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Screening
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Revised October 15, 2009
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Purpose:
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Key Points of aces.online Screening
Screening Pages
Navigation Guide
Add a Person
Add a Program
Address Validation
Case Screened in Error
Case Screened with Wrong Application Date
Re-Open
Screening Tips and Hints
Screening a client
How do I screen an application for a client?
Authorized Representatives
Add AREP
Edit AREP
Delete AREP
Group Homes
Authorized Representative Payee Chart
Schedule Appointment During Screening
Unit Schedule Inquiry
Verify Name Clearance Data
Withdraw After Signature
Complete the Screening Process
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Key Points of aces.online Screening
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Screening is the first step in processing a new application, adding a person, adding a program or reopening a closed or denied assistance unit.
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The processes for Screening, Add a Person, Add a Program and Reopen reside in aces.online and can be accessed from the Welcome Back and Assistance Unit >> Summary pages.
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The processes for Interview, Process Application Month and Finalize Application reside in the ACES mainframe and can be accessed from the AMEN, options [O], [P] and [Q].
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When in the Screening program, click the Next button after entering client data on each page to access the next page in the normal flow. For more information, see the Navigation Guide.
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All required fields in Screening, Add a Person, Add a Program and Re-Open are identified by a *.
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Required fields must be completed before client data can be stored in the database and the Screening process is considered complete.
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Before screening a new case in aces.online, determine if the client has previous case history by searching for their name or SSN on the Welcome Back page.
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When a client has a previously closed or denied case and is again applying for benefits, the closed or denied AU should be reopened instead of screening a new case. For more information, see Reopen.
The aces.online Screening process performs the following major tasks:
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Records the client's request for assistance including the application date.
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Begins timeliness tracking to ensure compliance with standard of promptness time frames. See EA-Z Manual: Applications D. - Time Limits for Processing Applications - WAC 388-406-0035.
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Starts checking the screening data against records from other agencies during the overnight batch process.
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Checks individuals requesting assistance against existing clients in the database to determine and assign the Client ID number.
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Based on client demographics, suggests possible programs for which the client may be eligible.
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Groups all screened clients into assistance units by program, and assigns the Assistance Unit ID (AUID) number.
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The information entered during Screening is printed on a Request for Benefits (RFB) for the client's signature.
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Indicates to the user when a household may be eligible for expedited service or emergent processing.
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Screening Pages
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Navigation Guide · When a Screening function (Screen New Application, Add a Person, etc.) is selected, a new "child" window called ACES Screening will open. The "parent" aces.online window will remain open in the users taskbar and can be selected by clicking it with the mouse.
· Use your mouse or the <Tab> key to move from one field to the next.
· Use your mouse or the <Shift><Tab> keys to move backward from one field to the next.
· Use your mouse or the <Space Bar> to enter or remove a checkmark in a checkbox.
· Drop-down Lists - To navigate to a section within a list, enter the first letter of the word you are looking for. Use the up and down arrows on your keyboard to scroll through the lists. When you have highlighted the word you want to select, press the <Enter> key.
· To remove an entry from a drop-down list box, click the blank entry at the top of the list.
· Click the Next button after entering client data on each page to access the next page in the normal flow.
· Click the Skip button to move to the next page without entering data on the current page. This option is not available on all pages.
· Click the Back button to return to the previous page. This option is not available on all pages
· Click the Cancel button to exit Screening and discard all data that was entered.
· Click the Reset button to clear all entries on a page.
· Click the Need Help? link for screen level assistance and links to other help resources.
· Click the Program, Client Name or AREP name links to view additional details about the program, client or Authorized Representative/payee.
· Click an AUID link to view the aces.online Assistance Unit Summary page. The Summary page appears in the aces.online "parent" window and the Screening program remains open in a separate (child) window. This option is available only when working with an assistance unit that already has an ID number assigned.
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Add a Person Key Points of Add a Person
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To add a person to an existing assistance unit the user must first add the person in aces.online and then process the case through options [O] Interview, [P] Process Application Month, and [Q] Finalize Application from the AMEN in the ACES mainframe.
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When processing a negative case action in addition to adding a person to an assistance unit, process the negative case action first. This ensures the benefit calculation for the added person will be correct.
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If the added person was in active status in another AU of the same benefit type (cash/medical/food) for the same time period that is being processed for add-a-person, that person must be closed in the other AU and an entry must be made in the Concurrent Receipt field(s) on the (DEM1) screen for the historical and/or current month.
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The new person being added to the assistance unit will be in a pending status until the eligibility process is completed.
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The assistance unit name and address data cannot be modified during the Add a Person screening process. The information is protected data.
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If Interview is done on a different day from Add a Person, the user should check the alerts prior to beginning the interview.
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ACES initiates standard of promptness tracking and starts checking the screening data against records from other agencies in batch. See WAC 388-406-0035.
To add a person to an assistance unit, take these steps:
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On the Welcome Back page, use the Quick Navigation section to do the following:
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From the Select a Type of ID drop down box, click Assistance Unit.
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Enter the AU number you want to add the person to in the Enter an ID box.
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From the Select a Page drop down box, click Add a Person.
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Click the Go button. The Applicant page for head of household is displayed in a new window.
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From the Assistance Unit >> Summary page of the AU you want to add the person to, select the Case Maintenance link and then click Add a Person. The Applicant page for the head of household is displayed in a new window.
