SCREEN DESCRIPTIONS T thru Z
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SCREEN DESCRIPTIONS T thru Z


Revised October 18, 2013



TICA - Time Clock Adjustment

 

TICS – Time Clock Screen

 

TPL1 – Third Party Liability Screen   

 

TRAN – Transfer of Resources Screen

 

UNER – Unearned Income Screen

 

VERF – Outstanding Verifications Screen        

 

WORK – Work Registration/Participation Screen

 



TICA  – TIME CLOCK ADJUSTMENT

 

What is the TICA screen?

 

How do I complete the TICA screen?

 

What function keys are available on the TICA screen?

 


 

What is the TICA screen?

 

·         The TICA screen is used to make adjustments to the number of months an individual client has received TANF/SFA benefits.   

 

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

 

How do I complete the TICA screen?

 

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

 

1.    New Adjustments: Enter new range of time to be incremented or decremented.

 

2.    Range Begin: Enter the begin month and year for the range to be adjusted.

 

3.    Range End: Enter the end month and year for the range to be adjusted.

 

4.    Reason: Enter the reason the months are being adjusted. 

 

5.    Del: Enter [Y] and press <F24> to delete the information listed.

 

6.    Current/Historical Adjustments: This section shows up to 8 spans of adjusted month ranges.  Ranges can only be deleted from this section.

 

7.    User ID: Displays the last user that made an entry for an indicated range.

 

8.    Month Ctr:  The number of months counted for the range entered.

 

9.    Range Begin: Displays a range begin month and year.

 

10.    Range End:  Displays a range end month and year.

 

11.    Reas:  Displays the reason for the adjustment.

 

12.    Del: Enter [Y] and press <F24> to delete the displayed range.

 

What function keys are available on the TICA screen?

 

TICA  Function Keys

When the user presses

This happens:

<F17> - mo<

 The screen changes to display the previous month data.

<F18> - mo>

The screen changes to display the next month data.

<F19> - jmen

Submenu where users can inquiry on benefit issuances.

<F24> - del

Enter [Y] in the DEL field and press <F24> to delete the associated information.



TICS – TIME CLOCK SCREEN

 

What is the TICS screen?

 

What information displays on the TICS screen?

 

How do I know if two client IDs have been merged?

 

What function keys are available on the TICS screen?

 


 

What is the TICS screen?

 

·         The TICS screen displays information used to track the number of months a client has received Temporary Assistance for Needy Families (TANF) and State Funded Assistance (SFA). 

 

·         For TANF and SFA the tracking counts benefit months received in state or out of state as long as the client had a FINL RESP code of RE-Recipient or RC-Recipient of cash only.

 

o    For TANF and SFA the number of months tracked includes assistance received on or after August 1, 1997. See EAZ Manual-WAC 388-484-005 There is a five year (sixty-month) time limit for TANF, SFA and GA-S cash assistance.

        

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

What information displays on the TICS screen?

 

1.    TANF Counter: This field is system populated with the total number of countable months the client has received in-state and out-of-state TANF, SFA and GA-S.

 

o    When the total months on TANF, SFA or GA-S reaches 58 months, workers need to determine if the client is eligible for a Time Limit Extension. See EAZ Manual – WAC 388-484-0006 TANF / SFA time limit extensions.

 

2.    Range Begin: The begin date displays consecutive months that either count or do not count.

 

3.    Range End: The end date displays consecutive months that either count or do not count.

 

4.    Month Ctr: This field is system populated with the total months from the Range Begin and Range End fields that count toward the time limit.

 

o    This counter will be blank if the months do not count.

 

o    When a client ID has been merged, the Month Ctr reflects all months under both client IDs. The Range Begin and Range End displays only the information for the client ID selected. To view the range information for the merged client ID, inquire under that ID and view the TICS screen. See How do I know if two client IDs have been merged?

 

o    The month count will not increment if an underpayment BEG is ignored, or if the supervisor disapproves the issuance on the ISAP. See Supervisory Activities – Approval of a Supplement Cash Issuance.

 

5.    Ctr Reason: The reason the months within the Range Begin and Range End dates do not count toward the TANF time limit or reason those months have been manually incremented or decremented. See <F1>.

 

o    See EAZ Manual – WAC 388-484-0005 There is a five year (sixty-month) time limit for TANF, SFA and GA-S cash assistance.

 

How do I know if two client IDs have been merged?

 

·         To merge two client ID’s, see Merge/Split Client IDs.

 

·          When two client ID’s have been merged, the TICS screen will display the following fields:

o    Merged ID: This is the previous or erroneous client ID that has been merged.

