|
|
|
||
|
Revised April 4, 2012 |
||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
|
|
||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
|
Where is the letters function?
How do I manually create a letter?
What attachments are available for inclusion with letters?
How do I include attachment(s) with a letter?
What DSHS Mailroom inserts are sent with letters?
What DSHS Mailroom inserts are included in which letters?
What if my letter needs translation?
How do I send a letter in Large Print?
What are the pending letters icons?
How do I view pending letters and/or letter history?
How do I view pending letters for a specific user?
How do I change my ACES printer ID?
How do I print a pending letter?
How do I reprint a letter from Letter History?
How do I print individual letter attachments?
Where do I find DSHS forms online?
| ||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
|
Where is the letters function?
· The letters function is only available through aces.online.
· Letters can be created automatically by ACES.
· Letters can be manually created by a User.
o A letter can be manually created through the Client>>Letter Summary page or the Assistance Unit>>Letter Summary page.
How do I manually create a letter?
1. On the Welcome Back page of aces.online, use the Quick Navigation section to do the following:
o In the Select a Type of ID drop down box, click Client or Assistance Unit.
o In the Enter an ID box, enter [the client or AU id].
o In the Select a Page drop down box, click Letters.
o Click the Go button, the Client>>Letter Summary or Assistance Unit>>Letter Summary page displays.
OR
1. From the Client>>Summary or Assistance Unit>>Summary page, click on the Letters link. The Client>>Letter Summary or Assistance Unit>>Letter Summary page displays.
2. Click the Create Letter link.
o When using the Client>>Letter Summary, select an AU from the Create Letter page.
o When using the Assistance Unit>>Letter Summary, the Create Letter page displays with the chosen AU.
3. Click the Next button.
4. Select a letter category from the Letter Category drop down box.
5. Select the appropriate letter from the Letter drop down box.
6. Click the Next button.
7. If required, select the benefit month(s) affected by the case action. | ||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
| ||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
|
8. Click Next.
9. The Letter Edit page displays with the selected letter.
10. In the Print Options box, choose Local, State or None (if available).
11. Data from ACES mainframe may be pre-filled on the letter. The data field boxes can be changed as needed.
12. Complete the Mandatory Freeform text box and/or Optional Freeform Text box as necessary.
o Click the Spell Check link to verify spelling.
13. If attachments are necessary, click the Attachment(s) link.
o Select the number of copies for each attachment desired in the # Copies field.
o Click Done.
14. If Inserts are necessary, click the Insert(s) link.
o Select the appropriate insert(s) to include with the letter.
o Click Done.
15. When all data is entered on the letter, choose one of the following options:
o Back - Takes the user back to the Letter Selection page.
o Print - The letter will either print locally or be sent from State Office depending on which option is chosen in the Print Options box.
o Save as Draft - The letter will be stored as a draft in pending letters for a period not to exceed 30 days.
o Cancel - Cancels the letter request. | ||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
|
What attachments are available for inclusion with letters?
· The following Attachments are available for inclusion with letters. Click on Letter Attachments link to view the attachments in English or other supported languages.
* Not available for selection - one copy is automatically sent | ||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
| ||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
|
How do I include attachment(s) with a letter?
1. When creating a letter, from the Letter Edit Display screen, click the Attachment(s) link.
2. Enter the number of copies in the # Copies field for the attachment(s) desired.
3. Click Done.
What DSHS Mailroom inserts are sent with letters?
What DSHS Mailroom inserts are included in which letters?
· Insert DSHS 22-019 (Early and Periodic Screening, Diagnosis and Testing - EPSDT) is included with letter:
o 002-01 (Approval Letter) – on all TANF/F01 and all categorically needy (CN) and medically needy (MN) approvals in households with children and/or a head of household under 21 years of age.
· Insert DSHS 22-922(x) (Family Planning) is included with letter:
o 009-02 (Change to Family Planning Extension)
· If a letter that would have an insert is locally printed, the user should manually include the insert.
What if my letter needs translation?
· For information about Limited English Proficiency (LEP) and ACES Correspondence see EAZ Manual Limited English Proficiency (LEP), Written Translation Services.
How do I send a letter in Large Print?
1. On the ADDR screen in the Prim Lang field enter [LP – Large Print English].
o Only centrally printed letters coded LP are sent in Large Print.
o To print a letter locally in Large Print, check with your local office procedure for manually copying the letter in Large Print.
What are the pending letters icons?
· Pending letters show the following icons: | ||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
| ||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
|
How do I view pending letters and/or letter history?
1. On the Welcome Back page of aces.online, use the Quick Navigation section to do the following:
o In the Select a Type of ID drop down box, click one of the following: Assistance Unit, Client, Group Home, User or Vendor.
o In the Enter an ID box, enter [an identification number or User ID].
o In the Select a Page drop down box, select Letters.
o Click the Go button, the Letter Summary page displays.
· Letter History displays the print status of the client copy as follows:
o L/O – If all copies were locally printed.
o L/O – If client copy was local printed and other copies were selected for State office print.
o S/O (in Red) – Appears on the day the letter was created if the client copy was selected for State Office print and at least one AREP copy was local printed.
o S/O – After the client copy of a letter is printed from State Office in batch.
How do I view pending letters for a specific user?
1. On the Welcome Back page of aces.online, use the Quick Navigation section to do the following:
o In the Select a Type of ID drop down box, click User.
o In the Enter an ID box, enter [User ID].
o In the Select a Page drop down box, select Letters.
o Click the Go button, the Letter Summary page displays.
