Screening
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Screening


Revised May 17, 2013



Screening Basic Information

 

Screening Pages

 

Screening an Application

 

Schedule Appointment During Screening

 

Add a Person

 

Add a Program

 

Re-Open

 

Address Validation

 

Add Authorized Representative (AREP)

 

Screened In Error

 

Withdraw after Signature

 


Screening Basic Information

What is screening?

 

Where is screening done?

 

What do I need to know before screening?

 

How can I ensure the correct program displays during screening?

 

What happens during screening?

 

What is a Request for Benefits (RFB)?

 

How do I print a Request for Benefits (RFB) during screening?

 


 

What is screening?

 

·         Screening is the first step in processing a new application, adding a person, adding a program or re-opening a closed or denied assistance unit (AU).

 

Where is screening done?

 

·         Processes for Screen an Application, Add a Person, Add a Program and Re-open reside in aces.online.

 

What do I need to know before screening?

 

·         Before screening, determine if the client is known to the system by completing a Name Search or SSN Search from the Welcome Back page.  For information on how to do a search, see Aces Online – Search.

 

How can I ensure the correct program displays during screening?

 

·         Information selected on the Programs, Program Determination Criteria, and Expedited Food Assistance Determination Criteria sections of the Programs page provides information that assists the system in recommending the appropriate program.


EXAMPLE

A household with no income or resources applies for Basic Food.  In the Programs section, select Food Assistance.  In the Expedited Food Assistance Determination Criteria section, answer the questions regarding the household’s income.  Based on the fact that the household has no income or resources, the Finalize page displays the program as Food Assistance with the question Expedited Food Assistance? defaulted to Yes.


What happens during screening?

 

·         The system compares Name, Date of Birth and Social Security Number of an applying client against existing clients in the database and the Client Matches page displays.

 

o    If the client is known to the system user selects the correct client from the Primary Name matches section.

 

o    If the client is not known to the system the user selects Assign new Client ID in the No match found section.


NOTE:

When matching clients in the Primary Name Matches section, it is extremely important to verify name, date of birth and social security number before matching to an existing client in the database.  This process prevents two individuals from being assigned the same client ID or on individual receiving duplicate client IDs.  


·         When a client has a previously closed or denied case and is applying for benefits the closed or denied AU should be reopened instead of screening a new AU.

 

o    If the Re-open feature is not used, the system assigns a new Assistance Unit (AU) number.

 

·         The system begins tracking for Standard of Promptness (SOP) based on the date of application entered during screening.  For additional information on SOP, see Standards of Promptness (SOP) and EAZ Manual - Applications for Assistance – Time Limits for Processing.

 

What is a Request for Benefits (RFB)?

 

·         The information entered during screening is compiled on a Request for Benefits (RFB) that can be printed for the client’s signature when required.

 

·         The RFB can be printed when the client has not completed and signed a pre-printed request for assistance (sometimes referred to as Part 1 of the Application Form – DSHS 14-001x) or completed an Online Services Application (OSA).

 

How do I print a Request for Benefits (RFB) during screening?

 

·         To print an RFB, see Forms – How do I print a Request for Benefits (RFB)?


NOTE:

An RFB can only be printed through aces.online during screening.  An Application for Benefits (AFB) can be printed at the end of the Interview (Option O) in ACES mainframe.  See Forms – How do I print an Application for Benefits (AFB)?

 

If the RFB or AFB did not get printed in either aces.online or ACES mainframe, the client will need to complete and sign Part 1 of the Application for Benefits (14-001(x)).


Screening Pages

Applicant

Verify AREP – Matches

Address Validation

Equal Access

Address Validation – Matches

Finalize – Program Details

Programs

Finalize

Add Member

Print RFB

Edit Member

Print Equal Access Plan

Add Member – Client Matches

Schedule Appointment

Add Member – Search Criteria

Schedule Inquiry

Add AREP

Narrative

Add AREP – Matches

Commit Status

Edit AREP

 

 

Screening an Application

How do I screen an application for a client?

 


 

How do I screen an application for a client?

 

·         For information on initiating the screening process from Online Services Access (OSA), see Online Services Access – How do I process an application?

 

·         To screen an application, take the following steps:

 

1.    From the Welcome Back page in aces.online, click the Screen New Application link at the top of the page to open the Applicant page in a new window.

 

2.    In the Applicant section:

 

o    Enter the applicant’s First and Last name.

 

o    Click the AREP/Payee checkbox, if there is an Authorized Representative. 

 

o    Select the Primary Language and click the Interpreter Needed checkbox, if an interpreter is needed.

