Disqualifications and Sanctions
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Disqualifications and Sanctions


Revised October 10, 2014



Disqualifications

 

Sanctions

 



DISQUALIFICATIONS

 

Intentional Program Violation (IPV) – Basic Food

 

Misrepresenting Interstate Residence

 

Fleeing Felon

 

Unlawful Practice Causing Ineligibility

 

Voluntarily Quitting a Job or Reduction in Work Effort Without Good Cause

 

Voluntarily Quitting a Job or Reduction in Work Effort Without Good Cause - Online Case Actions (ACES 3G)

Temporary Absence of a Child Becomes Permanent, Not Reported

 

Ineligible Student

 

TANF Permanent Disqualification



Intentional Program Violation (IPV) – Basic Food

 

What is an Intentional Program Violation (IPV)?

 

How am I notified of an IPV disqualification?

 

How is an IPV disqualification entered in the Disqualified Recipient System (DRS) for clients not currently active on Basic Food?

 

How do I enter information into the DRS system for an active or pending DSHS client?

 


 

What is an Intentional Program Violation (IPV)?

 

·         An intentional program violation is defined in EAZ Manual – WAC 388-446-0015 Intentional program violation (IPV) and disqualification hearings for Basic Food.

 

·         A person determined to have committed an Intentional Program Violation (IPV) is not eligible to receive Basic Food for a specified period of time.  See EAZ Manual – WAC 388-446-0020 Basic Food disqualification penalties and WAC 388-408-0035 Who is in my assistance unit for Basic Food?

 

How am I notified of an IPV disqualification?

 

·         The Disqualified Recipient System (DRS) is a system that provides a nationwide record of persons disqualified for Intentional Program Violations (IPV). See EAZ Manual Data Sharing and EAZ Manual – WAC 388-446-0015 Intentional program violation (IPV) and disqualification hearings for Basic Food.   

 

·         DRS interfaces with ACES daily on new and existing clients if there has been a name or date of birth change.  If there has been a change, an alert 257 – DRS MATCH FOUND, 258 – DRS MATCH DISCREPANCY-NOT ON FEDERAL FILE, or 260 – DRS MATCH DISCREPANCY-DISQ NUMBER/DATES DIFFER is generated.

 

·         DRS interfaces with ACES on a monthly basis to determine which active, pending, or suspended Basic Food clients have had a penalty added since the last monthly process.  The monthly interface also sends ACES Basic Food penalized clients to the Federal DRS.

 

·         DRS interfaces with ACES on a quarterly basis on clients who are active, pending, or suspended from Basic Food.  If the client is on the DRS VSAM file (total of the past three monthly DRS files received), alerts 257 – DRS MATCH FOUND, 258 – DRS MATCH DISCREPANCY-NOT ON FEDERAL FILE or 260 – DRS MATCH DISCREPANCY-DISQ NUMBER/DATES DIFFER is generated.

 

How is an IPV disqualification entered in the DRS system for clients not currently active on Basic Food?


NOTE:

Before entering information into ACES regarding an IPV, an Administrative Disqualification Hearing (ADH) must be completed to determine that there is an Intentional Program Violation. See EAZ Manual – WAC 388-446-0015 Intentional program violation (IPV) and disqualification hearings for Basic Food.


·         Information about Basic Food clients disqualified for an IPV who are not currently active or who are not known to ACES must be reported
to DRS.  

 

·         Report IPV clients to DRS by entering the information on the LMEN through option L – DRS Update.

 

·         To enter information through the DRS update option for clients not currently active or known to ACES, take the following steps:

 

1.      From the WMEN screen, enter Option L – File Inquiry in the Selection field <TRANSMIT> and ACES displays File Inquiry Submenu – LMEN

 

2.      From the LMEN screen, enter Option L – DRS Update.

 

3.      Enter the client’s social security number in the Client SSN field, <TRANSMIT>, and the DRSI screen displays.

 

4.      On the DRSI screen, enter client data in the following fields:

 

o        Last name field.

 

o        First name field.

 

o        MI middle initial field.

 

o        DOB field.

 

o        SSN field – Social Security Number is pre-filled.

 

o        Sex field.

 

5.      In the Disqualification Details section:

 

o        In the Effective field, enter the [Effective date of the disqualification]. The date must be greater than the date entered in the DECISION field.  If the date entered is prior to the decision date, Edit Message 2022 – Effective Date Cannot be Less Than Decision Date displays.  See EAZ Manual – WAC 388-446-0020 Basic Food disqualification penalties.

 

o        In the Lgth field, enter the [number of months of the disqualification]. Enter two (2) digits – such as 02, 24 or 99.

 

o        In the Disq Num field, enter [1, 2 or 3] for first, second or third offense.

 

o        In theFIPS State field, no entry is necessary, the field AUTO fills.

 

o        In the Decision field, enter the [Date of the court or ADM Hearing decision].

 

o        In the Contact Title field, enter the [title of appropriate person], i.e. Financial Worker.

 

o        In the Contact Org field, enter [CSO Name].

 

o        In the Phone field, enter [CSO phone number with Ext if applicable].

 

6.      To enter another disqualification for the same client press <F13>.

 

7.      If no other disqualification, <TRANSMIT>.

 

How do I enter information into the DRS system for an active or pending DSHS client?

 

·         Disqualification information for a client currently active in ACES is entered on the SANC screen. The disqualification information will be sent to the DRS system the next time the interface runs.

 

o        Up to four IPV penalties can be entered at one time.

 

o        The system calculates the penalty end date for all IPV disqualifications.

 

·         To enter information on the SANC screen, take the following steps:

 

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

 

2.      Enter the AU in the AU ID field.  If the sanction will be done in a historical month, enter the month and year in the Benefit Month field.

 

3.      <TRANSMIT> and the ADDR screen displays.  In the upper right corner type SANC, <TRANSMIT> and the SANC screen displays.

 

4.      On the SANC screen, enter information about the IPV as follows:

 

o        In the Ind field, enter [D - DRS File Guilty]. See <F1> Help.

 

o        In the Ctr field, enter [1, 2 or 3] for first, second or third disqualification.

