Add a Person

Created on: 
Aug 31 2017

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

What is Add a Person?

Add a Person is used to add additional household members to an existing Assistance Unit (AU).

Can Add a Person be completed on the same day when reinstating an Assistance Unit (AU)?

When an AU is reinstated for current and ongoing month(s), users can start the Add a Person process but must finalize the case at a later date. If the Add a Person is finalized on the same day the AU is reinstated, the system does not create the supplemental Benefits Error Group (BEG). The system needs to run a nightly batch process to recognize a change to the AU.

Online Processing

How do I add a person to an existing Assistance Unit (AU)?

In aces.online, to add a person to an active or pending AU, follow one of the processes below:

From the Welcome Back page, enter the following information in the Quick Navigation section:

  1. Select Assistance Unit from the Select a Type of ID drop down box.
  2. Enter the [AU number you want to add the person to] in the Enter an ID field.
  3. Select Add a Person from the Select a Page drop down box.
  4. Click the Go.
  • The Applicant page for the head of household displays in a new window, follow steps #6 below to proceed.

From the Welcome Back page, enter the following information in the Quick Navigation section:

  1. Select Assistance Unit from the Select a Type of ID drop down box.
  2. Enter the [AU number you want to add the person to] in the Enter an ID box.
  3. Click the Go.
  4. From the Summary - Assistance Unit page, select the Case Maintenance link.
  5. Select Add a Person from the drop down list.
  • The Applicant page for the head of household displays in a new window and cannot be updated if the head of household is active on any AUs.
  1. Click the Next button and the Add Member-Search Criteria page displays.
  2. On the Add Member-Search Criteria page,
  • In the Client ID field - Enter the [Client ID] of the person the client is applying for, if known.
  • ​If the Client ID is not known,
    • SSN field - Enter the client's [Social Security Number].
    • Name field - Enter the client's [First Name], [M initial] and [Last Name].
    • Birthdate field - Enter the client's [Date of Birth].
    • Gender field - Select the appropriate Gender from the drop down menu.
      • Click the Next button and the Add Member - Client Matches page displays.
NOTE: ACES compares the client data entered with existing information on the database and displays a list of possible matches. It is important to review all matches carefully.
  • If an exact match is found, the Exact Match section displays with the matched client’s demographic information. If this client is the same as your client, click the Next button to confirm.
  • If the system finds a client that appears to be the same as your client, a list of possible matches displays. Review the case information by clicking the CLID to determine if it is the same person. Select that client.
  • If no match is found, click checkbox next to Assign new Client ID.
  1. Click the Next button and the Add Member page displays.
  2. On the Add Member page complete the following fields:
  •  Relationship to HOH field - Select the appropriate relationship from the drop down menu.
  •  Race Primary/Additional field - Select the appropriate Race from the drop down menu.
  1. Click the Next button and the Equal Access - Screening page displays.
  2. On the Equal Access - Screening page:
  • Click the button to indicate if the client needs extra help in obtaining or keeping benefits.
    • If Yes or Declined to answer is selected, the Equal Access plan must be completed. See Equal Access.
    • If No or Client not present is selected, click Next and the Finalize page displays.
  • When the Equal Access plan has been completed, click the Next button and the Finalize page displays.
  1. On the Finalize page:
  • Select the program(s) the client is being added to by entering a checkmark in the checkbox next to the program(s) name.
  • Application Date - Enter the [date of change].
    • The application date cannot be earlier than the active AU’s application date.
  • Confirm that the case is assigned to the correct user ID.
  • Click the Commit button and the Commit Status page displays.
  1. On the Commit Status page, click the Exit Screening button to save data.
  2. Enter client data following the instructions in the Interview.
  3. After committing the data, follow the instructions in Process Application Month.
  4. After all pending months have been processed, follow the instructions in Finalize Application.

Mainframe Processing

This function does not exist in ACES Mainframe. For more information, see Online Processing.

 

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