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The Applicant page for the head of household cannot be updated. In this situation, the Applicant page is used to verify the head of household.
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Once you have verified the head of household, click the Next button. The Add Member – Search Criteria page is displayed.
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On the Add Member – Search Criteria page, enter the Client ID, SSN and/or Member Information for the person that you are adding.
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Click the Next button. The Add Member – Client Matches page is displayed.
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ACES will compare the client data with existing information on the database and displays a list of possible matches.
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Review all possible matches carefully.
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Exact Match - If an exact match is found, the Exact Match section is displayed with the matched client’s demographic information. If this client is the same as your client, click the Next button to confirm. The Add Member page is displayed.
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Client Matches - If you find a client that looks like it may be the same as your client, you can review the ACES case information by clicking the Client ID next to that client. If you find a match for your client, click to select that client and then click the Next button. The Add Member page is displayed.
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No Match Found - If no match is found, click to select Assign new Client ID and click the Next button. The Add Member page is displayed.
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On the Add Member page select the clients Relationship to HOH and Race Primary codes from the drop-down lists.
- To add more members, enter a checkmark in the Add More checkbox at the bottom of the Add Member page and follow steps 3 through 5 for each additional member.
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When all household members have been added, click the Next button. The Finalize page will be displayed.
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On the Finalize page, click the Program name (i.e., TANF, Food Assistance) to view the Program Details page.
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On the Program Details page, you can view, add and subtract members from the assistance unit.
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To remove a member from the assistance unit, remove the checkmark from the checkbox next to that member’s name.
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When a member is removed from an assistance unit, a line will appear through their name.
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To add a member to the assistance unit, enter a checkmark in the checkbox next to the member’s name.
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To view the Client >> Summary page for a client, click their Client ID.
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To view the Member page for a client, click the client’s name.
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To view the Assistance Unit >> Summary page, click the AUID.
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After you have reviewed the Program Details, click the Next button to go back to the Finalize page.
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To add additional programs, click the Specify Program button or the Add Program link at the top of the page.
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To subtract programs, remove the checkmark from the checkbox next to the program’s name.
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On the Finalize page, select the program(s) the client is applying for by entering a checkmark in the checkbox next to the program(s) name.
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Enter the Application Date.
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The Application Date must not be greater than 36 months in the past.
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If appropriate, confirm that the Expedited Food Assistance indicator is set correctly.
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Confirm that the case is assigned to the correct CSO and User.
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Click the Commit button. The Commit Status page is displayed.
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From the Commit Status page you can take the following actions:
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Print Equal Access Plan
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Print RFB
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Schedule Appointment
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Update/View Case Narrative
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Take me to Le tters List – Click to view the Letters List for your client and/or assistance unit.
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Exit Screening – Click to close the Screening window. Because all Screening data has been written to the database, data will not be lost when the Exit Screening button is clicked.
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Screen New Application – Click to screen a new application. The Applicant page will be displayed, allowing you to enter a new application.
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Interview the case. For more information, see Interview.
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Process the case. For more information, see Process Application Month.
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Finalize the case. For more information, see Finalize Application.
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Add a Program Key Points of Add a Program
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Use Add a Program when there is an active assistance unit and the client is requesting additional assistance for themselves and/or other members of the household.
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To add a program to an existing assistance unit the user must first add the program in aces.online and then process the case through options [O] Interview, [P] Process Application Month, and [Q] Finalize Application from the AMEN in the ACES mainframe.
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Do not process Add a Program when a closed or denied AU is to be reopened. The closed or denied AU must be reopened. For more information, see Reopen.
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When there are people in the household that are not a part of the active assistance unit that are also requesting assistance you can process Add a Person at the same time as Add a Program. For more information, see Add a Person.
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ACES initiates standard of promptness tracking and starts checking the screening data against records from other agencies in batch.
To Add a Program to an existing assistance unit, take these steps:
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On the Welcome Back page, use the Quick Navigation section to do the following:
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From the Select a Type of ID drop down box, click Assistance Unit.
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Enter the AU number you want to add the person to in the Enter an ID box.
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From the Select a Page drop down box, click Add a Program.
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Click the Go button. The Applicant page for head of household is displayed in a new window.
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From the Assistance Unit >> Summary page of the AU you want to add the person to, select the Case Maintenance link and then click Add a Program. The Applicant page for the head of household is displayed in a new window.
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The Applicant page for the head of household cannot be updated. In this situation, the Applicant page is used to verify the head of household.
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Once you have verified the head of household, click the Next button. The Programs page is displayed.
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On the Programs page, enter a checkmark in the checkbox next to all the programs that the client is applying for.
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If Food Assistance is selected then the Expedited Food Assistance Determination Criteria questions will be displayed.
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If the question “Is anyone in household a seasonal or migrant farmworker?” is answered with a Yes, then four additional questions will be displayed.
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On the Programs page, enter a checkmark in the checkbox next to all applicable Program Determination Criteria.
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Click the Next button. The Finalize page is displayed or if an AREP/Payee was designated on the Applicant page, the Add AREP page will be displayed.
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On the Finalize page, click the Program name (i.e., TANF, Food Assistance) to view the Program Details page.
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On the Program Details page, you can view, add and subtract members from the assistance unit.
