SCREEN DESCRIPTIONS R thru S
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SCREEN DESCRIPTIONS R thru S


Revised January 9, 2013



RES1 – Resources 1 Screen

 

RES2 – Resources 2 Screen

 

RES3 – Resources 3 Screen

 

SANC – Client Sanctions Screen

 

SHEL – Shelter Expense Screen

 

SPEC – Eligibility for Special Programs Screen

 

SSNA – Additional SSNs and Names Screen

 

STAT – Assistance Status Screen

 

STAY – Short Stays Screen

 


RES1 – RESOURCES 1 SCREEN

What is the RES1 screen?

 

How do I complete the RES1 screen?

 

What function keys are available on the RES1 screen?

 


 

What is the RES1 screen?

 

·         The RES1 screen is a client level screen used to collect information and record changes regarding a client’s liquid resources, life insurance policies, and burial funds or contracts.

 

·         The RES1 screen follows the MEDX, NCPS, or DEM4 screen in the regular screen flow depending on the program for which the client is applying.

 

·         For more information about this screen, see <F2> Help.

 

How do I complete the RES1 screen?

 

·         Please refer to <F1> Help for the appropriate valid values to complete each of the following fields:

 

1.    In the Liquid Resources section:

 

o    Del: Enter [Y] and <F24> to delete the information listed.

 

o    Type: Enter client’s liquid resource type code. 

 

o    Amount: Enter the dollar amount.    

 

o    Acct number: Enter the account number.

 

o    Institution Name: Enter the name of the bank or other financial institution.  

 

o    Sep Prop: Enter the code to indicate if the income is to be considered separate property. 

 

¨        Entering [Y] – Yes in this field will only affect those resources on cases in which policy supports the resource being treated differently if it is separate property.  See EAZ Manual – WAC 388-470-0005 How do resources affect my eligibility for cash assistance, medical assistance, and basic food?

 

2.    In the Insurance Policies section:

 

o    Type: Enter the type of insurance policy.

 

o    Face Amt: Enter the face value of the insurance policy.

 

o    Cash Amt: Enter the cash surrender value of the insurance policy. 

 

o    Policy Num: Enter the policy number.

 

o    Institution Name: Enter the name of the insurance company or institution.

 

o    Sep Prop: Enter the code to indicate if the income is to be considered separate property. 

 

¨        Entering [Y] – Yes in this field will only affect those resources on cases in which policy supports the resource being treated differently if it is separate property.  See EAZ Manual – WAC 388-470-0005 How do resources affect my eligibility for cash assistance, medical assistance, and basic food?

 

What function keys are available on the RES1 screen?

 

RES1 Function Keys

When the user presses

This happens

<F16> - eftm

The EFTM screen displays and provides access to the EFTR (EFT Registration) screen in update or inquiry mode. This function does not work if the AU is not associated with a cash AU, Edit 0617 – THIS PROG CODE IS NOT A CASH PROGRAM will display.

<F24> - del

Enter [Y] in the DEL field and press <F24> to delete resource and associated information on the RES1 screen.

 


RES2 – RESOURCES 2 SCREEN

What is the RES2 screen?

 

How do I complete the RES2 screen?

 

What function keys are available on the RES2 screen?

 


 

What is the RES2 screen?

 

·         The RES2 screen is a client level screen used to enter information on vehicles and real property owned by the client.

 

·         The RES2 screen follows the RES1 screen in the regular screen flow.

 

·         For more information about this screen, see <F2> Help.

 

How do I complete the RES2 screen?

 

·         Please refer to <F1> Help for the appropriate valid values to complete each of the following fields:

 

1.    In the Vehicle/Vessels section:

 

o    Del: Enter [Y] - and <F24> to delete the information listed.

 

o    Type: Enter the appropriate vehicle/vessel type code.

 

o    Use MA/CA FS: Enter the appropriate vehicle/vessel use code.

 

o    FMV: Enter the amount the vehicle/vessel could be sold on the open market in the geographical area involved.

 

o    Encumb Amount: Enter the amount the client owes.                      

 

o    Yr: Enter the year of the vehicle/vessel.

 

o    Make: Enter the make of the vehicle/vessel.

 

o    Mod: Enter the model of the vehicle/vessel.

 

o    License Number: Enter the license number.

 

o    Registration: Enter the registration number.

 

o    VIN/HIN: Enter the VIN (Vehicle Identification Number) or HIN (Hull Identification Number).

 

o    Sep Prop: Enter the code to indicate if the income is to be considered separate property. 

