For definitions of the terms in the column header, see 1.6 Definitions.

ScreenCam Demo

Note:  Once you scan a document, you do not need to retain it in paper format.  However, we recommend you save all scanned documents for 7 days in case you find an error and need to rescan a document.

Sub-Folder / Document Type

Required or Optional

PIN/SSN
Specific

ECF Subfolder

Document

Code

Description / Special Instructions Any additional descriptive information that should be known about a particular document. / Form Numbers

Case Information

Applications (Non-CAF)

R

N

Case Information

APP

Scan any RFAs or Applications. Includes the F-16019A and its translations.  Previously RFAs used the RFA code.  Do not use the RFA Doc code anymore.

If it's a mail-in CAF, or the client brought a completed CAF to the office, scan the whole thing, excluding instructions.  Include Combined Application forms, blue fold-outs, white mail-ins.  

CARES generated ACCESS applications (Apply For Benefits) are automatically stored in the ECF with the APP code.

Include RFAs and applications for Medicaid, FoodShare, W-2 and Related Programs Application (DWSW-2471), W-2 and Related Programs Registration (DWSP-14880), Child Care, Emergency Assistance Application (DWSW-2010), Job Access Loan Application (DWSP-2482), Back- Up Applicant / Participant Signature Form (11154), refugee application paper work and applications for other programs such as W-2 emergency payments, county issued programs, F-10081, F-10119, F-16060, F-16019, F-10112, F-10138, F-10129, F-10076, F- 10100, F-10101, F-10140, FSET Non-cooperation form letters asking the FoodShare be reinstated, Wisconsin Veterans Home at King - Medicaid Review (F-10147).

Authorization of Representative forms

R

N

Case Information

REP

W-2 and Related Programs Authorization of Participant Representative form (DWSP-2375), FoodShare Authorized Buyer, the Authorized Representative section of ACCESS' Apply For Benefits, if completed.

CARES Client Assistance for Reemployment and Economic Support Generated Application Signature Forms

R

N

Case Information

CAF

Scan the signature page only of the CARES generated CAF. Do not scan the multiple pages of printed responses. All other Applications (including mail-ins) and RFAs should use the APP code.

Case Summary

R

N

Case Information

CCSU

A snapshot summary of the case as generated in CWW.

Change Reporting Form

R

N

Case Information

CHG

F-16006 (FoodShare Wisconsin Change Report), F-10137 (Medicaid Change Report), F-16066 (FoodShare Wisconsin Income Change Report), DWSP-2001 (Change Report), ACCESS Report My Changes Change Reports are stored in the ECF with the CHG code.

Child Care Worksheet

R

N

Case Information

CCWS

All CC related worksheets, including manual Child Care payment worksheets, DES-11559 Child Care Payment Worksheet for Accredited Licensed Child Care Providers,

DES-11560 Child Care Payment Worksheet for Certified and Accredited Certified Child Care Providers, DES-11561 Child Care Payment Worksheet for Attendance Based Payments to Licensed Child Care Providers, DES-11562 Child Care Payment Worksheet for Enrollment Based Payments to Licensed Child Care Providers

Complete Case File

O

N

Case Information

CCF

This code can be used on a case cover sheet to indicate that it is a complete case file.  This code is intended to be used in Milwaukee County, but can be used in other locations, as appropriate.  For more information, please contact us by sending a note to "Contact Us" above.

Electronic Benefit Transfer

R

N

Case Information

EBT

EBT related documentation.

Sub-Folder / Document Type

Required or Optional

PIN/SSN
Specific

ECF Subfolder

Document

Code

Description / Special Instructions

Fair Hearing Requests and Decisions

R

N

Case Information

FH

DHA-28 and other written requests for a fair hearing.

Overpayment/ Underpayment Recoupment

R

Y

Case Information

OP

Overpayments, underpayment and benefit recovery documents used for over payment or under payment calculation. AFDC and/or W-2 Services Repayment Agreement DES-10790 Wisconsin Works (W2), Overpayment Recoupment Notice  (DES-10787), FS Nonfinancial Worksheet (F-16073), FoodShare Wisconsin Worksheet (F-16033), Wisconsin Works (W2) Overpayment Worksheet (DES-10785),  BV worksheets, associated letters.  Sheriff's reports and manual wage verification used to calculate  overpayments.  Request for Write Off or Adjustment DWSD-11439.  State Letter of 'Acknowledgment of Receipt'. For overpayments related to fraud, refer to the FRAUD code.

