200 Series Reason Code Protocols

Revised August 21, 2015

Purpose:

  • 200 Series Reason Code Protocols
  • Go to the Reason Code Link chart to link directly to a specific reason code or scroll through the list below.
  • For ACES Procedures go to ACES Letters in the ACES User Manual.

Code

Reason Code Title / Text

WAC References

Recommended Free Form Text

200

Non-Citizen Medicaid Ineligibility 

You do not meet the citizenship or alien status requirements to receive Washington Apple Health.

182-503-0505

182-503-0535

Need to specify which persons in AU do not meet citizenship requirements.

201

Living Arrangement - Cash / Medical Assistance
Due to your living arrangement, we do not consider you a member of the household.

388-408-0015

388-408-0020

388-408-0025

388-408-0060

388-408-0070

182-506-0010

182-506-0015

 

Your living arrangement does not meet our requirements because (specify relevant requirement and how client's living situation does not meet that requirement)      .

(Note to Users: This reason code is based on the valid value entered in the living arrangement field on the DEM1 screen).

202

Citizenship / Alien Status
Immigrant requirements have not been met to receive these benefits.

388-400-0070

388-424-0010

388-424-0015

388-424-0020

182-503-0505

182-503-0535

182-505-0115

182-505-0210

182-505-0240

182-505-0250

182-508-0001

 

If client submitted verification of alien status:

You do not meet the requirements because (specify relevant requirement and how client's alien status does not meet that requirement).                        .

If client didn't submit verification of status:

We can't determine if you meet our requirements because we do not have verification of your citizenship status.

203

Receiving SSI
People who receive Supplemental Security Income (SSI) can't receive DSHS cash benefits for themselves or a Housing and Essential Needs (HEN) Referral.

388-408-0020

388-400-0060

388-400-0070

388-474-0020

None Required

204

No Dependent Child
You are not pregnant and do not have a dependent child living with you. You will get another letter if you can get medical benefits from another program.  See WAC rule (Washington Administrative Code):

182-505-0240

If pending medical:

We have not figured out if you are eligible for medical assistance because we are still waiting to hear if your condition meets our definition of a disability or emergency medical condition.

205

Failed Age / School Attendance
Children over 18 years old must meet certain requirements to get these benefits. Your child does not meet these requirements.  See WAC rule (Washington Administrative Code):

388-404-0005

 

(Name) is # years old. S/he cannot get assistance because (specify requirement that client does not meet).     .

206

Living Arrangement - Food Assistance
Due to your current living arrangement, we do not consider you a member of the household.  See WAC rule (Washington Administrative Code):

388-408-0035

388-408-0040

388-492-0030

Your living arrangement does not meet our requirements because (specify requirement that client does not meet)     .

(Note to Users: This reason code is based on the valid value entered in the living arrangement field on the DEM1 screen).

207

Failed Eligible Student Requirement - Food Assistance
Students have to meet certain requirements to get benefits. You do not meet the requirements.  See WAC rule (Washington Administrative Code):

388-482-0005

Specify requirements and why client doesn't meet them.

208

Failed Social Security Number (SSN) Requirement

We don't have one of the following:

  • A valid Social Security Number (SSN)
  • Proof of a recent application for a SSN

182-505-0115

182-508-0001

388-476-0005

182-503-0505

182-503-0515

Need to specify which person(s) in AU we require the SSN for. 

209

Failed Refugee Requirement
Refugees and asylees must meet certain requirements to get benefits from this program. You do not meet the requirements. See WAC rule (Washington Administrative Code):

388-400-0030

388-466-0005

182-507-0130

182-507-0135

For refugees:
You entered the United States on 00/00/00.  (Specify why this doesn't meet the requirements.)

or

For asylees:
You were granted asylee status on 00/00/00. (Specify why this doesn't meet the requirement.)

 

 

Code

Reason Code Title / Text

WAC References

Free Form Text

210

Failed Residency Requirement
We do not consider you a resident of Washington.

388-400-0005

388-400-0040

388-400-0060

388-400-0070

388-454-0015

388-468-0005

182-503-0505

182-503-0520

182-503-0525

You do not meet the residency requirements because (specify client facts showing why client is not considered a WA resident)    .