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To remove a member from the assistance unit, remove the checkmark from the checkbox next to that member’s name.
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When a member is removed from an assistance unit, a line will appear through their name.
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To add a member to the assistance unit, enter a checkmark in the checkbox next to the member’s name.
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To view the Client >> Summary page for a client, click their Client ID.
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To view the Member page for a client, click the client’s name.
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To view the Assistance Unit >> Summary page, click the AUID.
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After you have reviewed the Program Details, click the Next button to go back to the Finalize page.
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To add additional programs, click the Specify Program button or the Add Program link at the top of the page.
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To subtract programs, remove the checkmark from the checkbox next to the program’s name.
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On the Finalize page, select the program(s) the client is applying for by entering a checkmark in the checkbox next to the program(s) name.
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Enter the Application Date.
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The Application Date must not be greater than 36 months in the past.
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If appropriate, confirm that the Expedited Food Assistance indicator is set correctly.
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Confirm that the case is assigned to the correct CSO and User.
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Click the Commit button. The Commit Status page is displayed.
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From the Commit Status page you can take the following actions:
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Take me to Letters List – Click to view the Letters List for your client and/or assistance unit.
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Exit Screening – Click to close the Screening window. Because all Screening data has been written to the database, data will not be lost when the Exit Screening button is clicked.
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Screen New Application – Click to screen a new application. The Applicant page will be displayed, allowing you to enter a new application.
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Interview the case. For more information, see Interview.
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Process the case. For more information, see Process Application Month.
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Finalize the case. For more information, see Finalize Application.
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Address Validation How does the USPS Standardization/Address Validation work?
Why is the address listed on the Address Validation – Matches page show as Non-Deliverable?
How do I do search for others at my applicant’s address?
How do I add a mailing address?
How do I delete a mailing address?
How do I enter a PO Box?
How do I enter a homeless address or General Delivery address?
How does the USPS Standardization/Address Validation work?
· When a residential and/or mailing address is entered on the Applicant page and the user clicks the Next button, an attempt is made to verify the address, in the same session, through a software program that links to the United States Postal Services (USPS) database.
· For initial addresses, the zip will be pre-filled with 90000. If you do not change this, the address verification system will return a list of possible address matches. The address matches display on the Address Validation - Matches page and the user can select the appropriate address from the list.
· If the address is found, then the address is considered "standardized" and the USPS description will change from Not Standardized to Standardized and the user will be taken to the Programs page. If the address is not found or if more than one possible match is found, the user will be taken to the Address Validation – Matches page.
Why is the address listed on the Address Validation – Matches page show as Non-Deliverable?
· On the Address Validation – Matches page, the list of possible address matches displays. Some of the addresses may be noted as being Non-Deliverable. This means USPS does not deliver mail to that address.
How do I do search for others at my applicant’s address?
· Enter the Residential address and click Address Search. The Address Search Results page will be displayed in the aces.online “parent” window. To get back to the Applicant page, click the ACES Screening window in your taskbar.
How do I add a mailing address?
· To add a mailing address, remove the checkmark from the Mailing Address same as above checkbox and enter the address information.
How do I delete a mailing address?
· To delete a mailing address, enter a checkmark in the Delete Mailing Address checkbox.
How do I enter a PO Box?
· To enter a PO Box, remove the checkmark from the Mailing Address same as above checkbox. The Mailing Address section is displayed. Enter the PO Box information in the Street Name field and enter the City and Zip code.
· The address verification system will go through the validation process for the PO Box same as it does for a regular street address.
How do I enter a homeless address or General Delivery address?
· To enter a homeless address, take the following steps:
1. Type the word Homeless in the residential Street Name field and enter the City and Zip code.
2. Complete the Mailing Address section with the address where the client will receive their mail. Then click the Next button.
o To enter a General Delivery address, type General Delivery in the Street Name field, enter the City and Zip code, and then click the Next button.
3. A pop-up message displays saying “Missing street number. Address cannot be validated.” Click OK. Then click the Skip Validation button.
4. The Address Validation page moves on to validate the Mailing Address.
o If the address was entered as a General Delivery address, the system automatically standardizes the address based on the City. The Zip code is updated and address now shows as Standardized.
o There can only be one General Delivery address per city.
5. After both the mailing address has been standardized, click the Next button and the Programs page displays.
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You will need to review the address to confirm it is the correct address.
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Case Screened in Error Key Points of Screened in Error:
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When an assistance unit has been screened in error, it can be denied without going through options [O] Interview, [P] Process Application Month, and [Q] Finalize Application by using the Screened in Error function in aces.online.
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All assistance units processed using this option will be denied using reason code 561 - AU Screened in Error.
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The Screened in Error option is only available when an AU meets the following conditions:
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The AU Status is Pending (P)
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The case data has not been committed through option [O] - Interview
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The Financial Responsibility and Status Reason codes of all clients are blank; and
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All clients in the AU have the same application date.
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When an AU is screened and an appointment has been scheduled, the appointment letter is sent unless Screened in Error is used to deny the AU on the same day that it was screened. Currently, the system will not delete the appointment from the user's schedule in this situation.
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The Screened in Error function will not generate a denial letter.
To deny an AU that has been screened in error, take these steps:
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On the Welcome Back page, use the Quick Navigation section to do the following:
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From the Select a Type of ID drop down box, click Assistance Unit.
