Income Case Specific Situations

Created on: 
Jan 27 2016

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

Online Processing

How do I enter a cash gift?

For information on how income from a cash gift is treated and budgeted, see EA-Z Manual - WAC 388-450-0065 Gifts - Cash and noncash.

To enter a cash gift, complete the following fields on the Unearned Income page:

  1. Select the appropriate source from the Source field drop down menu based on how the gift is to be budgeted.
  2. If the case unit includes Temporary Assistance for Needy Families (TANF) and Basic Food, enter both the source codes listed below on separate Unearned Income pages so that the correct amount is budgeted for each program:
  • Enter the gift amount less any exemption as Other Countable - CA/MA Only (OA), and
  • Enter the entire amount of the gift as Other Countable - FS Only.
NOTE: If source code Cash Gifts (CG) is used, the amount entered is deducted dollar for dollar for both TANF and Basic Food. ACES does not exclude the $30 per person / quarter exemption allowed per policy.

How do I enter Community Jobs (CJ) income?

ACES excludes the first month’s CJ income for Temporary Assistance for Needy Families (TANF) and budgets it for Basic Food. For more information, see EA-Z Manual - WAC 388-450-0050 How does your participation in the community jobs (CJ) program affect your cash assistance and Basic Food benefits?

  1. To enter CJ income, complete the following fields on the Earned Income page:
  • Type field - Select Community Jobs Program (CJ) from the drop down menu.
  • Begin date field - Enter the [first of the month the client is to receive their first pay check].

How do I enter Income in Kind - Lieu of Rent?

To enter Income in Kind - Lieu of Rent, complete the following steps:

  1. On the Earned Income page, complete the following fields:
  • Type field - Select Income in Kind - Lieu of Rent (IL) from the drop down menu.
  • Amount field - Enter the [amount of income the client receives as compensation in lieu of paying rent].
  1. On the Shelter Expenses page, in the Rent field enter the [client's entire shelter obligation]. This is the amount the client would be expected to pay for rent if they were not working in exchange for a portion of the payment.

For Basic Food benefits, ACES determines the rent amount by calculating the difference between the rent and in lieu of rent amounts.

EXAMPLE: Client has a rental obligation is $300.00. He maintains the property in lieu of rent and his landlord verified that the in lieu of rent amount is equal to $200.00 per month. On the Earned Income page, select Income in Kind - Lieu of Rent (IL) from the Type field drop down menu. Next, enter [200.00] in the Amount field. On the Shelter Expenses page, enter [300.00] in the Rent field. ACES calculates $100.00 for rent in the Basic Food computation.
Note: Cash assistance budgets in kind income the same as earned income.

How do I enter Farming or Fishing Income?

To enter farming or fishing income, complete the following on the Earned Income page:

  1. In the Employer section, enter the [name of the employer / Doing Business As (DBA)] in the Employer Name field.
  2. In the Income section, update the following mandatory fields:
  • Type field - Select Farming/Fishing Income (FF) from the drop down menu.
  • Begin Date field - Enter the date [mm/dd/yyyy] the client started earning this self-employment income.
  • Method field - Select the appropriate budgeting method from the drop down menu.
  • Amount field - Enter the [amount client is receiving from self-employment] based on the budgeting method used.
  • Hours field - Enter the [number of hours client is doing self-employment] based on the budgeting method used.
  1. In the Work Expense section, take the following steps to add a new expense:
  • Click on the Add link to display Expense Type drop down box.
  • Select the appropriate expense type from the drop down menu.
  • Enter the [amount of the expense] and then select the appropriate valid value.
  • Repeat step 4 until all expenses are listed.
Note: If no self-employment deductions are entered, a standard 50% self-employment deduction is applied.

For Farming/Fishing Income, the system must first apply the 50% standard self-employment expense deduction to the gross self-employment income, then any farm loss offset is used to reduce other earned and/or unearned income. If a balance remains, apply the 20% earned income deduction to any remaining earned and self-employment income.

