Pending Void - Void/Cancel Benefits

Created on: 
Sep 14 2015

See ACES screens and online pages for an example of pages or screens used in this chapter.

 What is a pending void?

Pending void is an ACES function that allows users to cancel/void an Electronic Benefit Transfer (EBT) issuance after deadline and at least one day prior to its availability date.

Benefits must be pending in the Fidelity Information Services (FIS) EBT Pending Benefits File and not already posted to a client’s EBT account.

NOTE: The pending void action can be taken only on an Assistance Unit (AU) with an issuance method of Electronic Benefit Transfer (EBT). Pending voids are not allowed when the issuance method is Electronic Funds Transfer (EFT) or Warrant (WAR).

 What issuances may be voided?

 Only monthly issuance can be voided.

NOTE:   The key is the availability date. Only benefits that contain a future availability date can be canceled/voided in Electronic Benefit Transfer (EBT) at least one day prior to the date they are posted to the client EBT account.

 What reason codes are used to void benefits?

Reason Codes that void a Cash or Food Electronic Benefit Transfer (EBT) Issuance

210/248 Failed Residency Requirement/HOH Not Eligible All members on the AU should show client level Reason Code 210 for pending void to work
244/248 Death/HOH Not Eligible All members on the AU should show client level Reason Code 244 for pending void to work
557 AU Requests Closure Reason Code 557 voids all benefits if entered at the AU level or partial benefits at the client level

 

Is advance notice required to void benefits?

The reason codes used to void benefits don't require advance notice of the change be given to the household allowing the pending issuance to be voided. Even though advance notice is not required, adequate notice is always required. See EAZ Manual - WAC 388-418-0020 Effective Date for Changes.

Online Processing

How do I process a pending void when all members of an Assistance Unit (AU) have failed residency requirements?

To void benefits with Reason Code 210 - Failed Residency Requirement, take the following steps in the ongoing month and the month th issuance is pending:

  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 click the Start Changes link.
  3. On the Navigation Tree click on the clients name to display the Clients Detail page.
  4. From the  Residency/living Arrangement section, select No (N) in the WA Resident drop down.
  5. Update this field for each member of the AU.
  6. On the Eligibility page, select Commit Changes.

Reason Code 248 - HOH Not eligible displays at the AU level, and Reason Code 210 - Failed Residency Requirement displays at the client level.

How do I process a pending void for an Assistance Unit (AU) when all members are deceased?

To void benefits with Reason Code 244 - Death, take the following steps in the ongoing and current months the issuance is pending:

  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 click the Start Changes link.
  3. On the Navigation Tree click on the clients name to display the Clients Detail page.
  4. From the Identity section, enter a [death date] in the Death Date field.
  • Update this field for each member of the AU.
  1. On the Eligibility page, select Commit Changes.

How do I process a pending void when closure of an Assistance Unit (AU) is requested?

To void benefits with Reason Code 557-AU Requests closure, , take the following steps in the ongoing and current months the issuance is pending:

  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 click the Start Changes link.
  3. On the Navigation Tree click on the Assistance Unit program  to access the Assistance Unit Detail page.
  4. From the AUID section, select AU Requested Closure (557) from the Reasons field drop down options.
  5. On the Eligibility page, select Commit Changes.

To void benefits for a specific household member:

  1. On the Navigation Tree click on the Assistance Unit program to access the Assistance Unit Detail page.
  2. From the Clients section for the specific household member to void benefits for, select AU Requested Closure (557) from the Reason field drop down options.

Issued benefits are voided in overnight batch and the system AUTO reissues the correct benefit amount for the AU.

How can I tell if a benefit has been voided?

All voided benefits are displayed on the Issuances page in the Current Status section as Void EBT Transaction (VD).

Mainframe Processing

 How do I process a pending void when all members of an Assistance Unit (AU) have failed residency requirements?

To void benefits with Reason Code 210 – Failed Residency Requirement, take the following steps in the month the issuance is pending:

  1. On the DEM1 screen, enter [N] –No in the WA Res field for all members of the AU.
  2. Call DONE and commit the data.

 Reason Code is 248 – HOH not eligible displays at the AU level and, Reason Code is 210 – Failed Residency Requirement displays at the client level.

 How do I process a pending void for an Assistance Unit (AU) when all members are deceased?

To void benefits with Reason Code 244 – Death, take the following steps in the month the issuance is pending:

  1. On the DEM2 screen, enter [date of death] in the Death Date field and [state where death occurred] in the Death State field for all members of the AU.
  2. Call DONE and commit the data.

Reason Code is 248 – HOH not eligible displays at the AU level, and Reason Code is 244 – Death displays at the client level.

 How do I process a pending void when closure of an Assistance Unit (AU) is requested?

To void benefits with Reason Code 557- AU Requests Closure, take the following steps in the ongoing and the months the issuance is pending:

  1. On the STAT screen, enter [557] in the AU Status Reasons field.
  2. Call DONE and commit the data.

Reason Code is 557- AU Requests Closure displays at the AU and the client level.

To void benefits for a specific household member:

  1. On the STAT screen in the Rsn field at the client level, enter Reason Code-557 AU Requests Closure.
  • Issued benefits are voided in overnight batch and the system AUTO reissues the correct benefit amount for the AU.

 How can I tell if a benefit has been voided?

All voided benefits are reflected on the JMEN screen with a valid value of VD - Voided Benefits. It takes overnight to see the VD status.

 

See ACES screens and online pages for an example of pages or screens used in this chapter.