Washington State Combined Application Program (WASHCAP)
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Washington State Combined Application Program (WASHCAP)


Revised May 19, 2014



What is WASHCAP?

 

Who is WASHCAP eligible?

 

How long is the WASHCAP certification period?

 

When is a WASHCAP case opened?

 

When is AUTO- open not possible?

 

How do I code a client who has chosen to opt-out of WASHCAP?

 

Are WASHCAP clients required to report changes?

 

What if a WASHCAP client reports a change in shelter costs?

 

How is a WASHCAP review completed?

 

How is WASHCAP manually terminated?

 

When is WASHCAP AUTO-terminated?

 

What WASHCAP reports are available?

 



What is WASHCAP?

 

·         Washington State Combined Application Program (WASHCAP) is a federally funded simplified food benefit program for specific Supplemental Security Income (SSI) recipients. See EAZ Manual – WAC 388-492-0020 What are WASHCAP food benefits?

 

Who is WASHCAP eligible?

·         Individuals who meet the criteria in EAZ Manual – WAC 388-492-0030 Who can get WASHCAP.

How long is the WASHCAP certification period?

·         Eligibility for WASHCAP is reviewed every 36 months. See EAZ Manual – WAC 388-492-0090 How often do my WASHCAP food benefits need to be reviewed? for more information about certification periods.

When is a WASHCAP case  opened?

 

·         New WASHCAP cases are opened beginning the first of the month following receipt of the State Data Exchange (SDX) cross match showing an eligible client and receiving SSI money. Food benefits will AUTO open for clients not currently active on a Basic Food AU. ACES uses the information from SDX to complete mandatory fields.

 

·         Clients currently active on a Basic Food AU, will be converted to WASHCAP when the SDX record indicates that a client is eligible for WASHCAP. WASHCAP benefits will begin the month following the SDX cross match, unless the opt-out indicator has been chosen.

 

·         If the client has an open AU in the current or any of the previous 4 calendar months in which EBT benefits were sent, ACES does not issue a new EBT card. Otherwise, a new EBT card and PIN will be issued upon the opening of WASHCAP.

 

·         If the SDX results in the opening of WASHCAP food assistance and the original SSI Medicaid case resides in an HCS office, then the entire case remains in the HCS office.

 

When is AUTO-open not possible?

 

·         If ACES cannot AUTO-open a WASHCAP case, Alert 361WASHCAP AUTO OPEN NOT POSSIBLE , is sent to the user of record.  

 

·         ACES will not AUTO-open WASHCAP in the following instances:

 

o        The client is pending for food assistance by themselves, or on an already active food assistance AU with another client.

 

o        The client is a recipient of food assistance and another client pending on the AU.

 

·         When ACES receives an SDX showing the client is WASHCAP eligible but the client is currently disqualified from basic food:

 

o        ACES sends a letter explaining the disqualification when or if the disqualification is lifted, ACES opens WASHCAP.

 

o        ACES monitors the SANC screen information and the Disqualified Recipient System (DRS) interface.

 

o        If the client’s disqualification is extended, ACES sends another disqualification letter with the new end date.

 

o        If the client’s disqualification is shortened, ACES opens WASHCAP when the disqualification ends, if the client’s SDX indicates that the client is WASHCAP eligible.

 

o        If the client’s disqualification from Basic Food is permanent, ACES sends an Alert 361 – WASHCAP AUTO OPEN NOT POSSIBLE.

 

·         When ADATSA coding is listed in the ongoing month on the INST screen.

 

o        Alert 363 – WASHCAP CLIENT SHOWS ADATSA CODING is sent to the user to review the ADATSA eligibility.


NOTE:

Exception: ACES will convert a Basic Food AU to WASHCAP with ADATSA coding in the ongoing month if there is an AREP type of AA (Representative for Client in Drug/Alcohol Facility) coded on the Basic Food AU. 


·         When the client is active in ACES and the Living Arngmt field on the DEM1 screen in the ongoing month shows one of the following or when a client is an active D01, D02 or D26 recipient.

