General Assistance - Cash
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General Assistance - Cash

Revised April 25, 2008

Purpose:

Case Specific Situations

How do I change an active GA AU from G01 to G02 medical coverage?

What do I do when CN medical has been approved for a period prior to G01 or G02 approval?

What do I do when a GA client begins receiving SSI?

How do I code the (STAT) screen for a married couple when only one of them is applying for GA?

How do I code the (STAT) screen for a married couple when both are eligible for the same GA Program Type? 

How do I process GA for a married couple when each is eligible for a different GA Program Type?

Other Situations

Closing Case When Incapacity Approval Expires

Denial

General Assistance Med Care Svc Unemployed (G01)

What programs does General Assistance/G01 include?

Who is Eligible for General Assistance?

How long is the General Assistance certification period?

How do I screen a GA/G01 case?

How do I process a pending GA/G01 AU?

Long Term Care

New Opening

GA-A - General Assistance - Categorically Needy Medical for Aged

GA-B - General Assistance - Categorically Needy Medical for Blind

GA-D - General Assistance - Disabled ( ODI & PEP Approved)

GA-R - General Assistance - Categorically Needy Medical for a Person Over 18 But Not Yet 19 Years of Age

GA-U - General Assistance - Unemployable

GA-X - General Assistance - Expedited Disability

Ongoing Case Maintenance

Program Change

GA-U / G01 to GA-X / G02

GA-D or GA-X - G02 to MA-A/B/D - (SSI Related Medical)

GA-D or GA-X - G02 to MA-A/B/D - S01

GA-U/G01 to AF-R/F01

Sanction

Non-Cooperation

Sanction Resolved

 

Case Specific Situations

How do I change an active GA AU from G01 to G02 medical coverage?

To change medical coverage groups from G01 to G02 when a client’s status switches from incapacitated to disabled, take the following steps:

  1. From (AMEN), access the AU via Option R – Interim/Hist Change

  2. On the (DEM2) screen, enter:

    • The [type of incapacity] in the Dis/Incp Type field.

    • The [source of the incapacity approval] in the Approv Source field.

    • The [date the incapacity was approved] in the Approv Date field.

    • The [date the incapacity was established] in the Estab Date field

    • The [date the incapacity approval ends] in the End Date field.

  3. Call (DONE) and commit the data.

    • Repeat steps 1 through 3 for any historical months affected by the change. On (DONE), enter the [MM YY of the month to be processed] in the Benefit Month (MM YY) field.

What do I do when CN medical has been approved for a period prior to G01 or G02 approval?

When a GA client has been found eligible for CN medical for a time period prior to the G01/G02 approval, take the following steps:

  1. Screen an S02 AU using the CN medical approval date as the application date, following the instructions in the Screening – aces.online chapter.

  2. Complete interview following the steps in the Interview chapter.

  3. Process all pending months following the instructions in the Process Application Month chapter.

    • Enter a 500-level reason code to deny all months that overlap the active G01/G02 AU, except for the G01 opening month.

    • Close the G01 opening month with a 500 level reason code.

    • Ignore the system-generated overpayment and document.

What do I do when a GA client begins receiving SSI?

  • In most situations, information received from the Social Security Administration on the SDX interface will result in the automatic closure of the GA AU and opening of the S01 AU.

To manually close the GA AU and open S01 when the client is approved for SSI, take the following steps:

  1. Screen an S01 AU following the instructions in the Screening – aces.online chapter.

  2. Follow the steps in the Interview, Process Application Month, and Finalize Application chapters to open the S01 AU.

    • The GA AU will close during Interview and Processing when the SI income type is entered on the (UNER) screen.

    • The GA AU will close for client-level Reason Code 225 - Now Receiving SSI and AU-level Reason Code 245 – No Eligible Household Members.

How do I code the (STAT) screen for a married couple when only one of them is applying for GA?

  • Both the applicant and the spouse must be included on the AU.

  • Enter the following Finl Resp codes on the (STAT) screen:

    • [PN] - Applicant for the applicant.

