Adding Case Actions (except Adjudication of Incapacity)

All case actions are recorded using the same screen and most also require the same fields to be completed. This topic demonstrates the common fields used on case actions and then describes specific fields used on certain case actions. The Adjudication of Incapacity case action is covered in a separate topic. For a list of case actions available in GTS, see All Available Case Actions.

Recording the Case Action - Common Fields

Most case actions require only four fields and have the option to upload or attach PDF documents associated with the filing. Case actions are recorded through the GTS Case screen.

1.	Under Find a Case on your Dashboard, enter the case number and press ENTER. Optionally, if the case number is not readily available, click the Advanced Search link to locate the case. The GTS Case screen opens.
2.	Click the Case Actions tab.
3.	Click the Add Case Action icon . The Add Case Action screen displays.
4.	Click on the Filing Type dropdown and select the appropriate case action.
5.	Record the Filing Date.
6.	Record the Filing Time.
7.	(Optional), Use the CHOOSE FILE button to upload the electronic version of the judge's order and any other relevant documents.

Recording the Filer

If the filing is an order from a judge, perform the following:

1.	Click on the Judicial Authority dropdown and select the judge that issued the order.

If the filing is a petition from a case participant or other party, perform the following:

Based on the case action, the Filer(s) grid may be populated automatically with any petitioners/guardians already associated with the case. If one or more of these individuals are the correct filer for the case action, select the checkbox to the left of their name and proceed to Step 7. If the correct filer does not display, continue to Step 2.

Click the (Add Other Filer) icon . The Add/Edit Case Participant popup displays.

Click on the Search By dropdown and select the appropriate option for the filing.

Based on whether you selected Person or Organization, enter the participant's Last Name and First Name or Organization name and/or EIN. Additionally, you can limit the search to existing guardians or Pennsylvania bar attorneys by selecting the Guardians Only and/or Attorneys Only checkbox.

Click the SEARCH button.

Review the search results and perform one of the following:

a.	If the participant is found, click the radio button that appears to the left of the individual or organization that is the filer. Click the SELECT button to return to the Add Case Action popup.
b.	If the participant is not found, click the Add Participant icon and create a new participant record. Once created, the participant is added as the filer on the case action and you are returned to the Add Case Action screen.

(Optional) Repeat these steps to add additional filers for the case action.

Completing the Case Action

For most case actions, after recording the common fields and the filer, the required details are complete and you can click the OK button to complete the case action.

For some case actions, additional required fields will display when a Filing Type is selected. If this is the case, you must complete these fields before clicking the OK button. Review the information below for information on specific case actions if you need additional assistance.

Case Action - Emergency Decree - Emergency Guardian Appointed

The following additional fields must be completed when recording a case action of Emergency Decree - Emergency Guardian Appointed:

For the Ordered grid, select or verify the Guardianship checkboxes for the Person and Estate domains as they apply to the scope of the guardianship.

If the Guardianship checkbox was selected for the Person and/or Estate domain, select the Limited or Plenary option from the appropriate Relief Type dropdown.

If there is an ordered guardian of the person, proceed to Step 4. Otherwise, proceed to Step 7.

For the Ordered Guardian(s) of the Person, if the correct guardian(s) do not display automatically, click the (Add Guardian) icon and perform the following:

