Interview - Group 1 Screens
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Interview - Group 1 Screens

Revised October 15, 2009

Purpose:

(ADDR) – Household Addresses

(ADST) – Address Standardization

(ALAS) – Aliens, Student and PII

(AREN) – Additional Requirements Emergent Need

(AREP) – Authorized Representative / Payee

(AREQ) – Additional Requirements

(CITY) – City Names List (Invalid after 10/19/2009)

 

(ADDR) - Household Addresses Screen

The address entered on the (NAME) during Screening is pre-filled on the (ADDR) screen during Interview.

  • The (ADDR) is the first screen in the regular screen flow in Option O - Interview, off of the (AMEN).

  • When a client designated an authorized representative during Screening the AUTHORIZED REP  field is pre-filled with Y and the (AREP) is included as part of the regular screen flow for the case.

  1. Prim Lang code field.

    1. Enter the client's Primary Language (PL) for the language the client reads and understands.

    2. For clients that do not read any language, the PL code should be "EN" for English.

    3. The primary language codes are listed in alphabetical order by language on <F1> Help. There are 88 PL codes currently available in ACES.

    4. Interpreter Needed field.

      1. If the client needs assistance with communicating verbally. indicate that an interpreter is needed by entering in the Interpreter Needed field.

      2. Document the following information on the (NARR) when interpreter is requested:

        1. The date the translation request was given to the CSO  translation coordinator.

        2. The date the translated letter, form, or publication was mailed or given to the client.

        3. The name of the interpreter who provided services for an interview with an LEP client.

  2. County code field.

    1. For TANF cash cases the county code is mandatory and is not a field that is completed during screening.

    2. This field also becomes mandatory anytime the ZIP code is changed on a TANF cash AU.

    3. This field is mandatory at the time of review only if it is blank.

    4. For all programs other than TANF the county code can be entered but is not mandatory.

  3. USPS Standardized field

    1. This field is pre-filled byACES based on whether the address has been standardized or not.

    2. Information in this field plus coding in the Indian Country field and Nav Amer Tribe field on the (DEM1) is used to determine if a client's TANF month(s) count toward the 60 month limit. 

  4. Indian Country field.

    1. To calculate eligibility correctly in relation to TANF time limits, ACES must know if a Native American client is living in Indian Country. The Indian Country field on the (ADDR) is used as part of this determination. To figure this out we must know if the client's address is valid.

    2. Indian Country mapping requires a client’s address to be "standardized". A standardized address is considered valid and ACES uses this address to make an automatic determination of which Indian County the client lives in.  See Address Validation.

    3. Once the address is standardized,ACES looks at the zip+4 and compares that information with a list of Indian Country zip+4 codes in ACES.

    4. If the zip+4 is found to be within Indian Country, ACESpopulates the Indian Country field on (NAME) or (ADDR) with the Indian Country code of the land owner's tribe.

    5. If the address cannot be standardized ACES cannot know where the client lives in relation to Indian Country boundaries. ACES displays a hard edit on (ADDR) or (NAME) asking the user to update the Indian Country code.

    6. When the address cannot be standardized and:

    7. The client declares they do not live in Indian Country enter [0000] in the Indian Country field.   See WAC 388-484-0005.

      1. The client declares they do live in Indian Country enter the appropriate valid value. See <F1> Help.

      2. The client is not sure if they live in Indian Country or not contact the ACES Help Desk at 360-664-4560 for help in making the determination.

    8. When the Indian Country valid value is entered manually the Nat Amer Tribe  field on (DEM1) must also be updated.

    9. When a client is an American Indian/Alaskan Native (coded in Nat Amer Tribe field on (DEM1) the information entered in the Indian Country field is compared to a list in ACES of Washington Tribes with a 'not employed' rate greater than 50 percent to determine if that persons TANF must be included in the 60 month count. ACES updates (TICS) accordingly.

(ADDR) Function Keys

When the user presses 

 This happens:

F15 - lett

This function has been moved to aces.online

F22 - narr

The (NARR) displayed.

F23 - alau

The (ALAU) is displayed. View pending and archived alerts associated with an AU.

F24 - del

Enter [Y] into the DEL field and press <F24> to delete the (ADDR) data.

(ADST) Address Standardization

What is the ADST screen?

How do I complete the ADST screen?

What is the ADST screen?

·         The ADST (Address Standardization) screen displays a list of multiple address matches when more than one standardized address is matched with the United States Postal Service (USPS) database.

·         The ADST screen appears when there is more than one possible match for non-standardized residential and/or mailing addresses entered on the ADDR. If both addresses are not standardized and there is more than one possible match, the screen will show the residential address first and then the mailing address.

·         The ADST screen displays 4 possible address matches per screen for a total of up to 20 possible matches for the entered address.

·         In the list of possible matches, there may be addresses that are noted as “Non-Deliverable”. This means the address is a valid address, but USPS does not deliver mail to that location.