 

o    Correct ID: This is the corrected client ID that the previous ID has been merged into.

 

What function keys are available on the TICS screen?

 

TICS Function Keys

When the user presses

This happens

<F19> - jmen

The JMEN screen displays.

 


TPL1 – THIRD PARTY LIABILITY 1 SCREEN

What is the TPL1 screen?

 

How do I complete the fields on the TPL1 screen?

 

What function keys are available on the TPL1 screen?

 


 

What is the TPL1 screen?

 

·         The TPL1 screen displays information about a client’s third party medical insurance. This screen can only be accessed for updating by pressing <F22> – TPL from the DEM2 screen. For inquiry only, users can access the TPL1 screen from the OMEN.

 

·         Data entered on the TPL1 screen is verified and used by other administrations through system interfaces. For more information, see Interface Data.

 

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

 

How do I complete the fields on the TPL1 screen?

 

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

 

1.    Del: Enter [Y] – Yes and <F24> to delete the information listed.

 

o    If the information has been verified by ProviderOne, users will not be able to make changes or delete the information.

 

2.    Verf Date: Enter the date that third party liability coverage was verified.

 

3.    Org: Enter the Organization Code - for example: MEDA or MEDB.

 

4.    Policy Effective Dates: Enter the From (start) and To (end) dates of the policy.

 

5.    Policy Number: Enter the policy number.

 

6.    Group Number: Enter the group number.

 

7.    D: Enter [Y] – Yes and <F24> to delete history change.

 

8.    Cvg Typ: Enter the code that indicates the specific coverage provided by the third party.

 

9.    Effective Date: Enter the From (start) and To (end) dates of the coverage.

 

10.  Organization Name: Enter the name of the third party coverage.

 

11.  Premium Amt: Enter the premium amount the client pays.

 

12. Premium Eff Date: Enter the effective date (mmddyy) of the premium.

 

13. Paid by: Enter the code to indicate who pays for the third party coverage premium.

 

14. Policyholder: Enter the name of the person who is listed as the policy holder.

 

15. Last Date Policy Changed: Enter the date of the last change to the policy if there have been any changes.

 

16. Source: This is a system populated field with a code to indicate who updated the TPL1 screen information.

 

17. Employer/Union Name: Enter the name of the employer or union that the policy holder is employed by.

 

18. More Policies: Enter [Y] – Yes and <TRANSMIT> to enter more policies.

 

 What function keys are available on the TPL1 screen?

 

TPL1 Function Keys

When the user presses

This happens

<F16> - org

The TPLC screen displays.

<F22> - wtpy

The SVES – WTPY Inquiry displays.

 


TRAN – TRANSFER OF RESOURCES SCREEN

 

What is the TRAN screen?

 

How do I complete the fields on the TRAN screen?

 

What function keys are available on the TRAN screen?

 


 

What is the TRAN screen?

 

·         The TRAN screen is used to record date about a resources a client has transferred without the client receiving adequate consideration for the resource at the time of transfer.

 

·         A maximum of 20 resource transfers will be allowed in a benefit month. If more than 20 transfer are entered, users will receive Edit 2250 – CLIENT CANNOT HAVE MORE THAN 20 TRANSFERS PER BENEFIT MONTH.

 

·         Transferred resources may impact a client’s eligibility for benefits. See Resources.

 

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

 

How do I complete the fields on the TRAN screen?

 

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

 

1.    Del Ind: Enter [Y] – Yes to delete information listed for a resource.

 

2.    Transfer Date: Enter the date the resource was transferred. 

 

3.    Discovery Date: Enter the date that the department became aware of the resource transfer.

 

4.    Resource Type: Enter the code to indicate the type of resource.

 

5.    Reason for Transfer: Enter the code to indicate the reason why the resource was transferred.

 

6.    Transfer Type: Enter the code to indicate the transfer type.

 

7.    Undue Hardship Reason: Enter the code to indicate if a hardship reason was established.

 

8.    FMV: Enter the Fair Market Value of a resource that could be sold on the open market in the geographical area involved at the time or the amount that the client actually received as a result. 

 

9.    Encumbrance Amount: Enter the total amount of all legal claims against the resource the client would have to pay off in order to convert the resource to cash.

 

10. Amount Received: Enter the amount the client received for the transferred resource.

 

11. Uncompensated Value: This field is system populated with the results of the FMV minus the Exempt amount, minus Encumbrance amount, minus amount received. The remainder is the amount that is used in determining the LTC penalty period.

 

12. LTC Section:

 

o    Ready to Process: Enter the code to indicate if there is enough information to calculate a penalty period for the transfer.

