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Revised September 4, 2012

What is interview?


How do I initiate an intake interview?


How are verification and valid value codes used?


How does ACES determine the screen flow during interview?


Screen Descriptions


Online Case Actions (ACES 3G) 


What is interview?


·         Client data is entered into ACES for the ongoing month using AMEN – Option O – Interview for a new application or when existing clients apply for a type of assistance they are not currently receiving.


·         Data entered through Option O – Interview is copied back to all months in the application period unless a client is active in another AU. In this situation, all information on that client must be entered individually in each of the application months, see Process Application Months.


·         It is important to always check alerts prior to starting the interview with the client. Many alerts provide information that may change eligibility factors. For more information on alerts, see Alerts. 

How do I initiate an intake interview?


·         To initiate an intake interview, take the following steps:


1.    From the AMEN, select Option O – Interview.


o    Enter the [AUID or CLID] in the AUID or Client ID field.


o    <TRANSMIT> and the PEND screen displays.


2.    On the PEND screen:


o    Enter [Y] – Yes in the Begin Processing for ALL pending AUs listed with Blank Intake Begin Date? field or enter [Y] – Yes in the S field for each individual AU to initiate the intake interview.


o    The PEND screen appears first in the screen-flow in the ongoing month for AMEN Options O –Interview when a pending AU exists and the intake has not been initiated.


3.    Press <TRANSMIT> or <F4> key to bypass the PEND screen without selecting any AUs for intake.


o    The <F3> key can be used to cancel out of the interview at any point before committing the interview data. This will un-initiate the intake.


o    For more information on how to complete the PEND screen and functionality, see:


¨        Screen Descriptions - What is the PEND Screen?


¨        Deny an Assistance Unit/Client


¨        Standards of Promptness

How are verification and valid value codes used?


·         To complete an interview, eligibility factors must be verified.


·         Enter the valid value for the eligibility factor being verified in the V field location to the right of the eligibility factor. Press <F1> for the appropriate valid values.


·         Some valid value codes, such as FV – Federally verified for SSN verification and BX – Bendex for unearned income amount verification are system generated. Workers are not allowed to enter a system generated code for the verification valid value.


·         Valid values such as CS – Client Statement, FA – Failed and RE – Refused may have a negative impact on eligibility.


·         Valid values, such as CC – Collateral Contact and OT – Other, require the worker to give more details on how the eligibility factor was verified. The worker should document the details of the verification on the REMA – Remarks screen.


o    Press <F9> to access the REMA screen.  

How does ACES determine the screen flow during interview?


·         The screen flow during interview is dependent on the program selected and the data entered. <TRANSMIT> to go through the screen flow or type the screen name in the upper right hand corner to fast-path directly to another screen.


·         The possible screens that appear in the screen flow during interview are listed below. Click on a specific screen name for more information and to find out how to complete the fields on the screen.


Screen Descriptions

The following screens may be required to complete Option O – Interview.

A  B  C  D  E  F  G  H  I  J  K  L  M  N  O  P  Q  R  S  T  U  V  W  X  Y  Z


A         ADDR – Household Addresses Screen

ADST – Address Standardization Screen

ALAS – Aliens, Students, and PII Screen

AREN – Additional Requirements Emergent Need Screen

AREP – Authorized Representative / Payee Screen

AREQ – Additional Requirements Screen


B         BOND – Bona Fide Needs Screen


C         CHIP – CHIP Enrollment Screen

CSRA – Community Spouse Resource Screen


D         DEEM – Allocation / Deeming Screen

            DEM1 – Client Demographic 1 Screen

            DEM2 – Client Demographic 2 Screen

            DEM3 – Client Demographic 3 Screen

            DEM4 – Client Demographic 4 Screen

            DONE – Session Summary Screen

DPEX – Dependent Care Expenses Screen


E         EARN – Earned Income Screen

            EDOC – Enhanced Documentation Screen

            EQU1 – Equal Access Plan

            EQU2 – Equal Access Plan

            EQU3 – Equal Access Plan

            EQU4 – Equal Access Plan

            ERRO – Consolidated Errors Screen


I           INST – Institution / ALF / HCB Screen


L          LTCD – LTC / HCB / ALF Community Income / Resources Screen

            LTCP – Split Cost of Care Screen

            LTCX – LTC Expenses/Deductions Screen


M         MANC – Managed Care Screen

            MEDX – Medical Expense Deduction Screen

            MISC – AU Non- Financial Miscellaneous Screen


N         NCPL – Non-Custodial Parent List Screen

NCPS – Non-Custodial Parent Screen

            NMCL – Name Clearance

            NSA – Necessary Supplemental Accommodations Screens


P         PEND – Application Pending Intake Screen


R         RES1 – Resources 1 Screen

            RES2 – Resources 2 Screen

            RES3 – Resources 3 Screen


S         SANC – Client Sanctions Screen

            SHEL – Shelter Expenses Screen

SPEC – Eligibility for Special Programs Screen

SSNA – Additional SSNs and Name Screen

STAT – Assistance Status Screen

STAY – Short Stays Screen


T          TICA - Time Clock Adjustment           

            TICS – Time Clock Screen

            TPL1 – Third Party Liability 1 Screen

            TRAN – Transfer of Resources Screen


U         UNER – Unearned Income Screen


V         VERF – Outstanding Verification Screen


W        WORK – Work Registration / Participation Screen



Modification Date: September 4, 2012