 

o        In the Dec/Off Dt field, enter the date of the IPV hearing decision. The penalty end date is calculated with month 1 being the first month after allowing for 10-day advance notice.

 

o        In the Start Dt field, enter the date the disqualification is to begin allowing for 10 days advance notice. The date entered here must be greater than the date entered in the Dec/Off Dt field.

 

o        In the Pnlty End Dt field, enter the date the penalty ends based on the number of the offense and the disqualification decision date.

 

o        The Override Dt field may be used to override the system set penalty end date. If for some reason, based on policy, the end date is not correct, enter the correct penalty end date in this field

 

5.      Call DONE, <TRANSMIT> and the ELIG screen displays.

 

6.      The ELIG screen displays the sanction information as follows:

 

o        If the Ind field on the SANC screen is [X]: 

 

Finl Resp displays:             ID

                        T displays:                             A

                        RSN displays:                       270 or 271 depending on offense

                        Penalty T displays:             X

                        Penalty Date displays:        Dec/Off Dt plus number of

                                                                        disqualified months

 

o        If the Ind field on the SANC screen is [Y]:

 

                        Finl Resp displays:             ID

                        T displays:                            A

                        RSN displays:                       272

                        Penalty T displays:              Y         

Penalty Date displays:        Penalty Date = 999999 – indicates permanent disqualification

           

o        If the Ind field on the SANC screen is [Z]:

           

                        Finl Resp displays:              [ID]

                        T displays:                             A

                        RSN displays:                       269

                        Penalty T displays:              Z

                        Penalty Date displays:        Dec/Off Dt plus 10 years  

           

o        If the Ind field on the SANC screen is [W]:

 

                        Finl Resp displays:             [ID]

                        T displays:                             A

                        RSN displays:                       232                

                        Penalty T displays:              W

Penalty Date displays:        Dec/Off Dt plus number of disqualified months                                                    

7.      Verify and commit the data.

 


                                 

Misrepresenting Interstate Residence

 

What is Misrepresenting Interstate Residence?

 

How do I disqualify a client for misrepresenting interstate residence?

 

How do I lift the disqualification for a client who has completed their period of ineligibility for misrepresenting interstate residence?

 


 

What is Misrepresenting Interstate Residence?

 

·         A TANF applicant or recipient is disqualified from receiving cash benefits if convicted of fraud by misrepresentation of residence in order to receive assistance from two or more states at the same time.  See EAZ Manual – WAC 388-446-0010 TANF disqualification period for fraud convictions of misrepresenting interstate residence.

 

How do I disqualify a client for misrepresenting interstate residence?

 

·         To disqualify a client for misrepresenting interstate residence, take the following steps:

 

1.      On the DEM4 screen, answer [Y] – Yes to Question #5. 

 

2.      The ELIG screen displays:

 

o        Fin Resp code RN CA Sanctioned Receiving MA Only/FAP Recipient.  (A pregnant recipient will have a Fin Resp of RE)

 

o        T (Status Type) A – Active

 

o        RSN (Reason Code) 262 – Convicted of Receiving PA in 2 or more States

 

3.      Verify and commit the data.


NOTE:

A pregnant person who has misrepresented interstate residence will continue to receive cash assistance through SFA (State Funded Assistance) and State medical while she is pregnant.  Once the pregnancy ends, she is no longer eligible for these benefits. See EAZ Manual – WAC 388-418-0020 How does the department determine the date a change affects my benefits? to determine the effective date of the change.


How do I lift the disqualification for a client who has completed their period of ineligibility for misrepresenting interstate residence?

 

·         To lift the disqualification for misrepresenting interstate residence, take the following steps:

 

1.      On the STAT screen, remove Reason Code 262 Convicted of Receiving PA in 2 or more States at the client level and AU level if necessary.

 

2.      On the disqualified client’s DEM1 screen, in the Elig Est Date field, enter [the date the client is eligible to begin receiving assistance].

 

3.      On the DEM4 screen, change the answer to Question #5 to [N] – No.

 

4.      The ELIG screen displays:

 

o        Fin Resp code RE – Recipient.

 

5.      Verify and commit the data.


 

Fleeing Felon

 

What is a fleeing felon?

 

How do I disqualify a client who is a fleeing felon?

 

How do I lift the disqualification when a client is no longer a fleeing felon?

 


 

What is a fleeing felon?

 

·         A fleeing felon is a person who meets the criteria in EAZ Manual – WAC 388-442-0010 How does being a fleeing felon impact my eligibility for benefits?

 

How do I disqualify a client who is a fleeing felon?

 

·         To disqualify a client who is a fleeing felon, take the following steps:

 

1.      On the DEM3 screen, answer [Y] Yes to Question #3.

 

2.      The ELIG screen for Cash displays:

 

o        Finl Resp code IP – Ineligible Person.

 

o        T (Status Type) A – Active or C – Closed (if no other eligible household members).

 

o        RSN (Reason Code) 256 – Fleeing Felon & Parole Violation – CA/FA.

 

3.      The ELIG screen for Basic Food displays:

 

o        Finl Resp code ID – IPV/Drug Felon Disqual (FS).

 

o        T (Status Type) A – Active or C – Closed.

 

o        RSN (Reason Code) 256 – Fleeing Felon & Parole Violation – CA/FA.

 

4.      Verify and commit the data.


NOTE:

A pregnant person who is a fleeing felon is not eligible for cash assistance – she will only receive medical while in fleeing felon status.  See EAZ Manual – WAC 388-442-0010 How does being a fleeing felon impact my eligibility for benefits?


How do I lift the disqualification when a client is no longer a fleeing felon?

 

·         To lift the disqualification for a client who is no longer a fleeing felon, take the following steps:

 

1.      On the STAT screen, remove Reason Code 256 Fleeing Felon & Parole Violation – CA/FA at the client and AU level if necessary.

 

2.      On the disqualified client’s DEM1 screen, in the Elig Est Date field, enter [the date the client is eligible to begin receiving assistance].

 

3.      On the DEM3 screen, change the answer to Question #3 to [N] – No.

 

4.      The ELIG screen displays:

 

o        Finl Resp code RE – Recipient.

