Add/Edit/Delete Authorized Representative (AREP)

 

How do I add an authorized representative (AREP) during screening?

To add an AREP during screening, take the following steps:

  1. On the Applicant page, enter a checkmark in the AREP/Payee checkbox.
  2. On the Add AREP page, select the appropriate Authorized Representative/Protective Payee Type using the drop down box.
  3. Enter the appropriate Corporate or NameAddress and Phone number for the AREP.
    • Some AREP/Payee type codes can only be used with specific program types.
    • Only certified facilities are authorized to receive Basic Food benefits on a client’s behalf, when AREP/Payee type AA – FS Auth rep for client in drug/alcohol facility (AA) or GH – FS Payee Group Homes (GH) is selected, the following message displays on the Add AREP page:
    • “This AREP Type must be matched to a list of valid values: Enter Name and/or City to search for AREP -or- leave fields blank for complete list”.
  4. To locate the correct facility, enter the Name (must be exact) and/or City of the facility the client is residing in on the Add AREP page, click the Next button. The Add AREP – Matches page displays.
  5. From the Add AREP – Matches page, click the radio button next to the appropriate facility. Then click the Next button and the Verify AREP – Match page displays.
    • If no search criteria information is entered, the Add AREP – Matches page displays all active FS – Auth rep for client in drug/alcohol facility (AA) or FS Payee Group Homes (GH) known to ACES.
    • If the facility your client resides in is not certified to receive Basic Food benefits, it will not display in the FS – Auth rep for client in drug/alcohol facility (AA) or FS Payee Group Homes (GH) list.
  6. Click the Next button and the Verify AREP – Match page displays.
    • If the information displayed on the Verify AREP – Match page is correct, click the Next button.
    • If the information is incorrect and you want to modify your search criteria to select a different facility or select a different AREP/Payee type, click the Back button.
    • If you determine that you do not wish to add an AREP/Payee to your case, click the Skip button.
NOTE: Letters sent to Group Homes can be viewed in Letter History in aces.online. 
  1. To assign another payee to an AU, enter a checkmark in the Add More checkbox and click the Next button. The Add AREP page displays, allowing entry of another AREP.
  2. When finished adding the data for your last AREP/Payee, click the Next button to proceed with the screening process.

OR

The Add AREP page can also be accessed by clicking the Add AREP link at the top of the Finalize page.

  1. On the Add AREP page, select the appropriate Authorized Representative/Protective Payee Type using the drop down box.
  2. Enter the appropriate Corporate or NameAddress and Phone number for the AREP.
  3. Click the Next button and the Finalize page displays.
  4. On the Finalize page, select the checkbox next to all programs the client has requested an AREP for.
    • If Food Assistance (FS) is selected them the Expedited Food Assistance Determination Criteria questions display.
    • Enter the [application date].
  5. Click the Commit button and the Commit Status page displays.
  6. Click the Exit Screening button to save data.

 

How do I edit AREP/Payee details during screening?

To edit AREP/Payee details during screening, take the following steps:

  1. From the Finalize page, click the Program name link to view the Finalize – Program Details page.
  2. Click the AREP/Payee Name link to go to the Edit AREP page where you can review current AREP data.
  3. To delete an AREP remove the checkmark from the AREP/Payee checkbox next to the AREP you want deleted.
    • Re-enter a checkmark in the AREP/Payee checkbox to re-add the AREP.
  4. NOTE: Editing or deleting an AREP from an active or pending AU must be done in ACES mainframe. See Authorized Representative/Protective Payee - How do I edit an authorized representative from an active or pending AU?
  5. Edit the AREP/Payee details as needed.
    • If no changes are needed, click the Skip button or the Next button to be returned to the Finalize – Program Details page.