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Enter the AU number you want to add the person to in the Enter an ID box.
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From the Select a Page drop down box, click Screened in Error.
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Click the Go button. The Applicant page for head of household is displayed in a new window.
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From the Assistance Unit >> Summary page of the AU you want to add the person to, select the Case Maintenance link and then click Add a Person. The Applicant page for the head of household is displayed in a new window.
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The Applicant page for the head of household cannot be updated. In this situation, the Applicant page is used to verify the head of household.
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Review the Applicant page to ensure the client displayed is the HOH of the AU you are denying.
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Once you have verified the HOH, click the Next button. The Finalize page is displayed.
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Enter a checkmark in the checkbox next to all AU’s to be denied for reason 561 - Screened in Error.
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Click the Commit button. The Commit Status page is displayed.
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From the Commit Status page you can take the following actions:
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Print Equal Access Plan
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Print RFB
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Schedule Appointment
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Update/View Case Narrative
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Take me to Letters List – Click to view the Letters List for your client and/or assistance unit.
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Exit Screening – Click to close the Screening window. Because all Screening data has been written to the database, data will not be lost when the Exit Screening button is clicked.
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Screen New Application – Click to screen a new application. The Applicant page will be displayed, allowing you to enter a new application.
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Case Screened with Wrong Application Date
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If you have a pending AU that was screened with an incorrect application date and the correct date is later than the pending application date, then deny the AU and re-screen the same AU with the correct application date. For more information, see Re-Open.
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Because the application date on a Re-Opened/Re-screened AU cannot be prior to the original application date, you will need to screen a new AU if the correct application date is earlier than the pending application date. For more information, see Screen New Application.
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If the AU you are denying meets the criteria to be denied as Screened in Error, use this option to deny the AU. For more information, see Screened in Error.
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If you are not able to use the Screened in Error option, deny the AU with the incorrect application date using a 500-level reason code.
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Re-open When should I reopen an AU?
How do I reopen a previously closed or denied AU?
When should I reopen an AU?
· Re-open can be used on either a closed or denied AU.
· When a client has a previously closed or denied case and is again applying for the same type of benefits, reopen the closed or denied AU instead of screening a new AU.
· Re-open is generally used for cases that have been ineligible for one or more months, or are not eligible on the first day of the month in which the client reapplies.
· The application date for an AU being reopened must be after the AUs previous application date.
· An AU can only be re-opened in months which had no benefits issued for the AU.
How do I reopen a previously closed or denied AU?
To re-open an AU that has been previously closed or denied, take these steps:
1. On the Welcome Back page, use the Quick Navigation section to do the following:
o From the Select a Type of ID drop down box, click Assistance Unit.
o Enter the AU number you want to reopen in the Enter an ID box.
o From the Select a Page drop down box, click Re-open.
o Click the Go button and the Applicant page for head of household displays in a new window.
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o From the Assistance Unit >> Summary page of the AU you want to reopen, select the Case Maintenance link and then click Re-open. The Applicant page for the head of household displays in a new window.
o The Applicant page for the head of household cannot be updated. In this situation, the Applicant page is used to verify the head of household.
2. Review the Applicant page to ensure the client displayed is the HOH of the AU you are re-opening.
o If the HOH is active or pending in another AU, data on this page will be protected and cannot be changed.
o If the HOH is not active or pending on another AU, changes can be made to the client's primary language, residential address and mailing address data if necessary.
3. Click the Next button and the Equal Access page displays.
- Click the button to indicate if the Head of Household (HOH) needs extra help in obtaining or keeping benefits.
¨ If [Y] – yes or [D] – Declined to answer is entered, the Equal Access plan must be completed.
¨ If [N] – no or [P] – Client not present is entered, the Equal Access plan does not appear.
- Click the Next button and the Finalize page will be displayed.
4. The Finalize page displays:
o The AU you selected to re-open will display as well as any related closed/denied AUs with the same HOH.
o The AUs that are eligible for reopening are identified with the  icon.
o To Add a Person during Re-open by click the Add Member link on the Finalize page. For more information, see Add a Person.
o To add an Authorized Representative (AREP) to the AU being re-opened, click the Add AREP link on the Finalize page. For more information, see Add AREP.
o The icon indicates the Program Details must be reviewed before the selected AU can be re-opened.
5. On the Finalize page, click the Program name (for example, TANF, Food Assistance, Medical Assistance) to view the Program Details page.
6. On the Program Details page, you can view, add or remove members from the assistance unit.
o To remove a member from the assistance unit, remove the checkmark from the checkbox next to that member’s name.
o When a member is removed from an assistance unit, a line appears through their name.
o To add a member to the assistance unit, enter a checkmark in the checkbox next to the member’s name.
o To view the Client >> Summary page for a client, click their Client ID.
o To view the Edit Member page for a client, click the client’s name.
o To view the Assistance Unit >> Summary page, click the AU ID.
7. After you have reviewed the Program Details, click the Next button to go back to the Finalize page.
o The selection checkbox will appear in place of the icon after the Program Details have been reviewed for each AU.
8. On the Finalize page, select the program(s) to be reopened by entering a checkmark in the checkbox next to the program(s) name.