 

5.      Verify and commit the data.


NOTE:

As allowed under federal law, Senate Bill 6411 passed in the 2004 legislative session, restored Basic Food benefits to persons convicted of a drug-related felony. Senate Bill 5213 passed in the 2005 legislative session restored TANF benefits to persons convicted of a drug-related felony.


Unlawful Practice Causing Ineligibility

 

What is unlawful practice?

 

How do I disqualify a client convicted of unlawful practices in obtaining cash assistance?

 

How long is the disqualification for unlawful practice?

 

How do I lift the disqualification for unlawful practices?

 


 

What is unlawful practice?

 

·         For details about unlawful practice in obtaining cash assistance, refer to the following EAZ Manual/WAC sections:

 

o        WAC 388-446-0001 Cash and medical assistance fraud.

 

o        WAC 388-446-0005 Disqualification period for cash assistance.

 

How do I disqualify a client convicted of unlawful practices in obtaining cash assistance?

 

·         To disqualify a client convicted of unlawful practices in obtaining cash assistance, take the following steps:

 

1.      On the DEM4 screen, answer [Y] –Yes to Question #4. 

 

2.      The ELIG screen displays:

 

o        Finl Resp code RN – CA Sanctioned Receiving MA Only/FAP Recipient.

 

o        T (Status Type) A – Active.

 

o        RSN (Reason Code) 263 – Convicted of Unlawful Practices.

 

How long is the disqualification for unlawful practice?

 

·         The disqualification period is determined by the court.  See EAZ Manual – WAC 388-446-0005 Disqualification period for cash assistance.

 

How do I lift the disqualification for unlawful practices?

 

·         To lift the disqualification for unlawful practices, take the following steps:

 

1.      On the STAT screen, remove Reason Code 263 – Convicted of Unlawful Practices, at the client and AU level if necessary.

 

2.      On the disqualified client’s DEM1 screen, in the Elig Est Date field, enter [the date the client is eligible to begin receiving assistance].

 

3.      On the DEM4 screen, change the answer to Question #4 to [N] – No.

 

4.      The ELIG screen displays:

 

o        Fin Resp code RE Recipient.

 

5.      Verify and commit the data.


 

VOLUNTARILY Quitting a job OR REDUCTION IN WORK EFFORT Without Good Cause

 

What is considered quitting a job or reduction in work effort without good cause?

 

How do I disqualify a client for a job quit or reduction in work effort without good cause?

 

How do I lift the disqualification for a job quit or reduction in work effort without good cause after the last day of the penalty period?

 

How do I lift the disqualification for a job quit or reduction in work effort without good cause before the last day of the penalty period, before the penalty is imposed, or disqualifications done in error?

 


 

What is considered quitting a job or reduction in work effort without good cause?

 

·         For details about what is considered quitting a job or reducing work effort without good cause, refer to the following EAZ Manual/WAC sections:

 

o        WAC 388-444-0060 What is unsuitable employment for Basic Food work requirements?

 

o        WAC 388-444-0065 Am I eligible for Basic Food if I quit my job or reduce my work effort?

 

o        WAC 388-444-0070 What is good cause for quitting my job or reducting my work effort?

 

·         Quitting or reducing work effort from a current job without good cause applies only to Basic Food cases.

 

How do I disqualify a client for a job quit or reduction in work effort without good cause?

 

·         For a new applicant the information can be entered in Option O – Interview.

 

·         For a client already receiving Basic Food, enter the information in the appropriate benefit month through Option R – Interim/Hist Change.

 

1.      On the EARN screen:

 

o        Enter the [employer name] in the Employer Name field.

 

o       In the Income Type field, enter [EI] – Earned Income for applicants. For recipients enter [EI] – Earned Income or [SE] - Self Employment.

 

o        Enter the [date client started job] in the Begin Date field.

 

o        Enter the [date client ended job] in the End Date field.

 

o        Enter the [budgeting method] in the Mthd field. See <F1> Help.


o        In the PT/FT field, enter [FT] – Full Time or [PT] – Part time based on the client’s situation.

 

o       Enter the [rate of pay] in the Wage Rate field .

 

o        Enter the [wage rate frequency of pay] in the Wage Freq field. See <F1> Help.

 

o        In the Job Quit / Reduction in Work Effort Cd field, enter [Q] – Voluntary Quit or [R] – Voluntary Reduction.

 

o        Enter the [date the client quit or reduced their work effort] in the Job Quit / Reduction in Work Effort Date field.

 

o        In the Job Quit / Reduction in Work Effort Wg/Hrs  field, enter [Y] – Yes to indicate that prior to the job quit or reduction the client was working over 30 hours per week or had income equal to the federal minimum wage times 30.

 

o         Enter the [number of times the client has quit or reduced their work effort at a job without good cause] in the Job Quit / Reduction in Work Effort Offns field. This field should be manually incremented with each new penalty as the system does not increment this field.

 

o        In the Job Quit / Reduction in Work Effort Gd Caus field, enter [N] – No to indicate that the client did not have good cause for quitting the job or reducing their work effort.

 

·         Based on the information entered, ACES will calculate the length of disqualification. See EA-Z Manual WAC 388-444-0075 What are the penalties if I quit a job or reduce my work effort without good cause?

 

·         The ELIG screen displays :

 

o        FD FS E&T Disqualified (FS) in the Finl Resp field.

 

o        A Active if the AU remains open with other eligible household members or D – Denied if all household members are denied in the Stat T (Status Type) field.

 

o        Rsn (Reason Code):

 

219    - Voluntary Quit

 

260    - FS Voluntary Quit – 2nd Offense or

 

261    - FS Voluntary Quit – 3rd Offense or Subsequent Offense.

 

o        V Voluntary Quit in the Penalty T field.

 

o        The last month of the sanction (MMDDYY) displays in the Penalty Date field.


NOTE:

If the client is coded on the WORK screen as exempt, the system will not disqualify them from the Basic Food.


How do I lift the disqualification for a job quit or reduction in work effort without good cause after the last day of the penalty period?

 

·         For denied or closed AUs, take the following steps:

 

1.    Reopen the previously denied Basic Food AU. See the Re-Open chapter.

 

o    For the Application Date use the [date the client is no longer in disqualification status and again eligible to receive benefits].

