Close an Assistance Unit / Client
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Close an Assistance Unit / Client

Revised January 23, 2008

Purpose:

Close an AU / Client

Automatically Close an AU / Client

Manually Close an AU / Client

Close TANF as the Client Received Direct Support Above the Grant Standard Two Months in a Row

 

Close an AU / Client

  • A case or client in Active (A) status is closed when the AU or client is no longer eligible to receive benefits.

See WAC 388-523-0100.

  • Whenever an AU or client is no longer eligible to receive assistance, client data should be entered in ACES so that the system closes the AU or client.

  • If changes to the AU or client data will not result in the system closing the case, the user can manually close the case, by entering the [appropriate 500 level reason code] in the AU Status Reasons (AU level) or Rsn (client level) field on (STAT).

  • Only 500 level reason codes can be entered manually by a user to close the case. All other reason codes are entered by the system when the case or client is closed based on information entered into ACES.

  • A closing reason code should only be entered manually if entering changes in the system does not result in ACES closing the case automatically.

  • Only cases in (A) status can be closed.

  • Cases in (A) status change to status Closed (C) when no longer eligible to receive benefits.

  • Cases in Pending (P), or Pending Spenddown (M) will never change to (C).

  • If the AU is not eligible, the case status is changed to Denied (D).

  • ACES will not allow an AU to be closed if there is a client in the AU in (P) status.

  • If there is a client in pending status that client must be denied or approved through Options (O) - Interview, (P) - Process Application Months, and (Q) - Finalize Application before the rest of the AU can be closed.

  • If a user tries to close an AU in which there is a pending client, Edit Message 1927 – Pending Client(s) Need to be Processed - displays.

Automatically Close an AU / Client

To close an active or suspended case on-line:

  1. Enter Option [R] - Interim / Hist Change  in the Selection field on the (AMEN).

  2. Enter the [AUID or client ID for the case or client to be closed] in the AU ID or Client ID field as appropriate.

  3. If terminating a historical month, enter the [month and year of the applicable month] in the Benefit Month (MM YY) field.


NOTE: If closing several historical months, be sure to start with the earliest month.

  1. <TRANSMIT> and the (ADDR) displays.

  2. Enter the [appropriate client data] on relevant screens, which includes updating valid values if necessary.

  3. Enter [DONE] in the Screen ID field in the upper right hand corner.

  4. <TRANSMIT> and (ELIG) displays.

  5. Review the status codes, reason codes, and paid thru dates for the closed client and / or AU on (ELIG)to ensure they are correct.

  6. If the information is correct enter [Y] in the Confirm field and <TRANSMIT>.

  7. If the information is 'not' correct, go back to the appropriate screen and correct the data so the information on (ELIG) is correct.

  8. <TRANSMIT> until the (CAFI), (MAFI), and / or (FSFI) displays.

  9. Review the information on the (CAFI), (MAFI), and / or (FSFI) to ensure the information displayed is correct.

  10. If the information is correct enter [Y] in the Confirm field.

  11. Determine if the letter that will be sent is correct or if it needs to have freeform text added to meet the department's policy on advance, and adequate notice.  See Letters.

See WAC 388-418-0020. 

  1. TRANSMIT> and (DONE) displays.

  2. Review the information on (DONE) to ensure it is correct.

  3. Narrate case action taken.

  4. If correct <TRANSMIT> and the data is committed to the database and ACES returns to (AMEN).

Manually Close an AU / Client

To manually close an AU or client:

  1. Enter Option [R] - Interim / Historical Change in the Selection field on (AMEN).

  2. Enter the [AUID or client ID for the case or client to be closed] in the AU ID or Client ID field as appropriate.

  3. Enter [STAT] in the Screen ID field.

  4. If terminating a historical month, enter the [month and year of the applicable month] in the Benefit Month (MM YY) field.


NOTE: If closing several historical months, be sure to start with the earliest month.

  1. <TRANSMIT> and the (STAT) displays.