212

No Relationship

To get cash assistance for a child, you must be:

  • a relative
  • a legal guardian,
  • acting as the child's parent, or
  • a court ordered custodian.

See WAC rule (Washington Administrative Code):

388-454-0005

388-454-0010

 

(Caretaker's name) is not a relative of specified degree, legal guardian, acting as a parent or permanent custodian of (Child's Name).

(Note to Users: This reason code is based on the valid value entered in the relationship field on the STAT screen).

If pending medical:
We have not figured out if you are eligible for medical assistance because we are still waiting to hear if your medical condition meets our definition of a disability or emergency.

213

Failed Pregnancy Requirement - S Medical & Family Planning Medical
You cannot get benefits until we have proof that you are pregnant or have been pregnant in the last 12 months. See WAC rule (Washington Administrative Code):

388-462-0010

388-408-0015

You are not eligible for post-partum coverage because it has been more than 2 months since your pregnancy ended.  or You are not eligible for family planning coverage since it has been more than 12 months since your pregnancy ended.

214

TANF Pregnancy Only - Father of Unborn Not Eligible
Only a pregnant woman can get TANF/SFA when there are no other children in the household. Until the baby is born, the father of your unborn child cannot get TANF/SFA.  SeeWAC rule (Washington Administrative Code):

388-408-0015

None Required

215

Failed Work Registration Requirements
You are required to participate in the Employment and Training program. You have not met the registration requirements or given us proof that you have good cause not to participate.  See WAC rule (Washington Administrative Code):

388-444-0015

388-444-0005

388-444-0050

You did not      on 00/00/00. You cannot get benefits from 00/00/00 to 00/00/00 unless you      .  If you don't do this, you will have to reapply after 00/00/00 and start participating.

218

Roomer - Food Assistance
The person listed above is a roomer. A roomer is someone who pays for rent and not for meals. Roomers must apply for food assistance on their own.  See WAC rule (Washington Administrative Code):

388-408-0035

None Required

219

Voluntary Quit
We do not have proof that you had good cause to quit your job.  SeeWAC rule (Washington Administrative Code):

388-444-0060

388-444-0065

388-444-0070

388-444-0075

You quit your job or reduced your work effort at      on 00/00/00. You cannot get benefits until [disqualification period] unless you become exempt from work registration.  If you want benefits, you must reapply.

You can get food assistance, during this time if you become exempt from work registration.


Code

Reason Code Title / Text

WAC References

Free Form Text

220

Failed Age Requirement - Medical
You do not meet the age requirement for this program.  See WAC rule (Washington Administrative Code):

182-505-0210

182-505-0211

182-508-0001

You must be         to get benefits from this program.

221

Failed Incapacity Requirement
We do not have proof that your condition keeps you from working for at least 90 days.

388-447-0001

(The social service specialist will provide mandatory free form text via the 14-118)

222

Eligibility Not Established For Month
We could not approve your benefits for the months listed because we did not get your information in time. You will get another letter listing the months that you can get benefits. See WACrule (Washington Administrative Code):

182-513-1315

182-515-1505

182-515-1510

388-406-0055

388-406-0056

None Required

223

Failed E&T Requirements - 2nd Offense
You are required to participate in the Employment and Training program. You have not met the registration requirements or given us proof that you have good cause not to participate. Since this is your second offense, you may not get food assistance for 3 months and until you participate.  See WAC rule (Washington Administrative Code):

388-444-0050

388-444-0005

388-444-0055

388-444-0010

You did not           on 00/00/00. You cannot get benefits until 00/00/00.  If you want food assistance after that, you must reapply and start participating.

224

Failed E&T Requirements - 3rd Offense
You are required to participate in the Employment and Training program. You have not met the registration requirements or given us proof that you have good cause not to participate. Since this is your third offense, you may not get food assistance for 6 months and until you participate.  See WAC rule (Washington Administrative Code):

388-444-0050

388-444-0005

388-444-0010

388-444-0055

You did not        on 00/00/00. You cannot get benefits until 00/00/00.  If you want food assistance after that, you must reapply and start participating.