 

2.    On the EARN screen for each month being processed, in the DEL field enter [Y] – Yes then press <F24> to confirm the deletion.

 

o    The Job Quit / Reduction in Work Effort Offns field is accumulative and does not delete. This helps workers track the number of offenses. 

 

3.    After all pending months have been processed, follow the instructions in the Finalize Application chapter.

 

·         For open AUs, take the following steps:

 

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

 

o    Enter the [CLID] for the head of household In the Client ID field.

 

o    Enter the appropriate benefit month [MMYY] in the Benefit Month field.

 

2.    On the EARN screen for each appropriate month, in the Del field, enter [Y] – Yes then press <F24> to confirm the deletion.

 

o    The Job Quit / Reduction in Work Effort Offns field is accumulative and does not delete. This helps workers track the number of offenses. 

 

3.    The ELIG screen displays:

 

o    RE Recipient in the Fin Resp field.

 

4.    Verify and commit the data.

 

How do I lift the disqualification for a job quit or reduction in work effort without good cause before the last day of the penalty period, before the penalty is imposed, or disqualifications done in error?

 

·         For denied or closed AUs, take the following steps:

 

1.    Reopen the previously denied Basic Food AU. See the Re-Open chapter.

 

o   For the Application Date use the [date the client is no longer in disqualification status and again eligible to receive benefits].

  

2.    On the STAT screen for each appropriate month, delete the RSN code and  Penalty Date fields for the client(s) no longer in sanction.

 

3.    On the EARN screen for each month being processed, in the DEL field enter [Y] – Yes then press <F24> to confirm the deletion

 

o    The Job Quit / Reduction in Work Effort Offns field is accumulative and does not delete. This helps workers track the number of offenses. 

 

o    If the disqualification was imposed in error or has not yet been imposed decrement the Job Quit / Reduction in Work Effort Offns field on the EARN screen to the appropriate number of offenses.

 

4.    After all pending months have been processed, follow the instructions in the Finalize Application chapter.

 

·         For open AUs, take the following steps:

 

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

o    Enter the [CLID] for the head of household In the Client ID field.

 

o    Enter the appropriate benefit month [MMYY] in the Benefit Month field.

  

2.    On the STAT screen for each appropriate month delete the RSN code and the Penalty Date for the client(s) no longer in sanction.

 

3.    On the EARN screen for each appropriate month, in the Del field, enter [Y] – Yes then press <F24> to confirm the deletion.

 

o    The Job Quit / Reduction in Work Effort Offns field is accumulative and does not delete. This helps workers track the number of offenses. 

 

o    If the disqualification was imposed in error or has not yet been imposed decrement the Job Quit / Reduction in Work Effort Offns field on the EARN screen to the appropriate number of offenses.

 

4.    The ELIG screen displays:

 

o    RE Recipient in the Fin Resp field.

 

o    The Penalty Date [MMDDYY].

 

o   If the disqualification was imposed in error or has not yet been imposed and the Job Quit / Reduction in Work Effort Offns field on the EARNscreen is updated to [0] or blank a Penalty Date does not display.   

 

5.    Verify and commit the data. 

 

·         When the voluntary quit or reduction in work information is deleted in an historical month ACES creates a BEG.  Determine if the BEG is appropriate and confirm or ignore the issuance as appropriate.  See Benefit Error Group (BEG).

 


 

 

Temporary Absence of a Child Exceeds 90 Days Not Reported

 

When does a child’s temporary absence disqualify a recipient caretaker from TANF?

 

How do I disqualify a recipient caretaker who has not reported a child’s permanent absence?

 

How do I lift a disqualification for a recipient caretaker?

 


 

When does a child’s temporary absence disqualify a recipient caretaker from TANF?

 

·         For details about the temporary absence of a child becoming permanent causing disqualification from cash benefits,

 

o        See EAZ Manual – WAC 388-418-0007 When do I have to report changes in my circumstances?

 

o        See EAZ Manual - WAC 388-454-0015 Temporary absence from the home.

 

How do I disqualify a recipient caretaker who has not reported a child’s permanent absence?

 

·         To disqualify a recipient caretaker who has not reported a child’s permanent absence, take the following steps:

 

1.      In the ongoing month on the caregiver’s SANC screen, in the Sanction Reason field enter [100] – Temporary Absence Exceeds 90 Days Not Reports.

 

o        ACES auto fills the Eff Start Dt field and the End Dt field on the SANC screen based on when the action was processed.

 

2.      The ELIG screen displays:

 

o        The disqualified individual’s Fin Resp code RN CA Sanctioned Receiving MA Only/FAP Recipient.

 

How do I lift a disqualification for a recipient caretaker?

 

·         The system reads the date on the SANC screen and automatically lifts the disqualification at the end of the month in which the disqualification is imposed.

 


 

 

Ineligible Student

 

Who is considered an ineligible student?

 

How do I disqualify an ineligible student?

 

How do I lift the disqualification for an ineligible student?

 


 

Who is considered an ineligible student?

 

·         Individuals who meet the conditions described in the EAZ Manual Student Status Chapter and EAZ Manual – WAC 388-482-0005 How does being a student impact my eligibility for the Washington Basic Food Program?

 

How do I disqualify an ineligible student?

 

·         To disqualify an ineligible student, take the following steps:

 

1.      On the DEM2 screen, enter the appropriate code in the Student Status field See <F1> Help.

 

2.      On the ALAS screen:

 

o        The Student Status field is prefilled based on the information entered in the Student Status field on the DEM2 screen.

 

o        Enter [HE] – Higher Educ not Qual for FS in the Educ Level field.

 

o        Enter the [school name] in the School Name field.

 

o        Enter the appropriate code in the Dep Care Respon field. See <F1> and <F2> Help.

                                                                             

3.      The ELIG screen displays:

 

o        Finl Resp code NM – Not Related and Not Financially Responsible to the Applicant.

 

o        T (Status Type) A – Active.

 

o        RSN (Reason Code) 207Failed Eligible Student Requirement – Basic Food.

