Additional Requirements
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Additional Requirements


Revised May 20, 2014



ADDITIONAL REQUIREMENTS (AREN)

 

ONGOING ADDITIONAL REQUIREMENTS (AREQ)

 


ADDITIONAL REQUIREMENTS (AREN)

Processing Alternative

Cash

PR 3248

 

What are Additional Requirements for Emergent Need (AREN)?

 

How often can an AREN payment be issued to a client?

 

How do I process an AREN payment on an active case?

 

How do I process an AREN for two separate vendors?

 

How do I process an AREN payment the same day TANF/SFA/RCA is finalized?

 

How do I process an Exception To Rule (ETR) approved for AREN?


What are Additional Requirements for Emergent Need (AREN)?

·         AREN is an additional payment made to TANF/SFA/RCA recipients to meet the need of a non-recurring emergent condition such as utility shut off, eviction, or homelessness.

 

·         All AREN payments must be issued to a vendor. If a potential vendor does not have a vendor ID, direct the vendor to the Office of Financial Management (OFM) website http://des.wa.gov/services/IT/SystemSupport/Accounting/Pages/swps.aspx or the vendor help desk at 360-664-7779 to register to become a vendor.

 

·         For more information see EAZ Manual – WAC 388-436-0002 If my family has an emergency, can I get help from DSHS to get or keep our housing or utilities?

 

How often can an AREN payment be issued to a client?

 

·         AREN may be authorized multiple times, but the cumulative total cannot exceed $750 in the client's lifetime.

 

How do I process an AREN payment on an active case?

 

1.    From the AMEN screen:

 

o    Select option R – Interim / Hist Change.

 

o    Enter the [AUID] in the AU ID field.

 

o    Enter the [appropriate benefit month] in the Benefit Month field.  Remember: AREN payments can only be authorized in the current or historical month.

 

2.    On the AREN screen:

 

o    Enter the [need type] in the Need Type field. See <F1> Help.

 

o    Enter the [need amount] in the Need Amount field.

 

3.    On the CAFI screen:

 

o    Enter [EN] – Emergent Need in the UP Reas field.

 

o    Enter [Y] – Yes in the Benefit Confirm field.

 

o    Enter [N] – No in the Letter Override field. 

 

o    <TRANSMIT> and confirm eligibility for all other programs.

 

4.    To send the payment to a vendor, follow the steps in How do I make an Emergent Need (EN) BEG payment to a vendor?

 

5.    When sending the payment to a vendor isn’t possible or immediate payment is critical, follow the steps in How do I confirm an underpayment?

 

How do I process an AREN for two separate vendors?

 

·         When processing an AREN payment for two separate vendors, each payment amount has to be entered individually and confirmed individually. This allows the system to create two separate payment amounts that can be issued to separate vendors.

 

How do I process an AREN payment the same day TANF/SFA/RCA is finalized?

 

1.    From the AMEN screen:

 

o    Select option R – Interim / Hist Change.

 

o    Enter the [AUID] in the AU ID field.

 

o    Enter the [appropriate benefit month] in the Benefit Month field.  AREN payments can be authorized only in the current or historical month.

 

2.    On the AREN screen:

 

o    Enter the [need type] in the Need Type field. See <F1> Help.

 

o    Enter the [need amount] in the Need Amount field.

 

3.    On the CAFI screen:

·         The additional requirement amount and type codes display in the AR/AREN field.

o    Enter [Y] – Yes in the Benefit Confirm field.

 

o    Enter [N] – No in the Letter Override field. 

 

o    Enter [Y] – Yes in the Vendor field.

 

o     <TRANSMIT> and the VEND screen displays.


NOTE:

The amount of the AREN payment is included in the total benefit computation for the month and is combined with any cash payment for which the household may be eligible in the Benefit Amount field.

If the regular cash benefit amount is under $10 and an AREN payment is authorized, the AREN amount is added to the regular cash benefit even though the regular cash benefit would normally not be issued.


4.    On the VEND screen:

 

o    The benefit amount displayed in the Benefit Amt field is the entire cash and AREN payment for which the AU is eligible for that month.

 

o    Enter the [vendor number] in the Vendor Number field.

 

¨        <TRANSMIT> and ACES will check the vendor file and pre-fill the vendor name and vendor type.

 

¨        If the vendor number is unknown. See How do I inquire on a vendor?

 

o    Enter the [amount of the payment to the vendor] in the Vendor Amt field.

 

¨        The amount entered in this field can be equal to or less than the benefit amount.

 

¨        If the payment to the vendor is less than the benefit amount, any remaining payment is sent to the AU.

 

o    Enter the [client’s name or client’s account number] in the Account Number / Name field.

 

5.    To make additional payments for the client, enter [Y] in the More Vendors field.

 

o    ACES will display the next vendor or a blank VEND screen.

 

o    Repeat all of the above steps for additional payments to a vendor.

 

o    Once all vendor payments have been entered, leave the More Vendors field blank and <TRANSMIT> to return to the next screen in the normal screen flow.

 

6.    Send user generated letter 075-02 (AREN Status) to notify the client of AREN approval.


NOTE:

Letter 002-01 (Approval Letter) displays the entire cash and AREN amount in the First Issuance column. Use freeform text and letter 075-02 (AREN Status) to clarify where actual benefits are to be sent.


How do I process an Exception to Rule (ETR) approved for AREN?

·         When an exception is approved for an AREN, enter [PC] - Payment Capped on the AREN screen to identify the payment as an exception to rule.