  2. If closing the entire AU, enter the [appropriate 500 level reason code] in the AU Status Reasons field.

  3. If closing a client, enter the [appropriate 500 level reason code] in the Rsn field for each client being closed.

  4. Enter [DONE] in the Screen ID field.

  5. <TRANSMIT> and the(ELIG) displays.

  6. Review the status codes, reason codes, and paid thru dates for the closed client and / or AU on the (ELIG) to ensure they are correct.

  7. Client status should be:

    1. (C) - Closed / Terminated, when terminating the ongoing benefit month.

    2. (H) - Historically Closed / Terminated, when terminating a historical benefit month.

  8. If the information is correct enter [Y] in the Confirm field and <TRANSMIT>.

  9. If the information is not correct, go back to the appropriate screen and correct the data so the information on (ELIG) is correct.

  10. <TRANSMIT> from (ELIG) until the (CAFI), (MAFI), and / or (FSFI ) displays.

  11. Review the information on the (CAFI), (MAFI), and / or (FSFI ) to ensure the information displayed is correct.

  12. If the information is correct enter [Y] in the Confirm field.  See Letters.

See WAC 388-418-0020.

  1. <TRANSMIT> and ACES displays the (DONE).

  2. Review the information on the (DONE) to ensure it is correct.

  3. If correct, <TRANSMIT>.

  4. Narrate action taken on case, and why case was closed.

  5. The data is committed to the database and ACES returns to the(AMEN).

In some situations when an AU is closed, either manually or automatically, ACES sprouts a new medical AU to ensure that the client receives medical assistance to which they are entitled.  See Medical.

See WAC 388-523-0100.

 

Close TANF as the Client has Received Direct Support Above the Grant Standard Two Months in a Row

See EA-Z Manual:

To close a case on-line for receipt of excess child support:

  1. Enter Option [R] - Interim / Historical Change in the Selection field on the (AMEN).

  2. Enter the [AUID or client ID for the case or client to be closed] in the AU ID or Client ID field as appropriate.

  3. If terminating a historical month, enter the [month and year of the applicable month] in the Benefit Month field.

  4. <TRANSMIT> and the (ADDR) displays.

  5. Enter Reason Code [507] - Change in Child Support Payments on the (STAT).

  6. Enter [DONE] in the Screen ID field in the upper right hand corner.

  7. <TRANSMIT> and the (ELIG) displays.

  8. Review the status codes, reason codes, and paid thru dates for the closed client and / or AU on the (ELIG) to ensure they are correct. 

    Client status should be:

    1. (C) - Closed / Terminated, when terminating the ongoing benefit month.

    2. (H) - Historically Closed / Terminated, when terminating a historical benefit month.

  9. If the information is correct enter [Y] in the Confirm field and <TRANSMIT>.

  10. If the information is not correct, go back to the appropriate screen and correct the data so the information on the (ELIG) is correct.

  11. The the (CAFI) displays.

  12. Review the (CAFI) to ensure the information displayed is correct.

  13. If the information is correct enter [Y] or [N] as appropriate in the Bnft Confirm field, Waive Advr Act Period  and Letter Override fields if appropriate.

  14. <TRANSMIT> and the closed TANF AU sprouts an active F03 - CN 4 Month Extension medical AU to cover the medical extension.

  15. The(ELIG) for the sprouted F03 AU displays.

  16. If the information is correct enter [Y] in the Confirm field.

  17. <TRANSMIT> and the (MAFI) displays.

  18. Review the (MAFI) to ensure the information displayed is correct. The certification period for the F03 AU should be 4 months.

  19. If the information is correct enter [Y] or [N] as appropriate in the Bnft Confirm field, Waive Advr Act Period  and Letter Override fields if appropriate.

  20. If the medical AU is confirmed as active, Letter 0025, Eligibility for Four (4) Month Extended Medical, is sent to the client.

  21. <TRANSMIT> and the (DONE) displays.

  22. Review the information on the (DONE) to ensure it is correct.

  23. Narrate case action.

  24. If all information is correct <TRANSMIT> and the data is committed to the database and ACES returns to the (AMEN).

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Modification Date: January 23, 2008
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