SCREEN DESCRIPTIONS: A
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SCREEN DESCRIPTIONS: A


Revised May 17, 2013



ADDR – Household Addresses Screen

 

ADST – Address Standardization Screen

 

ALAS – Aliens, Students and PII Screen

 

AREN – Additional Requirements Emergent Need Screen

 

AREP – Authorized Representative / Payee Screen

 

AREQ – Additional Requirements Screen

 


ADDR – Household Addresses SCREEN

What is the ADDR screen?

 

How do I complete the fields on the ADDR screen?

 

What function keys are available on the ADDR screen?


 

What is the ADDR screen?

 

·         The ADDR  screen is used to enter, edit, or display the client’s name and address.  It also indicates:

 

o    Appropriate CSO and catchment area.

 

o    Authorized Representative/Payee assignment.

 

o    Primary Language and if an Interpreter is needed.

 

o    Visually or hearing impaired.

 

o    Indian Country.

 

o    USPS Standardization.

 

·         For more information about this screen, see <F2> Help.

 

How do I complete the fields on the ADDR screen?

 

·         The Web screening Applicant page is a mirror of the ADDR screen.

 

·         All information entered on the Applicant page during screening is pre-filled on the ADDR screen during Interview.

 

·         Please refer to <F1> Help for the appropriate valid values to complete each of the following fields:

 

1.    Auth Rep/Payee: Enter [Y] – Yes if an authorized representative or payee is needed for the client.

 

o    Entry of [Y] – Yes in this field will trigger the appearance of the AREP screen in the normal screen flow. See Authorized Representative / Protective Payee for more information.

 

2.    Primary Lang: Enter the Primary Language code for the language the client reads and understands.

 

3.    Interpreter Needed: Enter [Y] – Yes if the client needs assistance with communicating verbally.

 

4.    Residential Address

 

o    If Place of Residence is selected:

 

¨        Enter Attention, Firm/Corporate, or “In Care Of” information in the Attn/Firm: field.

 

¨        Enter the client’s entire address including apartment or suite number in the Address Line 1 field.  (Example: 1234 Main St SW Apt 3)

 

¨        The Address Line 2 should only be used if the entire address will not fit in Address Line 1.

 

¨        Enter City and ZIP code information in the City and Zip fields.

 

o    If Homeless is selected:

 

¨        Address Line 1 will prefill with a street address of HOMELESS after the mailing address has been validated

 

¨        City and ZIP code information is required in the City and Zip fields.

 

¨        Mailing Address information is required for all homeless clients and must be entered in the Mailing Address section.

 

o    If Address Confidentiality Program is selected:

 

¨        Enter the client’s personal Address Confidentiality Program (ACP) code in the Attn/Firm field.

 

¨        Address Line 1, City and Zip fields auto prefill with ACP address information. (PO Box 257, Olympia WA 98507-0257)

 

5.    County Code: Enter the 3 digit code that represents the county the client is living in.

 

o    This is a mandatory field which is pre-filled during screening when the address is standardized.

 

o    If standardization cannot be completed, manual entry of this field is required. 

 

6.    USPS Standardization: This field is pre-filled by ACES based on whether or not the address has been standardized.

 

7.    Indian Country: Enter the client’s Indian Country code.

 

o    The Indian Country field on the ADDR screen is used in relationship to TANF time limits. In order to calculate eligibility correctly ACES must know if a Native American client is living in Indian Country. The Indian Country field on the ADDR screen is used as part of this determination.

 

o    Indian Country mapping requires a client’s address to be "validated". A standardized address is considered valid and ACES uses this address to make an automatic determination of which Indian County the client lives in. 

 

o    Once the address is standardized, ACES looks at the ZIP+4 and compares that information with a list of Indian Country ZIP+4 codes.

 

o    If the ZIP+4 is found to be within Indian Country, ACES populates the Indian Country field on the ADDR screen with the Indian Country code of the land owner's tribe.

 

o    If the address cannot be standardized, ACES will not know where the client lives in relation to Indian Country boundaries. ACES displays a hard edit on the ADDR screen asking the user to update the Indian Country code.

 

o    When the address cannot be standardized and:

 

¨        The client declares they do not live in Indian Country, enter [0000] in the Indian Country field. See EAZ Manual – WAC 388-484-0005 There is a five year (sixty-month) time limit for TANF, SFA and GA-S cash assistance.

 

¨        The client declares they do live in Indian Country, enter the appropriate valid value. See <F1> Help.

 

¨        The client is not sure whether or not they live in Indian Country, contact the Customer Support at 360-664-4560 for help in making the determination.

 

o    When the Indian Country valid value is entered manually the Nat Amer Tribe field on the DEM1 screen must also be updated.

 

o    When a client is an American Indian/Alaskan Native (coded in the Nat Amer Tribe field on the DEM1 screen, the information entered in the Indian Country field is compared to a list in ACES of Washington Tribes with a 'not employed' rate greater than 50 percent to determine if that person’s TANF must be included in the 60 month count. ACES updates the TICS screen accordingly.

