Reason Codes

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Reason Codes

Revised February 27, 2008

Purpose:

System Generated Codes
User Entered Reason Codes

System Generated Codes
Reason codes (see F1) tell a user why an action was taken when on-line eligibility runs or when a change is made overnight in batch.
Reason codes display on the STAT, ELIG, CAFI, MAFI, and / or FSFI.

Reason codes are generally associated with adverse actions taken on a case or for a particular client. Most of these actions require that a letter be sent to the AU.

Each action taken that generates a reason code has associated WAC references and standardized text that prints on the letter mailed to the client. See Letters.

User Entered Reason Codes
Most adverse actions that generate reason codes happen when users process case actions on-line. When a change is being processed, change client demographics to reflect the current situation. This way, whenever possible, ACES processes the case action on-line, sets the reason codes and generates letters.
When ACES cannot process a change on-line, the user must take action to close or deny an assistance unit or an individual client.

There is a set of 500-level reason codes that users can enter at the AU or client level on the STAT to close or deny an AU or client.

Do not automatically use 500-level reason codes to close or terminate an AU or client.

Using 500 level reason code usually requires that the letter is overridden and a letter created by the user. See Letters.

Reason Codes
Revised February 27, 2008

Purpose:
System Generated Codes User Entered Reason Codes
System Generated Codes Reason codes (see F1) tell a user why an action was taken when on-line eligibility runs or when a change is made overnight in batch. Reason codes display on the STAT, ELIG, CAFI, MAFI, and / or FSFI. Reason codes are generally associated with adverse actions taken on a case or for a particular client. Most of these actions require that a letter be sent to the AU. Each action taken that generates a reason code has associated WAC references and standardized text that prints on the letter mailed to the client. See Letters.
User Entered Reason Codes Most adverse actions that generate reason codes happen when users process case actions on-line. When a change is being processed, change client demographics to reflect the current situation. This way, whenever possible, ACES processes the case action on-line, sets the reason codes and generates letters. When ACES cannot process a change on-line, the user must take action to close or deny an assistance unit or an individual client. There is a set of 500-level reason codes that users can enter at the AU or client level on the STAT to close or deny an AU or client. Do not automatically use 500-level reason codes to close or terminate an AU or client. Using 500 level reason code usually requires that the letter is overridden and a letter created by the user. See Letters.