Request for Assistance

R

N

Case Information

RFA

This code is obsolete. Code any requests for assistance or applications with the "APP" code.

SMRF Form

R

N

Case Information

SMRF

FoodShare Six Month Report Form. F-16076

Requesting Verification

R

N

Case Information

VER

Includes all non-CARES generated request for verification documents including checklists, agency letters, Request for Verification form (DWSP-2303), etc.

Non Financial Information

Declining Aid forms

O

N

Nonfinancial Information

DAF

Voluntarily Declining Aid (DWSW-2233)

EVF-H form

R

Y

Nonfinancial Information

EVFH

Centrally scanned.  If the client turned in the form at your agency, you may scan it and act on the change.

Internal or State QC Info

O

N

Nonfinancial Information

QC

FoodShare TCRs, other Quality Control or Quality Assurance documents.

Legal Documents

R

Y

Nonfinancial Information

LEGAL

Includes guardianship papers, power of  attorney, divorce, separation, Marriage certificates. Bankruptcy papers.  Notice of Intent to File a Lien,   Affadavits of Lost, Destroyed, or Stolen Benefits (FIS-12768).  For all Child Support legal documents, refer to CS.

Sub-Folder / Document Type

Required or Optional

PIN/SSN
Specific

ECF Subfolder

Document

Code

Description / Special Instructions

Proof of Identity

R

Y

Nonfinancial Information

ID

Any identity or citizenship document or form: Includes birth certificate, baptismal certificate, immigration status docs, drivers license, passport, state id's, county ids. Do not scan birth queries or birth notification letters from the state. P-140.  

Also, any documents used to meet the MA/BC citizenship and identity verification requirement.  Includes the forms: Statement of Identity for Children Under 16 Years of Age (F-10154), the Spanish version of this form (F-10154S),( Assign these to the primary person) and Statement of Citizenship and/or Identity for Special Populations (F-10161).  See DC for Death Certificates.

Sanctions

O

N

Nonfinancial Information

SANC

Documents related to sanctions (excluding W-2 hour sanctions or strikes).  Includes FoodShare, FSET sanctions, approved or denied and sanction cures, drug felony, and all IPV documents, including W-2.  For W-2 hourly sanction and strike documents, refer to WSGC.  

School Information

R

Y

Nonfinancial Information

SCHL

School related documents used for all programs except Learnfare.  For Learnfare, refer to WLCM. Includes school schedules used for Child Care authorizations, Financial Aid Information, Student Financial Aid Report (F-16021).

Separate Eating forms

O

N

Nonfinancial Information

SEF

Household information request

Social Security Card

O

Y

Nonfinancial Information

SSN

Not considered proof of identity. Only scan cards where the number has not yet been validated or has a mismatch on CARES. Application for a SSN, F-16022 Social Security Number Referral.

Miscellaneous Nonfinancial

R

Y

Nonfinancial Information

MNF

Use this document code for any nonfinancial document that doesn’t have a specific code.  Examples are the F-10186 Designation of a BadgerCare Plus Essential Person, Funeral and Cemetery Aids Reimbursement Request (F-10141).

Spousal Allocation Statement

O

Y

Nonfinancial Information

SAS

Asset Information

All Funeral/Burial Related Info

R

N

Asset Information

FB

Primarily related to funeral or burial assets.

Annuity Contracts

R

N

Asset Information

ANNC

Asset Information - Other

R

N

Asset Information

AST

Life Estate legal documents, land contracts, trusts, Tax Bill, Assessment, Retirement account information. Home equity loan.  Divestment Paperwork.

Bank Accounts

R

N

Asset Information

BNK

Checking, savings, certificates of deposit (CDs). Bank Inquiry

Life Insurance Policies

R

N

Asset Information

LIP

No need to copy full policy that can be obtained from Insurance Agent. Term, group, or whole (face and cash value),  Life Insurance Information request, Life Insurance Inquiry (F-10144). 

Stocks and Bonds Info

R

N

Asset Information

SB

Savings Bonds.