 

3.    In the Residential Address section:

 

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 Line 1: field.  (Example: 1234 Main St SW Apt 3)

 

    Line 2: should only be used if the entire address will not fit in Line 1:

 

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

 

o    If Homeless is selected:

 

    Line 1: will prefill with a street address of HOMELESS.

 

    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 ACP Code: field.

 

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

 

o    Click Next to display the Address Validation  page.

 

4.    On the Address Validation page:

 

o    A software system within ACES links to the United States Postal Services (USPS) to determine the validity of an address (residential and mailing) by looking at the address entered in the Line 1, City and ZIP fields.

 

    If the address is found, it is considered “Validated” and the USPS description changes from Not Validated to Validated.

 

    If the address cannot be validated, one of the following errors may display:

 

o   Not Validated – ASUS Error

o   Not Validated – Worker Decision

o   Not Validated  - Needs Worker Decision

o   Validated - Non-Deliverable.

 

    See Address Validation on how to process if an address is not found.

 

o    Click Next and the Programs page displays.

 

5.    On the Programs page:

 

o    In the Programs section, click the checkbox next to all programs the client is applying for.

 

¨        When Food Assistance is selected, the Expedited Food Assistance Determination Criteria questions display.

 

o    In the Program Determination Criteria section, click the checkbox next to all applicable descriptions.

 

¨        This information is used to determine the most logical program(s) for which the household may be eligible.

 

o    Click Next and the Add Member – Search Criteria page displays.

 

6.    On the Add Member – Search Criteria page:

 

o    Enter the Client ID (CLID), SSN or Member Information for the head of household.

 

¨        ACES uses this information to determine if the person already has a CLID number in ACES.

 

¨        See Inquiry – ACES Client Inquiry for more information.

 

o    Click Next and the Add Member – Client Matches page displays.

 

7.    On the Add Member – Client Matches page:


NOTE:

ACES compares the client data with existing information on the database and displays a list of possible matches.

It is important to review all matches carefully


o    If an exact match is found, the Exact Match section displays with the matched client’s demographic information. If this client is the same as your client, click Next to confirm.

 

o    If the system finds a client that may be the same as your client, a list of possible matches displays.  Review the case information by clicking the CLID to determine if it is the same client. If it is the same person, select that client and click Next.

 

o    If no match is found, click Assign new Client ID.

 

o    Click Next and the Add Member page displays.

 

8.     On the Add Member page:

 

o    Click the Add More checkbox at the bottom of the page to add additional household members. Follow steps 5 and 6 for each additional member.

 

o    Click Next and the Equal Access page displays.

 

9.    On the Equal Access page:

 

o    Click the button to indicate if the Head of Household (HOH) needs extra help in obtaining or keeping benefits. 

 

¨        If Yes or Declined to answer is selected, the Equal Access plan must be completed. See Equal Access.

 

¨        If No or Client not present is selected, click Next and the Finalize page displays.

 

o    When the Equal Access plan has been completed, click Next and the Finalize page displays.

 

10.    On the Finalize page:

 

o    Click the name of each Program the client is applying for (e.g. TANF, Food Assistance) to view the Finalize - Program Details page.


NOTE:

Reviewing household composition on the Finalize - Program Details page clears the ‘lock validation error’ message.


11.    On the Finalize - Program Details page:

 

o    Click the checkbox next to a member’s name to add or remove them from the assistance unit. A line appears through the name(s) of the member(s) being removed.

 

o    Click the CLID to view the Client >> Summary page for a client.

 

o    Click the client’s name to view the client’s Member page.

 

o    After the Finalize - Program Details page has been reviewed, click Next and the Finalize page displays.

 

12.    On the Finalize page:

 

o    Click the Add Member or Programs links at the top of the page to add more members or programs.

 

o    Click the Equal Access link at the top of the page to add Equal Access information.

 

o    Click the Specify Program button or the Programs link at the top of the page to add additional programs.

 

o    Click the checkbox next to the program(s) name to add or remove the program.

 

o    Enter the Application Date.

 

¨        The Application Date cannot be greater than 36 months in the past.

 

¨        Confirm the Expedited Food Assistance indicator is set correctly.

 

¨        Confirm that the case is assigned to the correct CSO and User.

 

o    Click the Commit button and the Commit Status page displays.

 

13.    On the Commit Status page, the following options are available:

 

o    Confirmation that the Screening process has been committed to the database displays as well as the assistance units and the client IDs that have been created or updated as a result of the Screening process.

 

o    From the Commit Status page, you can take the following actions:

 

¨        Print RFB

 

¨        Print Equal Access Plan

 

¨        Schedule Appointment: Click this link to go to the Schedule Appointment page. See Schedule Appointment During Screening.