 

4.      Verify and confirm the data.

 

How do I lift the disqualification for an ineligible student?

 

·         To lift the disqualification for an ineligible student, take the following steps:

 

1.      On the DEM2 screen, in the Student Status field enter [NO].

 

2.      The ELIG screen displays:

 

o        Fin Resp code RE – Recipient

 

3.      Verify and confirm the data.

 


 

TANF PERMANENT DISQUALIFICATION

 

What is a TANF permanent disqualification?

 


What is a TANF permanent disqualification?

 

Effective December 1, 2011

 

·         A Temporary Assistance for Needy Families (TANF) permanent disqualification happens when a client has been terminated from TANF three or more times due to a Non-Compliance Sanctions (NCS) since March 1, 2007. The permanent disqualification affects eligibility for TANF, State Family Assistance (SFA) and Diversion Cash Assistance (DCA).

 

·         When a person is permanently disqualified, the TANF AU closes with Reason Code 349 – NCS PERM DISQUAL. Households including a person that has been permanently disqualified cannot receive TANF, SFA or DCA.

 

·         For more information on Non-Compliance Sanctions, see Sanctions – WorkFirst – What is a WorkFirst Non-Compliance Sanction (NCS)?

 

 



SANCTIONS

 

Division of Child Support (DCS)

 

Quality Assurance (QA)

 

Third Party Liability

 

Unmarried Pregnant Minor or Minor Parent

 

WorkFirst

 

Refugee Cash Assistance

Division of Child Support (DCS)

 

Processing Alternative

Cash

PR 3248

 

What is a Division of Child Support (DCS) Sanction?

 

How do I process a DCS sanction for an active client?

 

How does DCS non-coop impact  a related Basic Food Program?

 

How do I lift a DCS sanction? 

 


 

What is a Division of Child Support (DCS) Sanction?

 

·         Clients who do not cooperate with Division of Child Support (DCS) are ineligible for cash and medical assistance.  See EAZ Manual - WAC 388-422-0010 Do I have to cooperate with the division of child support (DCS)?

 

How do I process a DCS sanction for an active client?

 

·         To process a DCS sanction, take the following steps:

 

1.      On the AMEN enter Option R – Interim/Hist Change in the Selection field.

 

2.      Go to the NCPS screen with the AU pointer for the AU in which the sanction will apply.

 

3.      On the NCPS screen for the appropriate Non-custodial parent (NCP):

 

o        Enter [N] – No in the IV-D Coop field. 

 

o        Enter the [Good Cause Claim Indicator] in the Good Cause Ind field.  See <F1> Help.

 

o        Enter the [Good Cause Reason code] in the Reason field.  See <F1> Help.

 

o        Enter the [status of the Good Cause claim] in the Status field.  See <F1> Help.  The following codes will sanction the client:

 

¨        NC -  Not Cooperating

¨        DE  - Claim Denied

¨        NS  - Claim Pending NonCoop W/S

 

o        Enter the [date the claim started] in the Date field. 

 

4.      Call DONE and the ELIG screen displays. 

 

5.      On the ELIG screen confirm the client has Finl Resp code [RC] – Receives Cash Only and has Reason Code 228 - IV-D Non-cooperation.

 

o        The sanction amount displays in the Sanctioned Amount field on the CAFI screen.

 

6.      Verify and commit the data.

 

How does DCS Non-Cooperation impact the related Basic Food Program?

 

·         If the TANF case has an associated Basic Food AU, check the FSFI screen before confirming the benefit amount to ensure the penalty income is included in the Basic Food benefit calculation.

 

·         The difference in the grant amount before the sanction and the amount after the sanction displays on the SANC screen after the information has been committed to the database.  See EAZ Manual - WAC 388-450-0015 What types of income are not used when figuring out my benefits? Worker Responsibilities #16.

 

How do I lift a DCS sanction?

 

·         To lift a DCS sanction, take the following steps:

 

1.      On AMEN enter Option R – Interim/Hist Change in the Selection field.

 

2.      On DEM1 screen, in the ELIG ESTAB DATE field, enter the [date the client is again eligible to receive benefits].

 

3.      On the NCPS screen for the sanctioned AU, in the IV-D Coop field, enter [Y] – Yes.

 

4.      Call DONE and the ELIG screen displays. 

 

5.      On the ELIG screen, confirm the Fin Resp field is [RE] – Recipient for the cooperating client.

 

6.      Verify and commit the data. 

 


 

Quality Assurance (QA)

 

What is a Quality Assurance (QA) Sanction?

 

How do I process a QA sanction?

 

How do I lift a QA sanction?

 

How long is a QA sanction?

 

Does a QA sanction follow children when they move to another household?

 


 

What is a Quality Assurance (QA) Sanction?

 

·         Clients who do not cooperate with the Quality Assurance (QA) review process are ineligible for assistance.  See EAZ Manual - WAC 388-464-0001 Requirement to cooperate with quality assurance. and EAZ Manual WAC 388-464-0001 Requirement to cooperate with quality assurance.

 

How do I process a QA sanction?

 

·         To process a Quality Assurance (QA) sanction, take the following steps:

 

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

 

2.      On the STAT  screen:

 

  •  In the AU Status Reasons field, enter [Reason Code 556].

    Edit 2281 REASON CODE CAN ONLY BE ENTERED AT THE AU LEVEL displays if the reason code is entered at the client level.

 

  • In the Penalty End Date field, enter [0202YY].

    The YY – Year, must be the year beyond the current year.  For example, if the current year is 2011, the entry in the Penalty End Date field should be 020212. 


NOTE:

One hundred twenty-five days after the end of the federal fiscal year (9/30) is always February 2nd.    The date should always be 0202XX with only the year changing.  If entered any other way, Edit 2280 – END DATE MMDD MUST BE ‘0202’ WHEN REAS CODE EQUALS 556 FOR A FS AU displays.  See How long is a QA sanction?


3.    Call DONE and on the ELIG screen, confirm:

 

  • Finl Resp code [FD] – FS E&T Disqualified (FS) for all clients. 

 

  • Reason Code 556 - Non-Coop with QC - Food Assistance for all clients.

 

  • Penalty T field displays Q – Non Cooperation QC.