Vehicle Info

R

N

Asset Information

VI

Sub-Folder / Document Type

Required or Optional

PIN/SSN
Specific

ECF Subfolder

Document

Code

Description / Special Instructions

Income

Earned Income

R

Y

Income

EI

Paychecks, check stubs, paystubs, etc. (treat as a multi-page document if more than one per job), employer statements.

EVF-E form

R

Y

Income

EVFE

No longer centrally scanned, you must scan these at the agency now.

Self-employment Income

R

Y

Income

SEI

Includes SEIRF's, other self employment info, tax forms for the most current tax year, and Self-Employment Income Report (DWSP-2131 or F-00107),  room and board documents/ forms, Self Employment Income Worksheet - Corporation (F-16034), Self Employment Income Worksheet – Partnership (F-16036), Self Employment Income Worksheet – Sole Proprietor Farm and Other Business (F-16037), Self Employment Income Worksheet – Subchapter S Corporation (F-16035).

Unearned Income

R

N

Income

UI

Child Support, alimony, Social Security, Verification of Veterans Benefits (F-10162), Kinship Care, etc.

Expenses

Child Care Expense

R

N

Expenses

CCE

Child Care receipts, Manual Child Care Authorization Sheets

Child Support Expense

R

N

Expenses

CSE

All Child Support expense related documents, including documents related to child support payments.

Residency and Shelter/Utility Expense

R

N

Expenses

SUE

The most current lease (even if expired), shelter forms, proof of rent, utility bills such as phone or electric, tax payments, mortgage, property taxes, Section 8 papers, CDA papers,homeless  agreement , etc. In /Out of Nursing Home form

W-2 / FSET

Electronic Funds Transfer

R

Y

W-2/FSET

WEFT

Electronic Funds Transfer Authorization (DES-10791)

Fact Finding documents

R

Y

W-2/FSET

WFF

Wisconsin (W-2) Agency Fact finding Review Notice (DES-10782), Request for Wisconsin Works (W-2) Fact Finding Review (DWSW-10783) , Wisconsin Works (W-2) Agency Fact Finding Review (DWSW-10784), W-2 Services Fact Finding Review Voluntary Withdrawal (DWSW-11155)

Household Budget Worksheet for W-2

O

N

W-2/FSET

WBW

Household Budget Worksheet for W-2 (DES-2443)

Learnfare Case Management Plan

R

Y

W-2/FSET

WLCM

Learnfare release and other school enrollment and attendance information DES-10789 Learnfare Case Management Plan

Miscellaneous Work Program documents

O

Y

W-2/FSET

WMSC

For all other work program documents in which an appropriate document type does not exist.

Out of State Inquiry

R

Y

W-2/FSET

WOSI

Information about benefits received in other states - Out of State Inquiry (W-2) form (DES-4021)

Vendor Payment Request

R

Y

W-2/FSET

WVPR

DES-3147 Vendor Payment Request.

W-2 Barrier Screening Tool Documents

R

Y

W-2/FSET

WBST

All Barrier Screening Tool (BST) documents including the BST Agreement form (DWSW-13578).  Do not scan a paper copy of the tool unless the tool is not entered into the BST system.

W-2 Job Search Log

R

Y

W-2/FSET

WJSL

Include all job search log documents and any documentation used to verify contact with employers, e.g., copies of business cards, employer letters, etc..  For all other attendance tracking, including facilitated job search activities, refer to WAT.

Sub-Folder / Document Type

Required or Optional

PIN/SSN
Specific

ECF Subfolder

Document

Code

Description / Special Instructions

W-2 Participation Agreement

R

Y

W-2/FSET

WPA

DWSW-10755 Wisconsin Works (W2) Participation Agreement

W-2 Placement-Related Forms

R

Y

W-2/FSET

WPF

All W-2 placement related forms, including (e.g., Trial Job Employer Agreement (DES-10759), W-2 Worksite Training Site Agreement (DES-10792), W-2 Case Management Services Agreement (DWSP-13269), worksite evaluations and participant's progress reports.  For worksite attendance or any other attendance documents, refer to WAT.

W-2 Supportive Services Plan

R

Y

W-2/FSET

WSSP

Supportive Services Plan (DWSW-12956-E)

W-2/FSET Employability Plan

R

Y

W-2/FSET

WEP

This includes the signature page of the CARES printed EP, any paper EPs not contained in CARES, Wisconsin Works (W-2) Employability Plan (DES-10788) and any other supporting documentation used to supplement the information contained in the EP.