    • [SP] - Ineligible Spouse for the non-applying spouse

How do I code the (STAT) screen for a married couple when both are eligible for the same GA Program Type?

  • Married couples must be included on the same AU when both are eligible for the same GA Program Type.

  • When both clients are eligible for the same GA Program Type, enter the following Finl Resp codes [PN] for both clients.

  • The benefit amount will be based on the two-person GA payment standard. See WAC 388-478-0030.

How do I process GA for a married couple when each is eligible for a different GA Program Type?

When each person in a married couple household is eligible for a different GA Program Type (for example Mr. is eligible for GA-U and Mrs. is eligible for GA-X), take the following steps:

  1. Screen two separate GA AU’s, one AU with Mr. as the HOH and one with Mrs. as the HOH.

  2. From (AMEN), select Option O – Interview.

  3. On the (STAT) screen:

    • Enter [PN] – Applicant in the Finl Resp field for the HOH of each AU.

    • Enter [NM] – Non-member in the Finl Resp field for the spouse on each AU.

  4. On the (DEM2) screen for each client, enter:

    • The [type of incapacity] in the Dis/Incp Type field.

    • The [source of the incapacity approval] in the Approv Source field.

    • The [date the incapacity was approved] in the Approv Date field.

    • The [date the incapacity was established] in the Estab Date field

    • The [date the incapacity approval ends] in the End Date field.

  5. On the (SHEL) screen for each client, code a portion of the household’s shelter costs.

  6. On the (UNER) screen for each client, enter:

    • Unearned Income Type [OA] – Other Countable CA/MA Only in the Srce field.

    • Method [AM] – Anticipated Monthly in the Inc Mthd field.

    • [125.00] in the Amt 1 field if the household has an obligation to pay shelter costs or [75.00] if the household doesn’t have any shelter costs.

    • [OT] - Other in the V field.


NOTE: These steps result in each AU being issued a grant based on one-half of the two-person GA payment standard. See WAC 388-478-0030.

  1. After committing the interview data, follow the instructions in the Process Application Month chapter for all pending months.

  2. After all pending months have been processed, follow the instructions in the Finalize Application chapter to complete the GA/G01 eligibility determinations.


Other Situations

Situation 1

Pregnant woman eligible for TANF, living with her incapacitated husband, and both are applying for cash and Basic Food.

  1. Establish two AUs with the following codes:
  1. WOMAN's AU
    Name Rel Finl Resp
    Woman SE PN
    Man SP SP
  1. MAN's AU
    Name Rel Finl Resp
    Woman SE SP
    Man SP PN

  1. Approve two AUs.

  1. AF-P / F01 for the woman

  2. GA-U / G01 for the man

  1. Using [SP] as the Financial Responsibility code on the (STAT) ensures that if either individual has income, ACES will deem the correct amount to the other AU.

  2. When income is entered into ACES enter [Y] in the Sep field for any income that meets the definition of separate income for the GA program.

  3. Do not make any entry on the (DEEM) for this type of case.

Situation 2

GA-U case being denied for Reason Code 222 - Failed GA Requirements.  All correct incapacity information has been entered.

  1. This happens when the incapacity end date is less than 90 days out.

    Check the (DEM2) to ensure that the end date is correct.

  2. For incapacity lasting less than 90 days, the tracking must be done manually and a date greater than 90 days entered.
     

Closing Case When Incapacity Approval Expires

Per policy, general assistance clients remain eligible for assistance through the end of the month in which their incapacity approval ends.

When the incapacity end date on the AU is not more than 3 months later than the application date, ACES will deny the assistance unit if the incapacity information is not updated.

 

Denial

When a GA applicant or recipient does not meet incapacity criteria for the general assistance program the system denies or closes the client using Reason Code 221 - Fails to Meet GA Requirements, but sets the Financial Responsibility field on the (STAT) and (ELIG) to DI - Disqualified Individual.

 

General Assistance Med Care Svc Unemployed (G01)

What programs does General Assistance/G01 include?