 

¨        Entering [Y] – Yes in this field will only affect those resources on cases in which policy supports the resource being treated differently if it is separate property.  See EAZ Manual – WAC 388-470-0005 How do resources affect my eligibility for cash assistance, medical assistance, and basic food?

 

2.    In the Real Property section:

 

o    Address, City, ST and Zip: Enter the address of the real property.

 

o    Del: Enter [Y] and <F24> to delete the information listed.

 

o    Use: Enter the use code for the real property.     

 

o    FMV: Enter the amount the real property resource could be sold for on the open market in the geographical area involved.

 

o    Encumb: Enter the total amount of encumbrances against the real property. 

 

o    Equity Amount: Enter the Fair Market Value (FMV) of the resource minus any encumbrance amount. No value will display in this field if the Encumb amount is greater than the FMV amount.                         

           

o    Try to Sell: Enter the appropriate indicator code.

 

¨        See EAZ Manual – WAC 388-470-0045 How do my resources count toward the resource limits for cash assistance and family medical programs? for more information on what is considered a good faith effort to sell real property.

 

o    Sep Prop: Enter the code to indicate if the income is to be considered separate property. 

 

¨        Entering [Y] – Yes in this field will only affect those resources on cases in which policy supports the resource being treated differently if it is separate property.  See EAZ Manual – WAC 388-470-0005 How do resources affect my eligibility for cash assistance, medical assistance, and basic food?

 

3.    In the ORF Lien section:

 

o    Stat: Enter the appropriate Lien Status code.

 

o    Date: Enter the MMDDYY that OFR established the lien.

 

What function keys are available on the RES2 screen?

 

RES2  Function Keys

When the user presses

This happens

<F24> - del

Enter [Y] in the DEL field and press <F24> to delete resource and associated information on the RES2 screen.

 


RES3 – RESOURCES 3 SCREEN

What is the RES3 screen?

 

How do I complete the RES3 screen?

 

What function keys are available on the RES3 screen?

 


 

What is the RES3 screen?

 

·         The RES3 screen is a client level screen used to enter information on all other types of resources not entered on the RES1 or RES2 screens that may affect eligibility for benefits.

 

o    Examples of other personal property types are tools, machinery, timber, crops, and livestock.

 

·         The RES3 screen follows the RES2 screen in the regular screen flow. 

 

·         For more information about this screen, see <F2> Help.

 

How do I complete the RES3 screen?

 

·         Please refer to <F1> Help for the appropriate valid values to complete each of the following Other Resources fields:

 

1.    Del: Enter [Y] and <F24> to delete the information listed.

 

2.    Type: Enter the appropriate personal property type code.

 

3.    FMV Amt: Enter the amount the resource could be sold for on the open market in the geographical area involved at the time.

 

4.    Encumb Amt: Enter the total amount of all legal claims against the resource the client would have to pay off in order to convert the resource to cash.                                  

 

5.    Sep Prop: Enter the code to indicate if the income is to be considered separate property. 

 

o    Entering [Y] – Yes in this field will only affect those resources on cases in which policy supports the resource being treated differently if it is separate property.  See EAZ Manual – WAC 388-470-0005 How do resources affect my eligibility for cash assistance, medical assistance, and basic food?

 

What function keys are available on the RES3 screen?

 

RES3 Function Keys

When the user presses

This happens

<F24> - del

Enter [Y] in the DEL field and press <F24> to delete resource and associated information on the RES3  screen.

 


SANC – CLIENT SANCTIONS SCREEN

What is the SANC screen?

 

How do I complete the SANC Screen?

 


What is the SANC screen?

 

·         The SANC screen is a client level screen and is used to record information about penalty income, temporary absences not reported and intentional Program Violation Disqualifications.        

 

·         For more information about this screen, see <F2> Help.

 

How do I complete the SANC screen?

 

·         Please refer to <F1> Help for the appropriate valid values to complete each of the following fields:

 

1.    Penalty Income: This field is AUTO populated when a client is sanctioned from their cash assistance AU for non-cooperation with WorkFirst or the Division of Child Support requirements.

 

o    Penalty income is income that is sanctioned from a cash assistance program. This amount is budgeted as unearned income when the client is a member of a Basic Food AU.

 

o    See Disqualifications and Sanctions on how to complete the screens that AUTO populate the Penalty Income field.

 

o    Review the FSFI screen to ensure the penalty income is used in the Basic Food computation.

 

o    See EAZ Manual – WAC 388-422-0010 Do I have to cooperate with the division of child support (DCS)?, WAC 388-310-1600 WorkFirst Sanctions.  See WorkFirst Implementation Handbook.