· Accessing letters by User ID allows the user to view all pending letters that were either system or user generated that day. This action also allows users to view all letters in Save as Draft status.
· This option shows pending letters that require mandatory text entries.
· Changes to pending letters can be made throughout the day until batch is run (usually after 8PM), at which time, letters will be printed and mailed from State Office. The letter then moves to Letter History. | ||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
| ||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
|
How do I change my ACES printer ID?
1. From the Client>>Letter Summary or the Assistance Unit>>Letter Summary page, go to the ACES Printer ID field, and click the <Change Printer> link.
2. In the Change to field, enter the [printer id].
3. Click Update Printer to save the change. | ||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
| ||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
|
How do I print a pending letter?
1. From Pending Letters, the box preceding the letter can be checked and the selection buttons; Delete, Undelete or Local Print can be clicked.
OR
1. Click on the letter name link to open the letter.
2. The Print Options box defaults to State. To print the letter locally, check Local.
o If the letter has multiple addressees and one copy has already been printed locally, the Reprint Option displays with a default to None.
¨ Choose Local or State to reprint the copy that had already been printed.
o If Local Print is chosen, the letter prints locally and shows in the Letter History with an icon indicating the item is Mail Ready (Non-editable).
o If there is an AREP and one copy is chosen for Local print and the other for State print, the locally printed letter displays in the Letter History with an icon indicating the item is Mail Ready (Non-editable) and the State print letter displays in Pending Letters with an icon indicating the item is Mail Ready (Non-editable). A State print letter will go out in the overnight batch process.
o Once any copy of a letter has been printed locally, the letter is no longer editable.
o If the client copy was locally printed, the AREP copy can be deleted from Pending Letters, but if the AREP copy was printed locally and the client copy saved for State print, the client copy cannot be deleted from Pending Letters.
3. Click the Print button. | ||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
| ||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
|
How do I reprint a letter from letter history?
· To reprint a letter from Letter History, take the following steps:
1. On the Welcome Back page of aces.online, use the Quick Navigation section to do the following:
o In the Select a Type of ID drop down box, click Client or Assistance Unit.
o In the Enter an ID box, enter [Client ID or AU ID].
o In the Select a Page drop down box, click Letters.
o Click the Go button and the Letter Summary page displays.
o Select the desired letter and click the Reprint button, a pop-up Reprint Options box appears.
¨ The system defaults to Local Print. To request a State Office reprint, choose the button for State.
¨ The system defaults to include carbon copies (cc’s) for any AREPs on the case. Uncheck the Include Carbon Copies (cc’s) box to not reprint the AREP copy.
¨ The system defaults to include attachments. Uncheck the Include Attachments box to not include attachments/inserts that had been sent with the original letter.
¨ For an English Only copy of a letter for an LEP client, check the English Only box.
2. Click the Reprint button.
OR
1. From the Letter Summary page, click on the letter name link to open the letter.
· In the Reprint Options box for each addressee, check the radio button for Local, State or None. The system defaults to Local.
o None can be used when there are multiple addressees and a reprint is not needed for all of them.
o There is a check by Include Attachments if the original letter included attachments. To reprint the letter without the attachments/inserts, uncheck the Include Attachments box.
2. Click the Print button. How do I print individual letter attachments?
1. On the Welcome Back Page of aces.online under Other Links, click Letters Attachments.
2. From the Support Central>>Letters Attachments page, select the attachment and language desired.
3. The attachment opens as a PDF file.
4. To print, go to File, then Print.
OR
1. On the Welcome Back page of aces.online, use the Quick Navigation section to do the following:
o In the Select a Type of ID drop down box, click one of the following: Assistance Unit, Client, Group Home, User or Vendor.
o In the Enter an ID box, enter [an identification number or User ID].
o In the Select a Page drop down box, select Letters.
o Click the Go button, the Letter Summary page displays.
2. Click on the Letters Attachments link.
3. From the Support Central>>Letters Attachments page, select the attachment and language desired.
4. The attachment opens as a PDF file.
5. To print, go to File, then Print. | ||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
| ||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
|
What are the current Letters?
· Current letters are listed below. To see the letter number and name, click on one of the following categories.
Administrative Hearing Letters
060-01 Administrative Hearing Communication - Internal
011-01 Interview Appointment for Applicant
002-01 Approval Letter 002-34 Approval for Disaster Assistance
008-01 Change in Cash/Food Assistance
004-01 Cash Denial for AU 004-08 Disaster Cash Assistance Denial 004-09 Disaster Food Assistance Denial
055-01 ADH for 1st or 2nd Offense Before 1/1/97
037-01 60 Days Non-Use of EBT 037-02 330 Days of Non-Use of EBT 037-03 Notice of EBT Adjustment Decision 038-01 Food Assistance Payee Remittance 038-02 Cash Assistance Payee Remittance 038-03 Cancellation of Food Assistance Benefits 039-01 Reject Pre-Note/Direct Deposit 039-02 EFT Reversal Letter
070-01 ETR Request - Internal
016-01 Failure to Appear for Application Interview
045-02 Cash Assistance Overpayment - Intentional
022-01 Mail-In ER for Cash/Food/Medical (Non-LTC)
065-01 Communication Referral - Internal
023-01 Missing Verification for Interview
020-01 MN Spenddown
017-01 Supplemental Payment for Cash/Food
007-01 Suspension for Cash/Food
006-01 Termination for AU
036-01 Community Jobs
Where do I find DSHS forms online?
To view DSHS forms go to http://www.dshs.wa.gov/forms/eforms.shtml.
| ||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
|
Modification Date: April 4, 2012