 

·         See EAZ Manual – WAC 388-440-0001 Exception to rule.


ONGOING ADDITIONAL REQUIREMENTS (AREQ)

What are Ongoing Additional Requirements (AREQ)?

 

What type of assistance is available from the AREQ program?

 

Who determines AREQ eligibility?

 

How long are AREQ payments issued to a client before review?

 

How do I process an AREQ payment?

 

How are AREQ payments budgeted when the client is active on Food Benefits?

 

When are workers notified when a recurring payment needs review?

 

How do I process an Exception to Rule (ETR) approved for AREQ?


What are Ongoing Additional Requirements (AREQ)?

 

·         Ongoing additional requirements are special payments available to aged, blind or disabled clients who are receiving TANF/SFA, Refugee assistance, Aged, Blind, or Disabled assistance or SSI medical.

 

·         See EAZ Manual – WAC 388-473-0010 What are ongoing additional requirements and how do I qualify?

 

What type of assistance is available from the AREQ program?

 

·         See EAZ Manual:

 

o    WAC 388-473-0020 When do we authorize meals as an ongoing additional requirement?

 

o    WAC 388-473-0040 Food for service animals as an ongoing additional requirement.

 

o    WAC 388-473-0050 Telephone services as an ongoing additional requirement.

 

o    WAC 388-473-0060 Laundry as an ongoing additional requirement.

 

Who determines AREQ eligibility?

 

·         Social Services staff determines the need, length of approval, and payment amount if required. 

 

How long are AREQ payments issued to a client before review?

 

·         6 months for TANF/ SFA and Refugee assistance.

 

·         12 months for Aged, Blind, or Disabled assistance. 

 

·         24 months for SSI medical.

 

How do I process an AREQ payment?

 

·         Once approval for AREQ is received from Social Services, take the following steps to make an ongoing AREQ payment:

 

1.    From the AMEN screen:

 

o    Select option R – Interim / Hist Change.

 

o    Enter the [AUID] in the AU ID field.

 

o    Enter the [appropriate benefit month] in the Benefit Month field. 


NOTE:

Non-Recurring and initial Recurring AREQ payments can be authorized only in the current or historical month.

Recurring payments are authorized in the ongoing month.


2.    On the AREQ screen:

 

o    Enter the [need type] in the Need Type field. See <F1> Help.

 

o    Enter the [number or persons authorized to receive AREQ benefits] in the Persons Auth field.

 

¨        This field is mandatory only for those AREQ types where the amount varies depending on the number of people for which the payment is being authorized.

 

o    Enter the [expense amount] in the Exp Amt field.

 

¨        AREQ payments made based on a standard do not require entry in this field.

 

¨        AREQ types that require an amount be entered are designated by an asterisk ‘*’ at the beginning of <F1> Help description text.

 

o    Enter [Y] - Yes in the Vendor field if the payment is to be sent to a Vendor.

 

¨        Payments issued to S01 medical clients are sent directly to the client.

 

o    Enter the [begin date for the AREQ authorization] in the Begin Dt field.

 

o    Enter the [end date for the AREQ authorization] in the End Date field.

 

3.    On the CAFI screen or the  MAFI screen:

o    The additional requirement amount and type codes display in the AR/AREN field on CAFI and in the AR field on MAFI.

 

o    Enter [Y] - Yes in the Benefit Confirm field.

 

o    Enter [N] - No in the Letter Override field. 

 

·         If the payment is authorized in the ongoing month:

 

o     Enter [Y] - Yes in the Vendor field, if payment is to be sent to the vendor.

 

o    See How do I make a payment to a vendor in the ongoing month?

 

·         If the payment is authorized for the current or historical month:

 

o    Enter [RQ] – AREQ Payment in the UP Reas field.

 

4.    Send system generated Letter 075-05 (Approval for AREQ) to notify the client of AREQ approval.


NOTE:

When non-recurring and recurring AREQs of the same type are added in the subsequent months or there is a break in service between different approval periods, the letter will only display the AREQ from the latest period.

The worker needs to add freeform text to inform the client of the AREQs that were approved for earlier periods.  


 

5.    To send the payment to a vendor, follow the steps in How do I make an Emergent Need (EN) BEG payment to a vendor?

 

6.    To send the payment to the client, follow the steps in How do I confirm an underpayment?

 

How are AREQ payments budgeted when the client is active on Food Benefits?

 

·         The AREQ amount is treated as unearned income, (with the exception of benefits for service animal food) and budgeted against food benefits according to the budgeting method in effect for that assistance unit. Allow 10 days advance notice.

 

·         See EAZ Manual - Ongoing Additional Requirements (OAR) - Worker Responsibilities.

 

When are workers notified when a reccurring payment needs review?

 

·         Forty five days prior to the AREQ end date, Alert 301 - REVIEW ADDT'L REQUIREMENTS FOR CONTINUED ELIGIBILITY, generates to the worker of record.

 

·         When Alert 301 is received:

 

o    Notify Social Services that additional requirement authorization is needed

 

o    Create Alert 450 - USER GENERATED ALERT, with a due date of the 18th of the month in which the authorization expires.

 

o    If authorization is not approved by the 18th, terminate the payment giving the client 10 days advanced notice. 

 

How do I process an Exception to Rule (ETR) approved for AREQ?

·         When an exception is approved for an AREQ, enter [EP] - Exception to Policy Recurring on the AREQ screen to identify the payment as an exception to rule.

 

·         See EAZ Manual – WAC 388-440-0001 Exception to rule.

 

Modification Date: May 20, 2014