225

Now Receiving SSI
When you get SSI (Supplemental Security Income) you also get medical benefits from DSHS. You will get a letter telling you about SSI Medical. If you have questions, please call 1-800-562-3022.  See WAC rule (Washington Administrative Code):

182-510-0005

None Required

226

Residing In Inpatient Psychiatric Institution
We cannot give you cash assistance while you are living in an inpatient psychiatric institution.  See WAC rule (Washington Administrative Code):

388-400-0060

388-400-0070

None Required

227

Under Previous Work Registration Penalty - Food Assistance
You have a penalty period because you did not participate in the Employment and Training program. We cannot give you food assistance until the penalty period is over, you reapply and you participate.  See WACrule (Washington Administrative Code):

388-444-0055

388-444-0050

388-444-0005

388-444-0010

You cannot get benefits until 00/00/00. We told you about this on 00/00/00.

228

IV-D Non-Cooperation
You have not helped DCS (Division of Child Support) get support for a child you get benefits for. You don't have to help DCS if you prove you have good cause because it would put you or a child in danger.  If you swear under oath that you have given DCS all the information you have, you will keep getting medical benefits. Contact your DCS worker for more information.See WAC rule (Washington Administrative Code):

388-422-0005

388-422-0010

388-422-0020

388-14A-2040

388-14A-2041

388-14A-2045

388-14A-2050

388-14A-2060

388-14A-2075

DCS told us that you (specify non-cooperation)     .

229

Exceeds Adult Recipient TANF Time Limits

An adult or emancipated minor in your assistance unit received 60 months of TANF/SFA cash assistance and doesn't qualify for a time limit hardship extension.

388-484-0005

388-484-0006

388-484-0010

None Required

 

Code

Reason Code Title / Text

WAC References

Free Form Text

230

Verification
You did not give us the information we asked for.  We can't figure out if you are eligible without it.

388-472-0005

388-490-0005

388-400-0070

On 00/00/00, I asked you to provide the following items by 00/00/00: List of items

232

IPV Disqualified
A judge or hearing officer found that you broke a food assistance rule on purpose. You will get another letter with information about your penalty. See WAC rule (Washington Administrative Code):

388-446-0020

388-446-0015

This is the (first/second/third) time that (name) has done this. S/he cannot get benefits again until 00/00/00.

233

Change In Household Size
The number of people getting assistance with you has changed. See WAC rule (Washington Administrative Code):

388-400-0060

388-400-0070

388-408-0025

388-408-0030

388-408-0035

388-408-0015

388-408-0020

(Name) moved in/out on 00/00/00. or (Name) is now/no longer getting benefits with you because.

235

Review Not Complete
We did not get your review form. If we get it before the end of the month, we will reconsider our decision. If you have already sent it, let me know.  See WAC rule (Washington Administrative Code):

182-504-0035

388-434-0005

388-434-0010

388-492-0110

388-492-0100

388-492-0090

388-400-0070

None Required

237

Change In Shelter Cost / Shelter Deduction
There was a change in the amount you pay for housing and utilities.  See WAC rule (Washington Administrative Code):

388-450-0195

388-478-0010

388-478-0020

388-478-0027

388-478-0090

388-492-0070

388-450-0190

388-478-0033

388-478-0035

For cash assistance:
You now have housing costs.

or
You no longer have housing or utility costs.

For food assistance:
Your____changed from $   to $   .

238

Change In Food Assistance Medical Expenses
Your medical expenses have changed.  See WAC rule (Washington Administrative Code):

388-450-0200

If newly elderly/disabled:

Since you are now considered disabled or elderly we are using your medical expenses to figure out how much of your income counts.

 

 

Code

Reason Code Title / Text

WAC References

Free Form Text

240

CEAP AUTO Close - For Administrative Use Only

None

None Required

242

Prior Lump Sum Penalty Period Exists
You cannot get assistance because of your lump sum payment.  See WAC rule (Washington Administrative Code):

388-450-0245

388-470-0005

182-509-0220

You got $      from      on 00/00/00. You cannot get benefits until 00/00/00. We told you about this on 00/00/00.

