Federal Basic Food Program

Created on: 
May 16 2016

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

 What is the Washington Basic Food Program?

The Washington Basic Food Program provides assistance so that low-income families may supplement their food budget. See EA-Z Manual – Washington Basic Food Program.

 How long is a Basic Food certification period?

The certification period for Basic Food varies depending on the circumstances of the individual(s). See:

What if an individual is elderly or disabled?

If a client is elderly or disabled, they may qualify to receive more Basic Food benefits. See the following EA-Z Manual WACs for more information:

What is an income exclusion for a Supplemental Security Income (SSI) or Supplemental Security Disability Insurance (SSDI) representative fee?

The fee paid to a representative payee on behalf of a person receiving SSI or SSDI income is excluded as Basic Food income when set up by the Social Security Administration (SSA) for an SSI/SSDI recipient. For more information See EA-Z Manual –Income – Treatment of Income Chart, Representative payee fees for Basic Food.

Online Processing

How do I process a Basic Food application?

To process a Basic Food application, take the following steps:

  1. Go to the Case Actions page: see How do I access the Case Actions page in ACES 3G?
  2. From the Case Actions page, under Pending Applications, select Start Interview.
  3. From the Pending Applications page, select Begin Intake.
  4. Complete the interview following the instructions in the Interview chapter.
  5. On the Work Registration/Participation-Food page, complete the Participation Status and the Exempt Reason if applicable with the appropriate codes for all household members. For more information, see Able-Bodied Adult Without Dependents (ABAWD).
  6. On the Eligibility page, select Commit Changes.
NOTE: The system issues Basic Food for the application month if the application date is on the 15th of the month or prior. If the application date is the 16th of the month or after, ACES issues for the application month and the ongoing month as a combined benefit.

How do I process Basic Food for a disabled client?

To process Basic Food for a disabled client, take the following steps:

  1. Go to the Case Actions page: see How do I access the Case Actions page in ACES 3G?
  2. From the Case Actions page, under Pending Applications, select Start Interview.
  3. From the Pending Applications page, select Begin Intake.
  4. Complete the interview following the instructions in the Interview chapter.
  5. On the Client Details page, complete the Disability/Incapacitated/Psychiatric section with the appropriate codes.
  6. On the Work Registration/Participation-Food page, complete the Participation Status and Exempt Reason with appropriate codes.
  7. On the Eligibility page, select Commit Changes.

How do I code an income exclusion for a Supplemental Security Income (SSI) or Supplemental Security Disability Insurance (SSDI) representative fee?

To add an income exclusion for an SSI/SSDI representative fee, take the following steps:

  1. On the Income page, select Unearned Income.
  2. On the Unearned Income Expense section, select Add.
  3. From the Expense Type drop down menu, select (SSI Protective Payee(PP).
  4. In the Amount field, [enter the amount] and the valid verification code.
  5. On the Eligibility page, select Commit Changes.
NOTE: The gross income amount displayed on the Eligibility page excludes the payee’s fee.

How do I finalize a Basic Food application?

To finalize an application, take the following steps in each pending month:

  1. Go to the Case Actions page:  see How do I access the Case Actions page in ACES 3G?
  2. From the Case Actions page, in the Pending Applications section, click the Finalize link for the pending Basic Food Assistance Unit.
  3. On the Eligibility page click the Details link for each benefit month.  This takes you to the Eligibility Details page.
  4. Select Confirm Benefits on the Eligibility Details page for all subsequent months.

What criteria does ACES use to generate Pre-Authorization alerts?

Message Pre-Authorization Review Required displays when finalizing a Basic Food Assistance Unit (AU) that meets the following conditions: 

  • The household has 3 - 5 Assistance Unit (AU) members with a Financial Responsibility code of Recipient (RE) or CA Sanctioned Receiving MA Only / FAP Recipient (RN) and;
  • The total countable income shown on the Eligibility Details page is greater than $1000 per month.
NOTE: For households in which the 3-5 count includes an ineligible member(s), you must review all income screens, add up all the income, then compare that to the $1000 threshold. If the total of all income exceeds $1000, initiate the Pre-Authorization Review process.  

When finalizing a Basic Food AU for a case that meets the above criteria, the system generates a message Pre-Authorization Review Required that appears on the Eligibility page and Eligibility Details page.  

For more information about Pre-Authorizations and how to initiate the Pre-Authorization Review process, see: CSD Handbook - Pre-Authorization Reviews.

Mainframe Processing

 How do I process a Basic Food application?

To process a pending Basic Food application take the following steps:

  1. On the AMEN screen, select [O] – Interview.
  2. On the STAT screen, complete the Finl Resp fields as follows:
  • [PN] – Applicant for all persons applying.
  1. On the WORK screen, complete the FS fields with appropriate codes [MP] - Mandatory Participant, [NI] - Exempt Not Participating, [AB] - Able Bodied Adults without Dependents. For more information, see Able-Bodied Adult Without Dependents (ABAWD).
  2. Complete the interview following instructions in the Interview chapter.
  3. After committing the interview data, follow instructions in the Process Application Month chapter.
  4. When all pending months have been processed, follow instructions in the Finalize Application chapter.
NOTE: The system issues Basic Food for the application month if the application date is on the 15th of the month or prior. If the application date is the 16th of the month or after, ACES issues for the application month and the ongoing month as a combined benefit.

How do I process Basic Food for a disabled client?

To process Basic Food for a disabled client, take the following steps:

  1. Follow the steps under How do I process a Basic Food application?
  2. On the DEM2 screen, complete the following fields in the Disability/Incapacity section:
  • Dis/Incp/ESRD field, Enter the [appropriate valid value]. See <F1> Help.
  • Approv Source field, Enter the [appropriate valid value]. See <F1> Help.
  • Approv Date (MM DD YY) field, Enter the [disability start date].
  • Estab Date (MM DD YY) field, Enter [disability establish date].
  • End Date (MM DD YY) field, Enter [disability end date] if appropriate.
  1. After committing the interview data, follow the instructions in Process Application Month chapter for all pending months.
  2. After all pending months have been processed, follow the instructions in Finalize Application.

 How do I code an income exclusion for a Supplemental Security Income (SSI) or Supplemental Security Disability Insurance (SSDI) representative fees?

  1. On the AMEN screen, select Option R – Interim/Hist Change.
  2. On the UNER screen:
  • Exp field, Enter [PP] – SSI Protective Payee.
  • Exp Amt field, Enter the [fee amount].
  • V field, Enter [appropriate verification code]. See <F1> Help.
NOTE: The gross income amount displayed on the FSFI screen excludes the payee’s fee.

What criteria does ACES use to generate Pre-Authorization alerts?

Edit 2351 - PRE-AUTHORIZATION REVIEW REQUIRED generates when finalizing a Basic Food Assistance Unit (AU) that meets the following conditions: 

  • The household has 3 - 5 Assistance Unit (AU) members with a Financial Responsibility code of [RE] - Recipient or [RN] - CA Sanctioned Receiving MA Only / FAP Recipient and;
  • The total countable income shown on the FSFI screen is greater than $1000 per month.
NOTE: For households in which the 3-5 count includes an ineligible member(s), you must review all income screens, add up all the income, then compare that to the $1000 threshold. If the total of all income exceeds $1000, initiate the Pre-Authorization Review process.  

When finalizing a Basic Food AU for a case that meets the above criteria, the system generates soft Edit 2351-PRE-AUTHORIZATION REVIEW REQUIRED that appears during finalize on the FSFI screen.

For more information about Pre-Authorizations and how to initiate the Pre-Authorization Review process, see: CSD Handbook - Pre-Authorization Reviews.

 

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