 

¨        Update/View Case Narrative

 

¨        Take me to AU Spider: Click to view Spider information for your client. (e.g. BENDEX, SDX, DOL Vehicle matches, Address matches, etc.)

 

¨        Take me to Letters List: Click to view the Letters List for your client and/or assistance unit.

 

¨        Exit Screening: Click to close the Screening window. Because the screening data has been written to the database, data will not be lost when the Exit Screening button is clicked.

 

¨        Screen New Application: Click to screen a new application. The Applicant page will be displayed, allowing you to enter a new application.


NOTE:

At completion of screening, the following interface matches are performed using the data collected during the screening process.

 

·         Employment Services (ES) / Unemployment Compensation Benefits (UCB)

 

·         Disqualified Recipient System (DRS)

 

·         State Data Exchange (SDX)


13.    Enter client data following the instructions in Interview.

 

14.    After committing the data, follow the instructions in Process Application Month.

 

15.    After all pending months have been processed, follow the instructions in Finalize Application.


SCHEDULE APPOINTMENT DURING SCREENING

How do I schedule an appointment during screening?

 

How do I inquire on a unit schedule?

 


 

How do I schedule an appointment during screening?

 

·         An appointment can be scheduled during screening from the Commit Status page after a new application has been committed to the database.

 

·         To schedule an appointment during screening, take the following steps:

 

1.    From the Commit Status page, click the Schedule Appointment link. The Schedule Appointment page displays.

 

o    All AUs from the application and other related AUs (based on the HOH) that have future appointments (if any).

 

o    Appointment types that are cannot be selected for update from the Schedule Appointment page are:

 

¨        Existing appointments scheduled with a different CSO

 

¨        Review (REV) appointments

 

¨        Telephone Review (TRV) appointments

 

¨        Maintenance (MNT) appointments

 

o    In these situations, a warning indicator displays next to the appointment.

 

2.    From the Schedule Appointment page, enter a checkmark in the box next to the AU(s) that you want to schedule an appointment for.

 

3.    For a date and time specific appointment:

 

o    In the Enter Appointment Data section, enter:

 

¨        Date

 

¨        Time

 

¨        User (if needed)

 

¨        Type

 

OR

 

For a block of time appointment:

 

o    In the Enter Appointment Data section:

 

¨        Enter the Date

 

¨        Delete the User

 

¨        Enter the Type

 

¨        Enter Remarks if necessary

 

4.    Click the Next button to confirm the appointment. The Commit Status page displays.

 

·         ACES generates LTR 011-01 (Interview Appointment for Applicant). See Letters for more information.

 

·         Appointments can also be scheduled on the MISC screen in ACES mainframe. For more information, see Scheduling.

 

How do I inquire on a unit schedule?

 

·         To inquire on a unit schedule, take the following steps:

 

1.    From the Schedule Appointment page, click the View Unit Schedule link. The Schedule Inquiry page displays.

 

2.    From the drop-down list, select the Unit Type/ Number for the unit you want to inquire on.

 

3.    Click Refresh Schedule to update the appointment information.

 

4.    Select the appropriate worker.

 

5.    Enter the Date and Time.

 

6.    Click the Next button to return to the Schedule Appointment page.

 

o    Appointment changes that are made on the Schedule Inquiry  page will now appear on the Schedule Appointment page.

 

7.    Click the Next button to confirm the appointment. The Commit Status page displays.


ADD A PERSON

What is Add a Person?

 

How do I add a person to an existing assistance unit (AU)?

 


 

What is Add a Person?

 

·         Add a Person is used to add additional household members to an existing assistance unit (AU).

 

How do I add a person to an existing assistance unit (AU)?

 

·         To add a person to an assistance unit, take the following steps:

 

1.    On the Welcome Back page, enter the following information in the Quick Navigation section:

 

o    From the Select a Type of ID drop down box, click Assistance Unit.

 

o    In the Enter an ID box, enter the [AU number you want to add the person to].

 

o    From the Select a Page drop down box, click Add a Person.

 

o    Click the Go button.

 

OR

 

1.    From the Assistance Unit >> Summary page, select the Case Maintenance link.

 

2.    Click Add a Person. 

 

o    The Applicant page for the head of household displays in a new window and cannot be updated if the head of household is active on any AUs.

 

3.    Click the Next button and the Add Member-Search Criteria page displays.

 

4.    On the Add Member-Search Criteria page, enter the [Client ID] of the person the client is applying for.

 

OR

 

1.    Enter the clients [Social Security number], [Name], [Date of Birth] and [gender].

 

2.    Click the Next button and the Add Member-Client Matches page displays.


NOTE:

ACES compares the client data entered with existing information on the database and displays a list of possible matches.