General Assistance/G01 includes these programs:

  • GA-U/G01 - General Assistance – Unemployable.

  • GA-A/G01 - General Assistance Non-Federally Qualified and Non-Qualified Aliens who are Aged.

  • GA-B/G01 - General Assistance Non-Federally Qualified and Non-Qualified Aliens who are Blind.

  • GA-D/G01 - General Assistance Non-Federally Qualified and Non-Qualified Aliens who are Disabled.

  • GA-R/G01 - General Assistance - Categorically Needy Medical for a Person Over 18 But Not Yet 19 Years of Age who meets any citizenship criteria (Citizen, Federally Qualified, Non-Federally Qualified or Non-Qualified).

Who is Eligible for General Assistance?

How long is the General Assistance certification period?

  • The General Assistance program is certified for up to 12 months.

How do I screen a GA/G01 case?

To screen a GA/G01 AU, take the following steps:

  1. From the Welcome Back page in aces.online, click the Screen New Application link at the top of the page. The Applicant page displays in a new window.

  2. On the Applicant page:

    • Enter the applicant’s (head of household) name in the Applicant Name field.

    • Enter the applicant’s home address under the Residential Address.

    • If the applicant has a mailing address, uncheck the box next to Mailing Address same as above and enter the applicant’s mailing address.

  3. Click the Next button. The Address Validation page displays.

  4. Click the Next button and the Programs page displays.

    • Click the checkbox next to Cash.

    • Click the checkbox next to Incapacitated in the Program Determination Criteria section.

  5. Click the Next button. The Add Member – Search Criteria page displays.

  6. Add all household members and complete the screening process. For more information, see Screening – aces.online.

How do I process a pending GA/G01 AU?

To process a pending GA/G01 AU, take the following steps:

  1. From the (AMEN), access the pending AU via Option O – Interview.

  2. On the (DEM2) screen, enter:

    • The [type of incapacity] in the Dis/Incp Type field.

    • The [source of the incapacity approval] in the Approv Source field.

    • The [date the incapacity was approved] in the Approv Date field.

    • The [date the incapacity was established] in the Estab Date field

    • The [date the incapacity approval ends] in the End Date field.

  3. Complete the interview following the instructions in the Interview chapter.

  4. After committing the interview data, follow the instructions in the Process Application Month chapter for all pending months.

  5. After all pending months have been processed, follow the instructions in the Finalize Application chapter to complete the GA/G01 eligibility determination.


NOTE:

ACES determines the correct GA Program Type (Unemployed, Pending SSI, Aged, Blind, Disabled) and Medical Coverage Group based on the data entered.

 

Long Term Care

For General Assistance clients receiving Long Term Care services see WAC 388-513-1315 (11).

 

New Opening

General Assistance (GA) cases must be coded correctly in ACES during Screening and Interview so they are approved when this is appropriate. Pay particular attention to the following when entering information in ACES. 

General assistance includes these programs:

  • GA-A - General Assistance - Categorically Needy Medical for Aged

  • GA-B - General Assistance - Categorically Needy Medical for Blind

  • GA-D - General Assistance - Disabled ( ODI and PEP Approved)

  • GA-R - General Assistance - Categorically Needy Medical for a Person Over 18 But Not Yet 19 Years of Age

  • GA-U - General Assistance - Unemployable

  • GA-X - General Assistance - Expedited Disability

See WAC 388-400-0025.


GA-A - General Assistance - Categorically Needy Medical for Aged
  1. Screening:  If client is 65 or older ACES will set the program type to A-Aged, on the (INCH).
  2. Interview:  No disability / incapacity coding needed on (DEM2) as the person meets aged criteria.
  1. Results:
  • Program Code = GA
  • Program Type = A
  • Med Cvrg Group = G02
  • Payment Stnd = Renting or supplied (Based on living arrangement.)