·         For more information about this screen, see <F2> Help.

How do I complete the ADST screen?

·         When there are more than 4 possible address matches, the ADST screen displays MORE under the screen name. <TRANSMIT> to view the next list of possible address matches.

·         To select an address, enter [Y] in the Sel field next to the correct address. <TRANSMIT> and the system automatically updates the ADDR screen with the chosen address. The STAT screen displays next in the screen flow.

 

(ALAS) – Aliens, Students and PII

The (ALAS) is a conditional screen that displays in the screen flow if there is data entered on the screen, if information on (DEM2) is such that additional information is needed for ACES to determine eligibility for the requested program(s) or if the medical coverage group for which the client is applying is Psychiatric Indigent Inpatient Program (PII)

  • When applicable, the (ALAS) screen displays after (DEM4) in the screen flow.

  • (ALAS) is a client level screen and is used to record data about non-citizen and student clients and the medically indigent medical assistance program.

  • When (ALAS) displays the mandatory fields are highlighted with a red question mark (?) and must be completed in order to continue with the interview.

  • Mandatory fields for applicants or clients designated with a citizenship code other than "C" include:

  1. Citiz (Citizen) field

    1. The valid value from the Citiz (citizenship) field on the (DEM2) screen pre-fills this field.

    2. It cannot be changed from (ALAS).

    3. If the valid value in this field is wrong the user must go back to the (DEM2) to correct the data.

  2. INS Stat (Immigration and Naturalization Service Status) field

    Enter the [correct valid value based on the client’s current INS status].

  3. Date INS Stat Granted field

    Enter the [month, day and year [MMDDYY] the client’s current INS status was granted].

  4. Entry Date field

    1. Enter the [month, day and year [MMDDYY] the client originally entered the United States].

    2. This date may or may not be different from the date entered in the Date INS Stat Granted field.

  5. Initial INS Stat field

    1. Enter the [client’s initial INS status].

    2. This status may have been granted prior to the client entering the United States and may or may not be different than the status recorded in the INST Stat field.

  6. Stat Dt (Status Date) field:

    1. Enter the [month, day and year [MMDDYY] the client’s initial INS status was granted].

    2. This date may be prior to the date that the client entered the United States.

    3. This date may or may not be different than the date entered in the Date INS Stat Granted and Entry Date fields.

  7. Other Fed Qual Stat (Other Federally Qualifying Status) field:

    1. This is a mandatory field for certain programs and is used to determine if the client qualifies for a federal program some other qualifying factor such as nationality or country of origin.

    2. Enter the [appropriate valid value based on the client’s situation]. See <F1> Help.

    3. If client qualifies under "Other Federal Status" this overrides the date of entry and INS status in determining funding source.

  8. Alien Wk Qtrs (Alien Work Quarters) field:  Enter [Y] if this household member qualifies for Basic Food with work quarters.  See WAC 388-424-0020.

  9. Qtr Met Date (Quarter Met Date) field:

    1. This field is mandatory if there is an entry in the Alien Wk Qtrs field.

    2. Enter the [month day and year [MMDDYY] of the 40th work quarter].

    3. If the Alien Wk Qtrs field entry is Y the client will be approved for benefits beginning the first of the quarter following this date or the date of application, whichever is later.

  10. Alien Med Emer (Alien Medical Emergency) field:

    1. Some non-citizen clients are not eligible for medical assistance unless he/she has an emergent medical condition.

    2. For these medical coverage groups this field becomes mandatory.

    3. Information entered here will be used in the determining the client’s eligibility for medical assistance.

    4. Enter the date of the medical emergency in the Medically Indigent - Medical Emer Date  field.

    5. Information entered here will be used in determining the client's eligibility.

  11. Student Status field:

    1. The valid value from the Student Status field on the (DEM2) screen pre-fills this field.

    2. It cannot be changed from (ALAS).

    3. If the valid value is wrong in this field the user must go back to the (DEM2) to correct the data.

  12. Educ Level (Educational Level) field:

    1. The valid value entered here has a direct affect on a Basic Food client’s eligibility to receive benefits.

    2. These valid values were developed to directly correspond to the criteria in policy related to student eligibility. See WAC 388-482-0005.

  13. Dep Care Respon (Dependent Care Responsibility) field:

    1. The valid value entered here has a direct affect on a Basic Food Program client’s eligibility to receive benefits.

    2. These valid values were developed to directly correspond to criteria in policy related to student eligibility and are used with the valid value entered in the Educ Level field to determine if a person attending school is eligible to receive Basic Food benefits.

  14. Special Ed / Exception (Special Education / Exception) field:

    1. This is a required field for a TANF / SFA AU when a child will not graduate prior to their 19th birthday.

    2. When a client meets the criteria to receive assistance beyond their 19th birthday enter [Y] in this field.

    3. Enter [Y] in this field, in specific cases, to allow the client to continue to receive TANF / SFA benefits until graduation or until age 21 whichever is earlier.  See WAC 388-404-0005.

