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Patron Application (PAT401)

Note: When you receive a new paper application, it is important to click "Add New" on this screen to create a new application for the patron. If you update an existing application based on a new paper application, the patrons on that application will have their eligibilities modified retroactively.

The Patron Application screen allows you to enter applications for the patrons in your system, as well as modify existing applications. Applications are used to determine patrons' Free/Reduced status, which in turn affects the prices of sales items at the Point of Sale.

The sections below detail the fields used in each part of the Patron Application screen when modifying an existing application or entering a new one. Here are some additional resources to help you get started:

Application Details

The Application Details section describes the basic reference information for the application, including School Year, Language, Batch information (if applicable), and the Application Number.

Here are the fields used in the Application Details section:

Field Name	Description
School Year	Use this drop-down menu to select the school year for which the application will be used to determine the patron's eligibility. Only school years that have income eligibility limits in the system will be displayed in this list. If a school year has been set to Inactive on the School Years setup screen, it will not appear in this list.
Language	By default, this field will be set to the Language selected on the Patron Information screen. If you select a different language, that language will be used on eligibility letters for all patrons on the current application.
Verify For Just Cause	If this option is checked, you will be able to select the current application for verification using the Verification Utility, even if the application is not selected automatically.
Batch Number	If you are using Application Batches as configured on the Application Configuration screen, this drop-down menu will contain a list of the application batches that have been created on the Application Batch Management screen. If you are using Application Batches, you must select a Batch Number. If you are not using Application Batches, this field will not be displayed.
Batch Detail	If your Application Batch Mode is set to require a Batch Detail, enter the detail in this field. You may also enter a detail even if it is not required. If you are not using Application Batches, this field will not be displayed.
Application Number	This field designates the application's identification code. This number does not need to be unique; if you leave this field blank, the system will generate a unique number for this field upon saving.

Patrons on Application

The Patrons on Application section lists the patrons that are currently on the application. You can also add or remove patrons from the application, change a patron's application type, add a benefit number, or change the patron's temporary status. Here are the rules that this section follows:

When adding a patron to the application, users must click the Edit icon in order to add a Benefit Type and Number to the patron, or to change the Start and Expiration Date of that patron’s eligibility.
When creating a new application, every patron in the current patron’s household will be added to the application automatically, even if they were not on the patron’s previous application. Additionally, every patron on the patron's previous application will also be added to the application.
If there are multiple patrons on an application with different Application Types, each patron may have a different eligibility based on their application type; the specific Reason Code will be displayed in this table underneath the patron’s name when the application is saved.
Clicking “Expire Application” changes the Expiration Date of all patrons with active eligibilities to the current date, effectively expiring the application.

The following table lists the fields used in the Patrons on Application section:

Field Name	Description
Application Type	Use this drop-down menu to change the application type for the selected patron on the application. Different application types may influence the patron's eligibility, or the eligibility of other patrons on the same application. The application types are: Application Community Eligibility Direct Certification Emancipated Foster Child Head Start Homeless Import Institutional Migrant Remote - Free Remote - Reduced Runaway Additional information on the various Application Types, and their effects on eligibility, are located here.
Temporary	When a patron's eligibility benefits are reduced based on the new application, that patron will be given a temporary application with its old eligibility. This temporary application lasts for ten days, and is designated by this check-box being selected. If the application has reported no income, any patrons on the application whose eligibility is not derived from application type will also have their eligibility set to Temporary by default, with a number of days equal to the value entered in “Number of Days for Temporary Approval” on the Application Configuration screen. If “Do not set the eligibility period of a zero income application to be temporary” is selected, the patron’s status will not be set to temporary. (Temporary applications due to a reduction in benefits will still be created.) Unselecting this check-box will alter the expiration date for that patron's eligibility if its temporary status was received due to a reduction in benefits or no income. You may also change the patron's temporary status if they do not have a reduction in benefits or no income, but the expiration date will not be affected.
Patron	This column lists the Patron ID and full name of each patron on the application. This column will also display the eligibility and reason code for each patron once the application has been saved.
Benefits	If you enter or select a benefit type and benefit number for a patron, that information will be displayed here.
Start Date	This column displays the first day of the patron's new eligibility with the current application. If a patron’s eligibility Start Date is set to a date on which there are recorded transactions, the transactions will be voided and reentered using the patron’s new eligibility when the application is saved.
Expiration Date	This column displays the final day of the patron's new eligibility with the current application. When a patron’s expiration date is prior to the current date, that patron will not be displayed in the Patrons on Application list, unless “Show All” is selected.
Show All	If this option is selected, all patrons on the application will be displayed, even if their expiration date is prior to the current date.