9. Enter the Application Date.
o The Application Date must not be greater than 36 months in the past.
o The reopen application date must be after the original application date for the AU. To review the original application date for the AU:
¨ On the Finalize page, click the AUID link and the Assistance Unit >> Summary page displays.
¨ From the Assistance Unit >> Summary page, select Details then click Demographics and the Assistance Unit >> Demographics page displays.
¨ View the original Application Date by scrolling down to the Details section.
¨ Return to the Finalize page by clicking the Screening session window in your taskbar.
¨ If appropriate, confirm that the Expedited Food Assistance indicator is set correctly.
¨ Confirm that the case is assigned to the correct CSO and User.
10. Complete the screening process. See Screening a Client.
11. Complete the interview following the instructions in the Interview chapter.
12. After committing the interview data, follow the instructions in the Process Application Month chapter.
13. When all pending months have been processed, follow instructions in the Finalize Application chapter to complete the reopen process.
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Screening Tips and Hints For cases fitting the criteria listed below it is important that client information is entered correctly during Screening so that the correct program, type code and medical coverage group displays on the Finalize page.
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When any household member is pregnant complete the Pregnancy Due Date field on the appropriate Member page.
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When any household member is SSI related, not receiving SSI benefits, and under age 65 enter, select Disabled on the Programs page under Program Determination Criteria.
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When any household member is blind, not receiving SSI benefits, and under age 65 enter, select Blind on the Programs page under Program Determination Criteria.
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When any household member is a refugee, select Refugee on the Programs page under Program Determination Criteria.
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When any household member is receiving Medicare Part A, select Medicare Part A Eligible on the Programs page under Program Determination Criteria.
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If a client is requesting LTC or Alternate Care in addition to medical assistance do not select medical assistance on the Programs page unless the client is requesting retroactive medical.
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If you forget to print the RFB form you cannot go back into Screening to print one. The client must complete and sign Part 1 of the Application for Benefit instead.
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Screening a Client
How do I screen an application for a client?
To screen an application, 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 and Applicant page displays in a new window.
2. On the Applicant page, enter the applicant’s (head of household) Name, Residential and Mailing Addresses.
- If an AREP is associated with the client, enter a checkmark in the AREP/Payee checkbox.
- Use Address Line 1 and Line 2 for entering apartment/building names or “in care of” information.
- Address Line 2 should not used if Line 1 is blank.
- Enter the Mailing Address only if different than the Residential Address.
- The following four special characters should not be entered in any the Residential or Mailing address fields:
(*) Asterisk
(:)Colon
(‘) Accent
(~) Tilde
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| NOTE: |
The application screening process allows the special characters described above to be entered, but during processing of the AU, workers will receive hard edits to correct the errors.
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3. On the Address Validation page
- ACES determines the validity of an address (residential and mailing) by looking at the Street Number, Dir Name, Type, City Dir, City and ZIP fields.
- If the address is found, the address is considered "standardized" and the USPS description changes from Not Standardized to Standardized.
¨ ACES verifies addresses in real time, through a United States Postal Services - USPS software program called Finalist. For more information, see Address Validation.
- Click the Next button and the Programs page is displayed.
4. On the Programs page,
- Enter a checkmark in the checkbox next to all programs the client is applying for.
¨ If Food Assistance is selected then the Expedited Food Assistance Determination Criteria questions display.
¨ If the question “Is anyone in household a seasonal or migrant farmworker?” is answered with a Yes, then four additional questions display.
- Enter a checkmark in the checkbox next to all applicable Program Determination Criteria.
¨ Program Determination Criteria is used by ACES to determine the most logical program(s) for which the household is eligible.
5. On the Add Member – Search Criteria page, enter the Client ID (CLID), SSN
or Member Information for the head of household.
- Each time a client is entered into ACES, client demographics are compared to information on the client database in a process called Name Clearance to determine if that person has a CLID number in ACES.
- The purpose of Name Clearance is to ensure that each client is assigned a unique CLID.
- Each client retains the same CLID for his/her lifetime on the system, no matter how many times the person becomes a DSHS client.
6. On the Add Member – Client Matches page:
- ACES compares the client data with existing information on the database and displays a list of possible matches.
- Review all possible matches carefully.
¨ If an exact match is found, the Exact Match section displays with the matched client’s demographic information. If this client is the same as your client, click the Next button to confirm.
¨ If the system finds a client that looks like it may be the same as your client, a list of possible client matches appears. Review the ACES case information by clicking the CLID next to that client to determine if this is the same client. If so, click to select that client.
¨ If no match is found, click to select Assign new Client ID.
- Click the Next button and the Add Member page is displayed.
7. On the Add Member page:
- Enter a checkmark in the checkbox at the bottom of the page and follow steps 5 and 6 for each additional member.
- When all household members have been added, click the Next button and the Equal Access page will be displayed.
8. On the Equal Access page:
- Click the button to indicate if the Head of Household (HOH) needs extra help in obtaining or keeping benefits.
¨ If [Y] – yes or [D] – Declined to answer is entered, the Equal Access plan must be completed.
¨ If [N] – no or [P] – Client not present is entered, click the the Next button and the Finalize page will be displayed.
- When the Equal Access plan has been completed, click the Next button and the Finalize page will be displayed.