 

¨        Pending LTC AUs cannot be finalized if a transfer exists with an [N] – No entered in this field. Workers will receive Edit 2249 – CAN NOT FINALIZE – TRANSFER EXISTS WITH READY TO PROCESS EQUAL TO "N".

 

o    Date Otherwise Eligible/ Date Ready to Process: For applicants, enter the date that the client would have otherwise been eligible for LTC services, if it were not for the transfer. For recipients, ACES will auto-populate the date the Ready to Process indicator is updated to [Y] – Yes.

 

¨        The date can be changed to an earlier date if there is a reason, based on policy, to set the penalty begin date to an earlier date. See EAZ Manual – Eligibility Long-Term Care (LTC) – Transfer of an Asset.

 

o    Exempt Amount: Enter the amount used to reduce the uncompensated amount. The verification code for the amount listed in this field will indicate the reason for the exemption.      

 

o    Transfer Process Type: This field is system populated with a code to indicate whether rules for applicants or rules for recipients were used when calculating the penalty period for the transfer.

 

13.  More: Enter [Y] – Yes to enter more resource transfers.

 

What function keys are available on the TRAN screen?

 

TRAN Function Keys

When the user presses

This happens

<F24> - del   

In combination with a [Y] indicator in the Del Ind field, the information listed will delete.

 


UNER – UNEARNED INCOME SCREEN

 

What is the UNER screen?

 

How do I complete the fields on the UNER screen?

 

What function keys are available on the UNER screen?

 


 

What is the UNER screen?

 

·         The UNER screen displays information about a client’s unearned income and expenses, potential unearned income sources, SSI medical eligibility, cash and medical eligibility for the SSI ineligible spouse and the SSI essential person. This screen also displays closure information from programs such as SSI and Tribal TANF.

 

·         Income information listed on this screen is used in interfaces and in some cases, will automatically be updated. See Interface Data.

 

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

 

How do I complete the fields on the UNER screen?

 

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

 

1.    Srce: Enter the source code of the unearned income.

 

o    It is important that the correct Social Security income source code be used as this information is matched during interfaces and cross matches. See Beneficiary Identification and Medical Source Codes.

 

2.    End date: Enter the date the client will receive the last unearned income payment.

 

3.    Claim Number: Enter the claim number, if any, under which the client receives the unearned income.

 

4.    Lump Sm Dt: Enter the date that the client received lump sum income.

 

o    Based on the type of assistance a client is receiving, a lump sum payment may or may not count as income. See EAZ Manual – WAC 388-455-0015 How lump sum payments are counted as income for cash assistance and TANF/SFA-related medical assistance.

 

o    When valid value OL – Lump Sum is used in the Srce field, the Lump Sm Dt field is required.

 

5.    Sep: Enter the code to indicate if income is considered separate and not available to the remainder of the AU.

 

o    See EAZ Manual - Income - Ownership and Availability.

 

6.    Exp: Enter the amount of monies withheld from an income source that can be used as a deduction prior to the income being used in the eligibility calculation.

 

o    See EAZ Manual – WAC 388-450-0015 What types of income are not used when figuring out my benefits? , 388-450-0025 What is unearned income?, and 388-450-0030 What is earned income?.

 

o    Do not use this field for child support garnishments or other types of deemed or allocated income. See Income Eligibility and Budgeting.

 

7.    Exp Amt V: Enter the code to indicate how the expense amount was verified.

 

8.    Del: Enter [Y] and press <F24> to delete the information listed.

 

9.    Calc Inc: This field is populated with the amount that will be used to calculate the client’s benefits.

 

10. Inc Mthd: Enter the prospective budgeting method.

 

11. Freq: Enter the code to indicate how often the income is received.

 

12. Amt 1: Enter the amount of the unearned income.

 

o    Each UNER screen has space to record four (4) income amounts with corresponding verification plus one (1) extra check.

 

o    The amounts entered in the four Amt fields are added together and a monthly amount calculated based on the income method and frequency.

 

13. V: Enter the code to indicate how the unearned income was verified.

 

14. Extra: Enter the amount of an extra check for that month.

 

o    The amount entered in this field is not changed based on the calculation method used. The entire amount will count for the monthly benefit calculation.

 

o    The amount entered in this field will be used to determine if a case with income exceeding the standard for that month can be suspended rather than terminated.  See EAZ Manual - Income Budgeting.

 

o    If the extra income results in suspension, ACES automatically removes the extra income for the following month before monthly issuance runs. If extra income is listed for two months in a row and the income results in the AU being ineligible for the second month, the AU will close.

