Federal Basic Food Program

Created on: 
Jul 23 2019

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 determine if a Pre-Authorization Review is needed?

A Basic Food Assistance Unit (AU) is subject to a Pre-Authorization Review if the AU meets all of the following criteria in the ongoing benefit month: 

  • The Program Type is Food Stamps (FS).
  • The household has 3 or more AU members with a Financial Responsibility code of:
    • Recipient (RE)
    • CA Sanctioned Receiving MA Only / FAP Recipient (RN)
    • Non IPV Disqualified (ND)
    • FS E&T Disqualified (FD)
    • IPV/Drug Felon Disqual (ID)
  • Total gross amount of income countable for food assistance is equal to or greater than $1500.
    • In order to determine the total gross income, the system adds the Calculated Income amounts displayed for all Earned and Unearned Income sources that are countable for food assistance.  This calculation is performed behind the scenes and not displayed on the Eligibility Details page.

When a Basic Food AU meets all of the criteria for a Pre-Authorization Review, the following message displays in the ongoing benefit month on the Eligibility page:  Pre-Authorization Review Required.  Confirm Eligibility Details to initiate the review.

How do I submit a request for a Pre-Authorization Review?

To submit a request for a Pre-Authorization Review, take the following steps:

  1. On the Eligibility page, click Confirm Benefits.
  2. The following message appears:  A request will be sent to Barcode to initiate a Pre-Authorization Review.  Press OK to continue, or Cancel to stay on the current page
  3. To submit the review, click OK and the following occurs:
    1. You are directed back to the Eligibility page.
    2. ACES generates a real-time trigger to Barcode and an F002 - REVIEW REQUESTED tickle generates to the @PRE pool.
    3. The system displays message:  Pre-Authorization review requested.
NOTE: Clicking Commit Changes on the Eligibility page finalizes the Basic Food AU.  This sends a trigger to Barcode indicating the AU has been finalized.  If the AU is finalized prior to the completion of the Pre-Authorization review, the existing F002 - REVIEW REQUESTED tickle changes to an F006 - POST AUTH REVIEW tickle.  This is done so the reviewer knows they are completing the review after the AU has already been finalized.  Additionally, if users need to make corrections based on the review, if the AU has already been finalized, another F002 tickle does not generate that day. 

If the user clicks Cancel to the message:

  • The user remains on the Eligibility Details page.
  • ACES does not generate a trigger to Barcode and the F002 REVIEW REQUESTED tickle is not created.
  • The user can go back and make any needed revisions before requesting the Pre-Authorization Review.

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?

This function does not exist in ACES Mainframe. Please see Online Processing - How do I process a Basic Food application?

How do I process Basic Food for a disabled client?

This function does not exist in ACES Mainframe. Please see Online Processing - How to I process Basic Food for a disabled client?

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

This function does not exist in ACES Mainframe. Please see Online Processing - How do I code an income exclusion for a SSI or SSDI representative fee?

What criteria does ACES use to determine if a Pre-Authorization Review is needed?

A Basic Food assistance unit is subject to a Pre-Authorization Review if the AU meets all of the following criteria in the ongoing benefit month: 

  • The Program Type is Food Stamps (FS).
  • The household has 3 or more AU members with a Financial Responsibility code of:
    • Recipient (RE)
    • CA Sanctioned Receiving MA Only / FAP Recipient (RN)
    • Non IPV Disqualified (ND)
    • FS E&T Disqualified (FD)
    • IPV/Drug Felon Disqual (ID);
  • Total gross amount of income countable for food assistance is equal to or greater than $1500.
    • In order to determine the total gross income, the system adds the Calculated Income amounts displayed for all Earned and Unearned Income sources that are countable for food assistance.  This calculation is performed behind the scenes and not displayed on the FSFI screen.

For more information about the Pre-Authorization Review process, see: Online Processing - How do I submit a request for a Pre-Authorization Review? or CSD Handbook - Pre-Authorization Reviews.

 

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