The following table shows the fields displayed when editing a patron on the application:

Field Name	Description
Benefit Type	This drop-down list displays all of the currently active Benefit Types created on the Benefit Types screen.
Benefit Number	Enter the Benefit Number as it appears on the patron's application.
Start Date	This column displays the first day of the patron's new eligibility with the current application.
Expiration Date	This column displays the final day of the patron's new eligibility with the current application. When a patron’s expiration date is prior to the current date, that patron will not be displayed in the Patrons on Application list, unless “Show All” is selected.

Household Members

The Household Members section allows you to enter the income reported for each household member on the application. You can also add or remove household members from the table, or manually alter the number of household members. Here are the rules that this section follows:

Patrons on the application are added automatically to the Household Members list; their Adult checkbox is unselected, and they have no income. Users may edit these household members as desired, or even remove them from the list.
The “Household Members” field increments automatically when household members are added or removed from the list. This value can also be overridden manually; the modified field will reset to the actual number if the list of household members is changed.
When editing or adding a household member, if “No Income” is selected, the income type fields will not be displayed.
If a household member’s “Adult” option is selected, that household member will appear in the list of names in the Signed By drop-down menu.
The total household Income is the total of all income for the household members listed, converted to Annual if multiple Frequency types are used.
If a household member has multiple income types, the household member will be displayed multiple times, once for each income type.

The following table describes each of the columns used in the Household Members section:

Field Name	Description
Adult	Household members for whom this option is selected will be displayed in the "Signed By" drop-down menu.
Income Type	This field displays the income type for each value of reported income. There are five income types: Earnings From Work Welfare, Child Support, Alimony Pension, Retirement, Social Security Other Temporary Income, Unemployment
Wage	This field displays the amount of money reported for the selected income type, received according to the selected Frequency.
Frequency	This field displays how frequently the reported income is received by the selected household member. There are five Frequency types: Monthly Weekly Twice a Month Every Other Week Annual

In addition, the following fields provide more information about the household members:

Field Name Description

Field Name	Description
Household Members	This field displays the total number of household members reported on the application. This field will be updated dynamically as household members are added or removed from the application, although the number may be altered manually. Note that if the value in this field is modified, and then the number of household members listed is changed, the value in this field will change to match the actual number of household members.
Income	The Income listed here is the total reported for all household members. If there are multiple Frequency types, the income for all household members will be converted to Annual.

Household Members

This field displays the total number of household members reported on the application. This field will be updated dynamically as household members are added or removed from the application, although the number may be altered manually.

Note that if the value in this field is modified, and then the number of household members listed is changed, the value in this field will change to match the actual number of household members.

Income

The Income listed here is the total reported for all household members. If there are multiple Frequency types, the income for all household members will be converted to Annual.

The following table lists the fields displayed when adding or modifying a household member:

Field Name	Description
Adult	Household members for whom this option is selected will be displayed in the "Signed By" drop-down menu.
No Income	If this option is selected, the fields below will not be displayed, and no income will be reported for this household member.
Income Type	These fields display the income type for each value of reported income. There are five income types: Earnings From Work Welfare, Child Support, Alimony Pension, Retirement, Social Security Other Temporary Income, Unemployment
Wage	This field displays the amount of money reported for the selected income type, received according to the selected Frequency.
Frequency	This drop-down list determines how frequently the reported income is received by the selected household member. There are five Frequency types to choose from: Monthly Weekly Twice a Month Every Other Week Annual

Application Information

The Application Information displays the contact and additional information for the application, such as address, Signed By, and Signed Date.

The following table lists some of the more important fields used in the Application Information section:

Field Name	Description
Signed By	This drop-down menu lists all of the adult household members on the application. Select the household member that signed the application.
Date Signed	Use this field to enter or select the date on which the application was signed or submitted.
SSN	Use this field to enter the last four digits of the Social Security Number on the application.
No SSN	If no Social Security Number was provided on the application, select this option. This will have no effect on the eligibility of the patrons on the application.

Application Status

Once an application has been saved, the following additional fields will be displayed in the Application Status section.

The fields in this section cannot be changed manually, but they are listed here for reference:

Field Name	Description
Reason	This field displays the reason for the currently selected patron's eligibility. The display names for these reasons are configured on the Application Reason Codes screen.
Income	This field displays the total income reported on the application. This is the same value displayed below the Household Members table.
Application Number	This field displays the number entered or auto-populated in the Application Number field.
Calculated Date	This field displays the date on which the currently selected patron's eligibility was most recently calculated.