It is important to review all matches carefully.


o    If an exact match is found, the Exact Match section displays with the matched client’s demographic information. If this client is the same as your client, click the Next button to confirm.

 

o    If the system finds a client that appears to be the same as your client, a list of possible matches displays. Review the case information by clicking the CLID to determine if it is the same person. Select that client.

 

o    If no match is found, click Assign new Client ID.

 

3.    Click the Next button and the Add Member page displays.

 

4.    On the Add Member page, enter the [Relationship] to the HOH and the [Race Primary/Additional].

 

5.    Click the Next button and the Equal Access page displays.

 

6.    On the Equal Access page:

 

o    Click the button to indicate if the client needs extra help in obtaining or keeping benefits.

 

¨        If Yes or Declined to answer is selected, the Equal Access plan must be completed. See Equal Access.

 

¨        If No or Client not present is selected, click Next and the Finalize page displays.

 

o    When the Equal Access plan has been completed, click the Next button and the Finalize page displays.

 

7.    On the Finalize page:

 

o    Select the program(s) the client is being added to by entering a checkmark in the checkbox next to the program(s) name.

 

o    Enter the Application Date.

 

¨        The application date cannot be earlier than the active AU’s application date.

 

o    Confirm that the case is assigned to the correct user ID.

 

o    Click the Commit button and the Commit Status page displays.

 

8.    On the Commit Status page, click the Exit Screening button to save data.

 

9.    Enter client data following the instructions in the Interview.

 

10.    After committing the data, follow the instructions in Process Application Month.

 

11.    After all pending months have been processed, follow the instructions in Finalize Application


ADD A PROGRAM

What is Add a Program?

 

How do I add a program?

 


 

What is Add a Program?

 

·         Add a Program is used to add an additional assistance unit (AU) to an existing active AU.

 

·         Add a Person can be processed at the same time as Add a Program. For more information, see Add a Person.

 

How do I add a program?

 

·         To add a program to an existing active AU, take the following steps:

 

1.    On the Welcome Back page, enter the following information in the Quick Navigation section:

 

o    From the Select a Type of ID drop down box, click Assistance Unit.

 

o    In the Enter an ID box, enter the [AU number you want to add the program to].

 

o    From the Select a Page drop down box, click Add a Program.

 

o    Click the Go button.

 

OR

 

1.    From the Assistance Unit >> Summary page, select the Case Maintenance link.

 

2.    Click Add a Program.

 

o    The Applicant page for the head of household displays in a new window and cannot be updated if the head of household is active on any AUs.

 

3.    Click the Next button and the Programs page displays.

 

4.    On the Programs page, select the checkbox next to all the programs that the client is applying for.

 

o    If Food Assistance is selected, the Expedited Food Assistance Determination Criteria questions display.

 

o    If the question “Is anyone in household a seasonal or migrant farm worker?” is answered with a Yes, four additional questions will display.

 

5.    On the Programs page, enter a checkmark in the checkbox next to all applicable Program Determination Criteria.

 

o    Program Determination Criteria is used by ACES to determine the most logical program(s) for which the household is eligible.

 

6.    Click the Next button and the Equal Access page displays.

 

7.    On the Equal Access page:

 

o    Click the button to indicate if the client needs extra help in obtaining or keeping benefits.

 

¨        If Yes or Declined to answer is selected, the Equal Access plan must be completed. See Equal Access.

 

¨        If No or Client not present is selected, click Next and the Finalize page displays.

 

o    When the Equal Access plan has been completed.

 

8.    Click the Next button.

 

o    The Finalize page displays.

 

    If an AREP/Payee was designated on the Applicant page, the Add AREP page displays.  For more information on adding an AREP, see Add AREP.

 

o    From the Finalize page you can add more members or programs by clicking the Add Member or Programs links at the top of the page.

 

9.    On the Finalize page, click the Program name (for example, TANF or Food Assistance) to view the Program Details page.

 

o    On the Program Details page, household members can be viewed, added and subtracted from the assistance unit.

 

    To remove a member from the assistance unit, remove the checkmark from the checkbox next to that member’s name.

 

    When a member is removed from an assistance unit, a line appears through their name.

 

    To add a member to the assistance unit, enter a checkmark in the checkbox next to the member’s name.

 

o    To view the Client >> Summary page for a client, click their Client ID.

 

o    To view the Member page for a client, click the client’s name.

 

o    To view the Assistance Unit >> Summary page, click the AUID.

 

10. Click the Next button to return to the Finalize page.

 

o    To add additional programs, click the Specify Program button or the Add Program link at the top of the page.

 

o    To subtract programs, remove the checkmark from the checkbox next to the program’s name.