Miscellaneous / County Specific

Child Care Miscellaneous

R

N

Miscellaneous/ County Specific

CCMSC

Any other Child Care related document not otherwise specified.

Other County Documents

O

N

Miscellaneous/ County Specific

OCNTY

Includes county generated documents or forms that do not fit into another category.  Does not include documents generated by the customer or State forms. All SeniorCare forms.

Uncategorized Correspondence

O

N

Miscellaneous/ County Specific

UCOR

Includes Letters to other Agencies. Envelopes from mail that has been returned to the agency. Notes from the customer, including notices with changes. EOS forms send to other state to check for open benefits. Call Center E-mail correspondence, emails from customers reporting changes, etc.

Correspondence

Application Notice for Pregnant Women

N/A

Y

Correspondence

APNPW

These documents are not scanned. They are converted to PDFs by CARES and stored with this document code.

Application Notice for Children

N/A

Y

Correspondence

APNCH

These documents are not scanned. They are converted to PDFs by CARES and stored with this document code.

Application Summary for Pregnant Women

N/A

Y

Correspondence

APSPW

These documents are not scanned. They are converted to PDFs by CARES and stored with this document code.

Application Summary for Children

N/A

Y

Correspondence

APSCH

These documents are not scanned. They are converted to PDFs by CARES and stored with this document code.

Correspondence

N/A

Y

Correspondence

CORR

These documents are not scanned. They are converted to PDFs by CARES and stored with this document code.  CORR is used for all other miscellaneous CARES generated notices and letters.  For manual notices an agency sends, see NOD.

Notice of Decision

R

Y

Correspondence

NOD

Non-CARES generated Notices of decision including the Medicaid Recipient Asset Allocation Notice (F-10098), Community Spouse Asset Share Notice (F-10096), Medicaid Recipient Asset Allocation Notice (F-10097), Funeral and Cemetery Aids Program Reimbursement Notice (F-10143), Negative Notice (F-16001) and Positive Notice (F-16015), Medicaid Manual Notice for Cost of Care Contribution (F-10108).

Disability Determination Bureau (DDB) Warning: Restricted Documents are only visible to the case worker and her/his supervisor.  Scanner operators will not see these documents in the ECF viewer after validation unless they are one of these two people.

DDB Related Information

R

Y

Disability Determination Bureau

DDB

DDB Packet (the red folder contents). You must scan the contents of any red folder you have in your agency.  Use the DDB code for the contents of the red folder and any miscellaneous DDB document that is not specifically covered by the new codes. Includes the Medicaid Presumptive Disability (F-10130). Use DDB for manual DDB decision letters.

Red folders were made obsolete after the automation of DDB processing in October 2007, except for manual DDB cases in rare instances.  Use DDB for all manual DDB cases.  New, more specific document codes were added in October 2007 for other types of DDB documents used in the automated DDB process. See ADDD, MADA, ADDMD, DDDOC, and DDWSH for details.

MADA Application

R

Y

Disability Determination Bureau

MADA

Medicaid - Disability Application  (F-10112)

Authorization to Disclose Information for DDB

R

Y

Disability Determination Bureau

ADDD

Authorization to Disclose Information to Disability Determination Bureau (DDB)  (F-14014)

Additional Disability Determination Medical Documents for DDB

R

Y

Disability Determination Bureau

ADDMD

Disability Determination Documents from DDB

R

Y

Disability Determination Bureau

DDDOC

This doc code is used by the DDB and is not to be used by IM workers.

Disability Determination Worksheet from DDB

R

Y

Disability Determination Bureau

DDWSH

This doc code is used by the DDB and is not to be used by IM workers.

Restricted Documents   Warning: Restricted Documents are only visible to the case worker and her/his supervisor.  Scanner operators will not see these documents in the ECF viewer after validation unless they are one of these two people.

Child Support

R

N

Restricted

CS

All Child Support (non-expense related documents) including initial or subsequent paternity orders, court orders regarding support payments, referrals to child support, including Good Cause Claim (DWSP-2019), Good Cause Notice (DWSP-2018), Notice of Assignment- Child Support, Family Support, Maintenance and Medical Support (DWSP-2477).

Any legal documents regarding Child Support should use the CS code and not LEGAL.  For specific CS expenses, use CSE.

