Income Loss Lifecycle: Submission to Payment
The complete end-to-end journey of an income loss claim — from a victim requesting reimbursement for lost wages through employer verification, approval, and payment in VCPOffice.
Step-by-Step Guide • 2026Table of Contents
- Lifecycle Overview & State Diagram
- Income Loss vs. Other Requested Benefits
- Part 1: Submitting Income Loss (VCPOnline)
- Prerequisites & Navigation
- Income Loss Form Fields
- Employer Information
- Financial Fields & Calculations
- Validation & Submission
- Post-Submission — Tracking Status
- Part 2: Processing Income Loss (VCPOffice)
- Receipt & Queue Assignment
- Income Loss Management Interface
- Service Details & Dates
- Employer Review & Verification
- Approvals & Adjustments (Award Items)
- Pay Periods (Service Bills)
- Payment Items
- Financial & Period Balance Calculations
- Resolution: Completed or Withdrawn
- Cross-Portal Visibility
- Key Features & Capabilities
1. Lifecycle Overview & State Diagram
An income loss claim represents a victim's request for reimbursement of wages or income lost as a result of a crime. This may include missed work days due to injury, court appearances, medical appointments, or recovery. Income loss claims track the number of pay periods (days/weeks) lost alongside dollar amounts, and include employer information for verification.
Like expense bills and treatment plans, income loss claims inherit from the RequestedBenefit base and follow the same 12-state RequestedBenefitState lifecycle.
Income Loss State Diagram
| State | Code | Description | Portal |
|---|---|---|---|
| Draft | 0 | Income loss claim is being created. Can be edited and submitted. | VCPOnline / VCPOffice |
| Intake | 10 | Submitted and queued for initial intake review. | VCPOffice |
| Pending Review | 15 | Awaiting analyst assignment or prerequisite information. | VCPOffice |
| Under Review | 25 | Analyst reviewing employer verification and documentation. | VCPOffice |
| Pending Determination | 30 | Review complete; awaiting director / supervisor determination. | VCPOffice |
| Pending Board Determination | 40 | Referred to board for determination (when program requires board review). | VCPOffice |
| Approved | 100 | Income loss approved. Award items may be created. | VCPOffice |
| Determined | 110 | Final approved amount determined. Service bills process pay-period billing. | VCPOffice |
| Processed | 120 | All approved pay periods paid. Terminal success state. | VCPOffice |
| Denied | 200 | Income loss denied. Reason code required. Terminal state. | VCPOffice |
| Rescinded | 210 | Previously-approved income loss rescinded. | VCPOffice |
| Withdrawn | 300 | Income loss claim withdrawn. Can be reopened if needed. | VCPOffice |
2. Income Loss vs. Other Requested Benefits
Income loss claims share the same base architecture as expense bills and treatment plans, but have unique features tailored to tracking lost wages.
| Feature | Income Loss | Expense Bill | Treatment Plan |
|---|---|---|---|
| Purpose | Reimburse lost wages/income | Reimburse a past expense | Pre-authorize ongoing treatment |
| Employer Info | Yes — full employer details | No | No |
| Session/Period Tracking | Days/pay periods of lost work | No | Treatment sessions |
| Service Bills | Used for tracking multiple pay periods | Single bill (usually) | Multiple billing periods |
| Estimate Mode | Supported (for ongoing income loss) | Disabled by default | Enabled by default |
| ShortName Format | IL-2026-0001 | EB-2026-0001 | TP-2026-0001 |
| Typical Duration | Days to months of missed work | Single event | Weeks to months of treatment |
| Cost Calculation | Days lost × daily rate | Invoice amount | Sessions × session rate |
Part 1: Submitting Income Loss (VCPOnline)
Victims use the VCPOnline portal to submit income loss claims. The form captures the period of lost income, total wages lost, and employer information for verification purposes.
Prerequisites & Navigation
Active Claim
The victim must have an existing VcClaim in an active state (Intake or later). Income loss cannot be submitted for Draft claims.
Logged In to VCPOnline
The victim must be authenticated in the VCPOnline portal with their account linked to the claim.
How to Navigate
Navigate to the VCPOnline portal and log in with your account credentials.
From the dashboard, click on your active compensation claim.
Click the Income Loss tab on the claim management page. This shows any existing income loss claims and provides the option to create a new one.
Click the New Income Loss button to open the creation form.