244

Death
We were notified someone passed away.  Please accept our condolences for your loss.

182-503-0505

388-408-0005

388-408-0035

388-492-0030

388-489-0025

Specify the person who died.

245

No Eligible Household Members
No one in your household meets the requirements to get assistance.  See WAC rule (Washington Administrative Code):

388-400-0070

388-408-0005

388-408-0015

388-408-0020

388-408-0025

388-408-0035

388-408-0060

388-408-0070

388-492-0030

If no other reason code or letter: No one is eligible because (specify the requirement if not met.  If more than one specify the one that applies to all members or the one that primarily prevented eligibility)      .

246

Under Previous Penalty
Your penalty period is not yet over. Ask your worker what to do to get out of sanction.  See WAC rule (Washington Administrative Code):

388-444-0055

182-505-0240

You cannot get benefits because (specify what action caused the penalty).     . We told you about this on 00/00/00. You cannot get benefits until 00/00/00.

247

Under Previous Non-Cooperation With QC Penalty
Your penalty period is not yet over. Ask your worker what to do to get out of sanction.  See WAC rule (Washington Administrative Code):

388-464-0001

You cannot get benefits for # months because (specify what action caused the penalty)     . You can regain your eligibility by (specify actions needed to be eligible again     . If you have any questions about this, call the Quality Assurance worker at (000) 000-0000.

248

Head of Household Not Eligible
The person listed as the head of household for your food assistance cannot get food assistance.  See WAC rule (Washington Administrative Code):

388-408-0035

388-468-0005

388-492-0030

(Name) cannot get benefits because (specify why that person cannot get benefits - requirement not met and why they don't meet it)     .

249

Receipt Of Benefits From Another State During Month
Your assistance unit already got benefits from another state this month. You can’t get assistance from Washington and another state in the same month. Please contact your worker if you and your children have an emergency.  See WAC rule (Washington Administrative Code):

388-468-0005

388-400-0070

182-503-0505

182-505-0210

182-505-0240

182-508-0001

You already got benefits from (Name of State).

 

Code

Reason Code Title / Text

WAC References

Free Form Text

250

Not Aged, Blind Or Disabled - Medical
You cannot get medical benefits under this program because you do not meet the rules set by the Social Security Administration (SSA). The rules say you must be age 65 or older, blind, or disabled.  See WAC rule (Washington Administrative Code):

182-508-0001

None Required

251

Already Received Food Assistance
You already got food assistance this month. You cannot get more unless you just moved to a shelter for battered women and children.  See WAC rule (Washington Administrative Code):

388-468-0005

388-408-0045

None Required

252

Non-Compliance Sanction for not participating in the WorkFirst program as required  See WAC rule (Washington Administrative Code):

388-310-1600

(Name) is in non-compliance sanction status.

254

Under Previous Transfer Of Resources Penalty - Food Assistance
Your assistance unit sold or gave away property for less than it was worth.  See WAC rule (Washington Administrative Code):

388-488-0010

You transferred your (type of property) on 00/00/00. Since you did not get the fair market value, you cannot get benefits from 00/00/00 to 00/00/00. We told you about this on 00/00/00.

255

Transfer Penalty Still In Effect (MA)
Your penalty period for transferring money or property has not ended. Your penalty cannot be stopped unless you prove that you cannot pay for your housing, food, clothing, or health needs.  See WAC rule (Washington Administrative Code):

182-513-1363

182-513-1364

182-513-1365

182-513-1366

388-488-0005

388-488-0010

You transferred your (type of property) on 00/00/00. Since you did not get the fair market value, you cannot get benefits from 00/00/00 to 00/00/00. We told you about this on 00/00/00.

256

Fleeing Felon & Parole Violation - CA / FA
Our rules say that no one fleeing or breaking parole/probation to avoid going to court or jail for a felony charge can get cash or food assistance.  See WAC rule (Washington Administrative Code):

388-442-0010
388-492-0120

Specify the information used to verify that A/R was fleeing or breaking probation/parole, and what the violation is.  A finding that the A/R is breaking probation or parole must be from an administrative body or court.

