Letters Issues

Created on: 
Oct 17 2012

Letters listed in this chapter have known issues and you can view the documentation by clicking on the letter series. When available, a Processing Alternative will be listed with each issue along with the associated Problem Report (PR) number. Issues which are not associated with a specific letter or could be occurring on multiple letters can be found in Other Issues.

If you are having an issue with an ACES letter and it's not shown here, please contact OSD-IT Solutions Customer Support at (360) 664-4560.

If you have comments or suggestions for ways we can improve letters, please visit the Plain Talk in ACES Letters website.

004 – AU Denial

004-02 Food Assistance Denial for AU

  • PR 8702 - Conditional text contains an invalid date

Situation:

  • If a client is denied WASHCAP due to an IPV, the date that is displaying as the Penalty End date is incorrect. It should display the last day of the month as the correct penalty end date.

There is no Processing Alternative.

 

007 - Suspension

007-01 Suspension for Cash/Food

  • Same WAC codes and text is being printed twice.

Situation:

  • The reason and WAC code that is printed in the text box following "the reasons for this decision are:" is printing twice.

There is no Processing Alternative.

 

018 – LTC Change

018-03 LTC Change or Termination

  • Closing dates not correct, letter not being pre-filled as appropriate

Situation:

  • Closing date is not pre-filling correctly,
  • In some situations the program type may or may not pre-fill.
  • In some situations the WAC code and related text may or may not pre-fill.

Processing Alternative:

  • Review the closing date to ensure the correct closing date is listed.
  • Review the program type, and if the program type is not selected, then the user would need to select the correct program type.
  • If the WAC code and related text are not pre-filled the user would need to use the Mandatory or Optional Free Form Text box to enter the appropriate WAC code and reason text.
  • Medical benefits have changed when it’s not a change but a termination

Situation:

  • The box indicating that the Medical benefits has "Changed" is being populated, when medical benefits have actually terminated, not changed.

Processing Alternative:

  • The user should ‘uncheck’ the "Changed" box.
  • Medical End date is being inappropriately pre-filled

Situation:

  • The box showing the "End" date for medical is being populated with the end of the original certification as the end date. (This currently isn’t a problem with the letter pre-filling incorrectly, the letter was designed for this to happen)

Processing Alternative:

  • The user should ‘uncheck’ the "End" box, or change the date to the termination date.
NOTE: Sometimes the Mandatory Free Form Text box does not display, the user can enter any Mandatory Free Form Text into the Optional Free Form Text box if needed.

 

023 – Request for Information

023-01 Missing Verification for Interview

  • Letter is being generated with incorrect/missing dates

Situation:

  • If the user updates the "At your interview on" field with the correct date, and does not update the "If we don't get this information from you by" field, the system will populate this field with the same date that is entered in the first field.

Processing Alternative:

  • Edit the letter for completeness/correctness before either locally or centrally printing the letter.
  • Letter created from VERF screen does not contain information

Situation:

  • When the F19 key is depressed and letter 023-01 – Missing Verification for Interview is created from the VERF screen, nothing is pre-filling into the missing verification letter.

Processing Alternative:

  • User needs to enter the date of the interview.
  • User needs to enter the missing verifications.
  • User needs to enter the date the verifications are due.

 

025 – Extension Approval

025-02 Approval for Transitional Medical - 12 Months

  • Letter Does Not Generate In Batch

Situation:

  • When AUTO terminates an F01 AU with Reason Code 331 – Excess Net Income, wages for an additional reason such as SSA income from the BENDEX or child support income from the SEMS interface cross-matches, and the AU sprouts an F02 or F03 in batch, the letter does not generate.

Processing Alternative:

  • Worker will need to watch for Alert Code 322 – MA AU CREATED DUE TO CASH AU TERMINATION and manually create letter 025-02.