 

  • Penalty Date field displays 0202YY.

 

4.    Verify and commit the data. 

 

5.    Generate Letter 006-01 (Termination for AU) giving the client the appropriate information about the sanction, as well as advance and adequate notice.  See EAZ Manual Quality Assurance – Requirement to Cooperate with Quality Assurance and EAZ Manual WAC 388-464-0001 Requirement to cooperate with quality assurance.   

 

How do I lift a QA sanction?

 

·         When a client cooperates with QA prior to the penalty end date, the client is required to reapply for Basic Food.  See EAZ Manual Quality Assurance.

 

1.    To reopen the Basic Food AU, follow the steps in Reopen.

 

2.    Complete the screening process.  See Screening a Client.

 

3.    Complete the interview following the instructions in the Interview chapter. During Interview, on the STAT screen for each month:

 

o    In the Penalty Type field remove the [C – Failure to Coop W/Other Agency Ref].

 

o    In the Penalty End Date field remove the [date].

 

o    In the Penalty T field for each client, remove the [Q – Non Cooperation QC].

 

o    In the Penalty Date field for each client, remove the [date].

 

4.    After committing the interview data, follow the instructions in the Process Application Month chapter.  

 

5.    When all pending months have been processed, follow instructions in the Finalize Application chapter to complete the reopen process.

 

How long is a QA sanction?

 

·         For food assistance, the entire assistance unit is ineligible for 125 days after the end of the annual QA review period.

 

o    The QA review period covers the federal fiscal year which runs from October 1st of one calendar year through September 30th of the following year. See EAZ Manual – WAC 388-464-0001 Requirement to cooperate with quality assurance.

 

Does a QA sanction follow children when they move to another household?

·         When children have been closed from a FS AU with reason 556 due to an adult’s non-cooperation with the QC process, the sanction should not remain with the child if they move to a separate household.   ACES does not recognize that the QC sanction should be removed from the child.

·         To remove the QC sanction for a child who is an applicant in a cooperating household, take the following steps:

1.    Follow the steps in How do I process a Basic Food application? or Add a Person.

2.    During Option O – Interview, on the STAT screen for the affected child(ren):

  • Delete the [Q] from the Penalty T field.
  • Delete the [Date] from the Penalty Date field.

    If the information does not carry back from Option O – Interview, remove the penalty coding from the STAT screen for each of the prior month(s) in Option P – Process Appl Months.

3.    Finish processing by completing the steps in How do I process a Basic Food application? or Add a Person.

 


Third Party Liability (TPL)

What is a TPL Sanction?

 

How do I process a TPL sanction?

 

How do I lift a TPL sanction?

 


 

What is a TPL Sanction?

 

·         Clients not cooperating with the Third Party Liability (TPL) process are removed from medical assistance.  See EAZ Manual – WAC 388-505-0540 Assignment of rights and cooperation.

 

How do I process a TPL sanction?

 

·         To process a TPL sanction, take the following steps:

 

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

 

2.      On DEM2, in the TPL Coop field enter [N] – No.  The individual client is disqualified from receiving medical with Reason Code 266 - Non-Cooperation with TPL, but can receive cash assistance.

 

3.      Call DONE and the ELIG screen displays. 

 

4.      On the ELIG screen, confirm the client has Finl Resp code [RC] - Receives Cash Only and has Reason Code 266 - Non-Cooperation with TPL.

 

5.      Verify and commit the data.


NOTE:

Pregnant women and children under 19 years of age are not subject to sanction for non-cooperation.  Entering [N] – No in the TPL Coop field has no affect on eligibility in these cases.


How do I lift a TPL sanction?

 

·         To lift a TPL sanction, take the following steps:

 

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

 

2.      On DEM2 screen, in the TPL Coop field enter [Y] – Yes.

 

3.      Call DONE and the ELIG screen displays. 

 

4.      On the ELIG screen confirm the client has Finl Resp code [RE] – Recipient.  

 

5.      Verify and commit the data.


UNMARRIED PREGNANT MINOR OR MINOR PARENT

What is an unmarried pregnant minor/minor parent living arrangement sanction?

 

How do I process a living arrangement sanction for an unmarried pregnant minor/minor parent?

 

How do I lift a living arrangement sanction for an unmarried pregnant minor or minor parent?

 

What is an unmarried pregnant minor/minor parent school requirement sanction?

 

How do I process a school requirement sanction for an unmarried pregnant minor/minor parent?

 

How do I lift a school requirement sanction for an unmarried pregnant minor or minor parent?

 


 

What is an unmarried pregnant minor/minor parent living arrangement sanction?

 

·         When an unmarried pregnant minor or minor parent is not living with their parent(s) or in an approved living situation, they are ineligible for a cash grant.  See EAZ Manual - WAC 388-486-0005 Unmarried or parenting minors - Required living arrangement. 

 

How do I process a living arrangement sanction for an unmarried pregnant minor/minor parent?

 

·         If the minor's parent(s) is not applying for assistance, enter the minor parent as the head of household.

 

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

 

2.      On the DEM1 screen, enter [IL] – Invalid Living Arrangement in the Living Arngmt field.

 

3.      Call DONE and the ELIG screen displays.

 

4.      On the ELIG screen, confirm the client has Finl Resp code [RN] – CA Sanctioned Receiving MA Only/FAP Recipient and has Reason Code 264 - Minor Parent Failed Living Arrangement.

 

5.      Verify and commit the data. 

 

How do I lift a living arrangement sanction for an unmarried pregnant minor or minor parent?

 

·         To lift a living arrangement sanction for an unmarried pregnant minor or minor parent, take the following steps.

 

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

 

2.      On the DEM1 screen, enter [the appropriate living arrangement] in the Living Arngmt field.

 

3.      Call DONE and the ELIG screen displays.  

 

4.      On the ELIG screen, confirm the client has Finl Resp code [RE] – Recipient. 

 

5.      Verify and commit the data. 

 

What is an unmarried pregnant minor/minor parent school attendance sanction?

 

·         When an unmarried pregnant minor or minor parent is not attending school as required, they are ineligible for a cash grant.  See EAZ Manual - WAC 388-486-0010 Unmarried or parenting minors - Required school attendance. 