GA-B - General Assistance - Categorically Needy Medical for Blind

  1. Screening:  On the (CIRC) select blind criteria.
  2. Interview:
(DEM1) Living Arrangement code = [AH]
(DEM2)

-Disability / Incapacity Type code = [Varies]

-Disability / Incapacity Approvl Source code = [PB] or [BL]

-Disability / Incapacity End Date = [For new applications must be more than 90 days from the date of application]
  1. Results:
  • Program Code = GA
  • Program Type = B
  • Med Cvrg Group = G02
  • Payment Stnd = Renting or supplied (Based on living arrangement.)

GA-D - General Assistance - Disabled ( ODI & PEP Approved)

GA-D is when a client is applying for GA-U and they have had contact with DD and they are eligible for DD but not receiving the DD benefits, open on GA-U but no review required.

  1. Screening:  If disabled is selected on the (CIRC), ACES will set program type to GA-D.
  1. Interview:
    (DEM2)

    -Disability / Incapacity Type code = [Varies]

    -Disability / Incapacity Approvl Source code = Must be [DD, OD, OP, or SA]

    -Disability / Incapacity Apprvl Date = [Varies]

    -Disability / Incapacity Estab Date = [Varies]

    -Disability / Incapacity End Date = [The disability / incapacity end date as established by the Social Services Worker. For a new application must be more than 90 days from the date of application.]
  2. Results:
  • Program Code = GA
  • Program Type = D
  • Med Cvrg Group = G02
  • Payment Stnd = Renting or supplied (Based on living arrangement.)

GA-R - General Assistance - Categorically Needy Medical for a Person Over 18 But Not Yet 19 Years of Age

  1. Screening:  You can't screen a new GA-R case.

Screen these cases just like you would screen a GA-U case for a person age 18 and over. You will see GA-U on the (INCH) in screening. After case is processed and finalized the type code will change to R.

You can reopen a previously closed or denied GA-R.

  1. Interview:
(DEM1) Living Arrangement code = [AH]
(DEM2)

-Disability / Incapacity Type code = [Varies]

-Disability / Incapacity Approvl Source code = [Varies based on client's situation.]

-Disability / Incapacity End Date = [The disability / incapacity end date as established by the Social Services Worker. For new applications must be more than 90 days from the date of application.]
  1. Results:
  • Program Code = GA
  • Program Type = R
  • Med Cvrg Group = G01
  • Payment Stnd = Renting or supplied (Based on living arrangement)

GA-U - General Assistance - Unemployable

  1. Screening:  When you choose Financial Assistance on the (KIND) and there is a single adult in the AU with no children, the default program on the (INCH) is GA-U.
    1. Incapacity can be selected if the person states they are incapacitated. Do not select 'Disabled' on the (CIRC) unless the person meets SSA disability criteria. 
    2. Enter valid values as follows:
(KIND) Financial Assistance = [Y]
(CIRC)

-Disabled = Leave this blank or you will get the wrong type code.

-Incapacity = [Y]  (Even if this is left blank when there is a single adult in the AU with no children the (INCH) defaults to GA-U / G01).

  1. Interview: See Long Term Care, Alternate Care, and Waivered Services

(DEM1) Living Arrangement code = [AH]
(DEM2)

-Disability / Incapacity Type code = [Varies]

-Disability / Incapacity Approvl Source code = [PP or PS] [AS, Aging & Adult Services (PEP Waived)] if Long Term Care

-Disability / Incapacity End Date = [The disability / incapacity end date as established by the Social Services Worker. For new applications must be more than 90 days from the date of application].
  1. Results:
  • Program Code = GA
  • Program Type = U
  • Med Cvrg Group = G01
  • Payment Stnd = Renting or supplied (Based on living arrangement.)

GA-X - General Assistance - Expedited Disability

  1. Screening:
(INCH) Screen the case the same as for a GA-U person but on (INCH) enter:

Program = [GA]

Program Type = [X]

Med Cvrg Grp = [G02]

  1. Interview:

(DEM1) Living Arrangement code = [AH]
(DEM2)

-Disability / Incapacity Type code = [Varies]

-Disability / Incapacity Approvl Source code = [PX]

-Disability / Incapacity End Date = [The disability / incapacity end date as established by the Social Services Worker. For new applications must be more than 90 days from the date of application.]