Processing Alternative

Cash

PR 305874

  1. Rsn Cd - Regional Support Network (RSN) Authorization Code.  Enter [the appropriate Reason Code].  See <F1> Help.

  2. Rsn Number - RSN Authorization Number.  Enter [the RSN number provided by the hospital].

  3. Admit Date - Client Admittance Date.  Enter [the date the client was admitted].

  4. Exception Cd - RSN Exception to Rule Code.  Enter [the Exception to Rule Code].  See <F1> Help.

  5. See Psychiatric Indigent Inpatient Program (PII) for more information on the PII program.

(AREN) – Additional Requirements Emergent Need Screen

Policy states that in certain situations household can receive additional funds to pay for emergent expenses. When a client has been determined to be eligible for an AREN payment, enter data on the (AREN) to authorize the benefit.

  • If there is data entered on the (AREN) screen it appears after the (AREQ) in the screen flow.  

  • The (AREN) is an AU level screen.

  • The (AREN) does not appear in the regular screen flow unless there is data entered on the screen. See Additional Requirements.

(AREP) – Authorized Representative / Payee Screen

The (AREP) screen is a conditional AU level screen used when a client has an authorized representative.

  •  During the screening process if an authorized representative is indicated on the (CIRC) and information entered on the (AURP), then this information is pre-filled on (AREP).

  • If Y is entered on the (KIND) during screening but no data is entered on the (AURP), the Authorized Rep field on (ADDR) defaults to N.

  • The (AREP) is a conditional screen that will not appear in the regular screen flow unless there is data entered on it, or an Y is entered in the Authorized Rep field on (ADDR).  See Interview – (ADDR) Addresses.

  • The screen can also be called by entering the short name and AU pointer in the SCREEN ID field in the top left corner of any screen.

  • If the Authorized Rep field on (ADDR) is N, the (AREP) called and data entered, the system automatically defaults the valid value in the Authorized Rep field on (ADDR) to Y.  See Authorized Representative.

(AREP) Function Keys

When the user presses

This happens:

F16 - eftm

(EFTM) - use this screen to access the EFT registration screen in update or inquiry mode.

F24 - del

Enter [Y] in the DEL field and press <F24> to delete an authorized representative and associated data.

(AREQ) – Additional Requirements Screen

When a client has been approved to receive an ongoing additional requirement payment enter data on the (AREQ) to authorize the benefit.  See Additional Requirements.

  • The (AREQ) screen is next in the regular screen flow after the (SHEL).

  • The (AREQ) is a client level screen.

  • Policy states that some clients are eligible to receive additional funds on an ongoing basis to pay for expenses not covered by their regular assistance payment.

  • The (AREQ) is designed to permit the entry of certain additional expense types and amounts that will be added to the client’s ongoing grant.

  • Additional expenses are limited to the following:

    • Restaurant Meals

    • Home Delivery of Meals

    • Service Animal Food

    • Telephone Expense

    • Laundry

    • Exceptions to Policy

(AREQ) Function Keys

When the user presses

This happens:

F24 - del

Enter [Y] into the DEL field and press <F24> to delete additional requirement type codes and related information.

(CITY) - City Names List Screen

The CITY screen is invalid as of 10/19/2009. See ADST - Address Standardization.

There are three conditional screens that are used to assist in standardizing an address: 

(NAME) or(ADDR) is followed by:

If:
(CITY) - (Invalid after 10/19/2009) City and zip code do not match
(RANG) - (Invalid after 10/19/2009) Address number does not match the street, city and zip
(STRT) - (Invalid after 10/19/2009) Street does not match the city and zip.

The choices displayed on the (CITY ) screen are all the cities for which the entered zip is valid and all the zip codes for city entered.

  1. The city and zip code are checked.

  2. If the city and zip code do not match, the (CITY) displays. The address displays at the top of the screen as it was entered on the (ADDR)  or (NAME)."

  3. Below that address is a list of possible Cities and Zip codes that could be correct.

  4. If the correct City or Zip displays enter [Y] in the Sel field and enter.

  5. The selected entry displays with the rest of the address information at the top of the screen and the Confirm field displays a red question mark.

  6. If the address displays correctly enter [Y] in the Sel field and press enter.

  7. This correct address is transferred to the appropriate address fields on the (NAME) or (ADDR).

  8. If N is entered in the Confirm field the previously entered information reappears in the address fields so the user can make the correct selection.

  9. If the address cannot be confirmed here press <F3> to go back to the (NAME) or (ADDR).

  10. If at any step of the process, Finalist has sufficient information to determine that the address is standardized, it populates the zip plus four and goes to the next screen.

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Modification Date: October 15, 2009
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