Note: If any farm loss offset remains it can be used against the total amount of earned and unearned income. For additional information on Farming and Fishing losses, see EA-Z Manual -WAC 388-450-0085 Does the department count all of my self-employment income to determine if I am eligible for benefits?
Example: Roy has a small chicken farm. He applies for food assistance for himself, his wife, and their four children. Roy reports he has the following income: $3000 self-employment earnings with no reported expenses and farming income of $1000 with $2000 in verified farming expenses. The system would determine his countable income by using the following calculation:
$3000 self-employment income - $1500 (50% self-employment deduction) = $1500 Earned Income.
$1000 farming income - $2000 expenses (greater than 50% deduction) = -$1000.00 Farm Loss.
$3000 - $1500 self-employment standard deduction - $1000 farm loss = $500 earned income.
$500 - 20% earned income deduction = $400 countable earned income.

How do I enter student fellowship income?

Student fellowships can either be considered earned or unearned income depending on the work requirements associated with a particular fellowship. There is no valid value for this type of income. For more information on student fellowship income, see EA-Z Manual - WAC 388-450-0035 Educational Benefits.

Complete the following fields to enter the student fellowship income:

  1. Type field - Select Other Countable Income (OC) from the drop down menu on the Earned Income page if it is earned income.
  2. Source field - Select Educational Assistance - Graduate (AG) from the drop down menu on the Unearned Income page, as fellowships are only given at the graduate level.

How do I enter Title IV and Bureau of Indian Affairs (BIA) work study income?

Educational assistance in the form of grants, loans or work study, issued from Title IV of the Higher Education Amendments (Title IV - HEA) and the BIA education assistance programs is not counted for cash and food assistance. For more information, see EA-Z Manual - WAC 388-450-0035 Educational Benefits.

  1. On the Earned Income page, complete the following fields to enter Title IV and BIA work study income:
  • Type field - Select Excluded Work Study (Title IV and BIA) (WT) from the drop down menu.
  • Amount field - Enter the [amount of the work study income].

How do I enter Non-Title IV and Non-Bureau of Indian Affairs (BIA) work study income?

State work study (SWS) earnings (wages) no longer fall under Title IV funding and must now be counted as earned income for SWS students receiving food assistance. For more information on work study income budgeting, see EA-Z Manual - WAC 388-450-0035 Educational Benefits.

  1. On the Earned Income page, complete the following fields to enter work study income that is countable:
  • Type field - Select Countable Work Study (Non-Title IV and Non-BIA) (WS) from the drop down menu.
  • Amount field - Enter the [amount of the work study income].

How do I enter WorkFirst work study income?

WorkFirst work study is not counted for cash assistance; however, is considered earned income for food assistance. For more information, see EA-Z Manual - WAC 388-450-0035 Educational Benefits.
 

To enter WorkFirst work study, take the following steps;

1. On the Earned Income page update the following fields:

  • Type field - Select WorkFirst Work Study (WW) from the drop down menu.
  • Amount field - Enter the [amount of the work study income]. 

How do I enter State Funded College Work Study earned income? 

State Funded College Work Study earned income isn’t counted for cash assistance; however, is considered earned income for food assistance. For more information, see EA-Z Manual - WAC 388-450-0035 Educational Benefits.

  1. To enter State Funded Work Study earned income, complete the following fields on the Earned Income page:
  • Type field - Select State Funded Work Study (WZ) from the drop down menu.
  • Amount field - Enter the [amount of the work study income].

How do I enter a Native American Tribal Needs Based Payment?

For more information on needs based income budgeting, see EA-Z Manual - WAC 388-450-0055 How does needs-based assistance from other agencies or organizations count against my benefits?

  1. On the Unearned Income page complete the following fields:
  • Source field - Select Native American Tribal Needs Based Payment (TN) from the drop down menu.
  • Begin Date field - Enter the benefit start date [MM/DD/YYYY].
  • Method field - Select the appropriate budgeting method from the drop down menu.
  • Amount field - Enter the [amount of the Native American Tribal Needs Based Payment].