  1. Results:

  • Program Code = GA
  • Program Type = X
  • Med Cvrg Group = G02
  • Payment Stnd = Renting or supplied
     

Ongoing Case Maintenance

  • 45 days prior to incapacity end date the user gets Alert 213,GA Client Needs PEP Review.

  • The alert is also generated at the beginning of the month if the end date is less than 45 days from today, and sometimes the alert is generated closer to the 60th day.

  • When a PEP review has been completed and the case approved, update the incapacity end date on the (DEM2) with the new end date.

  • Make sure that the incapacity end date is more than 30 days in the future or the case will not close down correctly and the client will continue receiving assistance to which they are not entitled.
     

Program Change

GA-U - G01 to GA-X - G02

When an active GA-U client is approved for GA-X:

  1. Enter Option [R] Interim Historical Change in the Selection field on the (AMEN).

  2. Enter the [month that eligibility for GA-X began] or [month that GA-U began] in the Benefit Month (MM YY) field.  See EA-Z Manual - Adult Medical Programs - SSI-Related Adult Medical


NOTE: Because a client must be a recipient of GA-U in order to receive CN medical under the X program while their SSI application is pending with SSA the client is not eligible for GA-X prior to the date he/she began receiving GA-U.

  1. On the (DEM2) for each month change the Dis / Incp Type and Approval Source codes as follows:

    • DIS / INCP TYPE = [D]

    • APPROVAL SOURCE = [PX]

  2. Confirm and finalize the changes for each month.

    The program type will be X and medical coverage group will be G02.

  3. ACES automatically issues a MAID in batch the night the case is finalized. The MAID will have the correct medical coverage for any month in which the program change is processed.


NOTE: In this situation the AU for the GA-X remains the same as the GA-U.

GA-D or GA-X - G02 to MA-A / B / D - ( SSI Related Medical)

When a GA-D or GA-X changes to an MA-A/B or D, SSI related medical:

  1. Enter Option [L] Add A Program, in the Selection field on the (AMEN) for MA / A, B, or D medical coverage group S02.

  2. To ensure that the correct program, type code, and medical coverage group display on the (INCH), select Blind or Disabled on the (CIRC).

  3. If the correct program, type code, and medical coverage group do not display on the (INCH), enter in the correct information.

  4. On the (INCH) when the S02 AU displays ACES will automatically display a QMB S03.  If the person has Medicare Part A coverage, make sure that in addition to the S02 AU the S03 AU is selected.

  5. The S02 and S03 AUs will each have a different AU ID from the GA case.

  6. Enter Option [O] Interview, in the Selection field on the (AMEN).

  7. If the GA-U AU is not already closed, enter Reason Code [587] - Already Eligible for Program in Different AU - in the AU Status Reasons field during Process Appl Months to close the GA AU.

  8. For any month the S02 / S03 will be active and that the GA-U was previously active, the Concurrent Receipt field must be completed or ACES will not allow the S02 / S03 AUs to be finalized.

  9. Enter the [update demographic information if needed].

  10. On the (DEM2) for each month change the DIS / INCP TYPE and APPROVAL SOURCE codes as follows:

  • DIS / INCP TYPE = [D or B]

  • APPROVAL SOURCE = [OI]

  • APPROV DATE = [Date eligibility for SSA began]

  • ESTAB DATE = [Same as APPROV DATE]

  • END DATE = Leave Blank

  1. Process and finalize all AUs.

  2. When the closed GA is confirmed, the system will calculate an overpayment for the months that duplicate assistance was issued.

OFR establishes and collects this overpayment so enter a [IG] in the OP Reason Code field on the (CAFI).

  1. The Disability / Incapacity information must be completed on the (DEM2) for ACES to determine eligibility correctly on any case in which disability or incapacity is the basis of deprivation.


