ACES	Search   All DSHS Manuals ACES EAZ Social Services WCCC WorkFirst   for:
Acronyms  Alerts  Screens  WAC Number Index  WCCC  DSHS Home

Letters

Revised March 12, 2010

Where is the letters function?   How are letters created?   How do I manually create a letter?   What attachments are available for inclusion with letters?   How do I include attachment(s) with a letter?   What DSHS Mailroom inserts are sent with letters?   What DSHS Mailroom inserts are included in which letters?   What are the pending letters icons?   How do I view pending letters and/or letter history?   How do I view pending letters for a specific user?   How do I change my ACES printer ID?   How do I print a pending letter?   How do I reprint a letter from Letter History?   How do I print individual letter attachments?   What are the current Letters?

Where is the letters function?   ·         The letters function is only available through aces.online.   How are letters created?   ·         Letters can be created automatically by ACES.   ·         Letters can be manually created by a User.   o    A letter can be manually created through the Client>>Letter Summary page or the Assistance Unit>>Letter Summary page.   How do I manually create a letter?   1.    On the Welcome Back page of aces.online, use the Quick Navigation section to do the following:   o    In the Select a Type of ID drop down box, click Client or Assistance Unit.   o    In the Enter an ID box, enter [the client or AU id].   o    In the Select a Page drop down box, click Letters.   o    Click the Go button, the Client>>Letter Summary or Assistance Unit>>Letter Summary page displays.   OR   1.    From the Client>>Summary or Assistance Unit>>Summary page, click on the Letters link.  The Client>>Letter Summary or Assistance Unit>>Letter Summary page displays.   2.    Click the Create Letter link.   o    When using the Client>>Letter Summary, select an AU from the Create Letter page.   o    When using the Assistance Unit>>Letter Summary, the Create Letter page displays with the chosen AU.    3.    Click the Next button.   4.    Select a letter category from the Letter Category drop down box.   5.    Select the appropriate letter from the Letter drop down box.   6.    Click the Next button.   7.    If required, select the benefit month(s) affected by the case action.

NOTE: The benefit months on the Letter are listed chronologically from left to right, starting with the ongoing benefit month followed by any historical months. The program is capable of listing 60 benefit months.

8.    Click Next.   9.    The Letter Edit page displays with the selected letter.    10.    In the Print Options box, choose Local, State or None (if available).   11.    Data from ACES mainframe may be pre-filled on the letter.  The data field boxes can be changed as needed.   12.    Complete the Mandatory Freeform text box and/or Optional Freeform Text box as necessary.    o    Click the Spell Check link to verify spelling.   13.    If attachments are necessary, click the Attachment(s) link.   o    Select the number of copies for each attachment desired in the # Copies field.   o    Click Done.   14.    If Inserts are necessary, click the Insert(s) link.   o    Select the appropriate insert(s) to include with the letter.   o    Click Done.   15.    When all data is entered on the letter, choose one of the following options:   o    Back - Takes the user back to the Letter Selection page.   o    Print - The letter will either print locally or be sent from State Office depending on which option is chosen in the Print Options box.   o    Save as Draft - The letter will be stored as a draft in pending letters for a period not to exceed 30 days.   o    Cancel - Cancels the letter request.

   What attachments are available for inclusion with letters?   ·        The following attachments are available for inclusion with letters. Click on Letter Attachements link to view the attachments in English or other supported languages.   Attachments Maximum number of copies ACES Direct Deposit Enrollment (14-432) 1 Administrative Hearing Rights 1 Alien Emergency Medical Program Referral and Tracking (13-751) 5 Application for Benefits (14-001) 1 Authorization for Alternate EBT Cardholder (98-004) 1 Categorically Needy Information (98-001) 1 Citizenship and Identity Declaration Form (13-789) 1 Client Rights and Responsibilities (14-113) 1 Consent (14-012) 3 Eligibility Review (14-078) 2 Eligibility Review for Long Term Care Benefits (14-416) 2 Employment Verification (14-252) 2 Family and Children’s Medical Benefits Renewal (13-836) 1 Medical Coverage Information (14-194) 2 Medically Needy Information (98-003) 1 Medical Program for General Assistance Information (98-002) 1 *Notice of Privacy Practices For Client Confidential Information (03-387) 1 *Providing Medical Insurance Coverage for Children (18-628) (translated) 1 Self-Employment Income Report (07-042B) 5 Start Work (14-252) 2 Statement from Landlord/Manager (12-224) 1 Statement from School (14-223) 5 Statement of Applicant/Recipient or Other Person (14-251) 2 Statement of Collateral Information (14-222) 3 Statement of Health, Education, and Employment (14-050) 2 Statement of Shared Living Arrangement (14-393) 2 Stop Work (14-438) 2 Veteran's Referral Part 1 (14-162) 2 * Not available for selection - one copy is automatically sent.

