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IBRS Training Guide

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Table of Contents

BRS Modules .......................................................................................................................................................... 3 Introduction to IBRS............................................................................................................................................... 4 IMPORTANT FACTS............................................................................................................................................ 6 Logon to IBRS ........................................................................................................................................................ 8 Logout from IBRS .................................................................................................................................................. 9 Common Buttons .................................................................................................................................................. 10 Selecting Dates...................................................................................................................................................... 11 Quick Links........................................................................................................................................................... 12

Search................................................................................................................................................................ 12 Locate Staff....................................................................................................................................................... 13 Comments ......................................................................................................................................................... 14 Sitemap ............................................................................................................................................................. 15 Home................................................................................................................................................................. 16

Acronyms.............................................................................................................................................................. 17

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BRS Modules Module 1 Welcome to IBRS Module 2 Work Assignments Module 3 Client Management

Module 4 Referrals Module 5 Claims Module 6 Prosecution Module 7 Collections Module 8 Accounting Module 9 TOP-TREASURY OFFSET PROGRAM Module 10 ABC Module 11 Reports Module 12 Appendix

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Introduction to IBRS The Integrated Benefit Recovery System (IBRS) is used by the State of Florida Benefit Recovery program for recovering overpaid benefits and effective and accurate reporting to the federal government. IBRS is a fully functional and consolidated Benefit Recovery System that maintains all Client, Budget, Claims and Accounting data on a single, web-enabled platform. This simplifies the Claims, Collections, Accounting, Reporting and Monitoring activities of Benefit Recovery management and staff. In addition, IBRS performs all of the current functions of FLORIDA BV, Automated Budget Calculations (ABC) and Benefits Recovery Accounts Receivable System (BRS) as a single, integrated business system. Background In 1974, the State of Florida developed a statewide system for the identification, investigation, determination and recovery or collection of improperly issued cash assistance (AFDC/TANF), food stamp and Medicaid benefits. The following types of benefits are issued to eligible US citizens and aliens:

Food Stamps (FS)

Aid to Families with Dependent Children (AFDC)/Temporary Assistance for Needy Families (TANF) also known as Temporary Cash Assistance (TCA – for cash claims established on or after 10/01/1996)

Medicaid (MA)

SSI MEDICAID

Child in Care (CIC)

REFUGEE ASSISTANCE PROGRAM (RAP)

RAP MEDICAID

OPTIONAL STATE SUPPLEMENTATION (OSS)

SILVER SAVER PROGRAM

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Overpayments (the receipt of benefits in an amount greater than the allowable eligibility standards for the household) can occur due to the following reasons:

Intentional Program Violation (IPV)--A term used when a court of appropriate jurisdiction, a disqualification consent agreement, an administrative disqualification hearing or a waiver determines the individual or household caused deliberate or intentional overpayment of public assistance benefits. (Usually interchangeable with the term fraud)

Inadvertent Household Error (IHE)—A term used when overpayment claims are caused by a misunderstanding or unintentional error by the household. (Used interchangeably with the term client error.)

Administrative error (AE)—A term used when the department’s action or inaction results in overpayment of benefits. (Used interchangeably with the term agency error.)

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IMPORTANT FACTS

Before you proceed with the Benefit Recovery process, there are IMPORTANT FACTS to know about IBRS:

IBRS is a Web-based system on the state of Florida intranet site and can only be accessed by DCF staff.

URL is the term used to denote the website address on the initial web page

such as www.peoplefirst.com or http://ibrs/ibrsweb/control/main.

The menu is located on the left side of the screens. Your profile # determines what changes you can make on the screen or whether you have inquiry capability only. If you do have capability to update information, the menu will show on the drop down side.

An *(Asterisk) next to the name of any field indicates the field is a required

field.

If you fail to enter all required fields you will receive an error message in red. You must then make the specified changes (also shown in red) before you can proceed to the next screen.

The populated information on screens comes from the FLORIDA and BRS

systems.

If you hover the mouse pointer over the name of any field, a small help box will appear describing what information is contained in that field.

The Training Guides will display the equivalent FLORIDA screen when

applicable. Ex. IBRS detail referral screen will show BVBR in upper right hand corner.

Hyperlinks (words in blue text that are underlined) provide additional help by

either navigating to another screen or displaying a pop up box containing more in depth information about a topic.

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Logon to IBRS

To Login to the IBRS application:

1. Enter the IBRS URL in the browser, the IBRS Login screen is as displayed.

IBRS Login Screen

The fields that appear in the IBRS Login screen are:

Field Description

User ID Enter your User Identification Number.