GA-D or GA-X - G02 to MA-A / B / D - S01

When a person on GA-U or GA-X begins receiving SSI:

  1. Enter Option [L] Add A Program, in the Selection field on the (AMEN) for MA / A, B, or D medical coverage group S01.

  2. To ensure that the correct program, type, and medical coverage group display on the (INCH) enter the [unearned income type code SI] and the [SSI amount] on the (CIRC).

  3. Enter the [SSI opening date] in the Appl Date field on the (INCH).

  4. If the correct program, type code, and medical coverage group do not display on the (INCH), enter the correct information.

  5. On the (INCH), when the S01 AU displays, ACES will automatically display a S03.

  6. If the person has Medicare Part A coverage, make sure that in addition to the S01 AU the S03 AU is selected.

  7. The S01 and S03 AUs will each have a different AUID from the GA AU.

  8. Enter Option [O] Interview, in the Selection field on the (AMEN).

  9. If the GA-U AU is not already closed with Reason Code 203 - Receiving SSI, enter the [reason code 587] -Already Eligible for Program in Different AU, in the AU Status Reasons field to close the GA AU.

  10. For any month the S01 / S03 will be active, that the GA was previously active, the Concurrent Receipt field must be completed or ACES will not allow the S01 / S03 AUs to be finalized.

  11. Enter [update demographic information] where and if needed.

  12. On the (DEM2), for each month, change the Dis / Incp Type and Approval Source field codes as follows:

  • DIS / INCP TYPE = [D]
  • APPROVAL SOURCE = [SI]
  • APPROV DATE = [Date eligibility for SSI began]
  • ESTAB DATE = [Same as APPROV DATE]
  1. Process and finalize all AUs.

NOTE: To avoid a dual participation edit in finalize, the GA AU must be confirmed first, then navigate back to MA, S01 and / or S03 to finalize.

  1. When you confirm the closed GA, ACES will calculate an overpayment for months that duplicate assistance was issued.

    OFR establishes and collects this overpayment so enter a [IG] in the OP Reason Code field on the (CAFI). 

  2. Disability / Incapacity information must be completed on the (DEM2) for ACES to determine eligibility correctly on any case in which disability or incapacity is the basis of deprivation.


GA-U/ G01 to AF-R/ F01

See Add A Person and Add A Program

When a single person on GA-U has their child move into the home:

  1. Add a program to the GA-U AU by entering Option [L] Add a Program, in the Selection field on the (AMEN).

  2. Process through the regular flow of screens.

  3. When the head of household's (MEMB) displays, enter a [Y] in the More Members field.

  4. <TRANSMIT> and a blank (MEMB) displays.

  5. Enter the [demographics on the child].

  6. Make sure the program, type, and medical coverage group on the (INCH) screen is AF-R / F01, if it is not, enter the correct information.

  7. Enter [date the child entered the home] in the Appl Date field on the (INCH).

  8. The AF AU will have a different AUID than the GA AU.

  9. On the (AMEN) enter Option [O] Interview, in the Selection field.

  10. Enter Reason Code [587] - Already Eligible for Program in Different AU, in the AU Status Reasons field to close the GA-U / G01 AU.

  11. Make sure the correct deprivation code is entered in the Depriv field on the child's (DEM1).

  12. Enter the [appropriate valid value] in the Concurrent Receipt field on the (DEM1) for any month in which the AF AU will be open and the GA-U was already open.

  13. Process and finalize all AUs.
     

Sanction

See WAC 388-448-0150 .

Non-Cooperation

When a GA-U client is sanctioned for non-cooperation, impose the sanction by entering the [penalty type and date] on the (STAT) to close the case.

Sanction Resolved

When the sanction has been resolved and client is again eligible:

  1. Reopen the original AU by screening it through Option [J] Screening, and entering the original AUID.  See Screening.

  2. Enter the [first day the client is no longer in sanction status] as the application date in the Appl Date field on the (INCH) during Screening and in the Elig Estab Date field on the (VERF) during Interview.

  3. When entering the remainder of the case information check the incapacity begin and end dates on the (DEM2) to ensure the information is still correct.

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Modification Date: April 25, 2008
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