 

How do I process a school requirement sanction for an unmarried pregnant minor/minor parent?

 

·         To process a school requirement sanction for an unmarried pregnant minor/minor parent, take the following steps:

 

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

 

2.      On the DEM1 screen, verify the Marital Status field is [N] – Never Married.

 

3.      On the DEM2 screen, verify the Student Status field is [No] – Not a Student.

 

4.      Call DONE and the ELIG screen displays.

 

5.      On the ELIG screen, confirm the client has Finl Resp code [RN] – CA     Sanctioned Receiving MA Only/FAP Recipient and has Reason Code 265 - Minor Parent Failed School Requirement.

 

6.      Verify and commit the data.

 

How do I lift a school requirement sanction for an unmarried pregnant minor or minor parent?

 

·         To lift a school requirement sanction for an unmarried pregnant minor or minor parent, take the following steps.

 

1.      On the AMEN, enter Option R - Interim/Hist Change in the Selection field.

 

2.      On the DEM2 screen, enter [the appropriate student status] in the Student Status field.

 

3.      On the ALAS screen, update the Educ Level field, if necessary. 

 

4.      Call DONE and the ELIG screen displays.

 

5.      On the ELIG screen, confirm the client has Finl Resp code [RE] – Recipient. 

 

6.      Verify and commit the data. 

 


WORKFIRST

What is a WorkFirst Sanction?

 

What is a WorkFirst Non-Compliance Sanction (NCS)?

 

How does ACES count the months in WorkFirst Sanction?

 

Where are the WorkFirst Sanction and the NCS termination counts displayed?

 

How do I process a WorkFirst Sanction Reduction?

 

How do I lift a WorkFirst Sanction Reduction?

 

How do I terminate TANF/SFA for NCS?

 

How is the number of NCS terminations tracked in ACES?

 

What if the TANF/SFA needs to remain open when the client has been in reduced grant sanction status?

 

How do I reopen TANF/SFA for a client previously terminated for NCS?

 

How do I deny a reapplication for TANF/SFA for a client previously terminated for NCS?

 


What is a WorkFirst Sanction?

 

·         A WorkFirst Sanction is a grant reduction or termination of TANF/SFA benefits based on non-cooperation with WorkFirst program requirements. The cash benefits are:

 

·         Reduced by either the client's share of the cash benefits or 40%, whichever is greater when the client receives the sanction grant reduction penalty or

 

·         Closed or terminated when the client receives the sanction case closure penalty because they didn’t participate in their in-office good cause appointments and/or homevisits. 

 

o    See EAZ Manual – WAC 388-310-1600 WorkFirst Sanctions.

 

What is a WorkFirst Non-Compliance Sanction (NCS)?

 

·         A WorkFirst Non-Compliance Sanction (NCS) termination stops the TANF/SFA benefits when:

 

o    The client has received the sanction grant reduction penalty and has been in WorkFirst Sanction for a specified time period.

 

o    The client received the sanction case closure penalty for not participating in their in-office good cause appointments and home visits. 

 

o    See EAZ Manual – WAC 388-310-1600 WorkFirst Sanctions or WorkFirst Handbook-Tools-Section 3.6 Non-Compliance Sanction Policy for information about the WorkFirst Non Compliance Sanction process.

 


NOTE: Effective December 1, 2011: When a client has been terminated from TANF/SFA for three or more NCS, the client is then permanently disqualified from receiving TANF/SFA or Diversion Cash Assistance (DCA).

How does ACES count the months of WorkFirst Sanction?

 

·         ACES counts the number of months in sanction beginning with the effective date of the sanction.

 

·         Each month the sanctioned client receives cash benefits from TANF/SFA is counted.  The ongoing month is not included since the cash benefits have not been issued. 

 

·         The number-of-months of sanction increments at monthly issuance and stops when the client is terminated from TANF/SFA. The count begins again when the client begins receiving TANF/SFA cash benefits.


·         When TANF/SFA is reinstated and contains a client in NCS Sanction, the Months in Sanction count will be reduced by one month. 

 

·         The sanction code is set to zero when the [Participation Status Code] on the WORK screen is changed to any code other than [RE] - Mandatory Part/No Cooperation.

 


 

·         If a sanction is coded in error, or is removed due to a pending Administrative Hearing, the Months in Sanction Count can be adjusted historically.


NOTE:

When manually adjusting the count in historical months it is important that the count and the sanction begin date reflect the same number of months in sanction.


Where are the WorkFirst Sanction and the NCS termination counts displayed?

 

·         The number of consecutive months in sanction status displays in the Months in Sanction field on the ACES WORKscreen.

 

·         The NCS Termination count is displayed in the NCS Termination Months 1st, 2nd, 3rd fields. .

 

·         The WorkFirst Sanction, and the NCS Termination count can also be viewed in aces.online on the  Client Work>> Registration page.

 

How do I process a WorkFirst Sanction Reduction?

 

·         To process a WorkFirst Sanction reduction, take the following steps:

 

1.      From the AMEN, access the AU via Option R – Interim Change.

 

2.      On the WORK screen, in the Partic Stat field, enter [RE] - Mandatory Part/No Cooperation. The Partic Date field auto populates with the date that the sanction becomes effective. 

 

3.      Call DONE and the ELIG screen displays. 

 

4.      On the ELIG screen, confirm the client has Finl Resp code [RE]- Recipient and has Reason Code 268 - 40% WorkFirst Sanction. 

 

5.      Verify and commit the data.

 

How do I lift a WorkFirst Sanction Reduction?

 

·         To lift a WorkFirst Sanction reduction, take the following steps:

 

1.      From AMEN, access the AU via Option R – Interim Change.

 

2.      On the WORK screen, in the Partic Stat field, enter [MP] - Mandatory Participant or [NI] - Exempt Not Participating. The system auto populates with today’s date in the Requalifying Dt field.

 

3.      Call DONE and the ELIG screen displays. 

 

4.      On the ELIG screen, confirm the client has Finl Resp code [RE] - Recipient.  

 

5.      Verify and commit the data. 

 

How do I process a WorkFirst sanction when the client has received more than 60 months of TANF/SFA?