 

11. On the Finalize page:

 

o    Select the program(s) the client is applying for by entering a checkmark in the checkbox next to the program(s) name.

 

o    Enter the Application Date.

 

    The Application Date cannot be greater than 36 months in the past.

 

o    If appropriate, confirm that the Expedited Food Assistance indicator is set correctly.

 

o    Confirm that the case is assigned to the correct CSO and User (if applicable).

 

o    Click the Commit button and the Commit Status page displays.

 

12. The Commit Status page displays a confirmation that the screening process has been committed to the database. It also displays the assistance units and client ID’s that have been created or updated as a result of the Screening process.

 

o    From the Commit Status page you can take the following actions:

 

    Print Equal Access Plan

 

    Print RFB

 

    Schedule Appointment

 

    Update/View Case Narrative

 

o    Take me to Letters List – Click to view the Letters List for your client and/or AU.

 

o    Take me to AU Spider – Click to view the Assistance Unit >> Spider page for the AU.

 

o    Exit Screening – Click to close the Screening window. Because all screening data has been written to the database, data is not lost when the Exit Screening button is clicked.

 

13. Enter client data following the instructions in the Interview.

 

14. After committing the data, follow the instructions in Process Application Month.

 

15. After all pending months have been processed, follow the instructions in Finalize Application


RE-OPEN

When should I re-open an AU?

 

How do I re-open a previously closed or denied AU?

 


When should I re-open an AU?

 

·         Re-open can be used on either a closed or denied AU.

 

·         When a client has a previously closed or denied AU and is applying for the same type of benefits again, re-open the closed or denied AU instead of screening a new AU.

 

·         Re-open is generally used for cases that have been ineligible for one or more months, or are not eligible on the first day of the month in which the client reapplies.

 

·         The application date for an AU being re-opened must be after the AUs previous application date.

 

·         An AU can only be re-opened in months which had no benefits issued for the AU.

 

How do I reopen a previously closed or denied AU?

 

·         To re-open an AU that has been previously closed or denied, take these steps:

 

1.    On the Welcome Back page, use the Quick Navigation section to do the following:

 

o    From the Select a Type of ID drop down box, click Assistance Unit.

 

o    Enter the AU number you want to reopen in the Enter an ID box.

 

o    From the Select a Page drop down box, click Re-open.

 

o    Click the Go button and the Applicant page for head of household (HOH) displays in a new window.

 

OR

 

o    From the Assistance Unit >> Summary page of the AU you want to reopen, select the Case Maintenance link and then click Re-open. The Applicant page for the HOH displays in a new window.

 

o    The Applicant page for the head of household cannot be updated. In this situation, the Applicant page is used to verify the HOH.

 

1.    Review the Applicant page to ensure the client displayed is the HOH of the AU you are re-opening.

 

o    If the HOH is active or pending in another AU, data on this page will be protected and cannot be changed.

 

o    If the HOH is not active or pending on another AU, changes can be made to the client's primary language, residential address and mailing address data if necessary.

    

2.    Click Next and the Equal Access page displays.

 

o    Click the button to indicate if the Head of Household (HOH) needs extra help in obtaining or keeping benefits.

 

o    If [Y] – Yes or [D] – Declined to answer is entered, the Equal Access plan must be completed.

 

o    If [N] – No or [P] – Client not present is entered, the Equal Access plan does not appear.

 

o    Click Next and the Finalize page will be displayed.

 

3.    The Finalize page displays:

 

o    The AU you selected to re-open displays as well as any related closed/denied AUs with the same HOH.

 

o    The AUs that are eligible for re-opening are identified with the  icon.

 

o    The  icon indicates the Program Details must be reviewed before the selected AU can be re-opened.

 

o    To Add a Person during Re-open, click the Add Member link on the Finalize page. For more information, see Add a Person.

 

o    To add an Authorized Representative (AREP) to the AU being re-opened, click the Add AREP link on the Finalize page. For more information, see Add AREP.

 

4.    On the Finalize page, click the Program name (e.g. TANF, Food Assistance, Medical Assistance) to view the Program Details page.

 

5.    On the Program Details page, you can view, add or remove members from the assistance unit who had previously been on the AU.

 

o    To remove a member from the AU, remove the checkmark from the checkbox next to that member’s name. When a member is removed from an assistance unit, a line appears through their name.

 

o    To add a member back to the AU, enter a checkmark in the checkbox next to the member’s name.

 

o    To view the Client >> Summary page for a client, click their Client ID.

 

o    To view the Edit Member page for a client, click the client’s name.

 

o    To view the Assistance Unit >> Summary page, click the AU ID.