Mainframe Processing

How do I enter a cash gift?

For information on how income from a cash gift is treated and budgeted, see EA-Z Manual - WAC 388-450-0065 Gifts - Cash and noncash.

To enter a cash gift, complete the following fields on the UNER screen:

  1. Srce field - Enter the appropriate [source code] based on how the gift is to be budgeted.
  2. If the case unit includes Temporary Assistance for Needy Families (TANF) and Basic Food, enter both the source codes listed below so that the correct amount is budgeted for each program:
  • [OA] - Other Countable CA / MA (enter the gift amount less any exemption), and
  • [OF] - Other Countable FS Only (enter the entire amount of the gift).
NOTE: If source code [CG] - Cash Gift is used, the amount entered is deducted dollar for dollar for both TANF and Basic Food. ACES does not exclude the $30 per person / quarter exemption allowed per policy.

How do I enter Community Jobs (CJ) income?

ACES excludes the first month’s CJ income for Temporary Assistance for Needy Families (TANF) and budgets it for Basic Food. For more information, see EA-Z Manual - WAC 388-450-0050 How does your participation in the community jobs (CJ) program affect your cash assistance and Basic Food benefits?

  1. To enter CJ income, complete the following fields on the EARN screen:
  • Type field - Enter [CJ] - Community Jobs Program.
  • Begin dt field - Enter the [first of the month the client is to receive their first pay check].

How do I enter Income in Kind - Lieu of Rent?

To enter Income in Kind - Lieu of Rent, complete the following steps:

  1. On the EARN screen, complete the following fields:
  • Type field - Enter valid value [IL] - Income in Kind - Lieu of Rent.
  • Amt field - Enter the [amount of income the client receives as compensation in lieu of paying rent].
  1. On the SHEL screen, in the Rent Amt field enter the [client's entire shelter obligation]. This is the amount the client would be expected to pay for rent if they were not working in exchange for a portion of the payment.

For Basic Food benefits, ACES determines the rent amount by calculating the difference between the rent and in lieu of rent amounts.

EXAMPLE: Client has a rental obligation of $300.00 per month. He maintains the property in lieu of rent and his landlord verified that the in lieu of rent amount is equal to $200.00 per month. On the EARN screen, enter [IL] - Income in Kind - Lieu of Rent in the Type field. Next, enter [200.00] in the Amt field. On the SHEL screen, enter [300.00] in the Rent Amt field. ACES calculates $100.00 for rent in the Basic Food computation.
Note: Cash assistance budgets in kind income the same as earned income.

How do I enter Farming or Fishing Income?

To enter farming or fishing income, complete the following fields on the EARN screen:

  1. Employer Name field - Enter the [Employer Name/Doing Business As (DBA)]
  2. Type field - Enter [FF] - Farming/Fishing
  3. Begin dt field - Enter the date [mm/dd/yy] the client started earning this self-employment income.
  4. Mthd field - Enter the [budgeting method].
  5. Freq field - Enter the [frequency of pay]. 
  6. Amt fields - Enter the [client's farming/fishing income].
  7. Hrs field - Enter the [number of hours the client does this self-employment]
  8. V field - Enter the appropriate [verification code]
Note: If no self-employment deductions are entered, the system applies a standard 50% self-employment deduction.

For Farming/Fishing Income, the system must first apply the 50% standard self-employment expense deduction to the gross self-employment income, then any farm loss offset is used to reduce other earned and/or unearned income. If a balance remains, a 20% earned income deduction is applied to any remaining earned and self-employment income.

