Expedited Services

Created on: 
Aug 18 2015

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

What are expedited services for Basic Food?

How do I screen expedited services for Basic Food?

To screen expedited services for Basic Food, follow the instructions in Screening.

What is postponed verification?

When a client meets expedited criteria they are issued Basic Food benefits based on their statement.

Items that are postponed due to verification display on Letter 002-24 (Approval for expedited Basic Food) requesting the necessary verification needed to determine their ongoing eligibility. The due date will be the 30th day of application or the end of the month of the initial allotment whichever is greater.

  • Applications dated on or before the 15th of the month verifications are postponed for the first issuance month. Verifications are due by the 30th day from the application date.
  • Applications dated on or after the 16th of the month verifications are postponed for the initial and ongoing months and benefits are issued as a combined allotment. Verifications are due by the end of the second issuance month.
  • When an expedited Basic Food Application is approved with postponed verification:
    • All certification months will become active.
    • A zero allotment will be authorized for the benefit months following initial issuance.
    • The AU will remain active until the 30th day of application or the end of the second issuance month.
  • If there are remaining PV codes in the Mandatory Verification valid value fields at the end of the 30 days or the end of the initial issuance period, the AU will close with Reason Code 230 – Verification.

Online Processing

How do I process a Basic Food case eligible for expedited services?

To process a Basic Food case eligible for expedited services takes the following steps:

  1. To process the application in the application month, see Process Application Months.
  2. For verifications that are postponed, enter the valid value of  Postponed Verification (PV).

How do I finalize a Basic Food AU?

To finalize a Basic Food AU follow the steps under Finalize Application Process chapter.

  • When the Expedited Services field in the Case Review section on the Review page has Yes selected then, benefits are issued even if there is missing verification.
NOTE: If the AU is marked No – not expedited in the Expedited Services field and is discovered to be expedited, change the selection from No to Yes and fill in the correct expedited date in the Eligibility Established Date field. For processing timeline, see What are the current SOPs?

How do I process postponed verifications received after the AU has been closed?

Determine if the delay is the fault of the household or the department. This decision determines the benefit begin date.

If the AU has been closed, but it is discovered verifications have been received timely take the following steps:

  1. Reinstate the AU and enter the appropriate valid value for the verifications received. See Reinstatement.
  2. Follow the steps under "What do I do when postponed verification is received".

If verifications have been received untimely and it has been determined to be the fault of the household the client will need to submit a new application for benefits. 

What do I do when postponed verification is received?

Determine if the verification has been received timely.

If verifications have been received timely and the AU is in active status take the following steps:

  1. On the Case Actions page select Start Changes for the month or months the verification needs updated.
  2. Enter the appropriate valid value for verifications received.
  3. After all verifications are updated select Review on the Navigation tree.
  4. If there are no errors on the Review summary, click Eligibility on the Navigation tree.
  5. On the Eligibility page, a Details link displays to the right of any Assistance Unit (AU) that is currently active.  Click the Details link.
  6. Review the Eligibility Details for each AU, click Confirm Benefits when done.
  • When postponed verifications have been updated to valid verifications in the system, ACES stops the postponed verification tracking and calculate the correct benefit amount. The certification period does not change.
  • If there are any PV codes left in the valid value fields where the verifications are not mandatory, but required to allow as a deduction, such as daycare or child support paid out, the deduction is no longer allowed.
NOTE: ACES uses the application date entered during screening as the eligibility establish date for Basic Food cases.

Mainframe Processing

How do I process a Basic Food case eligible for expedited services?

To process a Basic Food case eligible for expedited services takes the following steps:

  1. To process the application in the application month, see Process Application Months.
  2. For verifications that are postponed, enter the valid value of [PV] - Postponed Verification.

How do I finalize a Basic Food AU?

To finalize a Basic Food AU follow the steps under Finalize Application Process chapter.

  • When the Expdtd Srv field on the MISC is [Y] – Yes, benefits are issued even if there is missing verification.
NOTE: If the AU is marked N – not expedited and is discovered to be expedited, change the N to a Y on the MISC screen. Complete the Discovery Date field with the date the client was found to be expedited. For processing timeline, see What are the current SOPs?

How do I process postponed verifications received after the AU has been closed?

Determine if the delay is the fault of the household or the department. This decision determines the benefit begin date. See EAZ Manual - WAC 388-406-0040 What happens if the processing of my application is delayed?

If the AU has been closed, but it is discovered verifications have been received timely take the following steps:

  1. Reinstate the AU and enter the appropriate valid value for the verifications received. See Reinstatement.
  2. Follow the steps under What do I do when postponed verification is received.

If verifications have been received untimely and it has been determined to be the fault of the household the client will need to submit a new application for benefits. See EAZ Manual – WAC 388-406-0040 What happens if the processing of my application is delayed?

What do I do when postponed verification is received?

Determine if the verification has been received timely.

If verifications have been received timely and the AU is in active status take the following steps:

  1. On the AMEN screen, enter Option R - Interim/Hist Change in the Selection field.
  2. Enter the [Client ID] in the CLIENT ID field, press <TRANSMIT>..
  3. Enter the appropriate valid value for verifications received. See <F1> Help.
  • When postponed verifications have been updated to valid verifications in the system, ACES stops the postponed verification tracking and calculates the correct benefit amount. The certification period does not change.
  • If there are any PV codes left in the valid value fields where the verifications are not mandatory, but required to allow as a deduction, such as daycare or child support paid out, the deduction is no longer allowed.
NOTE: ACES uses the application date entered during screening as the eligibility establish date for Basic Food cases.

 

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