Income Loss Form Fields
The income loss form is a single-page form that captures the period and amount of lost income.
| Field | Type | Required | Notes |
|---|---|---|---|
| Benefit Category | Dropdown | Yes | Select the income loss category. Typically "Income Loss" or "Lost Wages" as configured by the program. |
| Service Date From | Date | Yes | First date of missed work. Must be on or after the crime date. |
| Service Date To | Date | Yes | Last date of missed work in this period. |
| Number of Periods | Numeric | No | Number of days or pay periods of lost work. Used to calculate a per-day rate. |
| Service Details | Textarea | No | Description of the income loss circumstances. Explain why work was missed (injury, court appearances, medical treatment, etc.). |
Employer Information
Income loss claims include a dedicated employer section that captures the victim's employment details. This information is used by staff to verify the income loss claim.
| Field | Type | Required | Notes |
|---|---|---|---|
| Employer / Company Name | Text | No | Name of the employer or business where the victim works. |
| Contact Person | Name fields | No | Name of the employer contact (e.g., HR representative, supervisor) who can verify the income loss. |
| Employer Address | Address block | No | Street, City, State, ZIP code of the employer. |
| Employer Phone | Phone | No | Employer contact phone number. |
| Employer Email | No | Employer contact email address. |
EntityData.Employer property). This allows flexible storage without rigid database columns while maintaining full search and reporting capabilities.
Financial Fields & Calculations
The financial section captures wage-rate information (gross and compensable net) and the period of lost income. VCPMS runs a two-stage, per-tenant configurable formula engine to derive the final reimbursable amount rather than a single flat percentage.
| Field | Type | Required | Notes |
|---|---|---|---|
| Pay Period | Enum (PayPeriodEnum) | Yes | Hourly, Daily, Weekly, BiWeekly, BiMonthly, Monthly, Yearly. Defines how Pay Period Gross Amount is interpreted. |
| Pay Period Gross Amount | Currency | Yes | Gross wages at the selected pay period frequency (e.g., $25/hr, $4,000/month). |
| Hours Per Day | Numeric | Cond. | Required when Pay Period = Hourly. Defaults to 8 when not specified. |
| Compensate Period Type | Enum (PayPeriodEnum) | Yes | Frequency used for the net (compensable) amount. May differ from the gross pay period. |
| Compensate Net Pay Amount | Currency | Yes | Net (after-tax / take-home) amount used to compute reimbursement. Drives the benefit figure. |
| Period (Dates From/To) | Date range | Yes | Missed-work window. System derives work-days in-period using configured days-per-week. |
| Maximum Days To Cover | Numeric | No | Optional per-claim cap; combined with tenant-configured MaximumDaysToPay to derive EffectiveDays. |
Two-Stage Calculation
Stage 1 — Gross Rate
The selected Pay Period converts Pay Period Gross Amount into a DailyGross rate (e.g., Monthly / DaysPerMonth, Yearly / DaysPerYear, Hourly × HoursPerDay).
Derived gross rates exposed to formulas: DailyGross, WeeklyGross, MonthlyGross, YearlyGross, GrossPayForPeriod (DailyGross × EffectiveDays).
Stage 2 — Net Compensation
Compensate Net Pay Amount is converted by Compensate Period Type to CompensateDailyNet, then multiplied by EffectiveDays.
EffectiveDays = min(PeriodDays, MaximumDaysToPay, MaximumDaysToCover).
Final: TotalAmount = min(TotalNetPay, StatutoryMax) where TotalNetPay = CompensateDailyNet × EffectiveDays and StatutoryMax is the tenant's MaxIncomeLossAmount.
WeeklyGross, MonthlyGross, YearlyGross, GrossPayForPeriod, TotalNetPay, TotalAmount) is computed by a named formula string that each program can override in IncomeLossExtConfig. The default formulas are shown above. The formula evaluator supports + − * /, min(a,b), max(a,b), parentheses, numeric literals, and named variables.