 

15. Ever received SSI?: Use this field to indicate whether the client has ever received Supplemental Security Income (SSI).  This includes clients who received SSI outside of the state of Washington.                    

 

16. Application/Benefit section:

 

o    Type: Enter the type of income/benefit that a client has applied for or previously received from another agency.

 

o    Stat: Enter the code to indicate the status of the unearned income source or the client’s application for benefits from another agency.

 

¨        For a client whose SSI benefits have been terminated, the code entered in this field will be used in conjunction with the client’s SSA benefit type (if any) and other demographic data to determine if the client is eligible for SSI-related special income disregards:

 

¨        For a client whose Tribal TANF has been terminated, this field is used to indicate whether or not the client is eligible to receive Transitional Food Assistance (TFA).

 

o    Date: Enter the date that the status in the Stat field became effective.

 

o    Del: Enter [Y] and press <F24> to delete the information listed.

 

o    See EAZ Manual WAC – 388-474-0015 What happens to my categorically needy (CN) medical coverage when my Supplemental Security Income (SSI) cash payment is terminated.

 

What function keys are available on the UNER screen?

 

UNER  Function Keys

When the user presses

This happens

<F15> - solq

The SOLQ screen displays.

<F20> - lmen

The LMEN screen displays.

<F24> - del

In combination with a [Y] indicator in the Del or D field, the information listed will delete.

 


VERF – OUTSTANDING VERIFICATIONS SCREEN

 

What is the VERF screen?

 

How do I complete the fields on the VERF screen?

 

How do I complete the outstanding verifications?

 

What function keys are available on the VERF screen?

 


 

What is the VERF screen?

 

·         The VERF screen displays a list of clients, screens and field names where verification has not been recorded.

 

·         This screen appears when you try to commit data to the database. Workers can complete the DONE screen before entering all the missing verifications but the AU will deny during Finalize.

 

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

 

How do I complete the fields on the VERF screen?

 

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

 

1.    Elig Estab Date: Enter the date the verification process is completed.

 

o    This field is required when there are pending client(s) in a cash AU and in some medical cases. ACES uses the date in this field to establish the effective date of assistance.

 

o    The date entered can not be a date prior to the application date or a future date. 

 

2.    Expedited Services Ind: The system populates this field to indicate the household’s expedited status for Basic Food Assistance only.

 

3.    Verf Due Date: The system populates this field with the verification due date (MMDDYY) based on the date the Expedited Basic Food Assistance application is finalized.

 

4.    Clnt Pntr: The client pointer indicates which client still has outstanding verification.

 

5.    Scrn: The screen name indicates what screens have outstanding verifications.

 

o    The asterisk, next to the screen name, indicates that the outstanding verification valid value is coded as PV- Postponed Verification. See Expedited Services.

 

o    When Expedited Basic Food Assistance is approved, Letter 002-24 (Approval for Expedited Food Assistance) is populated with the outstanding verification items listed with the asterisk.

 

6.    Field Name: The field name indicates where the outstanding verification is on the screen name listed.

 

How do I complete the outstanding verifications?

 

·         Interview information can be committed to ACES with outstanding verification. However, if there are outstanding verifications, the AU will deny during finalize, unless it is Expedited Basic Food Assistance. See Expedited Services.

 

·         To complete the fields listed as having outstanding verification, take the following steps:

 

1.    Enter the [four-letter screen name and client pointer listed as having outstanding verification] in the upper right corner of the screen.

 

2.    <TRANSMIT> and the selected screen displays showing the outstanding verifications in yellow or with a yellow question mark.

 

3.    Complete the missing verifications on the screen and call DONE.

 

4.    If all outstanding verifications have been entered, the DONE screen displays. If there are still outstanding verifications, the VERF screen displays.

 

5.     From the VERF screen, enter <F19> to generate Letter 023-01 (Missing Verification for Interview) in aces.online. Users can also create this letter in aces.online. Users must add dates and freeform text to the letter.

 

What function keys are available on the VERF screen?

 

VERF Function Keys

When the user presses

This happens

<F19> - create

Letter 023-01 (Missing Verification for Interview) is auto generated in aces.online.

 


WORK – WORK REGISTRATION/PARTICIPATION SCREEN

What is the WORK screen?

 

How do I complete the fields on the WORK screen?

 


 

What is the WORK screen?

 

·         The WORK screen is used to collect and display work registration exemptions and participation information for each AU member receiving TANF/SFA, Basic Food and Disability Lifeline benefits.