 

6.    After you have reviewed the Program Details, click the Next button to go back to the Finalize page.

 

o    The selection checkbox appears in place of the  icon after the Program Details have been reviewed for each AU.

 

7.    On the Finalize page, select the program(s) to be re-opened by entering a checkmark in the checkbox next to the program(s) name.

 

o    Enter the Application Date.

 

o    The Application Date must not be greater than 36 months in the past.

 

o    The re-open application date must be after the original application date for the AU. To review the original application date for the AU:

 

¨        On the Finalize page, click the AUID link and the Assistance Unit >> Summary page displays.

 

¨        From the Assistance Unit >> Summary page, select Details then click Demographics and the Assistance Unit >> Demographics page displays.

 

¨        View the original Application Date by scrolling down to the Details section.

 

¨        Return to the Finalize page by clicking the Screening session window in your taskbar.

 

o    If appropriate, confirm that the Expedited Food Assistance indicator is set correctly.

 

o    Confirm that the case is assigned to the correct CSO and User.

 

8.    Complete the screening process. See Screening a Client.

 

9. Complete the interview following the instructions in the Interview  chapter.

 

10. After committing the interview data, follow the instructions in the Process Application Month chapter.

 

11. When all pending months have been processed, follow instructions in the Finalize Application chapter to complete the re-open process.


ADDRESS VALIDATION

How does USPS Standardization/Address Validation work?

 

Why does the address listed on the Address Validation – Matches page show as Non-Deliverable?

 

How do I search for other people living at my applicant’s address?

 

How do I add a mailing address?

 

How do I delete a mailing address?

 

How do I enter a PO Box?

 

How do I enter a homeless address?

 

How do I bypass address standardization?

 


 

How does USPS Standardization/Address Validation work?

 

·         When a residential and/or mailing address is entered on the Applicant page and the user clicks the Next button, an attempt is made to verify the address, in the same session, through a software program that links to the United States Postal Services (USPS) database.

 

·         Initially, the ZIP will be pre-filled with 90000. If you do not change this, the address verification system returns a list of possible address matches. Address matches display on the Address Validation - Matches page and the user can select the appropriate address from the list.

 

·         If the address is found, then the address is considered "validated" and the USPS description will change from Not Validated to Validated and the user will be taken to the Programs page. If the address is not found or if more than one possible match is found, the user will be taken to the Address Validation - Matches page.

 

Why does the address listed on the Address Validation – Matches page show as Non-Deliverable?

·         On the Address Validation - Matches page, the list of possible address matches displays. Some of the addresses may be noted as being Non-Deliverable. This means USPS does not deliver mail to that address.

 

How do I search for other people living at my applicant’s address?

 

·         From the Applicant page during screening, enter the residential address and click the Standardize Address link that displays next to the validation message. Once the address is standardized, click the Address Search link to view the Address Search Results page. This page displays in the aces.online “parent” window. To get back to the Applicant page, click the ACES Screening window in your taskbar.

 

·         For more information on how to do an address search, see Aces.Online – How do I complete an Address Search?

 

How do I add a mailing address?

 

·         To add a mailing address, take the following steps:

 

1.    On the Applicant page:

 

o    Remove the checkmark from the Mailing Address same as above checkbox and the Mailing Address section displays.

 

o    Enter the mailing address information.

 

How do I delete a mailing address?

 

·         To delete a mailing address, enter a checkmark in the Delete Mailing Address checkbox.

 

How do I enter a PO Box?

 

·         To enter a PO Box,

 

1.    On the Applicant page:

 

o    Remove the checkmark from the Mailing Address same as above checkbox and the Mailing Address section displays.

 

o    Enter the PO Box information in the Line 1 field and enter the City and ZIP code.

 

·         The address verification system will go through the validation process for the PO Box same as it does for a regular street address.

 

How do I enter a homeless address?

 

·         To enter a homeless address, take the following steps:

 

1.    On the Applicant page:

 

o   Select the Homeless radio button.

 

   HOMELESS displays in the Line 1: field.

 

   Enter the City and ZIP code.

 

o   Remove the checkmark from the Mailing Address same as above checkbox and the Mailing Address section displays.

 

o    Complete the Mailing Address section with the address where the client will receive their mail.

 

o    Then click the Next button and the Address Validation page displays

 

2.    On the Address Validation page:

 

o     Select the appropriate address and click the Next button to continue to the Programs page.

 

How do I bypass address standardization?


NOTE:

Users should bypass the address standardization only when USPS does not recognize the client's address as being valid. Before bypassing the address standardization, verify the address the client has provided is correct and that the client is receiving mail at the address.


·         To bypass the address standardization in ACES mainframe, take the following steps:

 

1.    On the ADDR screen:

 

o    Enter the client’s address.