 

8.    Mailing Address: Enter only if different from the residential address.

 

What function keys are available on the ADDR screen?    

ADDR Function Keys

When the user presses

This happens

<F22> - narr

The NARR screen displays.

<F24> - del

Enter [Y] into the Del field and press <F24> to delete the address data.

    

ADST – Address Standardization Screen

What is the ADST screen?

 

How do I complete the fields on the ADST screen?


 

What is the ADST screen?

 

·         The ADST (Address Standardization) screen displays a list of multiple address matches when more than one standardized address is matched with the United States Postal Service (USPS) database.

 

·         The ADST screen appears when there is more than one possible match for non-standardized residential and/or mailing addresses entered on the ADDR. If both addresses are not standardized and there is more than one possible match, the screen will show the residential address first and then the mailing address.

 

·         The ADST screen displays 4 possible address matches per screen for a total of up to 20 possible matches for the entered address.

 

·         In the list of possible matches, there may be addresses that are noted as “Non-Deliverable”. This means the address is a valid address, but USPS does not deliver mail to that location.

 

·         For more information about this screen, see <F2> Help.

 

How do I complete the fields on the ADST screen?

 

·         When there are more than 4 possible address matches, the ADST screen displays MORE under the screen name. <TRANSMIT> to view the next list of possible address matches.

 

·         To select an address, enter [Y] in the Sel field next to the correct address. <TRANSMIT> and the system automatically updates the ADDR screen with the chosen address. The STAT screen displays next in the screen flow.


ALAS – ALIENS, STUDENTS AND PII SCREEN

What is the ALAS screen?

 

How do I complete the fields on the ALAS screen?


 

What is the ALAS screen?

 

·         The ALAS screen is a client level screen used to record data about non-citizen or student clients, as well as the Psychiatric Indigent Inpatient (PII) medical assistance program.

 

·         For more information about this screen, see <F2> Help.

 

 

How do I complete the fields on the ALAS screen?

 

·         Please refer to <F1> Help for the appropriate valid values to complete each of the following fields:

 

In the Alien Details section:

 

1.    Citiz: This field is auto-populated with information from the DEM2 screen.

 

o    Citizenship coding cannot be changed from the ALAS screen, if the valid value in this field is incorrect the user must go back to the DEM2 screen to correct the data.

 

2.    INS Stat: Enter information about the client’s current Immigration and Naturalization Service Status (INS) status.

 

3.    Date INS Stat Granted: Enter the date the client’s current INS status was granted.

 

4.    Spons Alien: Enter [Y] – Yes if someone is sponsoring the client.

 

5.    Country of Origin: Enter the country of origin.

 

6.    Entry Date: Enter the date the client originally entered the United States.

 

o    Once an Entry Date is entered, do not change it even if the client’s status changes.

 

o    The Entry Date may be different from the date in the Date INS Stat Granted field.

 

7.    Initial INS Stat: Enter the client’s initial INS status.

 

8.    Stat Dt: Enter the date the client’s initial INS status was granted.

 

9.    INS Number:  Enter the client’s alien number .

 

10. Refugee Resettlement Agency:  Enter the name of the Resettlement Agency.

 

11. Other Fed Qual Stat: Enter the appropriate valid value based on the client’s situation.

 

12. Alien Wk Qtrs:  Enter [Y] – Yes if the household member qualifies for Basic Food with work quarters. 

 

o    See EAZ Manual – WAC 388-424-0020 How does my alien status impact my eligibility for the federally-funded Washington Basic Food Program benefits?

 

13. Qtr Met Date: Enter the date of the 40th work quarter.

 

o    If the Alien Wk Qtrs field entry is [Y] – Yes, the client will be approved for benefits beginning the first of the quarter following this date or the date of application, whichever is later.

 

14. Alien Med Emer:  Enter the alien medical emergency indicator.

 

In the Alien Medical section:

 

15. Approv source: Enter the HCA Medical Consultant or ADSA Headquarter staff Approval Source code. 

 

16. Approv Begin :  Enter the approval period begin date as provided by the HCA Medical Consultant or ADSA Headquarter staff.

 

17. Appov End :  Enter the approval period end date as provided by the HCA Medical Consultant or ADSA Headquarter staff.

 

In the Student Details section:

 

18. Student Status: This field is auto-populated with information from the DEM2 screen.

 

o    Student status information cannot be changed from the ALAS screen.

 

o    If the valid value is wrong in this field the user must go back to the DEM2 screen to correct the data.

 

19. Educ Level: Enter the student education level status code.

 

o    The valid value entered here has a direct affect on a Basic Food client’s eligibility to receive benefits.

 

o    These valid values were developed to directly correspond to the criteria in policy related to student eligibility.

 

o    See EAZ Manual – WAC 388-482-0005 How does being a student impact my eligibility for the Washington Basic Food Program?

 

20. School Name: Enter the name of the school the student is attending.

 

21. Dep Care Respon: If the client is a student and responsible for the care of child, information about this child is entered here.