 

·         To process a WorkFirst sanction when the client has received more than 60 months of TANF/SFA and is eligible for a Time Limit Extention, take the following steps:

 

1.      From the AMEN, access the AU via Option R – Interim Change.

 

2.      On the WORK screen, in the Partic Stat field, enter [SN] - Sanction After 60 Months. The Partic Date field auto populates with the date that the sanction becomes effective.  Workers can adjust this date.

 

3.      Call DONE and the ELIG screen displays. 

 

4.      On the ELIG screen, confirm the client has Finl Resp code [RC]- Receives Cash Only and has Reason Code 268 - 40% WorkFirst Sanction

 

5.      Verify and commit the data. 

 

How do I lift a WorkFirst Sanction for a client who has received more than 60 months of TANF/SFA?

 

·         To lift a WorkFirst sanction for a client who has received more than 60 months of TANF/SFA and is eligible for a Time Limit Extention, take the following steps:

 

1.      From the AMEN, access the AU via Option R – Interim Change.

 

2.      On the WORK screen, in the Partic Stat field, enter [MP] - Mandatory Participant or [NI] - Exempt Not Participating. The system auto populates today's date in the Requalifying Dt field. Workers can adjust this date. 

 

3.      Call DONE and the ELIG screen displays. 

 

4.      On the ELIG screen, confirm the client has Finl Resp code [RE] - Recipient.  

 

5.      Verify and commit the data. 

 

How do I terminate TANF/SFA for NCS?

 

·         To terminate for a Non-Compliance Sanction, take the following steps:

 

1.      From the AMEN, access the AU via Option R - Interim / Hist Change.

 

2.      On the WORK screen, enter a [Y] - Yes in the Closed while in NCS field.

 

3.      Call DONE and the ELIG screen displays. 

 

4.      On the ELIG screen, confirm the AU closes with Reason Code 252 - Non-Compliance Sanction.

 

5.      Verify and commit the data.

 

How is the number of NCS terminations tracked in ACES?

 

·         Effective December 1, 2011, when a client has been terminated from TANF/SFA for three or more NCS, the client is then permanently disqualified from receiving TANF/SFA or Diversion Cash Assistance (DCA).

 

·         On the WORK screen, the NCS Termination Months section has three date fields. Each time a client is closed for an NCS, the month field is automatically updated.

 

·         When a client has been terminated for three NCS, the client is permanently disqualified and the TANF/SFA AU closes with Reason Code 349 – NCS PERM DISQUAL.

 

·         If a NCS termination is coded in error or needs to be removed, the user will be able to manually remove the NCS Termination Month.


NOTE:

When EDIT 1819 - ENTER NCS TERMINATION DATES IN ORDER FROM EARLIEST TO LATEST appears, the workers must make sure that NCS Termination dates are entered in an increasing chronological order.


What if the TANF/SFA needs to remain open when the client has been in reduction grant sanction?

 

·         If there is a reason for the client to remain active on TANF/SFA even though they have been in a reduced grant sanction , a Closure Delay Reason code must be entered in the Closure Delay Reason field on the WORKscreen. See <F1> Help.

 

·         The Closure Delay Reason code can be viewed in aces.online on the Client>>Work Registrationpage.

 

How do I reopen TANF/SFA for a client previously terminated for NCS?

 

·         To reopen TANF/SFA for a client previously terminated for NCS, take the following steps:

 

1.    From AMEN, access the AU or pending person via Option O - Interview.

 

2.    On the WORKscreen for the client who was previously terminated for Non-Compliance Sanction, enter [the appropriate Re-qualifying Reason Code] in the Re-Qualifying Reason field. See <F1> Help.

 

3.    Complete the interview following the instructions in the Interviewchapter.

 

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

 

5.  After all pending months have been processed, follow the instructions in the Finalize Application chapter.


NOTE:

If a Re-qualifying Reason Code is not entered, the client and the AU will be denied and Letter 004-01 (Cash Denial for AU) will be generated.


How do I deny a reapplication for TANF/SFA for a client previously terminated for NCS?

 

·         To deny an application for TANF/SFA for a client previously terminated for NCS and who has not met the participation requirements, take the following steps:

 

1.      From the AMEN, access the pending AU or pending person via Option O - Interview.

 

2.      On the WORK screen for the client who has previously terminated for Non-Compliance Sanction, make sure there is no Re-qualifying Reason Code in the Re-Qualifying Reason field. See <F1> Help.

 

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

 

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

 

5.      After all pending months have been processed; follow the instructions in the Finalize Application chapter.

 

6.      The TANF/SFA AU will be denied and display Reason Code 252 - Non Compliance Sanction.

 


Refugee Cash Assistance

What is a Refugee Cash Assistance (RCA) sanction?

 

What are the sanction offenses?

 

How do I process an RCA sanction for an active client?

 


What is a Refugee Cash Assistance (RCA) sanction?

 

Clients receiving Refugee Cash Assistance (RCA) who do not participate in Refugee Cash Employment and Training requirements are ineligible for cash assistance.  See WAC rule (Washington Administrative Code):  388-466-0120, 388-466-0150 - Refugee Cash Assistance requires participation in employment and training programs.


What are the sanction offenses?

 

·         The first offense is 3 months of sanction.

·         The second offense is the remainder of 8 months of sanction.

 


How do I process an RCA sanction for an active client?

 

·         To process a RCA sanction, take the following steps:

 

1.           On the AMEN enter Option R – Interim/Hist Change in the Selection field.

 

2.           On the WORK screen:

 

o    In the Partic Stat field, enter [RE] – Mandatory Part/No Cooperation.

 

o    In the Number of Offense field enter [1 or 2] for first or second offense.

 

3.           Call DONE and the ELIG screen displays.

 

4.           On the ELIG screen, confirm the closure/denial with Reason Code (RC) 132 - Refugee Client Is Terminated For Non-Cooperation.

 

5.           Verify and commit the data.

 


NOTE:

If there are multiple clients on one AU, the sanctioned clients Finl Resp changes to DI – CA/MA Sanctioned, the AU remains active.

Modification Date: October 10, 2014