Authorized Representative/Protective Payee
DSHS Home Page
 
Search     for:


DSHS Home    Acronyms    Alerts    Screens    WAC Number Index    WCCC

Authorized Representative/Protective Payee


Revised October 7, 2014



Authorized Representative           

 

Protective Payee  

 

Authorized Representative for Group Homes and Drug and Alcohol Facility

 

Authorized Representative for Take Charge

 


AUTHORIZED REPRESENTATIVE

What is an authorized representative?

 

How do I add an authorized representative to an AU?

 

How do I delete an authorized representative from an AU?

 

How do I edit an authorized representative on an active or pending AU?

 

What authorized representative information is not supported in ACES mainframe?



What is an authorized representative?

 

·         An authorized representative (AREP) in ACES is usually an adult non-household member who is sufficiently aware of the household circumstances to be able to act on behalf of the household.

 

·         A client can choose an authorized representative to receive copies of letters, eligibility reviews, benefits or any combination of these.

 

·         The information an AREP receives is based on the valid value entered in the Rep Type field. See the Authorized Representative Payee Chart for additional information.

 

·         For more information regarding authorized representative see the following:

 

o    EAZ Manual WAC 388-460-0005 Can I choose someone to apply for Basic Food for my assistance unit?

 

o    EAZ Manual WAC 388-460-0015 Who will the department not allow as an authorized representative for Basic Food?

 

How do I add an authorized representative to an AU?

 

·         To add an authorized representative during screening, see  Screening - Add AREP .  If an authorized representative is added during the screening process, this information is pre-filled on the AREP screen.

 

·         To add an authorized representative to a pending or active AU, take the following steps:

 

1.    On the ADDR screen:

 

o     Enter a [Y] – Yes in the Auth Rep/Payee field.

 

2.    On the AREP screen:

 

o    Enter the appropriate [authorized representative/protective payee code] in the Rep Type field. See <F1> help.

 

o    Enter the [corporate name] in the Corp Name field; or the [AREP name] in the F Name MI L Name field.

 

3.    Enter the [representative’s address] in the appropriate address fields.

 

4.    To add more than two AREPs or payees to an AU, enter [Y] in the More field at the bottom of the AREP screen. Up to nine authorized representatives can be coded.


NOTE:

For clients who live in medical facilities such as nursing homes, it is not necessary to code the facility bookkeeper as an authorized representative in order to have copies of approval and participation letters sent to the facility. ACES automatically sends copies of appropriate letters based on the provider ID number entered on the INST screen.


o     <TRANSMIT> to display the next page.

 

How do I delete an authorized representative from an AU?

 

·         To delete an authorized representative from an AU during screening, see Screening - Delete AREP

 

·         To delete an authorized representative from an active or pending assistance unit, take the following steps:

 

1.    Select AMEN, Option R - Interim/Hist Change for an active case with either the CLID or AUID or Option O – Interview using the AUID.

 

o    <TRANSMIT> until you reach the appropriate AREP screen.

 

o    Enter a [Y] in the Del field and press <F24> to confirm.

 

    Deleting the AREP/Payee from the AREP screen will change the Auth Rep/Payee indicator on the ADDR screen from Y to N.

 

    Changing the Auth Rep/Payee indicator on the ADDR screen from Y to N will not delete the AREP/Payee from the AU, but will result in the AREP screen being by-passed in the normal screen flow. The Auth Rep/Payee indicator reverts back to Y if the AREP is not correctly deleted from the AREP screen.


How do I edit an authorized representative on an active or pending AU?

 

·         Authorized representative details must be edited on the appropriate AREP screen in ACES mainframe on an active or pending assistance unit.

 

·         To edit an authorized representative on an active or pending AU, take the following steps:

 

1.    Select AMEN, Option R – Interim/Hist Change for an active AU or Option – O – Interview using the appropriate AUID number.

 

o    <TRANSMIT> until you reach the appropriate AREP screen.

 

2.    Update the data on the AREP screen as necessary.

 

3.    Call DONE and <TRANSMIT> to complete the case action.

 

 


What authorized representatvie information is not supported in ACES mainframe?

 

·         AREP Type NC – No Correspondence is not supported in ACES mainframe.

 

o    If NC AREP Type is entered in the Rep Type field the AREP screen displays EDIT - 2378 – ‘NC’ AREP  TYPE MUST BE ENTERED IN 3G .

 

o    If the AU has an existing NC AREP Type the AREPscreen displays EDIT - 2379 – AU HAS ‘NC’ AREP TYEP; PLEASE USE 3G TO VIEW/PROCESS THIS AREP.

 

·         An AREP marked as temporary displays in ACES mainframe but there is no indication on the AREP Screen that the AREP is temporary. This information only displays in aces.online and 3G. 

 


NOTE:

An authorized representative marked as temporary displays in ACES mainframe but there is no indication on the AREP screen that the authorized representative is temporary. The temporary indicator only displays in aces.online and Online Case Actions (3G).


