The annual review process is necessary for clients who are not required to report their circumstances on a monthly basis,  including clients whose finances are managed by the Public Trustee.

Clients Needing an Annual Review

The worker completes an annual review of the client’s circumstances to verify the ongoing eligibility for Income Support (IS) benefits when:

• The client’s finances are managed by the Public Trustee or
• The client is exempt from monthly reporting for a year, or
• When the worker wishes to review the client’s circumstances after the client has been exempted from monthly reporting for a period of 6 months or more.

Diary Date
The diary date is the first of the month one full year in the future.

Example
When a client’s file is opened on July 1, 2003, the diary date is 04/07/01. When a client’s file is opened from July 2-31, 2003, the diary date is 04/08/01.

The Worker enters the appropriate diary date for:

• A client whose administration of finances is taken over by the Public Trustee.
• A client who is exempt from monthly reporting for a year.

Note
The worker enters a diary date one year from the beginning of the initial monthly reporting exemption period.

Diary Date Caseload Report
Clients with a selected diary date are listed on the PZB 01 Diary Date Caseload report. The IT Site Contact selects code X for all client types except for AISH (91, 92, 93) whose annual reports are mailed from Headquarters.

The IT Site Contact selects the diary date three months in advance, prints the PZB 01 Diary Date Caseload report monthly and gives it to the appropriate Workers.

When the client’s name is listed on the PZB 01 Diary Date Caseload report (three months before the diary date) the worker:

1. Reviews the report, and
2. Records on the report where the EMP 110 Annual Report is to be mailed (e.g., client, financial administrator, Public Trustee, Public Guardian, agency or family member)

The Unit AS mails the EMP 110 Annual Report according to the directions on the PZB 01 Diary Date Caseload report.

The PZB 01 Diary Date Caseload report may be selected for:

• 9* for 91, 92, 93, (all AISH client types), or
• By individual client types, or 
  • * for all client types, or
  • x for all client type except 91, 92, 93

Documentation
When the EMP 110 Annual Report is returned, the worker reviews the report and:

1. Requests further information or substantiation, such as providing a current Notice of Assessment from the Canada Revenue Agency, if necessary to verify the recipient’s circumstances from either the recipient, financial administrator, Public Trustee, Public Guardian, agency or family member.

    

2. Revises information in Client File function 7 or Client Budget function 9 as necessary.

    

3. Changes the Diary Date in Client File function 7 to the next year, if eligible for further benefits.

    

   Note
   Updating the Diary Date changes the client File Status from Returned to Approved.

4. Ensures the Cheque Release flag is Y in Payment Information function 10.

    

5. Records any additional relevant information in Mobius Notes.

Overdue Annual Reviews

Recipients whose annual review is overdue are listed on the MRR 08 Client File Set to Returned – Annual Overdue report. This batch report is produced after rollover.

1. The IT Site Contact distributes the MRR 08 Client File Set to Returned – Annual Overdue report to the appropriate worker.

    

2. The Worker may confirm the recipient was sent an annual report by checking the PZB 01 Diary Date Caseload report.

    

3. The worker must complete the required documentation for all Annual Reviews. See Documentation in this section.

LISA sets the client File Status to Returned if the annual review is overdue and the diary date has not been updated.

If the file is to be closed, the worker:

1. Records the reason for closure in Mobius Notes.
2. Manually closes the file.

If the file is not to be closed due to exceptional circumstances:

1. The worker requests the Supervisor’s approval.
2. The worker documents the reasons for continued benefits in Mobius Notes.
3. The Supervisor records approval of continued benefits on the EMP 1086 Approval Log.

If the annual review is still overdue the following month, the client File Status will show Returned again.

Note
The EMP 110 Annual Report notifies the recipient their file will close if they do not return the form. The worker is not required to provide any other notice of file closure when the annual reports are not returned.