NOTE: The Eligibility Review 14-078 is AUTO attached to the following letters in the eight supported languages: ·         006-01 (Termination for AU). ·         013-01 (Office Appointment for ER). ·         013-02 (Telephone Appointment for ER). ·         013-03 (Weekly Appointment for Eligibility Review). ·         022-01 (Mail-In ER for Cash, Food, Medical [Non-LTC]) for non-LTC AUs and non-F08 AUs. ·         022-03 (Food Assistance Expiration). ·         022-05 (Redetermination for Medical at SSI Termination). ·         022-09 (Redetermination for Medical [BCCTP]).

How do I include attachment(s) with a letter?   1.    When creating a letter, from the Letter Edit Display screen, click the Attachment(s) link.   2.    Enter the number of copies in the # Copies field for the attachment(s) desired.   3.    Click Done.   What DSHS Mailroom inserts are sent with letters?   The DSHS Mailroom inserts are as follows: DSHS 22-019 Early and Periodic Screening, Diagnosis and Treatment (EPSDT) DSHS 22-922(x) Family Planning   What DSHS Mailroom inserts are included in which letters?   ·         Insert DSHS 22-019 (Early and Periodic Screening, Diagnosis and Testing - EPSDT) is included with letter:   o    002-01 (Approval Letter) – on all TANF/F01 and all categorically needy (CN) and medically needy (MN) approvals in households with children and/or a head of household under 21 years of age.   ·         Insert DSHS 22-922(x) (Family Planning) is included with letter:   o    009-02 (Change to Family Planning Extension)   ·         If a letter that would have an insert is locally printed, the user should  manually include the insert.   What are the pending letters icons?   ·         Pending letters show the following icons:

Draft – can remain in draft status up to 30 days Mail Ready (Editable) Mail Ready (Non-editable) Deleted Draft Deleted Mail Ready (Non-editable) Mandatory Freeform Text Field Indicator Mandatory Freeform Text Required Freeform Text Completed Reprint (Non-editable)

How do I view pending letters and/or letter history?   1.    On the Welcome Back page of aces.online, use the Quick Navigation section to do the following:   o    In the Select a Type of ID drop down box, click one of the following: Assistance Unit, Client, Group Home, User or Vendor.   o    In the Enter an ID box, enter [an identification number or User ID].   o    In the Select a Page drop down box, select Letters.   o    Click the Go button, the Letter Summary page displays.   ·         Letter History displays the print status of the client copy as follows:   o    L/O – If all copies were locally printed.   o    L/O – If client copy was local printed and other copies were selected for State office print.   o    S/O (in Red) – Appears on the day the letter was created if the client copy was selected for State Office print and at least one AREP copy was local printed.   o    S/O – After the client copy of a letter is printed from State Office in batch.   How do I view pending letters for a specific user?   1.    On the Welcome Back page of aces.online, use the Quick Navigation section to do the following:   o    In the Select a Type of ID drop down box, click User.   o    In the Enter an ID box, enter [User ID].   o    In the Select a Page drop down box, select Letters.   o    Click the Go button, the Letter Summary page displays.   ·         Accessing letters by User ID allows the user to view all pending letters that were either system or user generated that day.   This action also allows users to view all letters in Save as Draft status.   ·         This option shows pending letters that require mandatory text entries.   ·         Changes to pending letters can be made throughout the day until batch is run (usually after 8PM), at which time, letters will be printed and mailed from State Office.  The letter then moves to Letter History.

