Update Assistance Unit or Client

Created on: 
Jun 13 2016

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

When is an Assistance Unit (AU) or client updated?

An AU or client is updated when client circumstances have changed. For more information on reporting requirements and other information, see Change of Circumstances.

When does AUTO update an Assistance Unit (AU) or client?

AUTO updates an AU or client:

​What are interim changes?

Interim changes are changes reported promptly by the client that affect payment for the ongoing benefit month.

All automatic functions, such as interfaces, are triggered by entering new data and are generated by the system in overnight batch.

Online Processing

How do I update an Assistance Unit (AU) or client?

To update or enter new eligibility data on an active ACES case, take the following steps:

  1. From the Case Actions page, select the appropriate month from the Benefit Month drop down menu and click Start Changes.
  2. Enter or update the client’s information as needed and select Review on the Navigation tree. ACES rechecks all AU / client data for errors and required verifications.
  3. On the Eligibility Details page, review the data and click Confirm Benefits.
  4. On the Eligibility page, click Commit Changes.

What are historical changes?

Historical changes are changes which become known to the user that would have changed a previously issued benefit.

When historical change information needs to be updated, the information must be entered into ACES for each affected month separately. ACES recalculates the benefit amount for the month and does one of the following:

  • In some cases, ACES creates an overpayment or underpayment. For more information, see Benefit Error Group; or
  • If the user enters updated information that does not change eligibility, the Eligibility Details page displays  Eligibility Recalculation results in no changes.

How do I view the case prior to changes being made?

This function does not currently exist for Online Processing. For more information, see Mainframe Processing - How do I view the case prior to changes being made?

Mainframe Processing

How do I update an Assistance Unit (AU) or client?

To update or enter new eligibility data on an active ACES case, take the following steps:

  1. From the AMEN screen, complete the following fields:
  • Selection field - Enter [R] - Interim / Historical Change.
  • AU ID or Client ID field - Enter the [AU ID or client ID].
  • Benefit Month field - Enter the [benefit month (MM YY)].
    •  If no benefit month is entered, the ongoing month displays.
  1. Enter or update the client’s information as needed and call DONE. ACES rechecks all AU / client data for errors and required verifications.
  2. On the ELIG screen, enter [Y] - Yes in the Confirm field. Based on the AU program type, one of the following financial eligibility / budget calculation screens appears:
  • CAFI - Cash/ MA Financial Eligibility.
  • MAFI - MA Financial Eligibility.
  • FSFI - Food Stamp Financial Eligibility.
  • SPEC - Eligibility for Special Programs.
  1. On the CAFI, MAFI, FSFI or SPEC screens, review the data and complete the following fields:
  • Bnft Confirm field - Enter [Y] - Yes.
  • Letter Override field - Enter [Y] - Yes or [N] - No.
  • <TRANSMIT> to commit the data.

What are historical changes?

Historical changes are changes which become known to the user that would have changed a previously issued benefit.

When historical change information needs to be updated, the information must be entered into ACES for each affected month separately. ACES recalculates the benefit amount for the month and does one of the following:

  • In some cases, ACES creates an overpayment or underpayment. For more information, see Benefit Error Group; or
  • If the user enters updated information that does not change eligibility, the bottom of the CAFI, FSFI or MAFI screen displays Edit 1879 - Eligibility Recalculation Results In No Changes.

How do I view the case prior to changes being made?

The As of Date Inquiry displays the previously calculated information and who entered the information for a specific date.

To see what the case looked like prior to the date the last update was done, take the following steps:

  1. From the AMEN screen complete the following field:
  • Selection field - Enter [B] - AU/Client Inquiry.
  • AU ID or Client ID field - Enter either the [AU ID or Client ID].
  • As Of Date field - Enter a [date prior to the last update].
  • Benefit Month (MM YY) field - Enter a [benefit month for viewing that would have been available on the specific date entered in the As of Date field].
  1.  <TRANSMIT> to view the case as it was at the end of the specific date entered in the As Of Date field.
Example: To view the case prior to changes that were made on 6/10/16, enter [06 09 16] in the As Of Date field.

 

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