 

o    Press <F4>. 

 

·         To bypass the address standardization in aces.online during screening, take the following steps:

 

1.    On the Applicant page:

 

o    Enter the client’s address information.

 

o    Click the Next button.

 

o    If there are multiple address matches, the Address Validation - Matches page displays.

 

o    If there is only one possible match, the Address Validation page displays with with the validated address already selected.  

 

¨        Click the Next button to confirm or skip the validation. Click the Cancel button to return to the Applicant page and update the address. 

 

¨        Review the updated address and if correct, click the Next button.

 

2.    On the Address Validation - Matches page:

 

o    Review the possible matches. If the wrong address was entered and the correct one displays on the list, select the radio button to the left of the address.

 

o    If the correct address was entered, but not recognized, click the radio button next to the address you entered and click Next to bypass address standardization.


ADD AUTHORIZED REPRESENTATIVE (AREP)

How do I add an authorized representative (AREP) during screening?

 

How do I edit AREP/Payee details during screening?

 


 

How do I add an authorized representative (AREP) during screening?

 

·         To add an AREP during screening, take the following steps:

 

1.    On the Applicant page, enter a checkmark in the AREP/Payee checkbox.

 

2.    On the Add AREP page, select the appropriate Authorized Representative/Protective Payee Type using the drop down box.

 

3.    Enter the appropriate Corporate or Name, Address and Phone number for the AREP.

 

o    Some AREP/Payee type codes can only be used with specific program types.

 

o    Only certified facilities are authorized to receive Basic Food benefits on a client’s behalf, when AREP/Payee type AA – FS Auth rep for client in drug/alcohol facility (AA) or GH – FS Payee Group Homes (GH) is selected, the following message displays on the Add AREP page:

 

 “This AREP Type must be matched to a list of valid values:
Enter Name and/or City to search for AREP -or- leave fields blank for complete list”.

 

4.    To locate the correct facility, enter the Name (must be exact) and/or City of the facility the client is residing in on the Add AREP page, click the Next button. The Add AREP – Matches page displays.

 

5.    From the Add AREP – Matches page, click the radio button next to the appropriate facility. Then click the Next button and the Verify AREP – Match page displays.

 

o    If no search criteria information is entered, the Add AREP – Matches page displays all active FS – Auth rep for client in drug/alcohol facility (AA) or FS Payee Group Homes (GH) known to ACES.

 

o    If the facility your client resides in is not certified to receive Basic Food benefits, it will not display in the FS – Auth rep for client in drug/alcohol facility (AA) or FS Payee Group Homes (GH) list.

 

6.    Click the Next button and the Verify AREP – Match page displays.

 

o    If the information displayed on the Verify AREP – Match page is correct, click the Next button.

 

o    If the information is incorrect and you want to modify your search criteria to select a different facility or select a different AREP/Payee type, click the Back button.

 

o    If you determine that you do not wish to add an AREP/Payee to your case, click the Skip button.


NOTE:

Letters sent to Group Homes can be viewed in Letter History in aces.online. See How do I view Letters sent to group homes?


1.    To assign another payee to an AU, enter a checkmark in the Add More checkbox and click the Next button. The Add AREP page displays, allowing entry of another AREP.

 

2.    When finished adding the data for your last AREP/Payee, click the Next button to proceed with the screening process.

 

OR

 

·         The Add AREP page can also be accessed by clicking the Add AREP link at the top of the Finalize page.

 

1.    On the Add AREP page, select the appropriate Authorized Representative/Protective Payee Type using the drop down box.

 

2.    Enter the appropriate Corporate or Name, Address and Phone number for the AREP.

 

3.    Click the Next button and the Finalize page displays.

 

4.    On the Finalize page, select the checkbox next to all programs the client has requested an AREP for.

 

o    If Food Assistance (FS) is selected them the Expedited Food Assistance Determination Criteria questions display.

 

o    Enter the [application date].

 

5.    Click the Commit button and the Commit Status page displays.

 

6.    Click the Exit Screening button to save data.

 

How do I edit AREP/Payee details during screening?

 

·         To edit AREP/Payee details during screening, take the following steps:

 

1.    From the Finalize page, click the Program name link to view the Finalize – Program Details page.

 

2.    Click the AREP/Payee Name link to go to the Edit AREP page where you can review current AREP data.

 

3.    To delete an AREP remove the checkmark from the AREP/Payee checkbox next to the AREP you want deleted.

 

o    Re-enter a checkmark in the AREP/Payee checkbox to re-add the AREP.


NOTE:

Editing or deleting an AREP from an active or pending AU must be done in ACES mainframe. See Authorized Reprsentative/Protective Payee - How do I edit an authorized representative from an active or pending AU?