NOTE: Clicking on the CLID or AUID hyperlink will give the client's name and information regarding the case.

  How do I change my ACES printer ID?   1.    From the Client>>Letter Summary or the Assistance Unit>>Letter Summary page, go to the ACES Printer ID field, and click the <Change Printer> link.   2.    In the Change to field, enter the [printer id].   3.    Click Update Printer to save the change.

NOTE: Changing the printer ID is valid for the duration of your aces.online session. When your aces.online session expires the Printer ID setting reverts back to the Printer ID assigned in your security profile. To change your printer ID in your security profile, see How is a security request to change user information submitted through aces.online?

How do I print a pending letter?   1.    From Pending Letters, the box preceding the letter can be checked and the selection buttons; Delete, Undelete or Local Print can be clicked.   OR   1.    Click on the letter name link to open the letter.   2.    The Print Options box defaults to State.  To print the letter locally, check Local.   o    If the letter has multiple addressees and one copy has already been printed locally, the Reprint Option displays with a default to None.    ¨        Choose Local or State to reprint the copy that had already been printed.   o    If Local Print is chosen, the letter prints locally and shows in the Letter History with an icon indicating the item is Mail Ready (Non-editable).   o    If there is an AREP and one copy is chosen for Local print and the other for State print, the locally printed letter displays in the Letter History with an icon indicating the item is Mail Ready (Non-editable) and the State print letter displays in Pending Letters with an icon indicating the item is Mail Ready (Non-editable).  A State print letter will go out in the overnight batch process.   o    Once any copy of a letter has been printed locally, the letter is no longer editable.    o    If the client copy was locally printed, the AREP copy can be deleted from Pending Letters, but if the AREP copy was printed locally and the client copy saved for State print, the client copy cannot be deleted from Pending Letters.   3.    Click the Print button.

NOTE: When printing a pending letter locally, the following warning appears:  "Local Printing this letter will permanently save all changes to letter history. You will no longer be able to make changes to the letter”. Click 'OK' to print or click 'Cancel' to Cancel. The letter appears in letter history after it is printed.

How do I reprint a letter from letter history?   ·         To reprint a letter from Letter History, take the following steps:   1.    On the Welcome Back page of aces.online, use the Quick Navigation section to do the following:   o    In the Select a Type of ID drop down box, click Client or Assistance Unit.   o    In the Enter an ID box, enter [Client ID or AU ID].   o    In the Select a Page drop down box, click Letters.   o    Click the Go button and the Letter Summary page displays.   o    Select the desired letter and click the Reprint button, a pop-up Reprint Options box appears.   ¨        The system defaults to Local Print. To request a State Office reprint, choose the button for State.     ¨        The system defaults to include carbon copies (cc’s) for any AREPs on the case. Uncheck the Include Carbon Copies (cc’s) box to not reprint the AREP copy.   ¨        The system defaults to include attachments.  Uncheck the Include Attachments box to not include attachments/inserts that had been sent with the original letter.   ¨        For an English Only copy of a letter for an LEP client, check the English Only box.   2.    Click the Reprint button.   OR   1.    From the Letter Summary page, click on the letter name link to open the letter.   ·         In the Reprint Options box for each addressee, check the radio button for Local, State or None.  The system defaults to Local.    o    None can be used when there are multiple addressees and a reprint is not needed for all of them.   o    There is a check by Include Attachments if the original letter included attachments.  To reprint the letter without the attachments/inserts, uncheck the Include Attachments box.   2.    Click the Print button. How do I print individual letter attachments?   1.    On the Welcome Back Page of aces.online under Other Links, click Letters Attachments.   2.    From the Support Central>>Letters Attachments page, select the attachment and  language desired.   3.    The attachment opens as a PDF file.    4.    To print, go to File, then Print.   OR   1.    On the Welcome Back page of aces.online, use the Quick Navigation section to do the following:   o    In the Select a Type of ID drop down box, click one of the following: Assistance Unit, Client, Group Home, User or Vendor.   o    In the Enter an ID box, enter [an identification number or User ID].   o    In the Select a Page drop down box, select Letters.   o    Click the Go button, the Letter Summary page displays.   2.    Click on the Letters Attachments link.   3.    From the Support Central>>Letters Attachments page, select the attachment and  language desired.   4.    The attachment opens as a PDF file.    5.    To print, go to File, then Print.