 

2.    Sanction Reason: Enter the reason code to sanction a client for unreported absence of a child.

 

o    For TANF/SFA a caretaker relative must report the temporary absence of a child within 5 days of learning that the child’s absence will exceed ninety days. See EAZ Manual – WAC 388-418-0005 How will I know what changes I must report?

 

o    See Disqualifications and Sanctions – Temporary Absence of Child Becomes Permanent, Not Reported.

 

3.    Eff Start Dt and End Dt: ACES will AUTO fill the Eff Start Dt field and the End Dt field based on the benefit month being processed and allowing 10 day advance notice to be given.

 

o    At the end of the sanction period, ACES will add the client back to the AU.

 

4.    IPV section:

 

·         To enter IPV information for a client not known to ACES use the DRS- Disqualified Recipient System process on the LMEN submenu. See Disqualifications and Sanctions.

 

o    Ind: Enter the type of disqualification per valid values. See <F1> Help.

 

o    Ctr: Enter the appropriate months of disqualification.

 

o    Dec/Off Dt: Enter the date of the Intentional Program Violation hearing decision (IPV).

 

¨        Many times the user will receive ALERT 257 DRS MATCH FOUND. The user should view this alert and code the information in the IPV section appropriately. The disqualification will AUTO carry to the STAT  screen if the disqualification is to be served now.

 

o    Start Dt: Enter the date the disqualification is to begin allowing for 10 day advance notice. The date entered here must be greater than the date entered in the Dec/Off Dt field.

 

o    Pnlty End Dt: This field is automatically filled in based on the number of offenses and the disqualification decision date.

 

¨        The penalty end date is calculated with month 1 being the first month after allowing for 10 day advance notice.

 

o    Override Dt: Use this date to override the system set penalty end date.  If for some reason, based on policy, the end date is not correct enter the correct penalty end date in this field. The system will display the date entered here in the Pnlty End Dt field and in the Penalty Date field on the STAT and ELIG screens.

 

5.    Resource Transfer Penalty Periods section:

 

o    Penalty Start Date: Enter the penalty start date.

 

o    Penalty End Date: Enter the penalty end date.

 

¨        Up to 4 occurrences of the penalty start and end dates can be displayed at one time.

 


SHEL – SHELTER EXPENSE SCREEN

What is the SHEL Screen?

 

How do I complete the fields on the SHEL screen?

 

How does information on the SHEL screen affect Medical AUs?

 


 

What is the SHEL Screen?

 

·         The SHEL screen is used to record shelter expenses such as rent and utilities.

 

·         Only the SHEL screen for the head of household displays in the regular screen flow.

 

·         For more information about this screen, see <F2> Help.

 

How do I complete the fields on the SHEL screen?

 

·         Please refer to <F1> Help for the appropriate valid values to complete each of the following fields:

 

1.    Rent AMT: Enter the rental obligation or

 

2.    Mortgage AMT: Enter the client’s mortgage obligation.

 

o    If the household contains an ineligible AU member with income, such as an undocumented alien, the shelter costs should be coded on that member’s SHEL screen. This will prorate the shelter expenses.

 

3.    Primary Heat/Cool Source: Enter the type of heating or cooling source.

 

4.    Public Housing or Rent Subsidy: Indicate if the client is living in subsidized housing.

 

o    See EAZ Manual – WAC 388-478-0010 Households with obligations to pay shelter costs.

 

5.    Util Std: Enter the client’s utility standard. This field is used to compute Basic Food eligibility for the household.

 

o    The utility standard information normally is entered on the SHEL screen of the client who is the head of household for the Basic Food AU except in the following situation:

 

¨        If the Basic Food household contains an ineligible member (ND) with income (such as ineligible aliens, clients who refuse to provide a social security number, etc.), the SUA utility standard needs to be coded on the ND (Ineligible member) SHEL screen. After determining the correct SUA based upon the number of members in the AU, the SUA may be prorated as a part of the AU's shelter expenses. 

 

¨        See EAZ Manual – WAC 388-450-0140 How does the income of an ineligible assistance unit member affect my eligibility and benefits for Basic Food? and WAC 388-450-0195 Utility allowances for Basic Food Programs.

 

o    If the head of household is a non member (NM) (such as an ineligible student), the utility standard needs to be entered on the SHEL screen for one of the AU members who has a financial responsibility code of RE – Recipient.

 

o    Only one utility standard can be entered per Basic Food AU. If more than one is entered, the user will receive Edit 1858 – UTILITY STANDARD ENTERED ON MULTIPLE CLIENTS when trying to commit the data.

 

o    For more information, see Utility Allowance (SUA).

