Changes in Household Composition

Created on: 
Jun 29 2017

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

Online Processing

How do I close a client off an Assistance Unit (AU) before the adverse action period?

To close a client off an AU, see How do I manually close an Assistance Unit (AU) or client?

If the client is currently active in a Home and Community Services (HCS), Washington State Combined Application Program (WASHCAP), or a Health Care Authority (HCA) Community Services Office (CSO), contact that CSO to have a worker close the client from the current AU in all months that the client will be on a different AU.

How do I close an Assistance Unit (AU) during the adverse action period but before monthly issuance?

To remove a client without waiving adverse action, see How do I manually close an Assistance Unit (AU) or client?

If it is appropriate to waive adverse action when closing a client off an AU and monthly issuance has not occurred, take the following steps:

  1. On the Assistance Units Details page, choose the appropriate 500 level reason code at the client level using the drop down menu. Complete this step for all clients being closed off the AU. 
  2. On the Eligibility page, click the Details link.
  3. On the Eligibility Details page:
  • Click the Waive Adv Act button for each AU the client was removed from.
  • Click the Confirm Benefits button.
  • Click the Commit Changes button on the Eligibility page.
NOTE: Adverse action can be applied on the AU level or the client level.  Selecting a 500 level reason code for the Head of Household on the AU requires a 500 level reason code selected for all AU members.  To remove a client without waiving adverse action, see How do I manually close an Assistance Unit (AU) or client?

How do I change an active client to a different Assistance Unit (AU)?

If possible, the client should first be removed from the current AU in the ongoing month.

Based on the case situation and the client’s new circumstances, follow the instructions for: Screening an ApplicationRe-OpenAdd a Program, or Add a Person.

If a client has already received assistance for a month that they are being opened on in the different AU, take the following steps:

  1. From the Case Actions page, click on Start Interview and complete the appropriate case actions.
  2. From the Case Actions page, click on each month in the Process Application Months section and complete the appropriate case actions.
  3. On the client's Clients Details page, choose the appropriate concurrent indicator in the Concurrent Receipt field under CashFood, and/or Medical using the drop down menu.
  • The Concurrent Receipt field must be entered in each month that the client already received assistance.
NOTE: The Concurrent Receipt field should not be used in an ongoing month as benefits have not yet been issued.
  1. If the previously received cash benefit should be budgeted in the different AU, on the Income Summary page:
  • Click the Add button and select Unearned Income for the appropriate client.
  • Click the Next button.
  • Choose the code to show which program the income affects in the Source field using the drop down menu.
  • Choose the income method in the Method field using the drop down menu.
  • Choose the client unearned income frequency code in the Frequency field using the drop down menu.
  • Choose the amount to be budgeted in the Amount box and select the appropriate valid value using the drop down menu.
  1. On the Eligibility page, click the Details link.
  2. On the Eligibility Details page, click the Confirm Benefits button.
  3. On the Eligibility page, click the Commit Changes button.
  4. On the Case Actions page click the Finalize link.

How do I close a deceased client?

NOTE: If the deceased client is currently the head of household and there is another adult household member, first change the head of household in the ongoing month. See How do I change the Head of Household (HOH) on an Assistance Unit (AU)?

To code a client as deceased take the following steps:

  1. On the client's Clients Details page enter the date of death as [mm/dd/yyyy] in the Death Date field.
  2. Once the death date is entered the Death State field will then be available. Choose the appropriate state using the drop down menu.
  3. On the Eligibility page, click the Details link.
  • The client shows closed with Reason Code (244) - Death.
  1. On the Eligibility Details page, click the Confirm Benefits button.
  2. On the Eligibility page, click the Commit Changes button.

How do I change the head of household?

To change the head of household on an assistance unit see How do I change the Head of Household (HOH) on an Assistance Unit (AU)?

How do I add a person?

To add a person to an assistance unit see How do I add a person to an existing assistance unit (AU)?

How does ACES determine the date of eligibility for a client added to an active Cash Assistance Unit (AU)?

ACES determines the date of eligibility for a client added to an active Cash AU based on the date entered in the Eligibility Established Date field in the Case Review section of the Review page of the newly added member.

To process a pending client added to an active Cash AU, take the following steps:

  1. Go to the Case Actions page. See How do I access the Case Actions page in ACES 3G?
  2. Complete the interview following the steps in How do I initiate and complete an intake interview?
  3. On the Review page, enter the [date the client met all of the eligibility requirements] in the Eligibility Established Date field of the added AU member.
  4. To finish processing the request for benefits, follow the steps in How do I complete Finalize Application?
NOTE:  Adults added to an active Temporary Assistance for Needy Families (TANF) AU must have their WorkFirst Orientation completed on the Work Registration/Participation section of the Work Registration page prior to being eligible to receive benefits.  For information on how to update Work Registration/Participation information see: How do I process Temporary Assistance for Needy Families (TANF)?

