Consolidated Emergency Assistance Program (CEAP)
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Consolidated Emergency Assistance Program (CEAP)


Revised March 25, 2011



What is the Consolidated Emergency Assistance Program (CEAP)?

 

Who is eligible for CEAP?

 

How do I determine CEAP eligibility?

 

How do I screen a CEAP AU?

 

How do I process a pending CEAP AU?

 

How do I finalize a CEAP AU?

 

How do I issue CEAP to a vendor?

 

How do I determine how many times CEAP was authorized?

 

How do I deny CEAP?

 

What letter do I send for a CEAP application?

 


 

What is the Consolidated Emergency Assistance Program (CEAP)?

 

·         CEAP is a cash program available to families or pregnant women who face an emergency and do not have the money to meet their basic needs, including families whose TANF cash assistance has been terminated within the last six months by the Sanction Review Panel.

 

·         CEAP is one of the special programs that ACES issues benefits for but does not determine eligibility. Eligibility for the program, including benefit amount must be determined before the case is put into ACES.

 

·         See EAZ Manual – WAC 388-436-0015 Consolidated emergency assistance program (CEAP) .

 

·         The Eligibility for Special Programs SPEC screen is used to enter and confirm eligibility results. This screen is used rather than confirming the system determined eligibility results on ELIG, CAFI, FSFI, and MAFI.

 

Who is eligible for CEAP?

 

·         Clients who meet the following conditions may be eligible for CEAP:

 

·         EAZ Manual – WAC 388-436-0015 Consolidated emergency assistance program (CEAP)

 

·         EAZ Manual – WAC 388-436-0020 CEAP assistance unit composition

 

·         EAZ Manual – WAC 388-436-0030 Eligibility for CEAP depends on other possible cash benefits

 

·         EAZ Manual – WAC 388-436-0035 Income and resources for CEAP

 

·         EAZ Manual – WAC 388-436-0040 Excluded income and resources for CEAP

 

·         EAZ Manual – WAC 388-436-0045 Income deductions for CEAP

 

·         EAZ Manual – WAC 388-436-0050 Financial need and benefit amount for CEAP

 

How do I determine CEAP eligibility?

 

·         Use the DSHS 14-337, Emergency Assistance Request / Grant Computation to document the client's request for CEAP. Do the eligibility calculation and determine benefit amount.

 

·         If a CEAP AU has not been screened in and you are authorizing benefits you will need to screen a new AU or do Add-A-Program to get the case set up in ACES.

 

How do I screen a CEAP AU?

 

·         To screen a CEAP AU, 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. The Applicant page displays in a new window.

 

2.    On the Applicant page, enter the applicant's (head of household) Name, Residential and Mailing Addresses.

 

3.    Continue with the screening process until you reach the Programs page.

 

4.    On the Programs page

 

o    Click the checkbox next to Cash, and

 

o    Click the <Next> button.

 

5.    Continue the screening process until you reach the Finalize page.

 

6.    On the Finalize page, click the Specify Program button. The Finalize – Program Details page displays.

 

7.    On the Finalize – Program Details page, select CEAP (EA) in the Select Program box, click the Next button.

 

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

 

How do I process a pending CEAP AU?

 

·         To process a pending CEAP AU, take the following steps:

 

1.    From  the AMEN, select Option [O] Interview.

 

2.    On the STAT screen, enter [PN] – Applicant in the Finl Resp field.

 

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

 

o    To determine which members should be included in the CEAP household, see EAZ Manual – WAC 388-436-0020 CEAP assistance unit composition.

 

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

 

How do I finalize a CEAP AU?

 

·         To finalize a CEAP AU, take the following steps:

 

1.    From the AMEN, enter Option [Q] Finalize Application.

 

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

 

2.    <TRANSMIT> and the APP2 screen displays.

 

o    In finalize you will get the SPEC screen instead of the CAFI screen. The SPEC screen will display for each month from the month of application through the ongoing month.

 

3.    On the SPEC screen, enter the [amount the AU is eligible to receive] in the Bnft Amt field and <TRANSMIT>.

 

o    The AU Status field will change from [P] – Pending to [A] – Active.

 

o    The Begin Date field with populate with the 1st day of the application month.

 

o    If the payment needs to go to a vendor, see How do I issue CEAP to a vendor?

 

4.    Confirm benefits by entering a [Y] in the Confirm field and <TRANSMIT>.

 

o    The Confirm field does not contain a red question mark (?).

 

5.    For each month after the application month <TRANSMIT> once.

 

o    The AU Status field will change from [P] – Pending to [D] – Denied.

 

o    Confirm benefits by entering a [Y] in the Confirm field and <TRANSMIT>.

 

    The system denies all months after the month of application through the ongoing month.

 

6.    On the APP2 screen, finalize by entering a [Y] in the Finalize field.

 

How do I issue CEAP to a vendor?

 

·         To issue CEAP to a vendor, take the following steps:

 

1.    Follow steps 1-4 in How do I finalize a CEAP AU?

 

2.    On the SPEC screen, enter [Y] in the Vendor field and <TRANSMIT>.

 

3.    Complete the VEND screen as outlined in steps 2-4 in How do I make a payment to a vendor in the ongoing month?

 

4.    Complete steps 5-6 in How do I finalize a CEAP AU?

 

How do I determine how many times CEAP was authorized?

 

·         At this time ACES does not track how many times in a 12 consecutive month period CEAP has been authorized. The user must research ACES and determine if any prior issuances have been done in the 12-month period prior to authorizing CEAP benefits.

 

How do I deny CEAP?

 

·         To manually deny  a CEAP AU, take the following steps:

 

1.    In Option O – Interview, enter the [appropriate 500 level reason code] in the AU Status Reasons field on the STAT screen.

 

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

 

3.    Follow steps 1-3 in How do I finalize a CEAP AU?

 

4.    For each month <TRANSMIT> once.

 

o    The AU Status field will change from [P] – Pending to [D] – Denied.

 

5.    Confirm benefits by entering a [Y] in the Confirm field.

 

6.    On the APP2 screen finalize by entering a [Y] in the Finalize field.

 

 

What letter do I send for a CEAP application?

 

·         ACES does not generate letters for CEAP. Users must manually create Letter 075-03 (CEAP Status) for pended, approved, withdrawn and denied applications. Mark the appropriate check box next to the lines of text that pertain to the status of the CEAP application (pended, approved or denied).

Modification Date: March 25, 2011