EDI

EDI Tab/ Subtab Case File Guidance

EDI Best Practices and Tips

 

• Use the Right Tab and Sub-Tab:
  • Match the document to the most appropriate tab and sub-tab in EDI. If you’re unsure, check the EDI Tab/Sub-tab Case File Guidance or ask your supervisor.
    • Tip: If the document relates to more than one purpose (e.g., income and compliance), choose all appropriate tabs.
• Use Image Comments Wisely:
  • Include short, clear image comments that help others know exactly what the document is and why it was uploaded.
• Reference Documents in Your Narrative:
  • When you use a document to determine eligibility, reference the Image ID and upload date in your narrative to help others find it quickly. This could help save time and prevent errors even if the document happens to be uploaded in the incorrect tab/subtab.
    • Tip: To support consistency and quality reviews, regarding Interfaces be sure your Narrative also clearly states: 1) What interface was used, and 2) What it was verifying. 
• Only Upload What’s Needed:
  • Don’t upload interfaces unless they are used to verify eligibility or contain important discrepancies.
  • Avoid uploading documents that say “no record found.”
  • If the information is already verified with other documents (e.g., pay stubs match WYUI), uploading a duplicate is not needed—just document it in your narrative.
• Always Check Scan Quality:
  • After uploading a document, double-check that it’s legible and not cut off or blurry. Rescan if needed.
• Avoid Duplicate Uploads:
  • Only re-upload documents if absolutely necessary. Reducing clutter in the case file helps everyone.
• Support Team Clarity:
  • Use comments to reduce confusion—especially for items like multiple bank statements, child support documents, handwritten documents, or third-party verifications.
• If You’re Unsure—Ask:
  • When in doubt about where to save something, ask your supervisor. It’s better to ask than to guess.

For Frequently Asked Questions (FAQ) about EDI tabs and subtabs, please click here. 

 

EDI Tab/Subtab Contents

Application/Recerts/Reviews

• Application
• Change Report (i.e., DFS 103, or any statement of change)
• Miscellaneous (note, always needs an Image Comment)
• Recertification 
• Voluntary Request to Withdraw Application

 

Child Support 

• Child Support Correspondence
• Good Cause Verification (i.e., Returned DFS543s requesting GC, Good Cause decisions)
• Miscellaneous (note, always needs an Image Comment)

 

Correspondence – Child Care

• Calendars
• Child Care Authorizations
• Client Correspondence
• Miscellaneous (note, always needs an Image Comment)

 

Correspondence – SNAP/TANF

• Card Replacement Request
• Client Correspondence
• Miscellaneous (note, always needs an Image Comment, i.e., Excessive Card Letter)

 

Expenses/Deductions

• Child support expenses (i.e., legally obligated child support)
• Dependent care expenses
• Medical Expenses
• Miscellaneous (note, always needs an Image Comment)
• Property Taxes & Insurance Information
• Rent/mortgage receipts and/or statements
• Utility verification

 

Income

• Child Support
• Earned Income (i.e., wage stubs)
• Employer Form
• Financial Aid Verification (i.e., DFS 111)
• IIM (i.e., Indian Income Money accounts)
• Job offer/lay-off letter
• Lease income/per capita income
• Loan Statement
• Miscellaneous (note, always needs an Image Comment)
• Report of employment income (note, always needs an Image Comment)
• Self-Employment record (i.e., DFS 108b, Tax Return, Ledger, Expenses)
• Tribal General Assistance verification
• Unearned Income (i.e., ESY4, UIB, TPQY, BDX / SDX) 

 

Initial/Permanent Verification

• Alien documents/INS forms
• Authorized Representative
• Authorization to Release Information/confidentiality forms
• Birth Certificates
• Certificate of Citizenship/Naturalization
• Certification of Birth Abroad
• Child in Foster Care
• Custody Document
• Divorce/Separation statement
• Drivers License
• Identification
• Indian Enrollment Number (IEN) verification
• Marriage certificate/verification
• Miscellaneous (note, always needs an Image Comment) (i.e., Give One Day Eyecare Program, Out of State Inquiries, Commodities)
• Religious records
• Social Security cards/SSN application
• U.S. Passport
• United States Citizen ID Card

 

Integrity  

• Administrative Hearing Information
• All information or documentation related to an over/under issuance, IPV, or fraud referral
• Hearing information (i.e., IPV)
• QC-1 Discrepancies
• Quality Assurance/Supervisor case review information (i.e., DFS 307)
• Quality Control Correspondence (For non-cooperation letters please note in the image comment “NON COOPERATION WITH QC”)
• Second party Review forms (i.e., Negative Checklist)
• Timeliness

 

Interface 

• Interface

 

Miscellaneous

• Miscellaneous (note, always needs an Image Comment)

 

Narrative/Notification

• Application Narrative (note, always add Image Comment for NOMI)
• Change Narrative (i.e., COLA narratives)
• Notification

 

Performance Requirements

• Education (POWER School verifications)
• Employment & Training (Climb/Dads Making a Difference, SAGE Trucking Driving School)
• POWER Correspondence 
• POWER Work Program (i.e., IRCU, DFS 563 POWER Status Change Report, DFS 568 Initial IRPs (All Initial IRP referrals including DWS and CSP))
• Statement of Incapacity
• Work Registration 

 

Resources

• Agreement to Sell Property Trusts
• Annuities
• Bank Verifications
• Burial Documents
• CDs/Stocks/Bonds/Mutual Funds
• Contract for deed offer/refusal/value estimate
• IIM accounts not being counted as income
• Life Insurance
• Lump Sum Payments
• Miscellaneous (note, always needs an Image Comment; i.e., Tax Returns)
• Property Deeds
• Retirement Account
• Trusts
• Vehicle Registration/Title or P-Justice print out, equity value (i.e., RIS screen prints)
• Wills/Probate documents