For information about how to add a person to an existing assistance unit (AU), see How do I add a person to an existing assistance unit (AU)?

Mainframe Processing

How do I close a client off an Assistance Unit (AU) before the adverse action period?

To close a client off an AU, see How do I manually close an Assistance Unit (AU) or client?

If the client is currently active in a Home and Community Services (HCS), Washington State Combined Application Program (WASHCAP), or a Health Care Authority (HCA) Community Services Office (CSO), contact that CSO to have a worker close the client from the current AU in all months that the client will be on a different AU.

How do I close a client off an Assistance Unit (AU) during the adverse action period but before monthly issuance?

NOTE: Adverse action only applies at the AU level, never at the client level.

To remove a client without waiving adverse action, see  How do I manually close an Assistance Unit (AU) or client?

If it is appropriate to waive adverse action when closing a client off an AU and monthly issuance has not occurred, take the following steps:

  1. On the STAT screen, enter the appropriate [500 level reason code] at the AU level.
  2. On the ELIG screen, in the Confirm field enter [Y] - Yes.
  3. On the CAFI screen or FSFI screen:
  • Enter [Y] - Yes in the Bnft Confirm field.
  • Enter [Y] - Yes in the Waive Advr Act Per field.
  • Enter [N] - No in the Letter Override field.
  • Press <TRANSMIT>, the CAFI screen or FSFI screen redisplays the Letter Override field with a [?].
  • Enter [Y] - Yes in the Letter Override field.
  1. After the entire AU is closed in the ongoing month, reinstate the AU in the ongoing month without the person who is being removed from the AU.
  2. Complete the reinstatement process. See Reinstatement.

How do I change an active client to a different Assistance Unit (AU)?

If possible, the client should first be removed from the current AU in the ongoing month.

Based on the case situation and the client’s new circumstances, follow the instructions for: Screening an ApplicationRe-OpenAdd a Program, or Add a Person.

If a client has already received assistance for a month that they are being opened on the different AU, take the following steps:

  1. From AMEN, complete Option O – Interview.
  2. From AMEN, select Option P – Process Appl Months.
  3. On the client’s DEM1 screen, enter [the concurrent indicator] in the Concurrent Receipt field under CA, FS and/or MA. See <F1> Help.
  • The Concurrent Receipt field must be entered in each month that the client already received assistance.
  • Edit 0002 - INCORRECT CODE FOR THIS FIELD, PRESS F1 TO SEE CODES displays when an entry is made in the Concurrent Receipt field in the ongoing month as no assistance has been issued for the ongoing month.
  1. If the previously received cash benefit should be budgeted in the different AU, update the following fields on the UNER screen:
  • Client Srce field - enter [the code to show which program the income affects].
  • Inc Mthd field - enter [the income method].
  • Freq field enter [the client unearned income frequency code].
  • Amt 1 field - enter [the amount].
  1. Press <TRANSMIT> to verify and commit the data.
  2. Press <F13> to return to AMEN.
  3. From AMEN, select Option Q – Finalize.
  4. Press <TRANSMIT> to verify and commit the data.

How do I close a deceased client?

NOTE: If the deceased client is currently the head of household and there is another adult household member, first change the head of household in the ongoing month. See How do I change the Head of Household (HOH) on an Assistance Unit (AU)?

To code a client as deceased take the following steps:

  1. On the DEM2 screen, update the following fields:
  • Death Date field - Enter the date of death in [MMDDYYYY] format. 
  • Death State field - Enter [the death state].
  1. Press <TRANSMIT> to verify and commit the data.
  2. The client shows closed with Reason Code 244 - Death.

How do I change the head of household?

To change the head of household on an assistance unit see How do I change the Head of Household (HOH) on an Assistance Unit (AU)?

How do I add a person? 

To add a person to an assistance unit see How do I add a person to an existing assistance unit (AU)?

How does ACES determine the date of eligibility for a client added to an active Cash Assistance Unit (AU)?

ACES determines the date of eligibility for a client added to an active Cash AU based on the date entered on the DEM screen of the newly added member.

To process a pending client added to an active CASH AU, take the following steps:

  1. Complete the interview following the steps in How do I initiate an intake interview? and How do I complete Process Application Months?
  2. On the DEM screen, enter the [date the client met all of the eligibility requirements] in the Elig Estab Date for the added AU member.
  3. To finish processing the request for benefits, follow the steps in How do I complete Finalize Application?
NOTE:  Adults added to an active Temporary Assistance for Needy Families (TANF) AU must have their WorkFirst Orientation completed on the WORK screen prior to being eligible to receive benefits.  For information how to update the WORK screen information see: How do I process Temporary Assistance for Needy Families (TANF)?

For information about how to add a person to an existing assistance unit (AU), see How do I add a person to an existing assistance unit (AU)?

 

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