 

o    The valid value entered directly corresponds to policy, is related to student eligibility, and is used with the valid value entered in the Educ Level field to determine if a person attending school is eligible to receive Basic Food benefits.

 

22. HS Complete (MM YY): Enter the month and year the client is expected to complete high school or receive a GED.

 

23. Special Ed/Exception: Enter [Y] – Yes in this field if the client meets the criteria to receive assistance beyond their 19th birthday.

 

o    This is a required field for a TANF / SFA AU when a child will not graduate prior to their 19th birthday.

 

o    See EAZ Manual – WAC 388-404-0005 How does a child's age and attendance in school affect their eligibility for TANF and SFA?

 

In the Psychiatric Indigent Inpatient section:

 

24. Rsn Cd:  Enter the Regional Support Network Authorization code.

 

25. Rsn Number: Enter the nine digit Regional Support Network authorization number for the psychiatric inpatient admission.

 

26. Admit Date: Is auto-populated with the application date.

 

27. Exception Cd:  Enter the PII exception to policy code.

 


AREN – Additional Requirements Emergent Need Screen

What is the AREN screen?

 

How do I complete the fields on the AREN screen?


 

What is the AREN screen?

 

·         The AREN screen is used to enter non-reoccurring special need payments which are additional funds issued due to an emergent condition.  See Additional Requirements.                                                           

 

·         For more information about this screen, see <F2> Help.

 

How do I complete the fields on the AREN screen?

 

·         Enter Additional Requirement (AREN) payments for the current or historical month only.

 

·         To ensure eligibility is determined correctly, AREN payments should be authorized on-line through Option R - Interim / Hist Change.

 

·         Please refer to <F1> Help for the appropriate valid values to complete each of the following fields:

 

1.    Need Type: Enter the type of need the client is applying for.

 

2.    Need Amount: Enter the amount of benefits that are to be authorized.

 

3.    ETR Type: Enter exception to rule coding when the AREN payment exceeds the time limit or payment amount Cap.


AREP – Authorized Representative / Payee Screen

What is the AREP screen?

 

How do I complete the fields on the AREP screen?

 

What function keys are available on the AREP screen?


 

What is the AREP screen?

 

·         The AREP screen is an AU level screen used to set up and assign Authorized Representatives and Protective Payees to an Assistance Unit (AU).

 

·         If an authorized representative is added during the screening process, then this information is pre-filled on the AREP screen.

 

·         For more information about this screen, see <F2> Help.

 

How do I complete the fields on the AREP screen?

 

·         Please refer to <F1> Help for the appropriate valid values to complete each of the following fields:

 

1.    Rep Type: Enter the appropriate representative type.

 

2.    Corp Name or Payee/Rep Name: Enter either the Corporate name or the actual name of the payee.

 

3.    Address: Enter the address, city, and ZIP information.

 

What function keys are available on the AREP screen?

  

AREP Function Keys

When the user presses

This happens

<F16> - eftm

EFTM - use this screen to access the EFT registration screen in update or inquiry mode.

<F24> - del

Enter [Y] in the Del field and press <F24> to delete an authorized representative and associated data.

  

AREQ – Additional Requirements Screen

What is the AREQ screen?

 

How do I complete the fields on the AREQ screen?

 

What function keys are available on the AREQ screen?


 

What is the AREQ screen?

 

·         The AREQ screen is used to enter payment information for clients who are eligible to receive additional funds on an ongoing basis to pay for expenses not covered by their regular assistance payment. See Additional Requirements.

 

·         Additional expenses are limited to the following:

 

o    Restaurant Meals

 

o    Home Delivery of Meals

 

o    Service Animal Food

 

o    Telephone Expense

 

o    Laundry

 

o    Exceptions to Policy

 

·         For more information about this screen, see <F2> Help.

 

How do I complete the fields on the AREQ screen?

 

·         Please refer to <F1> Help for the appropriate valid values to complete each of the following fields:

 

1.    Type: Enter the code for the additional expense the client is requesting.

 

2.    Persons Auth: Enter the number of persons for whom additional requirements are approved.

 

3.    Exp Amt: Enter the amount of the expense.

 

o    AREQ payments made based on a standard amount do not require an entry in the Exp Amt field.

 

o    AREQ types that require an amount be entered in the Exp Amt field are designated by an asterisk at the beginning of the description text, for the specific type code in <F1> field level help.

 

4.    Amt Auth: Enter the amount of the additional requirements authorized.

 

5.    Vendor: Enter a [Y] – Yes in this field if payments are to be sent to a vendor instead of the client.  

 

6.    Begin Date: Enter the date the additional requirement begins.

 

7.    End Date: Enter the date the additional requirements end.

 

What function keys are available on the AREQ screen?

AREQ Function Keys

When the user presses

This happens

<F15> - lett

This function has been moved to aces.online.

<F24> - del

Enter [Y] into the Del field and press <F24> to delete additional requirement type codes and related information.

 

Modification Date: May 17, 2013