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Revised July 11, 2011 |
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Authorized Representative for Group Homes and Drug and Alcohol Facility
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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? | ||
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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?
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, then 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 three 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. | ||
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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, see Screening - Delete AREP
· To delete an AREP from an active or pending assistance unit, this must be done in ACES mainframe.
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. | ||
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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. | ||
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PROTECTIVE PAYEE
How do I add a protective payee to an AU?
How do I delete a protective payee from an AU?
· 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 to an AU, see Screening Add AREP and see <F1> help to select the appropriate AREP code.
· 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 and see <F1> help to select the appropriate AREP code.
· To delete a payee from an active or pending assistance unit, this must be done in ACES mainframe. See How do I delete an authorized representative from an AU? | ||
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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.
· If an authorized representative is added during the screening process, then this information is pre-filled on the AREP screen.
· To add a group home or drug alcohol facility as an authorized representative, 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. | ||
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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.
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Modification Date: July 11, 2011