Pay Period: Hourly @ $25/hr, HoursPerDay = 8 →
DailyGross = $200
Compensate Period Type: Daily @ $150/day net →
CompensateDailyNet = $150
Missed-work period: 22 working days →
PeriodDays = 22; no caps active → EffectiveDays = 22
TotalNetPay = $150 × 22 = $3,300
TotalAmount = min($3,300, StatutoryMax) = $3,300 (assuming statutory max is higher)
Validation & Submission
Validation Rules
| Rule | Description |
|---|---|
| Required Fields | Benefit Category, Service Date From, Service Date To, and Total Cost Amount must be provided. |
| Date Validation | Service Date From must not be after Service Date To. Dates must be reasonable. |
| Financial Validation | Total Cost must be greater than zero. Insurance Amount cannot exceed Total Cost. |
| Duplicate Detection | Warn-mode detection based on date range + amount, date range + provider, and from date + amount. Does not block submission but alerts staff to potential duplicates. |
| Claim State Check | The parent claim must be in an active state that allows income loss submission. |
Submission Flow
After completing the form with income loss details and employer information, click Submit.
All required fields, dates, and financial data are validated. Duplicate detection runs.
A unique identifier (e.g., IL-2026-0003) is automatically generated using the program's configured number sequence.
The income loss claim moves to Intake state and appears in the VCPOffice queue for staff review, then advances through Pending Review / Under Review / Pending Determination as analysts verify employer information.
Configured notifications are triggered. The assigned claims examiner receives an alert, and the victim may receive a confirmation message.
Post-Submission — Tracking Status
After submission, the victim can track the income loss claim's progress through VCPOnline with read-only access.
Status Visibility
The income loss claim's current state is displayed on the claim's Income Loss tab. The victim sees a simplified view of their claim.
Read-Only After Submission
Once submitted, the income loss claim becomes read-only in VCPOnline. If corrections are needed, the victim should contact program staff through SecMail.
Part 2: Processing Income Loss (VCPOffice)
When an income loss claim is submitted, it enters the VCPOffice workflow. Staff members verify employer information, review documentation, create approval decisions, and process payments.
Receipt & Queue Assignment
The system detects the new submission and creates the work item in VCPOffice. The parent claim's assigned examiner is typically notified.
Based on WorkItemManagerConfig rules, the income loss may be auto-assigned to the same examiner handling the parent claim.
The income loss appears in the staff member's work queue. It can also be found through the parent claim's Income Loss tab.
Income Loss Management Interface
The VCPOffice Income Loss management screen uses the ManageWorkItemBase layout pattern with a two-panel split-screen design.
Edit Panel (Left)
Contains the income loss billing information component with 5 sections: Service Details & Dates, Employer Information, Approvals & Adjustments, Pay Periods (Service Bills), and Payment Items. Staff works through these sections to process the claim.
About Panel (Right)
Shows the parent claim's financial summary, providing context on the overall claim budget and how this income loss fits within the total benefits picture.
Service Details & Dates
The first section displays and allows editing of the income loss period and financial details.
| Field | Staff Access | Description |
|---|---|---|
| Service Details | View / Edit | Description of the income loss. Staff can add clarifications or notes. |
| From Date / To Date | View / Edit | Period of missed work. Staff can adjust based on employer verification. |
| Number of Periods | View / Edit | Days or pay periods of lost work. Drives per-period cost calculation. |
| Total Cost Amount | View / Edit | Total lost wages. Staff can correct based on employer documentation. |
| Insurance Amount | View / Edit | Disability insurance or employer-paid leave coverage. |
| Percent to Pay | View / Edit | Program coverage percentage. Shown conditionally. |
The section displays calculated values: Requested Amount (Total − Insurance) and Cost per Period (Total / Periods).
Employer Review & Verification
The employer section is unique to income loss claims. Staff uses this information to verify the victim's employment and income loss with the employer.
| Field | Staff Access | Description |
|---|---|---|
| Company Name | View / Edit | Employer's business name. Staff can correct or update. |
| Contact Person | View / Edit | HR representative, supervisor, or other employer contact for verification. |
| Employer Address | View / Edit | Full mailing address of the employer. Used for correspondence. |
| Phone / Email | View / Edit | Contact information for reaching the employer to verify the income loss. |
Verification Process
Staff reviews the employer details provided by the victim. Verify the company exists and the contact information is correct.
Staff contacts the employer to verify the victim's employment, dates of absence, and wage rate. This can be done via phone, email, or formal letter.
Staff reviews documentation such as pay stubs, employer verification letters, tax returns, or W-2 forms that confirm the income and the loss.
If employer verification reveals different amounts or dates, staff adjusts the income loss details to match verified information.
Approvals & Adjustments (Award Items)
After verifying the income loss, staff creates award items to formally approve the lost wages for payment.
