Quality Assurance Sanction

Created on: 
Oct 29 2015

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

What is a Quality Assurance (QA) Sanction?

Clients who receive benefits in the following programs are required to cooperate with the QA review process:
  • Temporary Assistance for Needy Families (TANF),
  • State Family Assistance (SFA), or
  • Food assistance through the Basic Food program, Transitional Food Assistance (TFA), or the Washington Combined Application Project (WASHCAP).

Clients who do not cooperate with the QA review process are ineligible for assistance. For more information, see EAZ Manual - WAC 388-464-0001 Am I required to cooperate with quality assurance?

How long is a Quality Assurance (QA) sanction?

For food assistance, the entire Assistance Unit (AU) is ineligible for 125 days after the end of the annual QA review period. 

For Temporary Assistance for Needy Families (TANF), the adult recipients or payees in the AU are ineligible for 120 days after the end of the annual QA review period.

The QA review period covers the federal fiscal year which runs from October 1st of one calendar year through September 30th of the following year. For more information, seeEAZ Manual - WAC 388-464-0001 Am I required to cooperate with quality assurance?

Online Processing

How do I process a Quality Assurance (QA) sanction?

To process a QA sanction, take the following steps:

  1. Go to the Case Actions page.  For more information, see How do I access the Case Actions page in ACES 3G?
  2.  Click Start Changes in the Change of Circumstances section on the Case Actions page.
    • Benefit Month field - Select the [month and year] from the drop-down list if the sanction is to be entered in a historical month.
  3. Select the appropriate Assistance Units Summary page from the Navigation tree.
  4. On the AU Details page, complete the following fields:
  •  Reasons at the AU level select Non-Coop with QC Review Process (556) from the drop down list.
    • Error Reason Code can only be entered at the AU level displays if the reason code is entered at the client level Reason field.
  • Penalty End Date - Enter [0202YY] for Food Assistance AUs and [0128YY] for Cash AUs. The year must be the year beyond the current year.
NOTE: If the penalty end date is entered incorrectly, the following message displays, depending on the AU type.
End Date Month and Day must be 02/02 Food 
End Date Month and Day must be 01/28 TANF/SFA
For more information, see How long is a Quality Assurance (QA) sanction.
  1. From the Navigation tree, select Review.
  2. If there are no errors on the Review page, click Eligibility on the Navigation tree.
  3. On the Eligibility page, a Details link displays to the right of any AU that is currently active. Click the Details link.
  4. Confirm the following for the sanctioned client on the Eligibility Details page before clicking Confirm Benefits:
  • ​Financial Responsibility field - FS E&T Disqualified (FD)
  • Reason field - Non-Coop with QC Review Process (556)
  • Penalty Type field - Non-Cooperation w/ QC (Q) End Date: 02/02/20YY 
  1. Click Commit Changes on the Eligibility page.

How do I lift a Quality Assurance (QA) sanction?

When a client cooperates with QA prior to the penalty end date, the client is required to reapply for Basic Food, see EAZ Manual - WAC 388-464-0001 Am I required to cooperate with quality assurance?

To lift a QA sanction for an AU that has been reinstated or reopened prior to the Penalty End Date, take the following steps. 

  1. Go to the Case Actions page.  For more information, see How do I access the Case Actions page in ACES 3G?
  2. Click Start Changes in the Change of Circumstances section on the Case Actions page.
  3. Select Sanctions from the Navigation tree.
  4. On the Sanctions page in the Penalty section for each household member with a Non-Cooperation w/ QC (Q) sanction, delete the sanction by doing one of the following:
    • Select the Delete Details box to the right of the sanction under the Red X,
    • OR Click on each client penalty and from the Tool Bar on the top of the 3G page, click the Red X. 
  1. From the Navigation tree, select Review.
  2. If there are no errors on the Review page, click Eligibility on the Navigation tree.
  3. On the Eligibility page, a Details link displays to the right of any AU that is currently active. Click the Details link.
  4. Confirm the following for the sanctioned client on the Eligibility Details page before clicking Confirm Benefits:
  • Financial Responsibility: Recipient (RE)
  • Status: Active (A) 
  1. Click Commit Changes on the Eligibility page.

