Finalize Application

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Revised July 12, 2012

What steps must be completed prior to finalizing an application?

Can more than one assistance unit be finalized at the same time?

Do AUs have to be finalized in a specific order?

Can I access a case once benefits have been issued locally?

Can Basic Food Assistance be issued locally the same day as medical approval is sent to ProviderOne?

How do I complete Finalize Application?

When is the SPEC screen used?

What steps must be completed prior to finalizing an application?

· In order to finalize an application, the assistance unit must first go through Interview and Process Application Month.

Can more than one assistance unit be finalized at the same time?

· Unlike Interview and Process Application Month, assistance units must each be finalized separately.

Do AUs have to be finalized in a specific order?

· ACES does not require a specific order when multiple AUs need to be finalized. However, in order to budget a cash grant towards a Basic Food AU, the cash AU must be finalized first.

Can I update a case once benefits have been locally issued?

· Once benefits have been locally issued, the case is locked from any further updating until the following day. If any updates are attempted, Edit 1643 - LOCAL ISSUANCE AWAITS BATCH FOR RELATED AU/CLIENT, TRY AGAIN TOMORROW displays.

Can Basic Food Assistance be issued locally the same day as medical approval is sent to ProviderOne?

· Locally issuing benefits does not prevent a related AU from being finalized. Basic Food Assistance can be issued locally the same day medical approval is sent to ProviderOne.

NOTE:

Because locally issuing benefits locks a case from any further updating, all AUs must go through the Process Application Month steps using Option P – Process Appl Months from the AMEN screen.

How do I complete Finalize Application?

· To finalize an application, take the following steps:

1. From the AMEN screen, select Option Q – Finalize Application.

o Enter the [AUID] in the AU ID field.

2. <TRANSMIT> and the APP2 screen displays.

o The Sel field will be pre-filled with a [Y].

3. <TRANSMIT> and the ELIG screen displays.

o If all information is correct, enter [Y] – Yes in the Confirm field.

4. <TRANSMIT> and the CAFI, FSFI, or MAFI screen displays.

o If all information is correct, enter [Y] – Yes in the Bnft Confirm field.

o Enter [N] – No in the Letter Override field to have the system generate the appropriate approval letter or [Y] – Yes to override the system generated letter.

o For cash AUs:

¨ To send all or part of a client’s initial cash payment to a vendor, enter [Y] – Yes in the Vendor field. <TRANSMIT> and the VEND screen displays. See Vendor Payment.

5. Repeat steps 3 and 4 for all application months.

· When all application months have been confirmed, the APP2 screen displays again. The Finalize field now displays with a red question mark (?).

6. Review the information on the APP2 screen and complete the following:

o If all information is correct, enter [Y] – Yes in the Finalize field.

o For Basic Food assistance units:

¨ The system defaults to [N] – No in the Do FS benefits need to be issued immediately? field. Benefits will issue as a regular issuance in overnight batch.

¨ To issue benefits as an emergency issuance in the next regular daily batch, enter [Y] – Yes in the Do FS benefits need to be issued immediately? field.

NOTE:

Daily batch occurs at 9:30 a.m., 12:30 p.m., 3:30 p.m. and 5:30 p.m.

¨ To have the client pick up a new or replacement EBT card in the local office and for JP Morgan to not mail an EBT card to the client, enter [N] – No in the Do you want an EBT card mailed to the HOH? field.

¨ To have JP Morgan mail an EBT card to the client, enter [Y] – Yes in the Do you want an EBT card mailed to the HOH? field.

o For cash and medical assistance units:

¨ The question Does the client have a medical appt or need to pick up a prescription today? determines if the client's medical eligibility is sent to the ProviderOne system in overnight batch or in real-time.

¨ The system defaults to [N] – No in the Does the client have a medical appt or need to pick up a prescription today? field. The client's medical eligibility will be sent to ProviderOne in overnight batch.

¨ To send client medical eligibility to ProviderOne in real-time, enter [Y] – Yes in the Does the client have a medical appt or need to pick up a prescription today? field.

· Upon completion of the request for real-time medical approval, the user is locked out of that AU and any related AU until batch processing has occurred overnight.

NOTE:

Do not request Immediate Medical Approval (IMA) when changing the client to a new AU if the client has already received medical for that month under another AU, ProviderOne will already have eligibility for the client.

7. <TRANSMIT> to Finalize the application.

When is the SPEC screen used?

· The SPEC – Eligibility for Special Programs screen is used to record and confirm financial eligibility results for non-automated eligibility program types such as CEAP, DETOX and HWD.

· The SPEC screen displays the AU status, benefit type, benefit amount, begin date and paid through date.

· To confirm the results of the benefit calculation, take the following steps:

1. Review the information on the SPEC screen.

o If all information is correct, enter [Y] – Yes in the Confirm field.

2. <TRANSMIT> to Finalize the application.