9. On the Finalize page, click the Program name (i.e., TANF, Food Assistance) to view
the Program Details page. If you receive a ‘lock validation error’, select the AUID to
review household composition.
10. On the Program Details page, you can view, add and subtract members from the
assistance unit.
- To remove a member from the assistance unit, remove the checkmark from the checkbox next to that member’s name and a line will appear through their name.
- To add a member to the assistance unit, enter a checkmark in the checkbox next to the member’s name.
- To view the Member page for a client, click the client’s name.
- After you have reviewed the Program Details, click the Next button to go back to the Finalize page.
11. On the Finalize page:
o Add more members or programs by clicking the Add Member or Programs links at the top of the page.
- Add Equal Access by clicking the Equal Access link at the top of the page.
- To add additional programs, click the Specify Program button or the Add Program link at the top of the page.
- To subtract programs, remove the checkmark from the checkbox next to the program’s name.
- Select the program(s) the client is applying for by entering a checkmark in the checkbox next to the program(s) name.
- Enter the Application Date.
¨ The Application Date must not be greater than 36 months in the past.
¨ If appropriate, confirm that the Expedited Food Assistance indicator is set correctly.
¨ Confirm that the case is assigned to the correct CSO and User.
12. On the Commit Status page
- Confirmation that the Screening process has been committed to the database displays as well as the assistance units and client IDs that have been created or updated as a result of the Screening process.
¨ Print Equal Access Plan
¨ Print RFB
¨ Schedule Appointment
¨ Update/View Case Narrative
¨ Take me to Letters List – Click to view the Letters List for your client and/or assistance unit.
¨ Exit Screening – Click to close the Screening window. Because all Screening data has been written to the database, data will not be lost when the Exit Screening button is clicked.
¨ Screen New Application – Click to screen a new application. The Applicant page will be displayed, allowing you to enter a new application.
13. Interview the case. For more information, see Interview.
14. Process the case. For more information, see Process Application Month.
15. Finalize the case. For more information, see Finalize Application.
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Authorized Representatives Key Points of Authorized Representatives
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An authorized representative is generally an adult non-household member who is sufficiently aware of the household circumstances to be able to act on behalf of the household.
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A client can designate an authorized representative to receive copies of letters, eligibility review forms, benefits or any combination of these depending on which AREP/Payee type is used.
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See the Authorized Representative Payee Chart for details on the different AREP types, as each type has a specific profile that allows the user to choose the appropriate combination of letters, Eligibility Reviews, and Benefits that are to be sent to the AREP/Payee.
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Follow program policy in choosing the appropriate AREP type. For more information, see the EA-Z Manual - Payees on Benefit Issuances.
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ACES automatically formats letters and issuances with the HOH's name on the second line. It is not necessary for the user to enter the client's name in the address field.
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ACES will send letters to a maximum of nine AREPs who are of the type to receive a copy of a client's letter.
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When an AU is assigned more than one AREP/Payee type that is eligible to receive benefits on the client's behalf, ACES will send the Warrant, Basic Food benefits and/or MAID to the first AREP listed that is of the type to receive the client's benefits.
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AREP addresses are subject to the CASS address verification process. The user of record will receive the CASS alert the next day if the AREP address is found to be invalid.
To add an AREP during screening, take these steps:
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On the Applicant page, enter a checkmark in the AREP/Payee checkbox.
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The Add AREP page will display in the page flow after the Add Member pages.
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On the Add AREP page, select the appropriate AREP or Payee type using the drop down box.
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Some AREP/Payee type codes can only be used on specific program types. For example, AA can only be used on a Basic Food case.
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When an AREP is inappropriate for a specific AU type you have screened, the Finalize - Program Details page will show the AREP as crossed out and identified with the  symbol indicating “Invalid AREP type for AU”.
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Enter the appropriate Corporate or Individual Name, Address and Phone Number for the AREP.
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To assign another payee to the case, enter a checkmark in the Add More checkbox and click the Next button. The Add AREP page will be displayed, allowing you to enter a new AREP.
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When you have finished adding the data for your last AREP/Payee, click the Next button to proceed with the screening process.
To add an AREP to an active or pending case, take these steps:
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An AREP/Payee must be assigned to an active or pending AU via the ACES mainframe. From the (AMEN):
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On the (ADDR) screen, enter a [Y] in the Auth Rep/Payee field.
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Press < Transmit >. The AREP screen for the first AU is displayed.
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Enter the type of AREP/Payee you wish to assign to the AU in the Rep/Type field.
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See < F1 > Help or the Authorized Representative Payee Chart for more detailed information on the different AREP types, as each type has a specific profile that allows the user to choose the appropriate combination of letters, Eligibility Reviews, and Benefits that are to be sent to someone other than the Head of Household. Follow program policy in choosing the appropriate AREP type.
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Some AREP/Payee type codes can only be used on specific program types. For example, AA can only be used on a Basic Food case.
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When an AREP is inappropriate for a specific AU type you are trying to assign it to, error message 0977 - Code Entered is Invalid for the Prog Code Being Processed, will display at the bottom of the screen.
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Enter the appropriate Corporate or Individual Name, Address and Phone number for the AREP.
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To add more than three AREPs or payees to an AU, enter [Y] in the More field at the bottom of the (AREP) screen.