Does a Quality Assurance (QA) sanction follow children when they move to another household?

When children have been closed from an Assistance Unit (AU) with Reason Code 556 - Non-Coop with QC - Food Assistance due to an adult’s non-cooperation with the Quality Control (QC) process, the sanction should not remain with the child if they move to a separate household. ACES does not recognize that the QC sanction should be removed from the child.

To remove the QC sanction for a child who is an applicant in a cooperating household, take the following steps:

  1. Follow the steps in the following chapters to add a child(ren) to a Basic Food AU:
  1. During the Interview, on the Sanction page in the Penalty section for each child(ren) with a Non-Cooperation w/ QC (Q) sanction, delete the sanction by doing one of the following:
    • Select the Delete Details box to the right of the sanction under the red X,
    • Or click on each client penalty and from the Tool Bar on the top of the 3G page, click the Red X.
  2. From the Navigation tree, select Review.
  3. If there are no errors on the Review page, click Eligibility on the Navigation tree.

Mainframe Processing

How do I process a Quality Assurance (QA) sanction?

To process a QA sanction, take the following steps:

  1. On the AMEN screen, enter Option [R] - Interim/Hist Change in the Selection field.
  2. On the STAT screen complete the following fields:
  • AU Status Reasons field - Enter Reason Code [556] - Non-Coop with QC - Food Assistance.
    • Edit 2281 - REASON CODE CAN ONLY BE ENTERED AT THE AU LEVEL displays if the reason code is entered at the client level.
  • Penalty End Date field - Enter [0202YY].
    • The year must be the year beyond the current year.
NOTE: One hundred twenty-five days after the end of the federal fiscal year (September 30th) is always February 2nd. The penalty end date should be 0202YY with only the year changing. Edit 2280 - END DATE MMDD MUST BE ‘0202’ WHEN REAS CODE EQUALS 556 FOR A FS AU displays if the end date is entered any other way. For more information, see How long is a Quality Assurance (QA) sanction?
  1. Call DONE and on the ELIG screen, confirm the following for all clients:
  • Finl Resp field - [FD] - FS E&T Disqualified (FS).
  • Rsn field - Reason Code 556 - Non-Coop with QC - Food Assistance.
  • Penalty T field - [Q] - Non Cooperation QC.
  • Penalty Date field - 0202YY.
  1. Verify and commit the data.

How do I lift a Quality Assurance (QA) sanction?

When a client cooperates with QA prior to the penalty end date, the client is required to reapply for Basic Food, see EAZ Manual - WAC 388-464-0001 Am I required to cooperate with quality assurance?

  1. To reopen the Basic Food Assistance Unit (AU), follow the steps in How do I re-open a previously closed or denied AU?
  2. Complete the interview following the instructions in the Interview chapter.
  3. On the STAT screen for each month complete the following:
  • Penalty Type field - Remove the [C] - Failure to Coop W/Other Agency Ref.
  • Penalty End Date field - Remove the date. 
  • Penalty T field - For each client, remove the [Q] - Non Cooperation QC.
  • Penalty Date field - For each client, remove the date. 
  1. After committing the interview data, follow the instructions in How do I complete Process Application Months?
  2. When all pending months have been processed, follow instructions in the Finalize Application chapter to complete the re-open process.

Does a Quality Assurance (QA) sanction follow children when they move to another household?

When children have been closed from an Assistance Unit (AU) with Reason Code 556 - Non-Coop with QC - Food Assistance due to an adult’s non-cooperation with the Quality Control (QC) process, the sanction should not remain with the child if they move to a separate household. ACES does not recognize that the QC sanction should be removed from the child.

To remove the QC sanction for a child who is an applicant in a cooperating household, take the following steps:

  1. Follow the steps in the following chapters to add a child to a Basic Food AU:
  1. During Option O - Interview, on the STAT screen for the affected child(ren):
  • Penalty T field - Delete the [Q] - Non Cooperation QC.
  • Penalty Date field - Delete the date. 
    • If the information does not carry back from Option O - Interview, remove the penalty coding from the STAT screen for each of the prior month(s) in Option P - Process Appl Months.
  1. Finish processing by completing the steps in the Finalize Application chapter.

 

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