a.	In the Add/Edit Case Participant popup, click on the Search By dropdown and select the appropriate option for this order.
b.	Based on whether you selected Person or Organization, enter the participant's Last Name and First Name or Organization name and/or EIN. Additionally, you can limit the search to existing guardians by selecting the Guardians Only checkbox.
c.	Click the SEARCH button.
d.	Review the search results and either click the Add Participant icon and create a new participant record or click the radio button that appears to the left of the individual or organization that is the appointed emergency guardian of the person, then click the SELECT button.
e.	In the Add Case Action screen, select or verify the Person Domain and Estate Domain checkboxes for the guardian(s).
f.	Click on the Relationship to Incapacitated Person dropdown and select the best option as it relates to the appointed emergency guardian and IP.
g.	If the appointed emergency guardian will be paid by the county, select the Paid by County checkbox.
h.	Click the Print Access Code Letter icon to generate a code that the guardian must use when creating their online account to access their cases. If this button is labeled REPRINT ACCESS CODE LETTER, this indicates the guardian already has access to GTS; do not click the button as this will remove the guardian's access to their cases.
i.	If generated at this time, the access code letter opens in a separate tab in your browser. Print the letter to send to the guardian and return to GTS to continue recording the case action.
j.	Repeat these steps if any additional co-guardians were appointed.

If the guardian of the person is an organization, complete the following steps if the principal is known:

Click the (Add Principal/Responsible Agent) icon .

If the principal's name displays automatically, click the checkbox that appears to the left of their name, click the SELECT button, and proceed to Step 6. If not, continue to Step 5c.

If the principal's name does not display automatically, click the (Add Personnel) icon and complete the following:

i.	Click on the Search By dropdown and select the appropriate option for this case action.
ii.	Enter the responsible agent's Last Name and First Name.
iii.	Click the SEARCH button.
iv.	Review the search results and either click the Add Participant icon and create a new participant record or click the radio button that appears to the left of the correct individual and click the SELECT button.
v.	Repeat these steps for any additional principals.

If the guardian of the person is an organization, complete the following steps if the responsible agent is known:

Click the (Add Principal/Responsible Agent) icon .

If the responsible agent's name displays automatically, click the checkbox that appears to the left of their name, click the SELECT button, and proceed to Step 7. If not, continue to Step 6c.

If the responsible agent's name does not display automatically, click the (Add Personnel) icon and complete the following:

i.	Enter the responsible agent's Last Name and First Name.
ii.	Click the SEARCH button.
iii.	Review the search results and either click the Add Participant icon and create a new participant record or click the radio button that appears to the left of the correct individual and click the SELECT button.
iv.	Repeat these steps for any additional responsible agents.

For the Ordered Guardian(s) of the Estate (if applicable), use Steps 4-6 as a guide to perform all the same data entry completed for the guardian of the person.

Case Action - Guardian Removed Voluntarily or Guardian Removed Involuntarily

These case actions are used when a guardian has passed away, the guardian has relocated or been dismissed for cause, there has been a restoration of capacity, or a limited duration order has expired. When a new guardian will be appointed, make sure the termination of the guardian is recorded before adding the new guardians to ensure the new guardian report due dates are accurate. The following additional fields must be completed when recording a Guardian Removed Voluntarily or Guardian Removed Involuntarily case action:

1.	Update the Termination Date to reflect the date in the judge's order.
2.	Use the Termination Reason dropdown to select the appropriate option based on the judge's order.
3.	Use the Remove from Domain checkboxes to select the appropriate guardians that are being terminated under the affected domain type or types.

Case Action - Order Invasion of Principal Granted or Order - Gift Expense Granted

The following additional fields must be completed when recording a case action of Order - Invasion of Principal Granted or Order - Gift Expense Granted:

1.	Record the Allowed Amount($) from the judge's order.
2.	Record the Time Period From and Time Period To date range in which the invasion of principal or gift expense is allowed based on the judge's order.

In either scenario, a Concern of Loss flag is generated if the amount recorded on the Guardian of the Estate Report exceeds the Allowed Amount on the corresponding case action. Multiple instances of these case actions can be recorded on the same case. If the effective dates of two or more of these case actions overlap on the same case, a flag is generated if the sum of the authorized amounts is exceeded.

Case Action - Order - Modify to Add Guardian

The following fields must be completed when recording a case action of Order - Modify to Add Guardian:

In the Add Case Action screen, click on the Judicial Authority dropdown and select the judge that issued the order.

