See ACES screens and online pages for an example of pages or screens used in this chapter.
Pending void is an ACES function that allows users to cancel/void an Electronic Benefit Transfer (EBT) issuance after monthly issuance, 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.
Only monthly issuance can be voided.
The following Reason Codes are used to 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 |
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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 |
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.
To void benefits with Reason Code 210 - Failed Residency Requirement, take the following steps in the ongoing month for the Assistance Unit (AU) you want to complete the pending void:
EXAMPLE: AU is active on food benefits and normally receives their benefits on the 10th of each month. On 8/25/18, benefits for 9/2018 are issued, but are not available until 9/10/18. On 9/6/18, the client calls and reports everyone in the household moved to another state.
The user codes everyone in the household as non-WA residents for ongoing month 10/2018 as well as the current month 9/2018. During overnight batch, benefits for 9/2018 are voided, and the issuance status is updated. In ACES.online, on the Issuances page, the Current Status for the 9/2018 issuance is now Void EBT Transaction (VD).
To void benefits with Reason Code 244 - Death, take the following steps in the ongoing month you want to complete the pending void:
EXAMPLE: AU is active on food benefits and normally receives their benefits on the 1st of each month. On 8/25/18, benefits for 9/2018 are issued, but are not available until 9/1/18. On 8/30/18, you receive notice to terminate everyone in the AU as the household members have passed away.
The user codes the clients in the household as deceased for ongoing month 10/2018 as well as the current month 9/2018. During overnight batch, benefits for 9/2018 are voided, and the issuance status is updated. In ACES.online, on the Issuances page, the Current Status for the 9/2018 issuance is now Void EBT Transaction (VD).
To void benefits at the AU level with Reason Code 557-AU Requests closure, take the following steps in the ongoing month for the Assistance Unit (AU) you want to complete the pending void:
NOTE: For Reason Code 557, benefits can be voided at the AU or client level.
For Reason Code 557, the void occurs when all AU members or specific household member(s) are terminated for the current, and ongoing benefit months with Reason Code 557, benefits were issued for that month, but they are not available yet.
EXAMPLE: AU is active on food benefits and normally receives their benefits on the 5th of each month. On 8/25/18, benefits for 9/2018 are issued, but are not available until 9/5/18. On 9/2/18, the Head of Household (HOH) calls to request that benefits for the entire AU are terminated.
The user codes the AU as requesting termination for ongoing month 10/2018 as well as the current month 9/2018. During overnight batch, benefits for 9/2018 are voided, and the issuance status is updated. In ACES.online, on the Issuances page, the Current Status for the 9/2018 issuance is now Void EBT Transaction (VD).
To void benefits at the client level with Reason Code 557- AU Requests closure, take the following steps in the ongoing month you want to complete the pending void:
NOTE: For Reason Code 557, benefits can be voided at the AU or client level. Benefits can be voided at the client level when Reason Code 557 is coded for one or more household members, and the AU has other eligible household members, and remains active.
The void occurs when one or more clients are terminated from the AU for the current benefit month with Reason Code 557, the AU remains active, benefits were issued for that month, but they are not available yet.
EXAMPLE: AU is active on food benefits and receives their benefits on the 15th of each month. On 8/25/18, benefits for 9/2018 are issued, but are not available until 9/15/18. On 9/1/18, the Head of Household (HOH) calls to request that benefits are terminated for one of the other clients on the AU.
The user codes the requested client as requesting termination for ongoing month 10/2018 as well as the current month 9/2018. During overnight batch, benefits for 9/2018 are voided, and the issuance status is updated. In ACES.online, on the Issuances page, the Current Status for the 9/2018 issuance is now Void EBT Transaction (VD). In the same overnight batch process, benefits are recalculated and reissued for the new amount after the requested client is removed from the calculation. The reissued benefits are displayed on the Issuances page in the Current Status section as Reissue Approved (RA).
All voided benefits are displayed on the Issuances page in the Current Status section as Void EBT Transaction (VD).
All reissued benefits are displayed on the Issuances page in the Current Status section as Reissue Approved (RA).
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.