Deducting Value from an Issued CAC

Deducting Value from an Issued Client Assistance
Card
Relevant To: Caseworker, Caseworker Health, Caseworker
Supervisor
Core Concepts
Why would I need to deduct value from an issued client assistance card?
When a staff member initially issues a client assistance card to a client, they may mistakenly
load more value on the card than what the client needs. In such cases, you can deduct value
from an already issued CAC.
Is the process for deducting value from an issued client assistance card similar
to that of adding value?
Yes, the processes are very similar, but you should be aware of one critical difference. When
you select an item from the FastTrackCAC tool, the default system value at the item’s Action
field is Add. In order to do a deduction, you must change that value to Deduct for each item
related to the deduction.
Which items should I select from the FastTrackCAC tool when deducting value
from an issued client assistance card?
You should select one or more items that constituted part of the value that we previously loaded
onto the card. For example, if you mistakenly loaded the value for three sets of bedding/linens
onto a CAC when you should have loaded the value for two, you should select one set of
bedding/linens when deducting value from the card. You can view the items accounted for in
prior CAC transactions in the Card History section of the Client Assistance Card (CAC)
screen (for details, see the Viewing a Case’s Client Assistance Card Transaction History
quick reference guide).
Are there any forms associated with deducting value from an issued client
assistance card?
No. Deducting value does not require you to complete any forms; the system records the
transaction.
CAS 2.0  2014 American Red Cross
Updated April 1, 2015
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Process
Process Flow
Access the case (if
you are not already
working with it)
Access the Client
Assistance Card
(CAC) tab
Select items to be
deducted from the
CAC
Enter item details
Deduct value from
the CAC
Process Steps
Step
1. Access the case (if you are
not already working with it)
Action
•
(if not at the My Tools screen) Click CAS 2.0 My Tools.
•
Click Case Search.
 The system displays the Case Search screen.
•
Enter search criteria and execute a search, access a case
you have recently worked on, or use one of the available
pre-defined searches.
 The names that return in the search results are those
of the cases’ primary clients (formerly known as
“heads of household”) and do not account for the
names of all household members.
 For details on searching for a case, see the Searching
for a Case quick reference guide.
•
Click the primary client’s Last Name or First Name, or
click the Case ID.
 The system opens the case associated with that
primary client to the default Household tab.
2. Access the Client
Assistance Card (CAC) tab
CAS 2.0  2014 American Red Cross
Updated April 1, 2015
•
Click the Client Assistance Card (CAC) tab.
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Step
3. Select items to be deducted
from the CAC
Action
•
Select an assistance category at the FastTrackCAC tool,
which resides in the Step 1 section of the screen.
 The system launches a FastTracks window that lists
items associated with the selected category.
•
Click select at the desired item.
 The item is added to the CAC Items listing in the
Step 1 section of the screen, but the FastTracks
window remains open for you to select additional
items, if needed.
 To learn more about an item before selecting it, click
its name link (e.g. Bedding/Linens) to open a
separate window with details from the Resource
Directory.
 For details on which items to select when deducting
value from a CAC, see the Which items should I
select from the FastTrackCAC tool when
deducting value from an issued client assistance
card? item in the Core Concepts section above.
CAS 2.0  2014 American Red Cross
Updated April 1, 2015
•
(if needed) Select additional items from the open
FastTracks window.
•
Close the open FastTracks window by clicking Click
here to close this window.
•
(as needed) Add additional items from other assistance
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Step
Action
categories.
4. Enter item details
•
(in the Step 2 section of the screen) For each item you
have added:
o
Select Deduct as the Action
 The system defaults to Add as the Action.
 When you have selected Deduct but not yet
clicked Reload in order to enter the proxy #,
the system will display a message indicating
that the “Action must be ADD for a new CAC.”
For items where the Unit Cost defaults to
zero, the message appears after you adjust the
Unit Cost. The message disappears after you
click Reload.
o
Adjust the default quantity (Qty), if needed
 If you are deducting value from a CAC in
relation to a hotel stay, the Qty should reflect
the number of room nights, which is the
number of rooms multiplied by the number of
nights (two rooms for three nights equals six
room nights).
o
Adjust the Unit Cost, if needed and the cost is
editable
 You will not be able to adjust the cost of all
CAS 2.0  2014 American Red Cross
Updated April 1, 2015
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Step
Action
items.
 The system automatically calculates the Total cost of
the items you have entered.
 When needed, you can click its associated red X to
remove an entered item.
5. Deduct value from the CAC
•
Click the Reload link beneath the card’s listing in the
Card History section of the screen.
 The system auto-populates the proxy number in the
proxy # field and verifies its validity.
 If desired, you can manually re-enter the proxy
number into the proxy # field, but clicking Reload is
faster and less likely to result in typos.
•
Click Submit at the bottom of the Client Assistance
Card (CAC) screen.
 The system validates and processes the CAC
transaction, and returns you to the Household tab,
where it displays a message indicating “Bank
transaction completed.” It lists the CAC transaction in
the Card History section of the Client Assistance
Card (CAC) screen. For details on viewing a case’s
CAC transactions, see the Viewing a Case’s Client
Assistance Card Transaction History quick
reference guide.
CAS 2.0  2014 American Red Cross
Updated April 1, 2015
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Related Training Materials
•
•
•
•
•
•
•
•
Introduction to Issuing Assistance in CAS 2.0
Searching for a Case
Issuing a Client Assistance Card
Issuing a Client Assistance Card for an Existing Case Using the “Lite” Version of CAS
2.0
Adding Value to an Issued Client Assistance Card
Deactivating a Client Assistance Card
Suspending or Unsuspending a Client Assistance Card
Viewing a Case’s Client Assistance Card Transaction History
CAS 2.0 was made possible through the generous support of the Eli Lilly and Company
Foundation.
CAS 2.0  2014 American Red Cross
Updated April 1, 2015
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