In the Ordered grid, use the Guardianship checkboxes to specify if the new guardian is being added as a guardian of the person and/or estate.

If there is an ordered guardian of the person, proceed to Step 4. Otherwise, proceed to Step 7.

For the Ordered Guardian(s) of the Person, if the correct guardian(s) do not display automatically, click the (Add Guardian) icon and perform the following:

a.	In the Add/Edit Case Participant popup, click on the Search By dropdown and select the appropriate option for this order.
b.	Based on whether you selected Person or Organization, enter the participant's Last Name and First Name or Organization name and/or EIN. Additionally, you can limit the search to existing guardians by selecting the Guardians Only checkbox.
c.	Click the SEARCH button.
d.	Review the search results and either click the Add Participant icon and create a new participant record or click the radio button that appears to the left of the individual or organization that is the appointed guardian of the person, then click the SELECT button.
e.	In the Ordered Guardians(s) grid of the Add Case Action screen, select or verify the Person Domain and Estate Domain checkboxes for the guardian(s).
f.	Click on the Relationship to Incapacitated Person dropdown and select the best option as it relates to the appointed emergency guardian and IP.
g.	If the guardian will be paid by the county, select the Paid by County checkbox.
h.	Click the Print Access Code Letter icon to generate a code that the guardian must use when creating their online account to access their cases. If this button is labeled REPRINT ACCESS CODE LETTER, this indicates the guardian already has access to GTS; do not click the button as this will remove the guardian's access to their cases.
i.	If generated at this time, the access code letter opens in a separate tab in your browser. Print the letter to send to the guardian and return to GTS to continue recording the case action.
j.	Repeat these steps if any additional co-guardians were appointed.

If the guardian of the person is an organization, complete the following steps if the principal is known:

Click the (Add Principal/Responsible Agent) icon .

If the principal's name displays automatically, click the checkbox that appears to the left of their name, click the SELECT button, and proceed to Step 6. If not, continue to Step 5c.

If the principal's name does not display automatically, click the (Add Personnel) icon and complete the following:

i.	Click on the Search By dropdown and select the appropriate option for this case action.
ii.	Enter the responsible agent's Last Name and First Name.
iii.	Click the SEARCH button.
iv.	Review the search results and either click the Add Participant icon and create a new participant record or click the radio button that appears to the left of the correct individual and click the SELECT button.
v.	Repeat these steps for any additional principals.

If the guardian of the person is an organization, complete the following steps if the responsible agent is known:

Click the (Add Principal/Responsible Agent) icon .

If the responsible agent's name displays automatically, click the checkbox that appears to the left of their name, click the SELECT button, and proceed to Step 7. If not, continue to Step 6c.

If the responsible agent's name does not display automatically, click the (Add Personnel) icon and complete the following:

i.	Click on the Search By dropdown and select the appropriate option for this case action.
ii.	Enter the responsible agent's Last Name and First Name.
iii.	Click the SEARCH button.
iv.	Review the search results and either click the Add Participant icon and create a new participant record or click the radio button that appears to the left of the correct individual and click the SELECT button.
v.	Repeat these steps for any additional responsible agents.

For the Ordered Guardian(s) of the Estate (if applicable), use Steps 4-6 as a guide to perform all the same data entry completed for the guardian of the person.

Case Action - Order - Successor Guardian Appointed

Make sure the termination of the previous guardian is recorded before appointing successors to ensure the guardian report due dates are accurate for the new guardians. Follow the same steps appearing under the Order - Modify to Add Guardian section above.

Case Action - Petition for Extraordinary Permission Condition

The following additional field must be completed when recording a case action of Petition for Extraordinary Condition Permission:

1.	Select the appropriate Extraordinary Condition as specified on the petition.

Case Action - Annual Report Waived

The following additional field must be completed when recording a case action of Annual Report Waived:

1.	In the annual Reports section, select the Waive checkbox for the Estate and/or Person domain.