PROTECTIVE PAYEE

 

What is a protective payee?

 

How do I add a protective payee to an AU?

 

How do I delete a protective payee from an AU?

 

How do I edit a protective payee on an active or pending AU?


 

What is a protective payee?

 

·         A protective payee is a person or an employee of an agency who manages the clients’ cash benefits to provide for their basic needs – housing, utilities, clothing, child care, and food. They may also provide services such as training clients how to manage money.

 

·         For additional information regarding protective payees see EAZ Manual PAYEES ON BENEFITS ISSUANCES – PROTECTIVE PAYEES chapter.

 

How do I add a protective payee to an AU?

 

·         To add a protective payee during screening, see Screening - Add AREPif a protective payee is added during the screening process, this inofmration is pre-filled on the AREP  screen. 

 

·         To add an protective payee to a pending or active AU, see How do I add an authorized representative to an AU?

 

How do I delete a protective payee from an AU?

 

·         To delete a protective payee from an AU, see Screening - Delete AREP

 

·         To delete a protective payee from an active or pending AU, see How do I delete an authorized representative from an AU?

 

How do edit a protective payee on an active or pending AU?

 

·         To edit a protective payee during screening, see How do I edit AREP/Payee details during screening?.

 

·         To edit a protective payee on an active or pending AU, see see How do I edit an authorized representative on an active or pending AU?.

 


AUTHORIZED REPRESENTATIVE FOR GROUP HOMES AND DRUG AND ALCOHOL FACILITY

How do I enter a group home or drug and alcohol facility as an authorized representative?

 

How do I view letters sent to group homes?

 


 

How do I enter a group home or drug and alcohol facility as an authorized representative?

 

·         Some group homes are authorized to receive Basic Food and need to be listed as an authorized representative on the AREP screen.

 

o    See EAZ Manual - WAC 388-460-0010 Do I have an authorized representative for Basic Food if I live in a treatment center or group home?

 

·         To add a group home or durg and alcohol facility as an authorized representative during screening, see Screening - Add AREP. If an authorized representative is added during the screening process, this information is pre-filled on the AREP screen. 

 

·         To add a group home or drug alcohol facility as an authorized representative to an active or pending AU, take the following steps:

 

1.    On the ADDR screen:

 

o     Enter a [Y] – Yes in the Auth Rep/Payee field.

 

2.    On the AREP screen:

 

o    Enter one of the following codes in the Rep Type field:

 

    [AA] – Representative for Client in Drug/Alcohol Facility – Receives Letters, EBT Funds.

 

    [GH] – FS Payee Group Home – Receives Letters, EBT Funds in the Rep Type.

 

o    <TRANSMIT> and the GNLS screen displays.

 

3.    On the GNLS screen:

 

o    Enter a [Y] in the Sel field next to appropriate facility.

 

o    <F20> retn and ACES returns to the AREP screen and auto populates the specific information for the selected facility.

 

    If the facility you are looking for does not display, either it is not a facility that is authorized to receive Basic Food or it has not been added to the vendor files yet. See the EBT Training Manual for additional information regarding Residential Facilities.

 

     <TRANSMIT> to display the next page.

 

How do I view letters sent to group homes?

 

·         To view letters sent to a group home authorized to receive Basic Food, take the following steps:

 

1.    From the Welcome Back page in aces.online, use the Quick Navigation section to do the following:

 

o    From the Select a Type of ID drop down box, select GroupHome

 

o    Enter the [Group Home ID] in the Enter an ID box.

 

o    From the Select a Page drop down box, click Letters.

 

o    Click the Go button, the Group Home >> Letter Summary page displays.

 


AUTHORIZED REPRESENTATIVE FOR TAKE CHARGE

How do I find a list of Take Charge Clinics?

 


 

How do I find a list of Take Charge Clinics?

 

·         If the AREP type entered is [TC] - Take Charge Representative and the client wants to use a Take Charge Provider, the Take Charge Clinic list is maintained in ACES Mainframe. To find a list of Take Charge providers take the following steps:

 

1.    From the AMEN, select option M – Provider/Vendor.

 

2.    On the MMEN screen:

 

o    Enter [D – Provider Name List] in the Selection field.

 

o    <TRANSMIT> and the Name, EIN/SSN/TIS and City fields display (?).

 

    Enter the [clinic name] in the Name field (must be entered exactly) or city where the clinic is located.

 

    <TRANSMIT> and the PRLS screen displays with a list of providers.

 

    Take Charge provider Types are 016.

 

o    Enter [E – Provider Inquiry] and the ID to inquiry only.

 

3.    On the PRLS screen:

 

o    Enter [Y] in the Sel field.

 

o    <TRANSMIT> and the PROV screen displays with the Provider Number, Provider Name, Address, Provider Status and Effective Date.

 

Modification Date: October 7, 2014