DEPARTMENT OF LABOR

CTHires - JFES Document Management

Reference Guide

Prepared by: DOL JFES

CTHires – JFES Document Management – Reference Guide [Rev. 10.03.2019] 1

Table of Contents Document Management for JFES in CTHires .......................................................................................................................... 3

JFES Forms Document Naming Conventions .......................................................................................................................... 3

How to Save Document Names When Scanning ................................................................................................................ 3

How to Save Document Names When Uploading .............................................................................................................. 4

Document Association ............................................................................................................................................................ 4

Categorization & Tagging for Specific JFES Forms .................................................................................................................. 5

Childcare Provider Search Log (English or Spanish) ............................................................................................................ 5

JFES-10 Weekly Job Search Log (English and Spanish) ........................................................................................................ 6

JFES-11 Jump Start Childcare (English and Spanish) ........................................................................................................... 7

JFES-12 Jump Start Transportation (English and Spanish) .................................................................................................. 8

JFES-13 Education/Training Attendance Verification Form ................................................................................................ 9

JFES-14 Community Service Attendance Verification Form ............................................................................................. 10

JFES-15 Complaint Form (English and Spanish) ................................................................................................................ 11

JFES-16 Authorization for Disclosure of Information ........................................................................................................ 12

JFES-17 Authorization To Record and Share Confidential Information ............................................................................ 13

JFES-18 Special Benefits Form ........................................................................................................................................... 14

JFES-19 Mileage Reimbursement Log (English and Spanish) ............................................................................................ 15

JFES-20 JFES BRS Referral Form ........................................................................................................................................ 16

JFES-21 Weekly Job Search Log with BRS Services (English and Spanish) ........................................................................ 17

JFES Employment Plan .......................................................................................................................................................... 18

JFES Supporting Documentation Naming Convention .......................................................................................................... 19

Categorization & Tagging for Supporting Documentation ................................................................................................... 19

Pay Stubs ........................................................................................................................................................................... 19

Verification of Employment (VOE) .................................................................................................................................... 20

Outreach Letters (ORL) ..................................................................................................................................................... 21

Transportation Benefit Verifications................................................................................................................................. 22

Bus Pass Receipts .......................................................................................................................................................... 22

Mileage Verification ...................................................................................................................................................... 23

Vehicle Registration ...................................................................................................................................................... 24

Car Insurance ................................................................................................................................................................ 25

Taxi or Train Fare Receipts ............................................................................................................................................ 26

CTHires – JFES Document Management – Reference Guide [Rev. 10.03.2019] 2

CTHires – JFES Document Management – Reference Guide [Rev. 10.03.2019] 3

Document Management for JFES in CTHires Scanning/Uploading a Document to Document Management

Path: Assist an Individual > Staff Profiles > General Profile > Documents (Staff)

JFES Forms Document Naming Conventions Titling of all documents will make filtering through documents easier.

The Naming Convention for Forms we will be using is:

“JFES Form Name_Last Name_ First Initial_ Date Signed(YYYMMDD)”

Example: JFES-17_ Thompson_J_20190508.docx

The Naming Convention for verification logs such as Job Search Logs, use the following convention:

“JFES Form Name _Last Name_ First Initial_ Week Start Date(YYYMMDD)”

Example: JFES-21_Thompson_J_20190505.docx

How to Save Document Names When Scanning If a scanned document saves a generic title, save a new title for the document before uploading to CTHires. This is the

last optional section of the Scan a Document section, called Document Name.

CTHires – JFES Document Management – Reference Guide [Rev. 10.03.2019] 4

How to Save Document Names When Uploading If you are uploading a document, the title of the document at upload should be consistent with the below. The name

should already be edited prior to clicking Browse to upload /attach a document from a specified location.

Document Association Whether scanning or uploading, always associate the document to JFES.

Select Program: Jobs First Employment Services (JFES)

Application: Leave at None Selected.

Verification Item: Leave at None Selected.

Verification Type: Leave at None Selected.

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Categorization & Tagging for Specific JFES Forms

Childcare Provider Search Log (English or Spanish) Document Description: Requested Information

Document Tags: Childcare Log

User Accessible: Yes

Date Received: Will remain blank (will default to today’s date when uploaded).

Attaching a Document:

Follow Naming Convention above. “JFES Form Name _Last Name_ First Initial_ Week Start Date(YYYMMDD)”

“JFES Childcare Log_ White_L_20190505”

For Spanish, add an S after the Form Name. Example:

“JFES Childcare Log_S_White_L_20190505”

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JFES-10 Weekly Job Search Log (English and Spanish) Document Description: Attendance Record

Document Tags: JFES-10

User Accessible: Yes

Date Received: Will remain blank (will default to today’s date when uploaded).

