Update Assistance Unit / Client
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Update Assistance Unit / Client


Revised March 25, 2011



When is an assistance unit (AU) or client updated?

 

When does AUTO update an AU or client?

 

How do I update an AU or client?

 

What are interim changes?

 

What are historical changes?

 

How do I view the case prior to changes being made?


When is an assistance unit (AU) or client updated?

 

·         An AU or client is updated when client circumstances have changed.

 

·         When updating a field required for eligibility determination, the date the change is made and the ACES User ID appear at the top of the screen.

 

·         For reporting requirements and other information, see Change of Circumstance.

 

When does AUTO update an AU or client?

 

·         AUTO updates an AU or client:

 

o   When an interface is received. See Interface Data.

 

o   At mass modification (for example: Standards Changes).

 

o   In some medical trickle or sprouts. See Trickle/Sprout chapter.

 

How do I update an AU or client?

 

·         To update or enter new eligibility data on an active ACES case, take the following steps:

 

1.    From the AMEN, enter Option R – Interim / Historical Change in the Selection field.

 

o   Enter the [AU ID] in the AUID field or the [client ID] in the Client ID field.

 

o   Enter the [4 – letter screen name] in the Screen ID field to shortcut to the desired screen. If no screen name is entered, hit <TRANSMIT> and the ADDR screen appears first in the screen flow.

 

o   Enter the [benefit month (MM YY)] in the Benefit Month field. Or if no benefit month is entered, the ongoing month displays.  

 

2.    Enter or update the client’s information as needed.

 

3.    Call DONE.

 

o   ACES rechecks all AU / client data for errors and required verifications. If the ERRO and VERF screens appear, see Interview Related Screens for more information. See also <F1> and <F2> Help.

 

4.    On the ELIG screen, enter [Y] – Yes in the CONFIRM field.

 

o   Based on the AU program type, one of the following financial eligibility / budget calculation screens appears:

 

w  CAFI – Cash/ MA Financial Eligibility

 

w  MAFI – MA Financial Eligibility

 

w  FSFI – Food Stamp Financial Eligibility

 

w  SPEC – Eligibility for Special Needs

 

o   On the CAFI, MAFI, FSFI or SPEC screens, review the data.

 

o   Enter [Y] – Yes in the Bnft Confirm field.

o   Enter [Y] – Yes or [N] – No in the Letter Override field. See Letters.

 

o   <TRANSMIT> to commit the data.

What are interim changes?

 

·         Changes reported promptly by the client that affect payment for the ongoing benefit month.

 

·         All automatic functions, such as interfaces, triggered by entering new data, are generated by the system in overnight batch.

 

What are historical changes?

 

·         Changes which become known to the user that would have changed a previously issued benefit.

 

·         When historical change information needs to be updated, the information must be entered into ACES for each affected month separately.

·         ACES re-calculates the benefit amount for the month and does one of the following:

 

o   In some cases, ACES creates an overpayment or underpayment.  See Benefit Error Group; or

 

o   If the user enters updated information that does not change eligibility, the bottom of the CAFI, FSFI or MAFI screen displays Edit 1879 – Eligibility Recalculation Results In No Changes.

 

How do I view the case prior to changes being made?

 

·         The As of Date Inquiry displays the previously calculated information and who entered the information for specific date. 

 

·         To see what the case looked like prior to the date the last update was done, take the following steps:

 

1.    From the AMEN, enter Option B – AU/Client Inquiry in the Selection field.

 

o   Enter either the AUID in the AU ID field or the Client ID in the Client ID field.

 

o   Enter a date prior to the last update in the As Of Date field.

 

o   In the Benefit Month field, enter a benefit month for viewing that would have been available on the specific date entered in the As of Date field.

o   <TRANSMIT> to view the case as it was at the end of the specific date entered in the As Of Date field.

Modification Date: March 25, 2011