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When the last AREP/Payee has been added:
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If you have other case actions to process, including adding an AREP/Payee to a related AU, press < Transmit > to proceed through the normal screen flow, or call the next screen you wish to work on.
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If you are taking any further case actions, call DONE and confirm benefits.
To edit the details of an AREP/Payee in screening, take these steps:
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From the Finalize page, click the Program name to view the Finalize - Program Details page.
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Click the AREP/Payee Name link to go to the Edit AREP page where you can review current AREP data.
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Edit the AREP/Payee details as needed.
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Click the Next button to be taken back to the Finalize - Program Details page.
To edit the details of an AREP/Payee on an active or pending case, take these steps:
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AREP/Payee details must be edited on the appropriate (AREP) screen in the ACES mainframe on an active or pending assistance unit. From the (AMEN):
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Press < Transmit > until you reach the appropriate (AREP) screen, or call up the (AREP) screen using the AU pointer
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Edit the data on (AREP) screen as necessary.
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If you have other case actions to process, including adding an AREP/Payee to a related AU, press < Transmit > to proceed through the normal screen flow, or call the next screen you wish to work on. If you are not taking any further case actions, call DONE and confirm benefits.
To delete an AREP form an assistance unit during Screening, take these steps:
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On the Finalize page, click the program link for the AU that you want to delete the AREP from. The Finalize - Program Details page is displayed.
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Remove the checkmark from AREP/Payee checkbox next to the AREP you want to delete.
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Re-enter a checkmark in the AREP/Payee checkbox to re-add the AREP.
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To return to the Finalize page without making any changes, click the Skip button.
To delete an AREP from an Active or Pending AU, take these steps:
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Deleting an AREP/Payee from an active assistance unit must be done in the ACES mainframe. From the (AMEN):
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Press < Transmit > until you reach the appropriate (AREP) screen, or call up the (AREP) screen using the AU pointer
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Enter a [Y] in the Del field on the (AREP) screen. Press < F24 > to confirm the deletion.
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Deleting an AREP/Payee from the (AREP) screen will change the Auth Rep/Payee indicator on the (ADDR) screen from Y to N.
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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 bypassed in the normal screen flow. The Auth Rep/Payee indicator will flip back to Y if the AREP is not correctly deleted from the (AREP) screen.
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If you have other case actions to process, including deleting an AREP/Payee from a related AU, press < Transmit > to proceed through the normal screen flow, or call the next screen you wish to work on. If you are taking no other case actions, call DONE and confirm benefits.
Key Points of Group Homes
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Only certified group living facilities can be authorized to receive Basic Food benefits on a client's behalf.
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Depending on the type of facility the client resides in either AREP types AA (Representative for Client in Drug/Alcohol Facility) or GH (FS Payee Group Home) is used for a client in an eligible group living situation. Follow program policy in choosing the appropriate AREP type.
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Letters sent to a Group Home authorized to receive Basic Food can be viewed in Letter History in aces.online. To view the Letter History, log into aces.online and enter the Group Home ID in the Select A Type Of ID field at the Quick Navigation section, and proceed through to letter history.
To add AREP/Payee type AA or GH in screening, take these steps:
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Because only certified facilities can be authorized to receive Basic Food benefits on a client's behalf, when AREP/Payee type AA or GH is selected, the message "This AREP Type must be matched to the Group Home file: Enter Name and/or City to search for Group Home -or- leave fields blank for complete list" displays on the Add AREP page.
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To find the correct facility, enter the Name (must be entered exactly) and/or City of the facility your client is staying in on the Add AREP page and click the Next button. The Add AREP - Group Home Matches page is displayed with a list of facilities meeting your search criteria is displayed.
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From the Add AREP – Group Home Matches pages, click the radio button next to the appropriate facility.
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If no search criteria is entered, the Group Home Matches page will display all active Group Homes known to ACES.
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If the facility your client resides is not certified to receive Basic Food benefits, it will not display on the Group Home Matches page.
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If the facility is not an active Group Home in ACES, it cannot be authorized to receive Basic Food benefits on the client's behalf.
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Once the desired Group Home/Facility to be assigned as the AREP/Payee has been selected, click the Next button. The Verify AREP - Group Home page will be displayed.
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If the information displayed on the Verify AREP page is correct, click the Next button.
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If the Group Home displayed is incorrect and you want to refine your search criteria to select a different Group Home or select a different AREP/Payee type, click the Back button.
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If you have determined that you do not wish to add an AREP/Payee to your case, click the Skip button.
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Verify the Group Home information and click the Next button to continue to the next page in the Screening flow or click Add More to add additional AREPs.
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Schedule Appointment During Screening Key Points of Scheduling in aces.online Screening
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The Schedule Appointment page is used to schedule an appointment and assign a user to the assistance units.
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The Schedule Appointment page can be accessed from the Commit Status page after a new application has been committed to the database.
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Appointments can also be scheduled on the (MISC) screen in the ACES mainframe. For more information, see ACES User Manual – Schedule a New Appointment for a Client.
To schedule an appointment during Screening, take these steps:
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From the Commit Status page, click the Schedule Appointment link. The Schedule Appointment page is displayed.
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The Schedule Appointment page will list all AUs from the application and other related AUs (based on the HOH) that have future appointments (if any).