CIP/COP Info

R

Y

Restricted

CIP

COP Assessment, CIP/COP Approval Letters, Waiver Requests. Family Care (pilot program) documents, Interagency Notification of Termination of Medicaid Waiver Eligibility  For a Community Waiver  Participant (F-10142), Unprocessed Family Care, Pace, or Partnership Disenrollment Request  (F-00009)

Child Welfare

R

Y

Restricted

CW

Any child welfare related documents including the F- 10184 BadgerCare Plus Youth Exiting out of Home Care and 10185 BadgerCare Plus Child Welfare Parent/ Caretaker Relative Communication.

Death Certificates

R

Y

Restricted

DC

Documentation Referral to Other Agency

R

Y

Restricted

WDR

This is used for referrals to outside agencies such as the DVR and CAP programs, assessment referral forms, etc.   This includes work program referrals, supportive services referrals, etc.  For referrals within an agency, refer to OCNTY.

Estate Recovery Program  Disclosure forms

R

N

Restricted

ERPD

Fraud Related Information

R

N

Restricted

FRAUD

All documents supporting fraud claims, minus copies that can be obtained from CARES, Fraud and Front End referral forms. Supporting documents for overpayments related to fraud.  For all other overpayments, refer to OP.  For IPV related documents, refer to SANC.

MA Manual Eligibility Forms

R

N

Restricted

MAEF

MA Remaining Deductible Form (F-10109), MA Cert Form (3070) in order of initial date of certification,  and spousal impoverishment allocation forms. Authorization for Retroactive CTS   Emergency MA paperwork.  Good Faith Medicaid/BadgerCare Plus Certification (F-10111).

Medical Assessments

R

Y

Restricted

MAS

Wisconsin Well Woman Medicaid Determination (F-10075), Drug test results and all documents formerly coded as MDE (Physician's Evaluation): Mental health or other  incapacitation docs, special needs documents (child care), pregnancy verification. Drug Test Results, Temporary Stay for Nursing Home, Medicaid Purchase Plan (MAPP) - Work Requirement Exemption (F-10127).  See DC for Death Certificates

Medical Exam and Capacity Form

(W-2)

R

N

Restricted

WME

W-2 Medical Exam and Capacity Form (DES-2012). For all other physician's evaluations or medical assessments, refer to MAS.

Sub-Folder / Document Type

Required or Optional

PIN/SSN
Specific

ECF Subfolder

Document

Code

Description / Special Instructions

Medical Expenses/Deductible Documents

O

N

Restricted

ME

Cover sheet and all verifications of medical costs, other health insurance, pharmacy and doctor bills. Copies of checks for BadgerCare premiums and
payment coupons, Medicaid Purchase Plan (MAPP) Member / Premium Information  (F-10122).

Non-Medical Assessments

R

Y

Restricted

WVAS

All non-medical assessment documentation, including vocational assessments, career/employment readiness assessments, education assessments, AODA assessments, domestic violence assessments, self-declared needs assessments, family profiles, etc.

Release of information forms

R

Y

Restricted

ROI

Any release of information form, including Authorization for Disclosure of Confidential Information (DWDS-10779) form, School Enrollment and Attendance Information Release (DES-11297). Documents that used to be coded as CONF should now use the ROI code.

Sanction and Good Cause documentation

R

Y

Restricted

WSGC

For all W-2 nonparticipation or noncooperation related documents, including hourly nonparticipation, nonparticipation strikes and good cause documents.  For IPV related docs, refer to SANC.

SSI/SSDI Referral/Advocacy documents

R

Y

Restricted

SSIA

TPL / Accident Report

O

N

Restricted

TPL

W-2 Agency Extension Record

R

Y

Restricted

WEX

DWSW-11661-E W-2 Agency Time Limit Extension Record.

W-2 Attendance Tracking

R

Y

Restricted

WAT

Include individual timesheets, group sign-in sheets, computer printouts or other documentation verifying attendance at a W-2 activity, including education and training attendance documentation and facilitated job search activity tracking.  For independent job search logs, refer to WJSL.  For other documents related to school, refer to SCHL.

W-2 Service Provider Correspondence

R

Y

Restricted

WSPC

Documents to service providers outside of the W-2 agency that are confidential.  For non-confidential documents to service providers, refer to UCOR.