Additional Requirements (AREN)

Created on: 
Nov 07 2019

Online Processing

See ACES Screens and Online Pages for an example of pages or screens used in this chapter.

Processing Alternative: Multiple Proration's During a Month PR 3248

What are Additional Requirements for Emergent Need (AREN)?

AREN is an additional payment made to TANF/SFA/RCA recipients to meet the need of a non-recurring emergent condition such as utility shut off, eviction, or homelessness.

All AREN payments must be issued to a vendor.

For more information see EAZ Manual – WAC 388-436-0002 If my family has an emergency, can I get help from DSHS to get or keep our housing or utilities?

When will a vendor receive payments issued from ACES?

Vendor payments can take 5 to 7 business days from the time the issuance is approved in ACES.  If you see that a vendor payment is still pending after 10 days, please contact IT Solutions Customer Support at (360) 664-4560, Option 2.

How often can an Additional Requirements for Emergent Need (AREN) payment be issued to a client?

AREN may be authorized multiple times, but the cumulative total cannot exceed $750 in a 12 month period.

​​Online Processing

How do I process an Additional Requirements for Emergent Need (AREN) payment on an active case?

  1. From the Case Actions page, under Change of Circumstances, select the Benefit Month from the drop down list.  Click Start Changes.  Remember: AREN payments can only be authorized in the current or historical month.
  2. From the Action bar click Add.
Note: A new Additional Requirement Emergent Need (AREN) page can also be added by typing ALT+A or right clicking anywhere in the ACES 3G window and clicking Add.
  1. Select Additional Requirement Emergent Need from the Add Type menu.   In the Assistance Unit drop down menu select the TANF Assistance Unit (AU) for the correct client.  Click Next.
  2. On the Additional Requirements Emergent Need page, complete the following mandatory fields:
  • In the Type section select the type of additional benefits.
  • In the Need Amount section enter the amount of the expense for the type selected.
  1. From the Navigation tree, select Review.
  2. If there are no errors on the Review summary, click Eligibility on the Navigation tree.
  3. On the Eligibility summary page, a Details link displays to the right of any AU that is currently active.  Click the Details link.
  4. Review the Eligibility Details for each AU.  If all looks correct, click Confirm Benefits.
  5. Click Commit Changes on the Eligibility summary page.
  6. To send the payment to a vendor, follow the steps in Mainframe Processing - How do I make an Emergent Need (AREN) payment to a vendor on an existing Temporary Assistance for Needy Families (TANF) case?

How do I process an Additional Requirements for Emergent Need (AREN) payment the same day TANF/SFA/RCA is finalized?

  1. From the Case Actions page, under Change of Circumstances, select the Benefit Month from the drop down list.  Click Start Changes.  Remember: AREN payments can only be authorized in the current or historical month.
  2. From the Action bar click Add.
Note: A new Additional Requirement Emergent Need (AREN) page can also be added by typing ALT+A or right clicking anywhere in the ACES 3G window and clicking Add.
  1. Select Additional Requirement Emergent Need from the Add Type menu.   In the Assistance Unit drop down menu select the TANF Assistance Unit (AU) for the correct client from the drop down list.  Click Next.
  2. On the Additional Requirements Emergent Need page, complete the following mandatory fields:
  • In the Type section select the type of additional benefits.
  • In the Need Amount section enter the amount of the expense for the type selected.
  1. From the Navigation tree, select Review.
  2. If there are no errors on the Review summary, click Eligibility on the Navigation tree.
  3. On the Eligibility summary page, a Details link displays to the right of any AU that is currently active.  Click the Details link.
  4. On the Eligibility Details page, under the Vendor Payments section, complete the following mandatory fields:
  • In the Amount field enter the amount to be paid to a vendor.
  • In the Vendor field enter the Vendor number.  
  • In the Account field enter the client's account number with that vendor.
  • If additional vendors are needed click Add.
  • Click Confirm Benefits.
Note:  The amount of the AREN payment is included in the total benefit computation for the month and is combined with any cash payment for which the household may be eligible in the Benefits Amount field.  If the regular cash benefit amount is under $10 and an AREN payment is authorized, the AREN amount is added to the regular cash benefit even though the regular cash benefit would normally not be issued.
  1. Review the Eligibility Details for each AU.  If all looks correct, click Confirm Benefits for each AU.
  2. Click Commit Changes on the Eligibility summary page.
  3. Send user generated Letter 075-02 (AREN Status) to notify the client of AREN approval.
Note:  Letter 002-01 (Approval Letter) displays the entire cash and AREN amount in the First Issuance column. Use freeform text and Letter 075-02 to clarify where actual benefits are to be sent.

How do I process an AREN payment if client is not eligible for TANF until the month after application due to out of state TANF benefits?

To approve Additional Requirements for Emergent Need (AREN) in the application month if  the client received TANF in another state and cannot meet eligibility for TANF in our state until the month after the application month, take the following steps:

  1. Review the Standards Chart for the current TANF grant amount for the household size. 
  2. In the application month, code $0.01 less than the TANF grant for the household size on the client's Unearned Income page as Other Countable CA/MA Only (OA).
NOTE:  In the application month on the Client Details page, do not mark the Concurrent Receipt for Cash with Client Received CA in Another State (Y) or the TANF will deny in the application month and you will not be able to finalize the AREN approval.
  1. Finalize the TANF if they are otherwise eligible following the steps in, How do I process Temporary Assistance for Needy Families (TANF)?
NOTE: The TANF AU should be active with $0.00 benefit amount in the month of application.
  1. Authorize the AREN payment by following the steps in, How do I process an Additional Requirements for Emergent Need (AREN) payment the same day TANF/SFA/RCA is finalized?    

How do I process an Additional Requirements For Emergent Need (AREN) payment the same day TANF/SFA/RCA is reinstated?

This functionality is not currently available; please see Processing Alternative (PAL) for AREN Issued Same Day TANF is Reinstated PR 320859.

How do I process an Exception to Rule (ETR) approved for Additional Requirements for Emergent Need (AREN)?

When an exception is approved for an AREN, select Exception to Policy (ET) on the AREN screen to identify the payment as an exception to rule.  See EAZ Manual – WAC 388-440-0001 Exception to rule.

How do I process an Additional Requirements for Emergent Need (AREN) for two separate vendors?

When processing an AREN payment for two separate vendors, each payment amount has to be entered individually and confirmed individually. This allows the system to create two separate payment amounts that can be issued to separate vendors.

 

See ACES Screens and Online Pages for an example of pages or screens used in this chapter.