 

6.    Others Sharing Utilities: Is no longer used for benefits months after November 2000.

 

How does information on the SHEL screen affect medical AUs?

 

·         The income standard for cash AUs as well as some medical programs is based on whether or not a household has a shelter obligation so it is important to enter the shelter amount on the SHEL screen if a client has a shelter obligation.

 

·         For medical cases that use the Federal Poverty Level (FPL) as the income standard, the shelter obligation is not used to determine eligibility.

 


SPEC – ELIGIBILITY FOR SPECIAL PROGRAMS SCREEN

What is the SPEC screen?

 

How do I complete the fields on the SPEC screen?

 

What function keys are available on the SPEC screen?

 


 

What is the SPEC screen?

 

·         The SPEC screen is used to record and confirm financial eligibility results for the non-automated eligibility program types such as W03 (Detox Medical Program)andCEAP (Consolidated Emergency Assistance Program).

 

o    See Finalize Application chapter.

 

·         For more information about this screen, see <F2> Help.

 

How do I complete the fields on the SPEC screen?

 

·         Please refer to <F1> Help for the appropriate valid values to complete each of the following fields:

 

1.    Confirm: Enter [Y] – Yes to confirm eligibility.

 

2.    AU Status: This field is auto-populated to show the status of the AU.

 

3.    Bnft Amt: Enter the authorized amount (CEAP Program only)

 

4.    Begin Date: This field is auto-populated by the system.

 

5.    Paid Thru Date: Shows the last date for which benefits were issued under this program.

 

6.    Vendor: Enter [Y] – Yes if there is a vendor.

  

7.    Bnft Eff Date: This is AUTO populated at confirm.

 

8.    Letter Type: Displays the letter number generated by ACES.

 

9.    Wave Advr Act Period: Enter the appropriate code for adverse action.

 

10.  Letter Override: Enter the appropriate code regarding letter issuance.

 

11. Rev Begin Date: Displays the month and year the period begins

 

12. Rev End Date: Displays the month and year the review period ends.

 

What function keys are available on the SPEC screen?

 

SPEC Function Keys

When the user presses

This happens

<F15> - Lett

This function has been moved to aces.online.

 


SSNA – ADDITIONAL SSNS AND NAMES SCREEN

What is the SSNA Screen?

 


 

What is the Additional SSNs and Names Screen?

 

·         The SSNA screen will only appear in the regular screen flow if there is data entered on it or a [Y] – Yes is entered in the Alt Name and /or More SSNs field on the DEM1, or if there has been a change to a clients name or social security number (SSN).

 

·         For more information about this screen, see <F2> Help.

 

o    The names and SSNs on this screen cannot be changed, but new names and/or SSNs can be added.

 

o    When information is entered on the SSNA screen the new demographic information for that client is compared to the existing demographic information on the database and the Name Clearance Screen NMCL displays. See Screening – Verify Name Clearance Data.

 


STAT – ASSISTANCE STATUS SCREEN

 

What is the STAT screen?

 

How do I complete the fields on the STAT screen?

 

What function keys are available on the STAT screen?

 


 

What is the STAT screen?

 

·         The STAT screen displays information entered during Screening such as program code, type code, medical coverage group, application date, and is used to collect information regarding the financial responsibility of the head of household to each other member of the household.

 

·         The STAT screen displays information for one program at a time.

 

·         The information above the dotted line is about the assistance unit (AU) and the information below the dotted line is about the client.

 

·         The enterable fields on this screen are listed below.  All other fields on this screen are pre-filled by ACES based on client data entered in other parts of the system.

 

·         For more information about this screen, see <F2> Help.

 

How do I complete the fields on the STAT screen?

 

·         Please refer to <F1> Help for the appropriate valid values to complete each of the following fields:

 

1.    WASHCAP Opt Out: Enter a code to indicate the reason a WASHCAP Basic Food client has chosen to opt out of WASHCAP.

 

2.    Extra Help: Indicates if the head of household has any disabilities, learning or literacy issues that may require ESA services.

 

3.    Optional AU Memb: Enter the appropriate value to show if the AU contains an optional member or consolidated member. Optional AUs include members that can be a needy or non-needy caretaker relative. Consolidated AUs include non-sibling children.

 

4.    AU Status Reasons: Displays the current status of the AU.

 

5.    Penalty Type: Shows an AU level penalty reason type code.

 

o    If an AU has been disqualified or is in a penalty status, the type code indicates the reason for the disqualification.

 

6.    Penalty End Date: Displays the penalty period end date.

 

7.    CC: Identifies continuous CN eligibility for F06 AUs.

 

8.  Incl In Nds: Enter [N] - No, [Y] - Yes or [T] - Tribal Placement to indicate if the client should be included in the AU as a recipient.