 

o        AD            Adoption Support Non IV-E

o        AE            Adoption Support IV-E

o        AF            Alternate Living Facility (ALF)

o        AS            Alien Sponsor, Home w/Spouse

o        BO            Boarder

o        BS            Boarding School

o        CB           Commercial Boarding Home

o        DC           Assisted Living Dept Contract FAC

o        FC            Foster Care Non-Title IV-E

o        FE            Foster Care Title IV-E

o        FH           Adult Family Home

o        GH           DDD Group Home Large 17+

o        HS           Hospital

o        IL              Invalid Living Arrangement

o        IM             IMD

o        IT              Involuntary Treatment Act in IMD (MI)

o        JL            City/County Jail

o        JR           Juvenile Rehabilitation

o        MR           IMR

o        NA           Non-ADATSA Alcohol &Drug Txt Ct

o        NF            Nursing Facility

o        PR           State/Federal Prison

o        TA            Temporary Absent

o        TF            Temporary Absent – In Foster Care (AFDC)

o        VH           Veteran Home

 

How do I code a client who has chosen to opt-out of WASHCAP?

 

·         A client may choose to opt-out of WASHCAP when they meet the criteria in EAZ Manual – WAC 388-492-0040 Can I choose whether I get WASHCAP food benefits or Basic Food benefits?

 

·         To show that a client has opted out of WASHCAP, take the following steps:

 

1.      In the ongoing month, from the AMEN screen, select Option R – Interim/Hist Change.

                                                                                              

2.      On the STAT screen, enter the appropriate valid value code in the WASHCAP Opt Out field. See <F1> Help.

 

o        C – Costs over the Opt Out threshold

 

o        M – Countable out of pocket monthly medical expenses over $35

 

o        R – Review Opt Out status

 

o        X – Other Policy changes

 

o    Blank – Not Opted Out for WASHCAP benefits

 


NOTE:

If a WASHCAP eligible client does not meet the opt-out criteria, they must receive their benefits through WASHCAP.


Are WASHCAP clients required to report changes?

 

·         WASHCAP clients are not required to report any changes to DSHS.   See EAZ Manual – WAC 388-492-0080 Where do I report changes? 

 

What if a WASHCAP client reports a change in shelter costs?

 

·         If a client reports a change in shelter costs, take the following steps:

 

1.      From the AMEN screen, enter Option R – Interim/Hist Change in the Selection field.

 

2.      On the SHEL screen, enter [client’s current shelter costs].

 

3.      On the WCAP screen, enter the appropriate code in the SDX FS Application code field.

 

o        [Y] – Client is eligible for WASHCAP, with the maximum shelter deduction.

 

o        [N] – Client is eligible for WASHCAP but with minimum shelter deduction.

 

·         For more information see EAZ Manual – WAC 388-492-0070 How are my WASHCAP food benefits calculated?


NOTE:

ACES determines the WASHCAP client’s shelter deduction based on what is entered on the WCAP screen, not what is coded on the SHEL screen.


How is a WASHCAP review completed?

 

·         When the State Data Exchange (SDX) shows that the client has completed an SSI redetermination, ACES automatically extends the WASHCAP certification period for 36 months.

 

·         If the SDX does not reflect an SSI re-determination date that is within the last 36 months, ACES will not extend the client’s certification period.  ACES will AUTO send eligibility review form to the client 45 days before the end of the certification period.

 

·         All WASHCAP eligibility reviews are mail-in. For information about WASHCAP food benefits reviews, see EAZ Manual – WAC 388-492-0100 How is my eligibility for WASHCAP food benefits reviewed?

 

·         Complete the mail-in eligibility review following the steps in the Complete Eligibility Review chapter.

 

How is WASHCAP Manually Terminated?

 

·        To manually terminate WASHCAP when a client has had earned income for more than three months or client no longer meets WASHCAP living arrangement and marital status criteria, take the following steps:

 

1.     From the AMEN screen, enter Option R – Interim/Hist Change in the Selection field in the ongoing month.

 

2.     On the STAT screen, enter one of the following Reason Codes at the AU level:

 

o   Reason Code 597 – WASHCAP Manually Terminates - Client Had Earned Income For More Than Three Months

 

o   Reason Code 598 – WASHCAP Manually Terminates - Client Living Situation Has Changed

 

·        When a worker terminates a WASHCAP AU manually, the system generates LTR 006-01 (Termination for AU).

 

·        To prevent SDX from AUTO opening a client on a WASHCAP AU, an SDX Auto Open WASHCAP OK? indicator is available for WASHCAP workers to update on the following screens or page:

 

o   ACES Mainframe on the DEM1 screen. 

 

o   SDX1 Inquiry screen.

 

o   ACES 3G Case Details Client Demographics  page – Residency/Living Arrangement.