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Appointment types that are not selectable for update from the Schedule Appointment page are:
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Existing appointments that reside in a different CSO
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Review (REV) appointments
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Telephone Review appointments (TRV)
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Maintenance (MNT) appointments
In these situations, a warning indicator will be displayed next to the appointment.
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From the Schedule Appointment page, enter a checkmark in the checkbox next to the AU(s) that you want to schedule an appointment for.
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Enter the Appointment Data, including the Date, Time, User and Type.
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Enter the Remarks.
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Click the Next button to confirm the appointment. The Commit Status page is displayed.
To inquire on a unit schedule, take these steps:
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From the Schedule Appointment page, click the View Unit Schedule link. The Schedule Inquiry page is displayed.
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From the drop-down list, select the Unit/Type Number for the unit you want to inquire on.
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Enter the Date and Time.
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Click Refresh Schedule to update the appointment information.
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Click the Next button to back to the Schedule Appointment page.
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Appointment changes that are made on the Schedule Inquiry page will now appear on the Schedule Appointment page.
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Click the Next button to confirm the appointment. The Commit Status page is displayed.
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Verify Name Clearance Data
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Each time a client is entered into ACES, client demographics are compared to information on the client database in a process called Name Clearance to determine if that person has a client identification (CLID) number in ACES.
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The purpose of Name Clearance is to ensure that each client is assigned a unique CLID.
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Each client retains the same CLID for his/her lifetime on the system, no matter how many times the person becomes a DSHS client.
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It is important to enter as much information as possible so that a thorough search of the ACES database is made to ensure an individual is not assigned more than one CLID.
To assign a Client ID, take these steps:
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On the Add Member – Search Criteria page, enter the SSN and/or Member Information for the person that you are adding.
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Click the Next button. The Add Member – Client Matches page is displayed.
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ACES will compare the client data with existing information on the database and displays a list of possible matches.
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Review all possible matches carefully.
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Exact Match - If an exact match is found, the Exact Match section is displayed with the matched client’s demographic information. If this client is the same as your client, click the Next button to confirm. The Add Member page is displayed.
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Client Matches - If you find a client that looks like it may be the same as your client, you can review the ACES case information by clicking the Client ID next to that client. If you find a match for your client, click to select that client and then click the Next button. The Add Member page is displayed.
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No Match Found - If no match is found, click to select Assign new Client ID and click the Next button. The Add Member page is displayed.
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A Client ID will be matched to or assigned to a client when the Commit button is clicked on the Finalize page and the Commit Status page is displayed.
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Withdraw After Signature Key Points of Withdraw After Signature
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When an Applicant wishes to withdraw their request for assistance after submitting a signed Application or Request for Benefits, the client's pending AU(s) can be denied without going through Options [O] Interview, [P] Process Application Month, and [Q] Finalize Application by using the Withdraw After Signature function.
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All AUs processed using this option will be denied using reason code 550 - Voluntary Withdrawal.
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When an AU is denied using the Withdrawn After Signature function, ACES sends the appropriate letter 0004 - Denial of Benefits, for the type of benefits for which the Assistance Unit applied.
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The Withdraw After Signature option is only available when an AU meets the following conditions:
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The AU Status is (P) Pending
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The case data has not been committed through option [O] - Interview
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The Financial Responsibility and Status Reason codes of all clients are blank
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All clients in the AU have the same application date; and
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The AU is not a TANF (AF) or Refugee Assistance (RF) cash AU.
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An AU can only be denied using the Withdrawn After Signature function on the same day it is screened.
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If a client withdraws their request for assistance prior to submitting a signed application or Request for Benefits, you can discard the screening data clicking the Cancel button.
To deny an AU when a client withdraws their signed request for benefits, take these steps:
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On the Welcome Back page, use the Quick Navigation section to do the following:
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From the Select a Type of ID drop down box, click Assistance Unit.
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Enter the AU number you want to add the person to in the Enter an ID box.
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From the Select a Page drop down box, click Withdraw after Signature.
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Click the Go button. The Applicant page for head of household is displayed in a new window.
OR
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From the Assistance Unit >> Summary page of the AU you want to add the person to, select the Case Maintenance link and then click Withdraw after Signature. The Applicant page for the head of household is displayed in a new window.
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The Applicant page for the head of household cannot be updated. In this situation, the Applicant page is used to verify the head of household.
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Review the Applicant page to ensure the client displayed is the HOH of the AU you are denying.
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Once you have verified the HOH, click the Next button. The Finalize page is displayed.
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Enter a checkmark in the checkbox next to all AU’s to be denied for reason 550 – Voluntary Withdrawal.
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Click the Commit button. The Commit Status page is displayed.
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From the Commit Status page you can take the following actions:
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Print Equal Access Plan
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Print RFB
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Schedule Appointment
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Update/View Case Narrative
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Take me to Letters List – Click to view the Letters List for your client and/or assistance unit.
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Exit Screening – Click to close the Screening window. Because all Screening data has been written to the database, data will not be lost when the Exit Screening button is clicked.
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Screen New Application – Click to screen a new application. The Applicant page will be displayed, allowing you to enter a new application.
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Complete the Screening Process At the completion of screening, the following four interface matches are completed using the data collected during the screening process.
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Unemployment Compensation Benefits (UCB)
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Employment Services (ES)
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Disqualified Recipient System (DRS)
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State Data Exchange (SDX)
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