Add or Edit Addresses Evidence

Use this procedure to manually add or edit addresses evidence when the Address Change Wizard cannot be used in the following situations:

• Address change for newly homeless or no longer homeless.

• Adding a new household member.

• Address correction or change.

• Address change from a PRISM Inbound Data task.

• Address change for an enrollee in an excluded time facility. Do not use the Address Change Wizard.

Notes:

• If returned mail indicates a PO Box as the forwarding address, contact the household to confirm the current address information before completing this procedure. Do not use a PO Box as a residential address.

• Use the Address Change Wizard to expedite adding and ending address evidence. The wizard automates:

  • Ending existing addresses evidence.

  • Adding new Residential and Mailing address evidence.

  • Updating State Residency evidence when the residential county changes.

  • Generates case notes for the automated actions.

• To prevent return mail, validate addresses using the United States Postal Service (USPS) Zip Code Look-up before updating evidence.

• For address updates reported by the United States Postal Service (USPS) or the managed care organization (MCO) on the (DHS-8354), follow the Process METS Returned Mail, METS Returned Renewal Mail, or the METS Close Case - New Residential Address Out of State procedure first to ensure information is complete prior to moving to this as a sub-procedure.

Special Circumstances

Applications with Pending PDCs

Do not process an address change when all Product Delivery Cases (PDCs) are in approved status. Address changes cannot be processed until eligibility is determined with active PDCs. To ensure mail is sent correctly, enter the new address as the mailing address only. This allows for the correct Financially Responsible Agency (FRA) to be assigned. After eligibility is determined, process the full address change.

Homeless

The Homeless box on the State Residency evidence must always be No.

• Residential Address: Enter the county or tribe general delivery or agency address.

• Mailing Address: Enter the reported mailing address or enter the county or tribe general delivery or agency address.

Excluded Time Facility

Update only the mailing address to the facility if the enrollee is the only applicant on the case. Do not edit:

• Residential address.

• FRA.

Note: For individuals in excluded time facilities or receiving excluded time services, the county of financial responsibility is the county where the person lived immediately before the excluded time began.

Safe at Home (SAH)

• Residential Address: Enter the agency’s mailing address for the county where the Safe at Home (SAH) participant physically resides from the DHS-5207 for all household members.

• Mailing Address:

• Entered the SAH address exactly as follows:

Street 1: Enter Lot XXXXXX
Street 2: Enter PO Box 17370
Apt/Suite: Leave blank
City: Saint Paul
County: Ramsey
State: Minnesota
Zip: 55117

Note: If updating the SAH address due to a Change in Circumstance (CIC), use the two step process outlined in the METS Change in Circumstance Reporting Safe at Home Participation section of the Safe at Home procedure.

Care of (C/O) Mailings

To ensure proper MMIS interfacing, use both Street 1 and Street 2 fields:

Street 1: C/O First Name and Last Name.
Street 2: Address of the care-of person.

• If the C/O address includes an apartment, enter the apartment number after the Street 2 address. Example: 134 Main Street # 102.

Apt/Suite: Leave blank.
City: City of the care-of person.
County: County of the care-of person.
State: State of the care-of person.
Zip: Zip Code of the care-of person.

Page Contents

Addresses Evidence Overview
Address Correction
Processing an Address Change Received from a PRISM Inbound Data Task
Required Steps Before Any Addresses Evidence Action
End Residential Address on IC
Add New Residential Address on IC
End Mailing Address on IC
Add New Mailing Address on IC
Post Address Update Actions

Addresses Evidence Overview

Both METS and MMIS have character limits that affect how addresses print on notices.

• Street Address Line 1 in METS: 22 characters (including spaces).

• Street Address Line 2 plus Apt/Suite combined in METS: 22 characters (including spaces).

These limits ensure addresses print correctly on MMIS generated notices.

Notes:

• Each case member must have a residential address.

 

• If there is a deceased member still included in the household size because of tax filing household, the residential address will also need to be updated for this member for the changes to interface correctly.

 

• The application filer must have a mailing address.

  • The application filer is often, but not always, the Primary Applicant.

  • Confirm by reviewing the Application Filer evidence.

• The residential and mailing addresses on the Integrated Case (IC) must match the Person Record Addresses evidence.

Address Correction

Follow Correct a Mailing or Residential Address in the following situations:

• Address correction for a tax dependent living outside of the United States.

• Remove punctuation or adding missing information (City, State, Zip) in residential or mailing address evidence.

