Administrative Hearings

Created on: 
Oct 31 2019

Online Processing

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

What is an Administrative Hearing?

An Administrative Hearing is a process that can be initiated any time a client disagrees with an action taken by the Department. Some examples of hearing issues include, but are not limited to, terminations, reductions in benefits, assignment of a protective payee, overpayments or denial of benefits. See EAZ Manual – Administrative Hearings.

How are clients notified of their right to an Administrative Hearing?

Administrative Hearing Rights are included with all letters generated to clients.

How do I complete an Administrative Hearing request?

A client's verbal request for an Administrative Hearing can be completed on their behalf in Barcode. See CSD Procedure Handbook - Administrative Hearings Requests.

What are continued benefits?

Clients are eligible to continue receiving benefits at the same level they received before the action was taken which resulted in the hearing request if requested prior to the effective date of the change occurring. This is called continued benefits. See EAZ Manual – WAC 388-458-0040 What happens if I ask for a fair hearing before the change happens?

Online Processing

How do I process continued benefits?

If an Assistance Unit (AU) has been closed, follow the steps in the Reinstatement chapter to return the AU to active status.

To process continued benefits, take the following steps:

  1. Go to the Case Actions page. See How do I access Online Case Actions (3G)?
  2. From the Case Actions page in the Change of Circumstances section, click the Start Changes link.
  3. Make the appropriate changes to the AU to return it to its original status prior to the hearing request.
  4. On the Eligibility page, click the Details link. This takes you to the Eligibility Details page.
  5. On the Eligibility Details page, verify the benefit information then click the Confirm Benefits button for each active AU. When all months are confirmed, the Eligibility page displays.
  6. On the Eligibility page, click the Commit Changes button.

This process needs to be completed in each month that you are reinstating.

How do I process continued benefits if the client must remain active in two AUs?

While the Administrative Hearing process is pending, it may be necessary to issue benefits for a client in the same month on two separate Assistance Units (AUs). To process these situations, take the following steps:

  1. Issue benefits to the client in the first AU.
  2. Close the client in the first AU by entering a [500 level reason code] on the Assistance Units page.
  3. In the Concurrent Receipt field on the Client page, select the appropriate code from the drop down list to avoid dual participation edits when opening the second AU.
  4. On the Eligibility page, click the Details link.
  5. On the Eligibility Details page, verify the benefit information then click the Confirm Benefits button for each active AU. When all months are confirmed, the Eligibility page displays.
  6. On the Eligibility page, click the Commit Changes button.
  7. Finalize the second food AU using the instructions in Finalize Application.

This process must be completed for each month that is pending an Administrative Hearing decision as long as the client is receiving continued benefits.

EXAMPLE: Client is active on Basic Food (FS) with her 20-year-old son. The son moves out of the home and applies for his own FS benefits on 4/15/15. The son is removed from mom's FS AU reducing her FS benefits effective 5/1/15. Mom files a hearing on 4/23/15 disputing the reduction in benefits. The 20 year old is eligible for FS in his own right so benefits must be issued on his AU. However, mom is eligible for continued benefits so the 20 year old son must remain on her FS AU as well.

 

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