Attaching a Document:

Follow Naming Convention above. “JFES Form Name _Last Name_ First Initial_ Week Start Date(YYYMMDD)”

“JFES-10_ White_L_20190505”

For Spanish, add an S after the Form Name. Example:

“JFES-10_S_White_L_20190505”

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JFES-11 Jump Start Childcare (English and Spanish) Document Description: Attendance Record

Document Tags: JFES-11

User Accessible: Yes

Date Received: Will remain blank (will default to today’s date when uploaded).

Attaching a Document:

Follow Naming Convention above. “JFES Form Name _Last Name_ First Initial_ Week Start Date(YYYMMDD)”

“JFES-11_ White_L_20190505”

For Spanish, add an S after the Form Name. Example:

“JFES-11_S_White_L_20190505”

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JFES-12 Jump Start Transportation (English and Spanish) Document Description: Attendance Record

Document Tags: JFES-12

User Accessible: Yes

Date Received: Will remain blank (will default to today’s date when uploaded).

Attaching a Document:

Follow Naming Convention above. “JFES Form Name _Last Name_ First Initial_ Week Start Date(YYYMMDD)”

“JFES-12_ White_L_20190505”

For Spanish, add an S after the Form Name. Example:

“JFES-12_S_White_L_20190505”

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JFES-13 Education/Training Attendance Verification Form Document Description: Attendance Record

Document Tags: JFES-13

User Accessible: Yes

Date Received: Will remain blank (will default to today’s date when uploaded).

Attaching a Document:

Follow Naming Convention above. “JFES Form Name _Last Name_ First Initial_ Week Start Date(YYYMMDD)”

“JFES-13_ White_L_20190505”

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JFES-14 Community Service Attendance Verification Form Document Description: Attendance Record

Document Tags: JFES-14

User Accessible: Yes

Date Received: Will remain blank (will default to today’s date when uploaded).

Attaching a Document:

Follow Naming Convention above. “JFES Form Name _Last Name_ First Initial_ Week Start Date(YYYMMDD)”

“JFES-14_ White_L_20190505”

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JFES-15 Complaint Form (English and Spanish) Document Description: Other

Document Tags: JFES-15

User Accessible: No

Date Received: Will remain blank (will default to today’s date when uploaded).

Attaching a Document:

Follow Naming Convention above. “JFES Form Name_Last Name_ First Initial_ Date Signed(YYYMMDD)”

“JFES-15 _White_L_20190510”

For Spanish, add an S after the Form Name. Example:

“JFES-15_S_White_L_20190510”

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JFES-16 Authorization for Disclosure of Information Document Description: Release of Information

Document Tags: JFES-16

User Accessible: Yes

Date Received: Will remain blank (will default to today’s date when uploaded).

Attaching a Document:

Follow Naming Convention above. “JFES Form Name_Last Name_ First Initial_ Date Signed(YYYMMDD)”

“JFES-16_White_L_20190510”

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JFES-17 Authorization To Record and Share Confidential Information Document Description: Release of Information

Document Tags: JFES-17

User Accessible: Yes

Date Received: Will remain blank (will default to today’s date when uploaded).

Attaching a Document:

Follow Naming Convention above. “JFES Form Name_Last Name_ First Initial_ Date Signed(YYYMMDD)”

“JFES-17_White_L_20190510”

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JFES-18 Special Benefits Form Document Description: Receipts

Document Tags: JFES-18

User Accessible: Yes

Date Received: Will remain blank (will default to today’s date when uploaded).

Attaching a Document:

Follow Naming Convention above. “JFES Form Name_Last Name_ First Initial_ Date Signed(YYYMMDD)”

Note: In the case of Special Benefits forms, if the form is used, the “Date Signed” in the document title should be the same as the Issue Date in ImpaCT.

“JFES-18_White_L_20190510”

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JFES-19 Mileage Reimbursement Log (English and Spanish) Document Description: Requested Information

Document Tags: JFES-19

User Accessible: Yes

Date Received: Will remain blank (will default to today’s date when uploaded).

Attaching a Document:

Follow Naming Convention above. “JFES Form Name _Last Name_ First Initial_ Week Start Date(YYYMMDD)”

“JFES-19_White_L_20190510”

For Spanish, add an S after the Form Name. Example:

“JFES-19_S_White_L_20190510”

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JFES-20 JFES BRS Referral Form Document Description: Requested Information

Document Tags: JFES-20

User Accessible: No

Date Received: Will remain blank (will default to today’s date when uploaded).

Attaching a Document:

Follow Naming Convention above. “JFES Form Name_Last Name_ First Initial_ Date Signed(YYYMMDD)”

“JFES-18_White_L_20190510”

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JFES-21 Weekly Job Search Log with BRS Services (English and Spanish) Document Description: Attendance Record

Document Tags: JFES-21

User Accessible: Yes

Date Received: Will remain blank (will default to today’s date when uploaded).