Password Enter the corresponding password for the entered User ID.

2. After entering the login information, click Submit to submit the login request. On successful submission of login details, the IBRS Workload screen is displayed.

If you experience problems with your password or have other technical problems, call the following numbers for assistance:

Help desk (850) 922-3099 SunCom - 292-3099 Technical Help (850) 487-9400 SunCom - 277-9400

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Logout from IBRS

To Logout from IBRS application:

1. Click Logout link displayed in the top pane of every screen in IBRS, the IBRS LOGOUT link is displayed.

IBRS Logout Link

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Common Buttons Common Buttons explains usage of buttons that are common across the IBRS application. Buttons that are specific to particular screens are explained in their respective topics.

Buttons Description

Click this to go back to the previous screen without saving the entered data. The back button above the URL address line on the webpage has been disabled for IBRS. Use the back button located on the IBRS page, usually at the bottom.

Click this to close the current screen.

Click this to cancel all the entries you made in a screen. You are redirected to the previous screen.

/ Click this to clear user-entered data and reset the screen display to default.

Click on the required option to select. Select one option at a time.

Click on the check box to select. Multiple options can be selected.

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Selecting Dates

. To Select or Enter Dates:

1. Click the Calendar , the Calendar window is as displayed.

Calendar Window

2. Select the required date, the selected date is populated in the date field.

3. Click <<, >> to navigate to the required Year.

4. Click <, > to navigate to the required Month.

5. Click Print to print the Calendar.

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Quick Links Located along the bottom right of the main screen are “quick links” to frequently used web pages of the Florida Department of Children and Families Internet web site. The following web pages can be quickly accessed: • Search • Locate Staff • Comments • Sitemap • Home

Search Click on the word search to go to the Florida Department of Children and Families Internet Search page. This allows you to search the entire site for a particular topic by entering a keyword.

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Locate Staff Click on the word locate staff to go to the Florida Department of Children and Families Internet Locate a Staff Member page. This allows you to search for an employee’s phone number.

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Comments Click on the word comments to go to the Florida Department of Children and Families Internet Send a Comment page. This allows you to send a comment, suggestion or ask a question about the site.

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Sitemap Click on the word sitemap to go to the Florida Department of Children and Families Internet Sitemap page. This page contains a listing of all the links on the web site.

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Home Click on the word home to go to the Florida Department of Children and Families Internet home page.

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Acronyms The acronyms used in IBRS application are as tabulated:

Acronym Definition

ABC Automated Budget Computation System

ADH Administrative Disqualification Hearing

AE Administrative or Agency Error

AFDC Aid to Families with Dependent Children

AFSMB Financial Management

AG Assistance Group

BI Benefit Issuance

BR Benefit Recovery

BR Worker Benefit Recovery Worker

BRU Benefit Recovery Unit

BV Benefit Recovery Module - FLORIDA

CSE Child Support Enforcement

DCA Disqualification Consent Agreement

DCF Department of Children and Families

DCF Department of Children & Families

DOC Department of Corrections

DQ Disqualification

EBT Electronic Benefit Transfer

EDBC Eligibility Determination Budget Computation

FDLE Florida Department of Law Enforcement

FFP Front-end Fraud Prevention

FLORIDA Florida Online Recipient Integrated Data Access. A Main Frame Application and a system external to ABC.

FNS Food and Nutrition Service (an agency of USDA)

FS Food Stamps

FSOP Federal Salary Offset Program

Hearings office Office of Appeal Hearing – Administers disqualification hearings for BR

HHS Health and Human Services

HQ Benefit Recovery Program Office or Accounting Office - Tallahassee

HYTD Historical-Year-To-Date

IBRS Integrated Benefit Recovery System

IHE Inadvertent Household Error

IPV Intentional Program Violation

IRS Internal Revenue Service

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Acronym Definition

JAM Java Adapter for Mainframes – between FLORIDA and IBRS MA Medicaid

P&P Probation and Parole office

PA Public Assistance

PAF Public Assistance Fraud

PCC Private Collections Contractor

POS Point of Sale for EBT transactions

RACF Resource Access Control Facility - FLORIDA Function

RAP Refugee Assistance Program

SAO State Attorney

SSI Supplemental Security Income

TCA Temporary Cash Assistance

TOP Treasury Offset Program

USDA United States Department of Agriculture

User ID A unique number or name or both that is associated with a user name on a server system

Waiver Administrative Disqualification Waiver