025-03 Approval for Transitional Refugee Medical

  • Letter Does Not Generate In Batch

Situation:

  • When AUTO terminates an R01 AU with Reason Code 331 – Excess Net Income, wages for an additional reason such as SSA income from the BENDEX or child support income from the SEMS interface cross-matches, and the AU sprouts an R02 AU in batch, the letter does not generate.

Processing Alternative:

  • Worker will need to watch for Alert Code 322 (MA-AU created due to cash termination), and then manually create the letter 025-03.
  • Certification Period Is Incorrect

Situation:

  • The certification period displayed on the letter does not match the certification period on the MAFI screen.

Processing Alternative:

  • Review the certification period displayed on the letter. Enter the correct date if appropriate.

 

027 – Recertification

027-02 Incapacity Redetermination

  • End Date Does Not Populate Correctly

Situation:

  • The date that GA cash and medical continues through does not display.

Processing Alternative:

  • Review letter to determine if date displays correctly. Add date to letter if appropriate.

 

030 – Vendor Payment

030-01 Vendor Payment

  • Amount and Date Do Not Populate

Situation:

  • The amount and the date of the vendor payment do not populate.

Processing Alternative:

  • Review the amount and date fields for the correct date. Fill in correct amount and date if necessary.

 

045 – Overpayment

045-02 Cash Assistance Overpayment - Intentional

  • Benefit column heading is misaligned on Spanish LEP translation Copy

Situation:

  • The overpayment benefit column headings on LEP Spanish version are misaligned. The column headers start too far left of the benefit figures.

Processing Alternative:

  • There is currently no processing alternative to correct column headers on the letter. The misalignment will be corrected as soon as possible.

 

055 – Disqualification

055-01 ADH for 1st or 2nd Offense Before 1/1/97

  • Freeform Text Types Over Letter Text

Situation:

  • Freeform text blocks overtype static text for Cambodian, Chinese, Korean, Laotian, Russian, and Vietnamese languages.

Processing Alternative:

  • For Cambodian, Chinese, Korean, Laotian, Russian, and Vietnamese languages, create the letter in English and send for translation.

055-02 1st or 2nd Food Assistance Disqualification After 12/31/96

  • Freeform Text Types Over Letter Text

Situation:

  • Freeform text blocks overtype static text for Cambodian, Chinese, Korean, Laotian, Russian, and Vietnamese languages.

Processing Alternative:

  • For Cambodian, Chinese, Korean, Laotian, Russian, and Vietnamese languages, create the letter in English and send for translation.

 

999 – Computations

999-01 Cash Assistance Computation

  • Total Deductions Incorrect

Situation:

  • In some cases, the Total Deductions field lists the total resource amount instead of the total deductions used in the computation.

There is no Processing Alternative.

999-03 Medical Assistance Computation

  • PR 4226 - LTR 020-01 MN Spenddown - 999-03 computation trailer lists income and resources for retro months

Situation:

  • An incorrect 999-03 trailer is being sent with letter 020-01 when a spenddown is authorized and retro medical is done on the same day (with the same AUID).
  • The letter 020-01 addresses the current base period, however the 999-03 trailer is listing the income and the resources for the retro months.

Processing Alternative:

  • Manually create a 020-01 letter for the retro base period.

 

Other Issues

Other Issues - These problems are not associated with a specific letter or could be occurring on multiple letters.

  • Denying AU in Historical Month with 587 or 599 Reason Code

Situation:

  • When a newly screened AU or individual is denied in a historical month with a 587 or 599 Reason Code because the household received assistance that month in another AU, letters 004-01, 004-02, 004-03, 005-01, 005-02, and 005-03 generate in error for the historical months. These letters do not contain Reason Code text or WAC.

Processing Alternative:

  • When denying an AU or an individual in an AU in a historical month with a 587 or 599 Reason Code, delete any system created 004-01, 004-02, 004-03, 005-01, 005-02, or 005-03 letters. Manually create appropriate letter to client (004-01, 004-02, 004-03, 005-01, 005-02, or 005-03).