 

·         The following fields are used to track information regarding reviews and exception s to rule for the Disability Lifeline (GA) program:

o    Closure Delay Reason field is used to enter an exception to rule for the Disability Lifeline program. See <F1> help.

o    Review Cmpl Dt field is AUTO populated when an Incapacity Social Worker (ISW) has completed a disability review on a client in Barcode.

 

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

 

How do I complete the fields on the WORK screen?

 

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

 

1.    Exempt Reason: Enter the reason the client is exempt from TANF/SFA WorkFirst or FS E&T.

 

2.    Partic Stat: Enter the client’s participation status code.

 

o    The participation status of each household member is entered in the CA field for a TANF/SFA case or the FS field for a Basic Food Program case.

 

o    See Disqualifications and Sanctions.

 

3.    Partic Date: Enter the date (mmddyy) the client’s participation status changed.

 

4.    Number Offenses: Enter the number of times the client has failed to cooperate with FS E&T.

 

o    Any Basic Food Work Requirement offense higher than three (3) will result in the same sanction penalties used for the 3rd offense.

 

o    See EAZ Manual – Basic Food Work Requirements - Disqualification.

 

5.    Supp Work: INVALID. 

 

6.    Months in Sanction: The system populates the number of months in sanction.

 

o    Each month that cash is received from TANF/SFA while in sanction is counted as one month. The ongoing month is not counted in the total. The count resets to zero when the participation status code is changed to a code other than RE – Mandatory Participant or SN – Sanction after 60 Months. 

 

7.    Closure Delay Reason: Enter the code to indicate why cash assistance is not being terminated.

 

o    The code listed indicates the reason for a client remaining active on TANF/SFA even though the Months in Sanction count would be sufficient to terminate cash assistance for Non-Compliance Sanction.

 

8.    FS section: Enter information about Able Bodied Adults Without Dependents (ABAWD). See Able Bodied Adults Without Dependents (ABAWD).

 

o    Work Status: Enter the method of participation the ABAWD client has chosen to meet the work requirement.

 

o    Non-Qualifying Work Mths: Enter the date (MMYYYY) for each month that the ABAWD fails to meet work requirements.

 

o    Requalifying Dt: Enter the date (MMDDYYYY) the ABAWD meets the work requirement to requalify for Basic Food Assistance. See What Information do I enter in the re-qualifying date field?

 

¨        Use this field when the ABAWD, who had previously been disqualified for failure to meet work requirements, has reapplied and meets the work requirements.

 

¨        See EAZ Manual – WAC 388-444-0045 Regaining eligibility for food assistance.

 

o    Subsequent Non-Qualify Mth: Enter the date (MMDDYYYY) that an ABAWD subsequently fails to meet work requirements.

 

¨        Use this field when the ABAWD who had previously been disqualified for failure to meet work requirements and has failed to meet the requirement.

 

¨        Month one (1) of the three (3) consecutive month extension will be the month following the month entered in this field.

 

9.    CA section: Enter information about a TANF/SFA client. See EAZ Manual – WorkFirst Sanctions – Participation.

 

o    Closed While in NCS: Enter the code to terminate TANF/SFA when the Months in Sanction count is sufficient to terminate for Non-Compliance Sanction and the Non-Compliance Sanction Review process has been completed.

 

o    NCS Terminations: This number is system populated with the number of times that the client has caused a Non-Compliance Sanction termination.

 

o    Requalifying Reason: Enter the code to indicate the re-qualifying reason for a client that had been terminated due to Non-Compliance Sanction.

 

¨        A reason code is required in order to approve a client for assistance if they had previously been terminated for a Non-Compliance Sanction. If no reason code is entered, the AU will be denied.

 

¨        See How do I re-open TANF/SFA for a client who was previously terminated for NCS?

 

o    Requalifying Dt: This date is system populated with the date that a client’s Partic Stat code is changed from RE – Mandatory Part/No Cooperation or SN – Sanction After 60 Months to MP – Mandatory Participant. The date reflects the date the sanction was cured. 

 

¨        The user has the option of changing the date to an earlier date if needed. 

 

10.  Yrs of Educ: Enter the number of years of education the client has completed.

 

11.  GA section: Enter exception in the Closure Delay Reason field when a client has been approved for exception to rule for Disability Time limits.  See <F1> help.

 

o    If the Incapacity Social Worker (ISW) has entered an exempt reason in Barcode this field will be AUTO populated.

 

12.  RVW Cmpl Dt: This field is AUTO populated only when the ISW completes a disability review in Barcode.

 

13. ETR End Month: Exception to rule end month. Enter the month and year of the last month of an exception to rule to keep a GA AU open when the client has exceeded the time limit.

Modification Date: October 18, 2013