258

Failed ABAWD Requirement
You are an Able Bodied Adult Without any Dependents (ABAWD) who did not work or participate in a work or training program. You already got food assistance for three months in this 36-month period and cannot have more now.  See WAC rule (Washington Administrative Code):

388-444-0030

388-444-0035

388-444-0045

None required.

259

Temporary Absence Change Not Reported In 5 Days
Your child is out of your home for more than 180 days.  You did not tell us about this within 5 days of when you knew they'd be gone this long. As a penalty, you will not get your part of the grant for 1 month.

388-418-0007

(Name of child(ren)) left your house on (date).  You knew they were going to be gone for longer than 90 days because (specify information source and how recipient knew this).


Code

Reason Code Title / Text

WAC References

Free Form Text

260

Food Assistance Voluntary Quit - 2nd Offense
We do not have proof you had good cause to quit your job. Because this is the second time you quit a job without good cause, you cannot get food assistance for 3 months. After that, you must reapply and comply with the work requirements to get food assistance again.  See WAC rule (Washington Administrative Code):

388-444-0065

388-444-0075  
388-444-0070

You quit your job at      on 00/00/00. You cannot get benefits until 00/00/00 unless you reapply and (specify what client has to do to get benefits before that).

261

Food Assistance Voluntary Quit - 3rd Or Subsequent Offense
We do not have proof you had good cause to quit your job. Because this is the third time that you quit a job without good cause, you cannot get food assistance for 6 months. After that, you must reapply and comply with the work requirements to get food assistance again.  See WAC rule (Washington Administrative Code):

388-444-0065

388-444-0075
388-444-0070

You quit your job at      on 00/00/00. You cannot get benefits until 00/00/00 unless you reapply and (specify what client has to do to get benefits before that)..

262

Convicted of Receiving PA In 2 Or More States
We cannot give you cash assistance because you were convicted of fraud. You got benefits from more than one state at the same time. The only people with such a conviction that can get cash assistance are pregnant women.  See WAC rule (Washington Administrative Code):

388-446-0010

Specify which other state the benefits were received in and when they were received.

263

Convicted Of Unlawful Practices
You cannot get cash assistance right now because a court decided that you broke the law to get cash assistance.  See WAC rule (Washington Administrative Code):

388-446-0005

388-446-0010

 

388-400-0070

You were convicted on 00/00/00.  The court says you cannot get benefits until 00/00/00.

264

Minor Parent Inappropriate Living Situation
We did not approve your living arrangement. Unmarried parents who are younger than age 18 must have their living arrangement approved by the department unless they live with their parent, legal guardian or other adult relative.  See WACrule (Washington Administrative Code):

388-486-0005

None Required

265

Minor Parent Failed School Requirement
To get assistance, you must be in high school or in another program approved by the department.  See WAC rule (Washington Administrative Code):

388-486-0010

None Required

266

Non-Cooperation With TPL
We did not get your form about other coverage for your medical bills. You cannot get medical benefits from DSHS until we have the information. Your children can still get medical assistance.  See WAC rule (Washington Administrative Code):

182-503-0540

None Required

268

40% WorkFirst Sanction
You are not getting your part of the grant because you did not follow the rules about your IRP (Individual Responsibility Plan). You are in WorkFirst sanction. There are penalties for being in sanction   See WAC rule (Washington Administrative Code):

388-310-1600

(Name) did not (specify IRPrequirement not met)      on 00/00/00. We told you about this on 00/00/00. (Name) can regain eligibility by     .

269

10-Year Penalty For Fraudulent Statement
You are not eligible for food assistance because you have been convicted of providing false identification or residency information. This kind of conviction disqualifies you for ten years.  See WACrule (Washington Administrative Code):

388-446-0020

You were convicted on 00/00/00.

 

 

Code

Reason Code Title / Text

WAC References

Free Form Text

271

Trafficking Less Than $500 Or For Controlled Substance
You were convicted of trading food assistance for a controlled substance. See WAC rule (Washington Administrative Code):

388-446-0020
388-492-0120

You cannot get benefits from 00/00/00 to 00/00/00 because you     .