NOTE: Attachments printed this way do not contain the Client ID or Barcode information and these print requests are not posted into Letter History.

 What are the current Letters?   ·       Current letters are listed below. To see the letter number and name, click on one of the following categories.   Administrative Hearing ETR (Exception to Rule) Spenddown Appointment Miscellaneous Supplemental (or Underpayment) Approval Overpayment Suspension Change Redetermination Termination Denial Referral WorkFirst/E&T Disqualification Reinstatement EBT/EFT Requests for Information   Administrative Hearing Letters 060-01 Administrative Hearing Communication - Internal 060-02 Pre-Hearing Conference 060-03 Referral to AG - Internal Appointment Letters 011-01 Office Appointment for Applicant 011-02 Phone Appointment for Applicant 013-01 Office Appointment for ER  013-02 Phone Appointment for ER 013-03 Weekly Appointment for Eligibility Review 045-01 Preliminary Overpayment Appointment Letter - All Programs 050-05 General Appointment Letter Approval Letters 002-01 Approval Letter 002-07 Approval for DCA 002-16 Approval for Medical/Waivered Services 002-17 Approval for LTC & Medical Benefits                 002-18 Approval for Hospice Services                       002-19 Approval for COPES Residential Services             002-20 Approval for Institutional Benefits with Spenddown  002-21 Approval for Institutional SSI with State Supplement 002-22 Approval for Institutional, GAX or GAU 002-24 Approval for Expedited Food Assistance 002-25 Approval for Medicare Cost Sharing 002-31 Approval for PII                            002-32 Short Stay Approval Letter                  002-33 Approval for Children's Full Premium Medical 025-01 Approval for Transitional Medical - 4 Months                 025-02 Approval for Medical Extension Benefits from Cash Assistance 025-03 Approval for Transitional Refugee Medical                    025-04 Approval for Medical Extension Benefits from Medical Termination 025-05 Approval for Extension of TANF Past 60 Months                075-05 Approval for AREQ Change Letters 008-01 Change in Cash/Food Assistance 008-03 Change in ADATSA Residential to Outpatient 008-04 Change in ADATSA Outpatient to Residential 008-05 Conversion to WASHCAP                     008-06 Resetting TANF Timeclock           008-07 Change in Medical Premiums         009-01 Change from GAX to GAU             009-02 Change to Family Planning Extension 010-01 General - No Change in Benefits 018-01 Change in Participation Amount LTC      018-02 Change in COPES Residential Cost of Care 018-03 LTC Change or Termination               024-01 Change in Case Worker Denial Letters 004-01 Cash Denial for AU           004-02 Food Assistance Denial for AU 004-03 Medical/LTC Denial for AU    004-05 General Denial - No Information   004-06 Condolence Denial                 004-07 Full Premium Children's Medical       005-01 Cash Denial for Individual            005-02 Food Assistance Denial for Individual 005-03 Medical/LTC Denial for Individual Disqualification Letters 055-01 ADH for 1st or 2nd Offense Before 1/1/97                  055-02 1st or 2nd Food Assistance Disqualification After 12/31/96 055-03 ADH for 1st or 2nd Offense/Duplicate Participation        055-04 ADH for Permanent Disqualification                        055-05 Disqualification for Children's Full Premium Medical      056-01 Food Assistance Disqualification - ADH Decision           056-02 Food Assistance Disqualification - Court Decision         056-03 Food Assistance Disqualification - Diversion Agreement EBT/EFT Letters 037-01 60 Days Non-Use of EBT                                       037-02 330 Days of Non-Use of EBT                                   038-01 Food Assistance Payee Remittance                             038-02 Cash Assistance Payee Remittance                             038-03 Cancellation of Food Assistance Benefits                     039-01 Reject Pre-Note/Direct Deposit                               039-02 EFT Reversal Letter                                             ETR (Exception to Rule) Letters 070-01 ETR Request - Internal 070-02 ETR Request            070-03 ETR not Requested      070-04 ETR Approval           070-05 ETR Denial                Miscellaneous Letters 016-01 Failure to Appear for Application