Attaching a Document:

Follow Naming Convention above. “JFES Form Name _Last Name_ First Initial_ Week Start Date(YYYMMDD)”

“JFES-21_ White_L_20190505”

For Spanish, add an S after the Form Name. Example:

“JFES-21_S_White_L_20190505”

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JFES Employment Plan Document Description: Other

Document Tags: IEP

User Accessible: Yes

Date Received: Will remain blank (will default to today’s date when uploaded).

Attaching a Document:

Follow Naming Convention: “JFES Form Name _Last Name_ First Initial_ Date Signed (YYYMMDD)”

“JFES IEP_ White_L_20190505”

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JFES Supporting Documentation Naming Convention As there may be a wide variety of supporting documentation, a standard title may not be practical. Instead, use a

convention that follows the below:

“[Type of Support Document] _Last Name_ First Initial_Date (YYYMMDD)”

Categorization & Tagging for Supporting Documentation

Pay Stubs Document Description: Pay Check Stubs

Document Tags: Pay Stub

User Accessible: Yes

Date Received: Will remain blank (will default to today’s date when uploaded).

Attaching a Document:

Follow Naming Convention: “[Type of Support Document] _Last Name_ First Initial_Date Received (YYYMMDD)”

“Pay Stub_ White_L_20190505”

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Verification of Employment (VOE) Document Description: Employment Records

Document Tags: VOE

User Accessible: Yes

Date Received: Will remain blank (will default to today’s date when uploaded).

Attaching a Document:

Follow Naming Convention: “[Type of Support Document] _Last Name_ First Initial_Date Received (YYYMMDD)”

“VOE_ White_L_20190505”

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Outreach Letters (ORL) Document Description: Requested Information

Document Tags: ORL; Outreach Letter

User Accessible: Yes

Date Received: Will remain blank (will default to today’s date when uploaded).

Note: This tag can be modified to add the type of ORL such as “ORL - Missing Job Logs” or “ORL - Missed Appointment” if preferred. This would be a scanned copy of the letter mailed/delivered to the participant.

Attaching a Document:

Follow Naming Convention: “[Type of Support Document] _Last Name_ First Initial_Date Sent (YYYMMDD)”

“ORL_ White_L_20190505”

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Transportation Benefit Verifications

Bus Pass Receipts

Document Description: Receipts

Document Tags: Bus Pass Receipt

User Accessible: Yes

Date Received: Will remain blank (will default to today’s date when uploaded).

(e.g., original bus pass, original bus pass receipt, bank statement or processed check)

Note: This tag can be modified to add the type of bus pass purchase verification such as “Bus Pass Receipt” or “Bus Pass Receipt – Bank Statement” or “Bus Pass Receipt – Processed Check.”

Attaching a Document:

Follow Naming Convention: “[Type of Support Document] _Last Name_ First Initial_Date Sent (YYYMMDD)”

“Buss Pass Receipt_ White_L_20190505”

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Mileage Verification

Document Description: Requested Information

Document Tags: Mileage Verification

User Accessible: Yes

Date Received: Will remain blank (will default to today’s date when uploaded).

Note: This will be an upload of the mapping tool provided to verify the mileage reimbursement for Special Benefit issuances or Ride Sharing coordination. This can be a print out from Google Maps, MapQuest, Yahoo!Maps, etc.

Attaching a Document:

Follow Naming Convention: “[Type of Support Document] _Last Name_ First Initial_Date Sent (YYYMMDD)”

“Mileage Verification_ White_L_20190505”

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Vehicle Registration

Document Description: Requested Information

Document Tags: Vehicle Registration

User Accessible: Yes

Date Received: Will remain blank (will default to today’s date when uploaded).

Note: This will be an upload of registration to support Special Benefit mileage reimbursement payments over $100.

Attaching a Document:

Follow Naming Convention: “[Type of Support Document] _Last Name_ First Initial_Date Sent (YYYMMDD)”

“Vehicle Registration_ White_L_20190505”

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Car Insurance

Document Description: Requested Information

Document Tags: Car Insurance

User Accessible: Yes

Date Received: Will remain blank (will default to today’s date when uploaded).

Note: This will be an upload of current car insurance to support Special Benefit mileage reimbursement payments over $100.

Attaching a Document:

Follow Naming Convention: “[Type of Support Document] _Last Name_ First Initial_Date Sent (YYYMMDD)”

“Car Insurance_ White_L_20190505”

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Taxi or Train Fare Receipts

Document Description: Receipts

Document Tags: Taxi Receipt (or) Train Fare Receipt

User Accessible: Yes

Date Received: Will remain blank (will default to today’s date when uploaded).

(e.g., original train ticket, original taxi receipt, bank statement or processed check)

Note: This tag can be modified to add the type of bus pass purchase verification such as “Taxi Receipt” or “Taxi Receipt – Bank Statement” or “Train Fare Receipt – Processed Check.”

Attaching a Document:

Follow Naming Convention: “[Type of Support Document] _Last Name_ First Initial_Date Sent (YYYMMDD)”

“Taxi Receipt_ White_L_20190505”

Or

“Train Fare Receipt_ White_L_20190505”