Deny an Assistance Unit / Client
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Deny an Assistance Unit / Client

Revised February 19, 2008

Purpose:

When is an Assistance Unit or client denied?

How does ACES deny a pending AU or client?

How do I deny a pending AU using a 500-level Reason Code?

How do I deny an AU that was screened in error?

What is the difference between a Denied AU/Client and a Closed AU/Client?

 

When is an Assistance Unit or client denied?

  • When data entered through (AMEN) Option O – Interview, Option P – Process Application Months or Option R – Interim/Historical Change indicates that the client(s) do not meet program eligibility requirements, ACES denies the pending client or assistance unit with an appropriate Reason Code when Finalizing the application through (AMEN), Option Q. For additional information on Reason Codes, see <F1> Help and Reason Codes - System Generated Codes.

  • When an intake interview hasn’t been initiated on a pending cash or Basic Food AU, ACES AUTO denies the AU based on the Standard of Promptness (SOP) date or SOP extension date, whichever is greater.

    • When this date falls on a Saturday, Sunday or holiday, the denial occurs on the following business day.

    • This denial will occur regardless of actions taken on any related AU.

  • When a medical AU is in M (Pending Spenddown) status and the spenddown liability has not been met, ACES AUTO denies the AU 30 days after the end of the base period. See WAC 388-519-0110.

  • When a user enters a 500-level reason code on the (STAT ) screen in the AU Status Reasons field or the client level Rsn (Reason) field for a pending AU or client, ACES denies the AU or client when Finalizing the application through (AMEN), Option Q. For additional information on Reason Codes, see <F1> Help and Reason Codes - User Entered Reason Codes.

  • When a pending AU has been screened in error, you can deny it for Reason Code 561 - AU Screened in Error without going through (AMEN) Options O - Interview, P – Process or Q - Finalize. See Case Screened in Error.
     

How does ACES deny a pending AU or client?

  • When you have completed processing the application through (AMEN), Options O- Interview and P- Process Application Months, ACES uses the data entered for the AU and clients to determine whether or not they meet program eligibility criteria.

  • If the AU does not contain any eligible members, ACES denies the AU with the appropriate reason code at both the AU and client levels. See <F1> Help.

  • If the AU contains a combination of eligible and ineligible clients, ACES will deny the ineligible clients with the appropriate reason code at the client level.

  • In some situations, a denied cash or medical AU may trickle or sprout to an AU with a different medical coverage group as part of the process of determining client’s medical eligibility. See Trickle, Sprout, Spawn and EAZ Manual – Program Summary – Medical Programs.
     

How do I deny a pending AU using a 500-level Reason Code?

To manually deny a pending AU using a 500-level Reason Code, take the following steps:

  1. From the (AMEN), access the pending AU via Option O – Interview.

  2. On the (STAT) screen:

    • If denying the entire AU, enter the appropriate 500-level Reason Code in the AU Status Reasons field. See <F1> Help.

    • If denying individual clients on the AU, but not the entire AU, enter the appropriate 500-level Reason Code in the Rsn field for the client(s) you want to deny. See <F1> Help

    • Enter the [appropriate codes] in the Rel and Finl Resp fields for all pending clients.

    • Enter [Done] in the Screen Name field in the upper right hand corner of the page to call the (DONE) screen and press the <Transmit> key.

  3. From the (DONE) screen, press the <Transmit> key to commit the data.

  4. From the (AMEN) access the pending AU via Option P – Process Application Months.

  5. From the (APP1) screen, enter a [Y] in the Sel field for the first benefit month with “Waiting Review” in the Review Status field.

  6. If you wish to deny the benefit month being processed with the 500-level Reason code entered in step 2:

    • On the (ADDR) screen, enter [Done] in the Screen Name field in the upper right hand corner of the page to call the (DONE) screen and press the <Transmit> key.

    • From the (DONE) screen, press the <Transmit> key to commit the data.

  7. If you wish to enter case data in order to determine eligibility for the benefit month being processed:

  8. Repeat Step 6 or Step 7 for all pending application months.

  9. Follow the instructions in the Finalize Application chapter to complete the denial or eligibility determination.
     

How do I deny an AU that was screened in error?

What is the difference between a Denied AU/Client and a Closed AU/Client?

  • AUs or clients in A (active) status change to C (closed) status when no longer eligible to receive benefits.

  • AUs or clients in P (pending) or M (pending spenddown) status will never change to C (closed); they will change to D (denied) if not eligible.

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Modification Date: February 19, 2008
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