Interview 026-01 Termination for no ER 026-02 Termination for No Mail-In ER 026-03 Reminder to Mail-In ER (WASHCAP) 030-01 Vendor Payment 031-01 Notice to Vendor About Change in Payment                     032-01 Vendor Payment Termination                                   033-02 Receipt of Medical Extension Report                          040-01 CHIP Out-of-Pocket Maximums Reached     033-02 Receipt of Medical Extension Report 050-01 General Correspondence                          050-02 Received Application - No Appointment Needed    050-03 Received LTC Application - No Appointment Needed 050-04 Resource Transfer for Married Clients           075-01 Additional DCA Status         075-02 AREN Status                   075-03 CEAP Status                   075-04 Hardship Waiver Request Status 080-01 Quality Assurance Appointment    Overpayment Letters 045-02 Cash Assistance Overpayment - Intentional                    045-03 Cash Assistance Overpayment - Unintentional                  045-04 DCA Loan                                                     045-05 Food Assistance Overpayment - Inadvertent Error              045-06 Food Assistance Overpayment - Administrative Error           045-07 Food Assistance Overpayment - IPV                            045-08 Medical Assistance Overpayment                               045-09 Overpayment Modification                                       Redetermination Letters 022-01 Mail-In ER for Cash/Food/Medical (Non-LTC)               022-03 Food Assistance Expiration                               022-04 Redetermination for LTC                                  022-05 Redetermination for Medical at SSI Termination           022-06 WASHCAP Expiration                                       022-07 Mid-Certification Review 022-08 DSHS Eligibility Review for Children's & Family Medical  022-09 Redetermination for Medical (BCCTP)                      022-10 Medical Extension Report                                 027-01 Cash/Medical/ Food Recertification 027-02 Incapacity Redetermination        027-03 LTC Recertification - No Changes  027-04 LTC Recertification with Changes  027-05 WASHCAP Post Review               027-06 Disability Redetermination           Referral Letters 065-01 Communication Referral - Internal 065-02 ADATSA Assessment Referral       065-04 Record Transfer - Internal 065-05 VOCS Referral - Internal   065-06 VOCS Summary - Internal    065-09 Railroad Insurance Clearance - Internal   065-10 LTC Communication - Internal              065-11 VOCS Response - Internal                     Reinstatement Letters 021-01 General Reinstatement for Cash/Food 021-02 General Reinstatement for Medical   021-04 Reinstatement for LTC/Medical              021-05 Reinstatement of Medical/Waivered Services 021-06 Reinstatement of COPES Residential Services    Request for Information Letters 023-01 Missing Verification for Interview       023-02 General Request for Information or Action 023-03 Information/Action Request for Transfer  023-07 SSN Discrepancy                          023-08 SSN Referral                             023-09 Wait List Information Request               Spenddown Letters 020-01 MN Spenddown 020-05 PII with Spenddown    Supplement (or Underpayment) Letter 017-01 Supplemental Payment for Cash/Food    Suspension Letter 007-01 Suspension for Cash/Food    Termination Letters 006-01 Termination for AU                                006-02 Termination of TANF/SFA                           006-03 GA Termination on Reconsideration                 006-04 GA Termination for Clear Improvement              006-05 GA Termination for No Medical Information         006-06 GA Termination for Medical Evidence Inconclusive  006-07 GA Termination for No Incapacity - Prior Error    006-08 General Termination of Benefits for an Individual 006-09 Condolence Termination                            026-04 Termination for No ER 033-03 Non-Receipt of Change Report Form    WorkFirst/E&T Letters 036-01 Community Jobs 085-01 WorkFirst Non-Participation Appointment 085-02 Food Assistance E&T Good Cause         085-03 Missed Appointment or Activity for IRP 085-06 Workfirst Participation - TANF Pending

---

Modification Date: March 12, 2010

Have comments on the manual? Please e-mail us. You can also use this link to report broken links or content problems.