Two Types of Award Items
Approval (Award Item)
The primary approval decision authorizing payment for the verified income loss.
- Links to a parent Award on the claim
- Sets amount for approval (based on verified wages)
- Sets periods for approval (verified days of lost work)
- Routes through the configured approval workflow
Approval Adjustment
Reduces previously approved amounts if circumstances change.
- Negative amount/periods
- Used when overpayment is discovered
- Or when initial approval needs correction
- Maintains audit trail of all changes
Award Item Grid
| Column | Description |
|---|---|
| Requested Date | Date the award item was created. |
| Type | AwardItem or ApprovalAdjustment. |
| State | Draft, Waiting for Award, Waiting for Approval, Completed, or Voided. |
| Considered (Amount / Periods) | Amount and periods being evaluated. |
| For Approval (Amount / Periods) | Amount and periods submitted for approval. |
| Approved (Amount / Periods) | Final approved amount and periods. |
The section footer shows Total Approved Amount and Total Approved Periods.
Pay Periods (Service Bills)
Income loss claims use service bills to track individual pay periods. This is especially useful when the income loss spans multiple pay periods or when the victim returns to work and then misses additional time.
Estimate Mode Off (Default)
The service bill values are synchronized from the main income loss form. The service bill is auto-created on first access and mirrors the income loss financial data.
Estimate Mode On
When tracking estimates, the service bill is displayed separately and can have different values. This allows staff to track estimated wages lost vs. actual verified amounts.
Service Bill States
The service bill must reach Determined (or Processed) before payment items can be created. This ensures wages have been verified before disbursement. (The full ServiceBillState enum: Draft, Intake, Approved, Determined, Processed, Denied, Rescinded, Withdrawn.)
Payment Items
The Payment Items section manages the disbursement of approved income loss funds to the victim.
Payment Header
Payable Balance is displayed at the top: Total Approved − Total Paid
Payment Creation Flow
At least one award item has been approved and the service bill has reached Determined (or Processed). The payable balance is greater than zero.
Staff clicks "Create Payment Item" and enters the amount, payee (typically the victim for income loss), and links it to the service bill.
The payment goes through two-level authorization (preparer creates, authorizer approves).
Authorized payments are batched for bulk processing. The batch produces paper checks and Excel/CSV exports for upload to the state financial system. (NACHA/ACH direct export is on the roadmap.)
Once processed, the payment is marked as completed. The payable balance decreases accordingly.
Payment Items Grid
| Column | Description |
|---|---|
| Requested On | Date the payment item was created. |
| Payee | Who receives the payment (typically the victim for income loss). |
| Payee Type | Reimbursement to victim vs. direct payment. |
| Reference | Payment reference number. |
| Payment | Link to the parent Payment work item. |
| Amount | Dollar amount of this payment. |
Financial & Period Balance Calculations
The system tracks both dollar amounts and work periods through each processing stage.
| Calculation | Amount Formula | Periods Formula | Purpose |
|---|---|---|---|
| Requested | Total Wages − Insurance | Number of Periods (from income loss) | What the victim originally requested. |
| Considered | Sum of AwardItems.AmountConsidered | Sum of AwardItems.PeriodsConsidered | Total in award items (including pending). |
| Available to Consider | Requested − Considered | Requested Periods − Considered Periods | Remaining amount/periods for new award items. |
| Approved | Sum of Completed AwardItems.AmountApproved | Sum of Completed AwardItems.PeriodsApproved | Formally approved for payment. |
| Paid | Sum of Completed PaymentItems.Amount | Sum of Completed PaymentItems.Periods | Funds actually disbursed to the victim. |
| Payable Balance | Approved − Paid | Approved Periods − Paid Periods | Amount still available for payment. |
| Stage | Periods (Days) | Amount |
|---|---|---|
| Requested | 10 | $1,600 |
| Approved | 10 | $1,600 |
| Paid | 10 | $1,600 |
| Payable Balance | 0 | $0.00 |
All 10 days of lost wages fully approved and paid.
Resolution: Completed or Withdrawn
Completed
The income loss claim is marked as Completed when:
- All award items are in a terminal state (Completed or Voided)
- All approved payments have been issued
- The payable balance is zero or no further action is needed
Withdrawn
The income loss claim is Withdrawn when:
- Submitted in error or duplicated
- Victim requests withdrawal
- Employer verification fails
- Parent claim is withdrawn or denied
Withdrawal requires an originated document and no non-draft award items.