4.    Edit the AREP/Payee details as needed.

 

o    If no changes are needed, click the Skip button or the Next button to be returned to the Finalize – Program Details page. 


SCREENED IN ERROR

What is the Screened in Error function?

 

When can the Screened in Error function be used?

 

How do I deny a pending AU that was screened in error?

 

Does a letter generate when a case is denied as screened in error?

 


 

What is the Screened in Error function?

 

·         The Screened in Error function allows you to deny an AU without going through Options O – Interview, P – Process Application Month, and Q – Finalize Application in ACES. 

 

·         All assistance units processed as Screened in Error are denied with Reason Code 561 – AU Screened in Error. 

 

When can the Screened in Error function be used?

 

·         A pending AU can be denied as screened in error only when the following conditions are met:

     

o    No data has been committed in ACES using Option O – Interview or Option R – Interim/Hist Change.

   

o    All clients have a blank financial responsibility code in all months.       

 

o    All clients have the same application date

 

How do I deny a pending AU that was screened in error?

 

·         In aces.online, take the following steps: 

 

1.    Access the Applicant page from either:

 

o    The Assistance Unit>>Summary page of the AU to be denied:

 

¨        Under Case Maintenance, click Screened in Error and the Applicant page displays; or

 

o    The Welcome Back page:

 

¨        Select Assistance Unit in the Select type of ID field. 

 

¨        Enter the AUID number in the Enter an ID field. 

 

¨        Select Screened in Error in the Screen Name field.

 

¨        Click Go and the Applicant page displays

 

2.    On the Applicant page.

 

o    Click Next and the Finalize page displays.

 

o    Click Commit and the Commit Status page displays with the following message: The following AU(s) have been Denied as "Screened in Error":

 

3.    From the Commit Status page you can take the following actions:

 

o    Update/View Case Narrative

 

o    Exit Screening – Click to close the Screening window. Because all Screening data has been written to the database, data will not be lost when the Exit Screening button is clicked.

 

Does a letter generate when a case is denied as screened in error?

 

·         No denial letter generates when a pending AU is denied for Reason Code 561 – Screened in Error. 


WITHDRAW AFTER SIGNATURE

What is the Withdraw after Signature function?

 

When can the Withdraw after Signature function be used?

 

How do I deny a pending AU using the Withdraw after Signature function?

 

Does a letter generate when a case is denied using the Withdraw after Signature function?

 


 

What is the Withdraw after Signature function?

 

·         When an Applicant requests to withdraw their request for assistance after submitting a signed Application or Request for Benefits, the Withdraw after Signature function allows you to deny an AU without going through Option O – Interview, P – Process Application Month, and Q – Finalize Application in ACES.

 

·         All assistance units processed using Withdraw after Signature are denied with Reason Code 550 – Voluntary Withdrawal.

 

When can the Withdraw after Signature function be used?

 

·         A pending AU can be denied using the Withdraw after Signature only when the following conditions are met:

 

o   No data has been committed in ACES using Option O – Interview or Option R – Interim/Hist Change.

 

o   All clients have a blank financial responsibility code and status reason in all pending months.

 

o   All clients have the same application date; and

 

o   The AU is not a TANF (AF) or Refugee Assistance (RF) cash AU.

 

·         A pending AU can only be denied using the Withdraw after Signature function on the same day it is screened.

 

How do I deny a pending AU using the Withdraw after Signature function?

                                                   

·         In aces.online, take the following steps: 

 

1.    Access the Applicant page from either:

 

o    The Assistance Unit >>Summary page of the AU to be denied:

 

¨        Under Case Maintenance, click Withdraw after Signature and the Applicant page displays; or

 

o    The Welcome Back page:

 

¨        Select Assistance Unit in the Select type of ID field. 

 

¨        Enter the AUID number in the Enter an ID field. 

 

¨        Select Withdraw after Signature in the Screen Name field.

 

¨        Click Go and the Applicant page displays

 

2.    On the Applicant page.

 

o    Click Next and the Finalize page displays.

 

o    Click Commit and the Commit Status page displays with the following message: The following AU(s) have been Denied as "Withdrawn after Signature":

 

3.    From the Commit Status page you can take the following actions:

 

o    Update/View Case Narrative

 

o    Exit Screening – Click to close the Screening window. Because all Screening data has been written to the database, data will not be lost when the Exit Screening button is clicked.

 

Does a letter generate when a case is denied using Withdraw after Signature function?

 

·         Currently, ACES does not generate a denial letter when the Withdraw after Signature function is used. Users need to manually create a denial notice for the denied AU.

 

Modification Date: May 17, 2013