272

Permanent Disqualification - Illegal Trafficking More Than $500 Or For Controlled Substance
You are permanently disqualified from getting food assistance because you were:

  • Convicted of trading food assistance for a total of $500 or more;
  • Convicted twice of trading food assistance for a controlled substance;
  • Convicted of trading food assistance for firearms, ammunition, or explosives; or

See WAC rule (Washington Administrative Code):

388-446-0020
388-492-0120

You cannot get benefits from 00/00/00 to 00/00/00 because you     .

275

No Longer Receiving SSI
You no longer get SSI (Supplemental Security Income).

182-510-0005

388-492-0030

None Required

276

DSHS doesn't define your medical condition as an emergency.

182-507-0110

182-507-0115

182-507-0120

Specify who in the household doesn't meet the requirements.

277

Not Receiving Medical when Child is Born

The mother of the child listed above was not receiving medical assistance when the child was born.

182-505-0115 None Required

279

QMB Start Date - Administrative Use Only

None

None Required

 

 

Code

Reason Code Title / Text

WAC References

Free Form Text

280

Not Entitled To Medicare Part A
DSHS cannot pay for your Medicare Part B premium because you are not eligible for Medicare Part A. If you have questions about your Medicare coverage, call your Social Security Office.  See WAC rule (Washington Administrative Code):

182-517-0300

None Required

281

Waiver Not Approved
You need an approved plan of care before we can help pay for your care provider.  See WAC rule (Washington Administrative Code):

182-515-1505

182-515-1506

182-515-1510

182-515-1511

We do not have a plan of care for your (type of home or community based (HCB) program).

282

Indian Food Distribution Program
Your assistance unit got food from an Indian Food Distribution Program this month. You are not allowed to get food from two FNS (Food and Nutrition Services) programs in one month.  See WAC rule (Washington Administrative Code):

388-400-0040

None Required

284

Failed To Meet Spenddown Requirement
You didn't give us enough medical bills to meet your spenddown. You can reapply for medical at any time.  See WAC rule (Washington Administrative Code):

182-504-0020

None Required

285

Income Exceeds 250% Of FPL (CHIP)
The amount of your countable income is more than the maximum for the Children's Health Insurance Program (CHIP).  See WAC rule (Washington Administrative Code):

182-505-0100

182-505-0210

The income limit for your family size is $_____

286

Cash Diversion - Not Eligible ForTANF
To get Diversion Cash Assistance everyone in your family must be able to get TANF/SFA (Temporary Assistance for Needy Families/State Family Assistance).  See WAC rule (Washington Administrative Code):

388-432-0005

If no other reason code or letter: You are not eligible for TANF/SFA because     .

288

Ineligible ESLMB Already Receiving MA
You are not eligible for the Qualified Individual (QI-1) Program because you are receiving Medicaid Benefits. You are eligible for the State-funded Buy-In Program. We will pay for your Medicare Part A premiums, if you have any, as well as your Part B premiums, coinsurance, and deductibles.   See WAC rule (Washington Administrative Code):

182-517-0300

None Required

289

Failed To Appear For Application Appointment CA/MA/FA
You or a representative did not appear for the scheduled appointment required to determine your eligibility for financial, medical or food stamp assistance.  See WAC rule (Washington Administrative Code):

388-400-0070

388-406-0050

388-406-0060

388-406-0035

388-452-0005

None Required

 

 

Code

Reason Code Title / Text

WACReferences

Free Form Text

290

Overdue Incapacity Review
You were approved for a limited time period based on the medical information we had. That time period is over and we did not get your updated medical information.

388-447-0110

388-400-0060

388-449-0150

None Required

292

Group Home Decertified
The facility where you live is no longer certified to get food assistance for you. You can't get food assistance while you live there.  See WAC rule (Washington Administrative Code):

388-408-0040
388-460-0010

You live at (Name of Facility).

294

Changed To Family Planning
Since you are no longer pregnant, the type of medical coverage you receive has changed. You will start receiving coverage for only family planning services.  See WAC rule (Washington Administrative Code):

182-505-0115

None Required

295

Dependent Has Creditable Medical Coverage (CHIP)
Your child/children have other medical coverage.  See WAC rule (Washington Administrative Code):

182-505-0215

None Required