End-to-End Summary
Cross-Portal Visibility
| Portal | Access Level | What Users See |
|---|---|---|
| VCPOnline | Read-only (after submission) | Income loss status, approved amount, payment status. Cannot edit after submission. |
| VCPOffice | Full Access | Complete management interface with employer info, approvals, service bills, and payments. |
| VCPAdvocate | Read (assigned claims) | Advocates can view income loss claims for their assigned victims. |
Key Features & Capabilities
Employer Information Tracking
Dedicated employer section captures company name, contact person, address, phone, and email. Stored as structured data for reporting and verification.
Pay Period Tracking
Track the number of days or pay periods of lost work alongside dollar amounts. Calculate per-period wage rates automatically.
Employer Verification Workflow
Staff can use employer contact information to verify income loss claims. Documentation requirements are configured per program.
Estimate-to-Actual Support
Track estimated income loss while waiting for employer verification, then update with verified amounts once confirmed.
Victim Reimbursement Focus
Payments are typically reimbursements directly to the victim, with clear tracking of the reimbursement vs. direct payment distinction.
Duplicate Detection
Warn-mode detection based on date ranges, amounts, and providers prevents duplicate income loss claims for overlapping periods.
Configurable Benefit Limits
Maximum income loss amounts, coverage percentages, and eligibility rules are configurable per program through benefit category settings.
Complete Audit Trail
Every action is logged from submission through payment, including employer verification activities and all financial changes.
Communication
VCPMS provides multi-channel communication capabilities throughout the income loss lifecycle. Staff and external users are kept informed at every stage — from submission acknowledgment through employer verification to payment completion.
SecMail / vPostalBox
Secure two-way messaging between staff, victims, and employers. Messages are linked to the income loss claim for full context. Template-based correspondence for verification requests and approval/denial letters.
Automated Notifications
Configurable notification triggers fire at each state transition — submission received, under review, approved, payment issued. Delivered via email, in-portal alerts, or SMS per user preference.
Deadline Reminders
Time-based workflow triggers send automatic reminders for pending employer verifications, overdue reviews, and approaching program deadlines. Configurable per program through WorkItem Manager settings.
Outlook Integration
VCPMS optionally integrates with Microsoft Outlook via the Microsoft Graph API to extend communication and scheduling capabilities. Outlook is a convenience layer — all functionality works fully without it.
Graph API Email Delivery
When enabled, notification emails are sent via Microsoft Graph API from the agency's shared mailbox instead of SMTP. If Graph fails, the system automatically falls back to SMTP — no emails are lost. Supports rich HTML formatting and delivery tracking.
Calendar Sync
Hearing dates, employer verification deadlines, and payment due dates are optionally pushed to staff Outlook calendars as one-way events. VCPMS remains the source of truth — calendar events include deep links back to the claim. Events update automatically when dates change.
Actionable Messages (Adaptive Cards)
Notification emails can embed Approve/Reject buttons directly in Outlook via Adaptive Cards. Staff can take workflow actions without leaving their inbox. The same actions remain available in the VBO web interface. Requires Exchange admin approval for the organization.
Reply Tracking
When email is sent via Graph, replies from recipients are correlated back to the original SecMail conversation using Graph conversation IDs. Reply activity is logged on the work item for a complete communication record.
Two integration modes support different user types:
- Organization Mode — Configured once per tenant by the admin. Uses app-only authentication with a certificate. System notifications are sent from a shared mailbox. Calendar events are pushed to any staff member's calendar. Available to VBO staff.
- Personal Mode — Each user individually connects their Microsoft 365 account via OAuth consent. Emails are sent from the user's own mailbox. Calendar events appear in their personal calendar. Available to VBO staff, Advocates, and Service Providers.
Configuration is managed through the Administration → Outlook Integration page in VBO. The feature must first be enabled by the host administrator via the App.Extensions.OutlookIntegration feature flag. See the Admin Guide for setup instructions.
Related Documentation
Claim Lifecycle
Understand the full claim lifecycle. Income loss is one of three requested benefit types within a victim compensation claim.
Expense Bill Lifecycle
Compare with expense bills for one-time expense reimbursements (medical, dental, funeral, etc.).
Treatment Plan Lifecycle
Compare with treatment plans for ongoing session-based treatment approvals.