Note: If any farm loss offset remains it can be used against the total amount of earned and unearned income. For additional information on Farming and Fishing losses, see EA-Z Manual -WAC 388-450-0085 Does the department count all of my self-employment income to determine if I am eligible for benefits?
Example: Roy has a small chicken farm. He applies for food assistance for himself, his wife, and their four children. Roy reports the following earned income: $3000 self-employment earnings with no reported expenses and farming income of $1000 with $2000 in verified farming expenses. The system determines his countable income by using the following calculation:
$3000 self-employment income - $1500 (50% self-employment deduction) = $1500 Earned Income.
$1000 farming income - $2000 expenses (greater than 50% deduction) = -$1000.00 Farm Loss.
$3000 - $1500 self-employment standard deduction - $1000 farm loss = $500 earned income.
$500 - 20% earned income deduction = $400 countable earned income.

How do I enter student fellowship income?

Student fellowships can either be considered earned or unearned income depending on the work requirements associated with a particular fellowship. There is no valid value for this type of income. For more information on student fellowship income, see EA-Z Manual - WAC 388-450-0035 Educational Benefits.

Complete the following fields to enter the student fellowship income:

  1. Type filed - Enter [OC] - Other Countable Income on the EARN screen if the fellowship income is earned income.
  2. Srce field - Enter [AG] - Ed Assist - Graduate on the UNER screen if the income is unearned income as fellowships are only given at the graduate level.

How do I enter Title IV and Bureau of Indian Affairs (BIA) work study income?

Educational assistance in the form of grants, loans or work study, issued from Title IV of the Higher Education Amendments (Title IV - HEA) and the BIA education assistance programs is not counted for cash and food assistance. For more information, see EA-Z Manual - WAC 388-450-0035 Educational Benefits.

  1. On the EARN screen, complete the following fields to enter Title IV and BIA work study income:
  • Type field - Enter [WT] - Excluded Work Study (Title IV and BIA).
  • Amt field - Enter the [amount of the work study income].

How do I enter Non-Title IV and Non-Bureau of Indian Affairs (BIA) work study income?

State work study (SWS) earnings (wages) no longer fall under Title IV funding and must now be counted as earned income for SWS students receiving food assistance. For more information on work study income budgeting, see EA-Z Manual - WAC 388-450-0035 Educational Benefits.

  1. On the EARN screen, complete the following fields to enter work study income that is countable:
  • Type field - Enter [WS] - Countable Work Study (Non-Title IV and Non-BIA).
  • Amt field - Enter the [amount of the work study income].

How do I enter WorkFirst work study income?

WorkFirst work study is not counted for cash assistance; however, is considered earned income for food assistance. For more information, see EA-Z Manual - WAC 388-450-0035 Educational Benefits.
  1. To enter WorkFirst work study, complete the following fields on the EARN screen:
  • Type field - Enter [WW] - WorkFirst Work Study.
  • Amt field - Enter the [amount of the work study income].

How do I enter State Funded College Work Study earned income? 

State Funded College Work Study earned income isn’t counted for cash assistance; however, is considered earned income for food assistance. For more information, see EA-Z Manual - WAC 388-450-0035 Educational Benefits.

  1. To enter State Funded College Work Study earned income, complete the following fields on the EARN screen:
  • Type field - Enter [WZ] – State Funded Work Study .
  • Amount field - Enter the [amount of the work study income].

How do I enter a Native American Tribal Needs Based Payment?

For more information on needs based income budgeting, see EA-Z Manual - WAC 388-450-0055 How does needs-based assistance from other agencies or organizations count against my benefits?

  1. On the UNER screen, complete the following fields:
  • Srce field - Enter [TN] - Native American Tribal Needs Based Payment.
  • Lump Sm Date field - Enter the [benefit start date].
  • Inc Mthd field - Enter [appropriate budgeting method].
  • Amt field - Enter the [amount of the payment].
  • V field - Enter the [appropriate verification valid value].
NOTE: For income source code [TN] - Native American Tribal Needs Based Payment a start date is needed for ACES to do the correct computation and budgeting. The start date is captured by ACES from the Lump Sm Date field.

 

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