
  • Use this code for time spent making changes or doing case reviews which may affect the level of assistance, including handling monthly report activities which are not related to regularly scheduled redetermination reviews.
  • Use this code when closing a case at the request of a client.
  • Use this code for making changes resulting from designation of a protective payee.
420 Benefits Issuance Program Specific
  • Use this code for time spent conducting activities related to Quest (Food Share) card issuance and replacement, and MA card issuance.
  • Use this code when entering child care provider attendance, issuing interim assistance payments, and for other benefit payment issuance except for WHEAP.
425 Case Monitoring Program Specific Use this code for case reviews, case monitoring, and case contacts not related to eligibility determination and redetermination.
430 Crisis Services Program Specific Use this Activity Code along with Program Code 220 (WHEAP, LIHEAP or public benefits) for all activities related to WHEAP crisis assistance, including benefits issuance. This includes, but is not limited to, establishing eligibility for emergency electric bill payment assistance, emergency heating assistance, negotiations with contractors, conservation education, professional reading, manual review, program specific training, and arranging for seminars.
435 Outreach Program Specific Use this code along with the appropriate Program Code if outreach services are being provided for a program. This includes, but is not limited to, preparing and distributing program materials, brochures, posters, public service announcements, or making presentations at senior centers or other appropriate locations for the purpose of providing program information to the public.
440 Arranging MA Transportation Program Specific Use this code for arranging client Medical Assistance (MA) transportation. This activity code can only be used with MA-related programs, including Wisconsin Medicaid (EBD/LTC), Badger Care, and MA Family Care.
445 Collections Program Specific
  • Use this code for activities related to the recovery and collection of nonfraud overpayments, TPL (Third Party Liability) efforts, and estate recovery.
  • Use activity code 505 (Fraud administration) for recovery and collection of fraudulent benefit overpayments.
450 Hearings Program Specific
  • Use this code for all activities related to arranging for employment related services, transportation to employment, conducting individual or group job search, providing orientation, career opportunity assessments, developing an employability plan, coordinating with other agencies, assignment of a participant in a trial job position, job counseling, job club and related case management.
  • For FSET, this code is used for development, administration and offered or filled work slots.
460 Education Related Services/Slot Program Specific
  • Use this code for all activities related to providing education related services, including energy conservation information, job testing, job skills training, remedial education, vocational training classes, transportation to educational training, and other education related such as creating FSET slot.
  • Use activity code 430 (Crisis services) for WHEAP crisis education.
465 Basic Job Skills Development Program Specific Use this code for activities related to basic job skills development for clients, including motivation training, developing employment goals, and evaluating work patterns, skills, and abilities.
500 Fraud Prevention – AKA Front Ed Verification (FEV) Program Specific Use this code for FEV activities, including activities performed after referral to CARES BVIT based upon the error prone profile until the return of the completed FEV to the referring worker.
505 Fraud Administration Program Specific
  • Use this code for all fraud-related administrative activities not described as either investigation or prevention (FEV). This includes but is not limited to administrative activities such as collection of fraudulent CARES benefits overpayments, gatekeeping and Administrative Disqualification Hearings (ADH).
  • Use activity code 445 (Collections) for non-fraudulent collections of benefit overpayments.
  • Use activity code 450 (Hearings) for all activities related to child care fraud hearings.
510 Fraud Investigation Program Specific Use this code for fraud investigation activities. Include fraud investigation activities conducted after referral to a fraud investigation service provider on CARES BVIT until the return of the case to the referring worker.
520 Child care Provider Certification Program Specific Use this code for all activities related to child care provider certification. This includes activities related to screening individuals interested in becoming certified providers, investigating provider complaints, and conducting background checks.
525 Professional Reading/ Manual Review Program Specific
  • Use this code for activities associated with professional reading as required to maintain current job knowledge or to track relevant legal issues.
  • This includes reviewing program/policy manuals and program/policy updates. Use activity code 430 (Crisis Services) for professional reading/manual review related to WHEAP crisis services.
530 Program Training Program Specific
  • Use this code for activities associated with preparing, conducting or participating in staff training related to one or more IM or child care programs.
  • This code is also used for time spent traveling to and from program training.
  • Use activity code 430 (Crisis Services) for WHEAP crisis specific training.
540 Other Activity/Comment Required Program Specific Use this code if the activity being performed at the time of the random moment sample that is not defined under any other activity code. If the undefined activity relates to one or more programs, use the appropriate program code along with this activity code. Always add more information about the activity in the Comments Section.
600 General Administration Functions – Not related to a specific program or case Non-Program Specific
  • Use this code for all other non-program and non-case related activity such as organizing desk; attending county meetings that are not related to ES programs; handling general office matters; filling out time sheets or handling other personnel matters; conducting or participating in non-program specific training such as stress management or Excel training; participating in supervisory training or conferences, or performing other activities which are not related to economic support or child care programs.
  • Always add more information about the activity in the comments section.
620 Break, Lunch, Vacation, Sick Leave, FMLA, PTO, Leave, etc. Non-Program Specific Use this code if sampled while you were on break, at lunch, or during approved leave, e.g., annual leave, sick leave, FMLA, personal holiday, scheduled county holiday, etc.
630 Employee Sampled Outside of Normal Work Hours Non-Program Specific
  • Use this code if sampled during a time outside of normal work hours, e.g., Random moment sample is at 8:15 and you always start work at 8:30.
  • Also use this code if sampled when you are using flex time.