Processing an Address Change Received from a PRISM Inbound Data Task

PRISM uses the validated Mailing Address as both the mailing and residential address unless the enrollee reports otherwise.

• If the Parent/Caretaker residential address is different from the PRISM mailing address, METS will receive two separate tasks for each address type.

• If PRISM task is only for the Parent/Caretaker or Absent Parent Mailing Address, update both the mailing and residential addresses using the mailing address.

Contact the Parent/Caretaker (do not contact the Absent Parent) when:

• The PRISM address is a PO Box.

 

• Do not use a PO Box as a residential address.

• Contact the enrollee to confirm the residential address before making changes.

 

• The Parent/Caretaker has different mailing and residential addresses.

 

• Confirm whether the new address applies to both or only to mailing.

 

• The current address is a SAH address.

 

• Confirm whether the enrollee is still participating in SAH before updating any address information.

Required Steps Before Any Address Evidence Action

Complete the following steps before adding or ending any Residential or Mailing Address evidence on the IC to ensure the responsible county and related evidence are accurate before changes are made.

1. Review the METS Pre-CIC Checklist (PDF) to determine if the CIC can be processed before continuing.

2. Open the Person Record Addresses evidence for each household member and make sure the preferred box is not selected. Select Save to close, even if no changes have been made.

3. Review the Evidence Dashboard for existing FRA evidence on the IC for all household members to confirm it is correct for the current residential address information:

Note: Refer to EPM 2.1.2.3 County Residencyofficial EPM 2.1.2.3 · not yet imported ↗ to determine the county of financial responsibility.

1. Continue to next the step if the FRA evidence is correct.

2. Update FRA evidence using Add, Edit or Correct Financially Responsible Agency Evidence and Apply FRA evidence changes if incorrect. Then continue with the address update steps.

 

4. Follow the applicable procedure(s) below:

End Residential Address on IC
Add New Residential Address on IC
End Mailing Address on IC
Add New Mailing Address on IC

End Residential Address on IC

1. Navigate to the Evidence Dashboard.

2. Select Addresses Evidence.

3. Select the toggle button for the application filer’s active residential evidence.

4. Select the Options button to the right of the evidence and Select Edit to open the Addresses pop-up window.

5. Edit only the following fields:

 

1. Received Date: Today’s date.

2. Change Reason: Select the appropriate reason. Select Inbound PRISM Data if the change is from a PRISM task.

3. To: Yesterday’s date.

4. Preferred: Do not check, uncheck if previously checked.

5. Inbound Data From: Select PRISM if change is from a PRISM task.

6. Apply Evidence to Other Case Participants: Select the case participants that have the address change.

 

6. Select Save.

7. Repeat for all applicable household members.

8. Refresh the screen and confirm the information is correct.

Add New Residential Address on IC

1. Select Addresses evidence on the Evidence Dashboard.

2. Select the Options button and select New. This brings up a New Addresses pop-up window.

3. Edit the following fields:

   1. Received Date: Today’s date.

Note: If adding this evidence as part of another procedure, use the Received Date determined in the main parent procedure.

2. Case Participants: Select the case participants that have the address change.

3. Type: Select Residential.

4. From: Today’s date.

5. Apt/Suite: Enter the “#” symbol, followed by a space and the apartment number or suite number.

6. Street 1: Enter the first line of the street address. Do not enter symbols or characters, except as noted.

7. Street 2: Enter the second line of the street address.

Note: The “/” sign is allowable in the Street 1 and Street 2 fields ONLY. Fractional addresses must contain the “/” symbol in order to properly interface to MMIS.

Examples: 134 ½ Main Street, 25 W 36 ½ Street, C/O John Smith.

8. City: Enter the City.

9. County: Select the County from the drop-down box. If the state is not Minnesota, select Out of State.

10. State: Select the State from the drop-down box.

11. Zip: Enter the Zip Code.

12. Country: Select the Country from the drop-down list.

13. Inbound Data From: Select PRISM if change is from a PRISM task. Otherwise leave blank.

 

4. Select Save.

5. Repeat for all applicable household members.

6. Refresh the screen and confirm the information is correct.

End Mailing Address on IC

1. Select the toggle button for the mailing Addresses evidence to be ended on the Addresses evidence.

2. Select the Options button to the right of the current mailing Addresses evidence.

3. Select Edit. This will bring up the Edit Addresses pop-up window.

4. Edit only the following fields:

 