 

9.    G U: Enter [C] – Court Ordered Guardianship or [W] – Without Court Ordered Guardianship to indicate the guardianship status.

 

10.    ALN: Indicates alien status for cash and medical AUs and is auto-populated with information from the DEM2 screen.

 

11.    Finl Resp: Enter the financial responsibility of each person to the head of household such as [IP] - Ineligible Person or [PN] - Applicant. See Financial Responsibility Codes.

 

12.    Stat T and Date: Indicates each client’s status in the AU, and the date their status became effective, such as Pending (P), Active (A) or Denied (D).

 

13.    RSN: Shows the reason the client was terminated, closed, or denied.

 

14.     Penalty T and Date: Shows the type of penalty and the date the penalty period ends.

 

What function keys are available on the STAT screen?

 

STAT Function Keys

When the user presses

This happens

<F16> – eftm

 

(EFTM)- use this screen to access the EFT registration screen in update or inquiry mode.

<F19> – jmen

Inquire about a warrant, FCA, or DMC issuance.

 


STAY – SHORT STAYS SCREEN

What is the STAY screen?

 

How do I complete the STAY screen?

 

What function keys are available on the STAY screen?

 


 

What is the STAY screen?

 

·         The STAY screen  is a client level screen used to enter short stay information.  Short  stays are recorded for clients active on Medicaid who have a temporary placement in a medical facility or who elect hospice services for a short period of time.

 

o    Short stay data is only allowed for a historical stay and may not be entered in the ongoing month. The short stay data will be entered after the short stay has ended. Begin and end dates of the stay are required.

 

o    The maximum short stay for a client who meets Institutional criteria is 60 consecutivedays. Non-institutional AF or RF clients may have a short stay that spans a maximum of 90 consecutive days.  All other non-institutional clients, including GA clients, may have a short stay that spans a maximum of 29 consecutive days.  These limits apply to both a single stay as well as multiple consecutive stays.

 

·         For more information about this screen, see <F2> Help.

 

How do I complete the STAY screen?

 

·         Short stay data must be entered in the month in which the short stay begins. If the short stay spans multiple months, the data does not have to be entered in the following months. But the following months must be recalculated via the Elig Recalc indicator on the MISC screen in order to recalculate the client’s cost of care for all months impacted by the stay.

 

·         Please refer to <F1> Help for the appropriate valid values to complete each of the following fields:

 

1.    Liv Arr: Enter the short stay living arrangement.

 

2.    Type INST/HCBS: Enter the short stay institution or HCBS type.

 

o    Only Institution types from the Medical Facility subset may be entered.

 

o    The only HCBS type that is allowed is H – Hospice.

 

o    Hospice services can be coded concurrently with an institutional stay, but Hospice service data must be entered as a separate entry from the institutional date.

 

3.    Provider ID: Enter the identification number for the provider.

 

o    Press <F20> to access a list of Provider ID numbers.

 

o    A Provider ID is not required for Hospitals or Alternate Living Facilities.

 

o    When the facility type is HC – Hospice Care Center or the HCBS type is H – Hospice, the Provider ID must be a Hospice provider.

 

4.    Entry: Enter the date the short stay began.

 

o    The begin date must fall within the benefit month being processed.

 

o    When multiple short stays exist, the dates cannot overlap, but the begin date of one stay can be the same date as the leave date of the prior stay.

 

5.    Leave: Enter the date the short stay ended.

 

6.    Lvl Care: Enter the level of care code.

 

7.    Pymt Auth Dt: Enter the payment authorization date.

 

o    This is an optional field, but no participation will be assigned to the short stay provider if no Pymt Auth Dt is entered.

 

8.    State Rate: Enter the appropriate state daily rate.

 

o    This field is required only for clients who meet Institutional criteria.

 

o    Based on provider, state rates may vary.  Press <F20> to access MMEN for state rates for providers. 

 

o    For non-medical facilities, use the rate provided by the Home & Community Services (HCS), Division Developmental Disabilities (DDD), or HCS Social Worker (SW)/Community Nurse Consultant (CNC) case manager.                

 

What function keys are available on STAY screen?

 

STAY Function Keys

When the user presses

This happens

<F13> - sscc

The SSCC screen displays. This screen is used to view participation assigned to a short stay provider

<F20> - mmen

The MMEN displays and is used to inquire about or update vendor information including Long Term Care provider rates.

<F24> - del

In combination with a [Y] indicator in the Del Ind field, the information listed will delete.

 

Modification Date: January 9, 2013