 

·        Alert 361 – WASHCAP AUTO-OPEN NOT POSSIBLE generates when AUTO tries to open a WASHCAP AU on an AU manually terminated due to earned income. The following 2nd tier alert text displays: MANUALLY REVIEW FOR WASHCAP ELIGIBILITY.

 

When is WASHCAP AUTO-terminated?

 

·         ACES AUTO terminates WASHCAP and sends Letter 006-01(Termination for AU) when an SDX is received indicating one of the following:

 

o        Death of the client: For SDX1 Pay Status codes S01- SuspendedSuspension of payments due to report of death by Treasury, potential automated death case or T01-Terminated – Death of the recipient, ACES updates the client’s DEM2 with date of death, showing where the death occurred, and recalculates eligibility, allowing the case to close. Advance notice is not necessary.

 

o        Client in a public institution:  If the SDX1 shows Pay Status code N02Non-payInmate of public institution or N22Ineligible for SSI because claimant is an inmate of a penal institution, ACES changes the clients living arrangement to [JL] – City/County Jail on the DEM1 and recalculates so that ACES closes the client due to  being in a public institution. Advance notice is not necessary.

 

o        Client no longer residing in Washington: Indicated by the SDX1 State/Cty Code field.  The first two digits represent the State (50=Washington).  If the SDX1 Pay Status code is N03Non-pay – Outside of the U.S., ACES changes the clients WA Res field on theDEM1 to [N] – Not a resident  and recalculates so that ACES closes  the client for no longer residing in Washington. Advance notice is not necessary.

 

o        Client makes a fraudulent statement: If the SDX1 Pay Status code is  N24 – Non-Pay – Ineligible for SSI because claimant has been convicted of a felony or fraudulently misrepresenting residence in order to receive benefits/services (SSI, Medicaid, AFDC, Food Stamps) simultaneously in 2 or more states (Section 201 of Welfare Reform Legislation), ACES answers "Y" to question #5 on theDEM4 and allows ACES to recalculate and closes for fraudulent statement.

 

o        Client is a fleeing felon: If the SDX1 Pay Status is code N25 – Non-Pay – Ineligible for SSI because claimant is fleeing to avoid prosecution, custody or confinement after conviction for a crime which is a felony or is violating a condition of probation or parole (Section 202 of Welfare Reform Legislation), ACES answers "Y" to question #3 on the DEM3 and allows ACES to re-calculate and close for fleeing felon.

 

o        Client's whereabouts unknown: If the SDX1 Pay Status is code N54 – Non-pay – DO unable to locate applicant or S06 – Recipient address unknown, ACES updates the AU with Reason Code 551 - Whereabouts Unknown, on the STAT and recalculates, allowing ACES to close for whereabouts unknown. Advance notice is not necessary.

 

·         ACES AUTO terminates WASHCAP and sends an application for Basic Food and Letter 006-01 (Termination for AU) when an SDX  is received indicating the following:

 

o        The client has had earnings coded on the SDX1 screen for more than 3 months.  An Alert 362 – WASHCAP CLOSED PER SDX REDETERMINE FOOD ASSISTANCE is generated.

 

o        The SDX1 screen Pay Status field shows code of M01, N01, N04, N05-N20, N23, N27-N39, N41-N50, N53, N55, N56, T20, T22, T30, T31, T50 or T51.

 

o        The client is no longer eligible for at least $.01 in Federal SSI (except when the Pay Status field on theSDX1 is equal to S08Representative payee development pending).

 

o        The Mrtl Statmarital status field on the SDX1 changes to 1 - MARRIED AND LIVING WITH.

 

What WASHCAP reports are available?

 

The following WASHCAP reports are available in aces.online at Reports Home:

 

1.     WASHCAP Eligible Basic Food AUs: This  is a report of all WASHCAP eligible AUs that are in Basic Food assistance but do not meet the WASHCAP opt-out criteria.

 

2.     WASHCAP Cases Opened: Th is a report of all WASHCAP cases opened in a month.

 

3.     WASHCAP Cases Closed by SDX: This  is a report of all WASHCAP cases closed in a month as a result of information received from the SDX. 

 

4.     WASHCAP Cases Not Processed In Greater Than 30 Days: This  is a report of all clients for whom an Alert 361 – WASHCAP AUTO-OPEN NOT POSSIBLE has been received, but who remain unopened 30 days or more after the alert was sent.

 

Modification Date: May 19, 2014