1. Received Date: Today’s date.

2. Change Reason: Select the appropriate reason. Select Inbound PRISM Data if the change is from a PRISM Task.

3. To: Yesterday’s date.

4. Preferred: Uncheck if previously checked.

5. Inbound Data From: Select PRISM if change is from a PRISM task.

 

5. Select Save.

6. Refresh the screen and confirm the information is correct.

Add New Mailing Address on IC

1. Select Addresses evidence on the Evidence Dashboard.

2. Select the Options button.

3. Select New. This brings up a New Addresses pop-up window.

4. Edit only in the following fields.

 

1. Received Date: Today’s date.

Note: If adding this evidence as part of another procedure, use the Received Date determined in the main parent procedure.

2. Case Participants: Select only the application filer.

3. Type: Select Mailing.

4. From: Today’s date.

5. Apt/Suite: Enter the “#” symbol, followed by a space and the apartment number or suite number.

6. Street 1: Enter the first line of the street address. Do not enter symbols or characters, except as noted.

7. Street 2: Enter the second line of the street address.

Note: The “/” sign is allowable in the Street 1 and Street 2 fields ONLY. Fractional addresses must contain the “/” symbol in order to properly interface to MMIS.

Examples: 134 ½ Main Street, 25 W 36 ½ Street, C/O John Smith.

8. City: Enter the City.

9. County: Select the County from the drop-down box. If the state is not Minnesota, select Out of State.

10. State: Select the State from the drop-down box.

11. Zip: Enter the Zip Code.

12. Country: Select the Country from the drop-down list.

13. Inbound Data From: Select PRISM if change is a result of a PRISM task.

 

5. Select Save.

6. Refresh the screen and confirm the information is correct.

Post Address Update Actions

1. Complete the Edit State Residency Evidence procedure if the new address is in a different county or if updating an address before case closure for whereabouts unknown. If no county change, continue to the next step.

2. Return to the main parent procedure to complete the instructions if directed here from another ONEsource procedure, otherwise continue below.

3. Complete the Projected Annual Income: Case Processing October-December procedure if processing during those months.

4. Ensure the correct evidences are in edit.

5. Return to the IC and Apply the evidence changes.

6. Continue to the next step if no items to verify are created. Follow steps below when there are items to verify:

 

1. And the agency has acceptable proofs, clear the verification following the Add Proof to a Verification Item procedure and continue to the next step. For more information on acceptable verifications or timelines, refer to the EPM. Continue to the next step after all verifications are cleared.

2. And the agency does not have acceptable proofs to clear the outstanding verification, send a Request for Information (RFI) (DHS-3271) to request the required proof. Add a Case Note describing the actions taken. This ends the process.

 

7. Review the Addresses evidence on each household member’s Person Record to confirm the correction updated properly. If the correction did not update as expected, manually update the evidence.

Note: The application filer’s person record must have an active residential address and an active mailing address. All other household members must only have an active residential address.

1. End the residential address for each household member and the mailing address for the application filer effective the day before the address change:

 

1. Select the Evidence Tab, select the Options button and select Edit.

2. Complete the fields listed below:

 

1. Received Date: Date of address change.

2. Change Reason: Reported by enrollee.

3. To: Enter the day before the Date of address change, application, or case re-entry date.

4. Preferred: Do not check, uncheck if previously checked.

5. Select Save.

 

2. Add the new residential address for all household members and the mailing address for the application filer for the date of the address change. Select New and select Addresses:

 

1. Received Date: Date of address change.

2. Type: Select address type.

3. From: Same as Received Date.

4. Apt/Suite: Enter the “#” symbol, followed by a space and the apartment number or suite number.

5. Street 1: Enter the correct first line of the street address. Do not enter symbols or characters, except as noted.

6. Street 2: Enter the correct second line of the street address.

Note: The “/” sign is allowable in the Street 1 and Street 2 fields ONLY. Fractional addresses must contain the “/” symbol to properly interface to MMIS.

Examples: 134 ½ Main Street, 25 W 36 ½ Street, C/O John Smith.

7. City: Enter the City.

8. County: Select the County from the drop-down box. If the state is not Minnesota, select Out of State.

9. State: Select the State from the drop-down box.

10. Zip: Enter the Zip Code.

11. Country: Select the Country from the drop-down list.

12. Select Save.

 

8. Follow the Actions to Complete a Change in Circumstance (CIC) procedure.