Letters Issues

Created on: 
Dec 11 2015

Letters listed in this chapter have known issues and you can view the documentation by clicking on the letter type series. When available, a Processing Alternative (PAL) 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 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.

Letters Issues

004 – Assistance Unit (AU) Denial

Letter 004-02 (Food Assistance Denial for AU) - Conditional text contains an invalid date (PR 8702)

Situation:

If a client is denied WASHCAP due to an Intentional Program Violation (IPV), the date that is displaying as the Penalty End Date is incorrect. It should display the last day of the month as the Penalty End Date.

Workaround:

There is no Processing Alternative (PAL) at this time.

005 – Denial for Individual

Letter 005-02 Food Assistance Denial for Individual - Conditional text not listing in eligible Clients (PR 318395) 

Situation:

Denial letter 005-02 Food Assistance Denial for Individual missing conditional text block 00LS01002 to identify household members who are not eligible.

Workaround:

Add Freeform text to the letter identifying the clients who are not eligible.

007 – Suspension

Letter 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.

Workaround:

There is no Processing Alternative (PAL) at this time.

023 – Request for Information

Letter 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.

Workaround:

Edit the letter for completeness/correctness before either locally or centrally printing the letter.

Letter 023-01 - Letter created from VERF screen does not contain information

Situation:

When <F19> is pressed and Letter 023-01 is created from the VERF screen, nothing is pre-filling into the missing verification letter.

Workaround:

Take the following steps in the appropriate fields in Letter 023-01:

  1. Enter the date of the interview.
  2. Enter the missing verifications.
  3. Enter the date the verifications are due.

025 – Extension Approval

Letter 025-03 (Approval for Transitional Refugee Medical) - Certification Period is incorrect

Situation:

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

Workaround:

Review the certification period displayed on the letter and enter the correct date if appropriate.

027 – Recertification

Letter 027-02 (Incapacity Redetermination) - End Date Does Not Populate Correctly

Situation:

The date that General Assistance (GA) cash and medical continues through does not display.

Workaround: 

Review letter to determine if date displays correctly and add date to letter if appropriate.

030 – Vendor Payment

Letter 030-01 (Vendor Payment) - Amount and Date do not populate

Situation:

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

Workaround:

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

055 – Disqualification

Letter 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.

Workaround:

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

Letter 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.

Workaround: 

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

999 – Computations

Letter 020-01 (MN Spenddown) - 999-03 Medical Assistance Computation: computation trailer lists income and resources for retro months (PR 4226) 

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). Letter 020-01 addresses the current base period; however, the 999-03 trailer is listing the income and the resources for the retro months.

Workaround:

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

Other Issues

These issues are not associated with a specific letter or could be occurring on multiple letters.

Denying an Assistance Unit (AU) in a historical month with Reason Code 587 or 599

Situation:

When a newly screened AU or individual is denied in a historical month with Reason Code 587 or 599, Letter 004-01 (Cash Denial for AU), 004-02 (Food Assistance Denial for AU), 004-03 (Medical/LTC Denial for AU), 005-01 (Cash Denial for Individual), 005-02 (Food Assistance Denial for Individual), and 005-03 (Medical/LTC Denial for Individual) generate in error for the historical months. These letters do not contain Reason Code text or WAC.

Workaround:

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