Interview - Group 2 Screens
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Interview - Group 2 Screens

Revised October 28, 2007

Purpose:

(CSRA) - Community Spouse Resource Assessment (DEM1) - Client Demographic 1 
(DEEM) - Allocation / Deeming (DEM3) - Client Demographic 4
(DEM2) - Client Demographic 2 (DEM5) - Client Demographic 5
(DEM4) - Client Demographic 3 (DPEX) - Dependent Care Expenses
(DONE) - Session Summary

(CSRA) – Community Spouse Resource Assessment

What is the (CSRA) Screen?

  • The (CSRA) screen is a client level screen used to collect the declared resources of the client and community spouse that were owned on the first day of the month of the clients Most Recent Continuous Period of Institutionalization (MRCPI).

  • The value of the resources identified on (CSRA)will be used to calculate the Spousal Share.

  • (CSRA)appears in the screen-flow in (AMEN) options O - Interview, P - Process Application Months and R - Interim/Historical Change after the (LTCD) screen when a [CS] - Community Spouse or [SL] - Community Spouse with Legal Dependents is identified on the (LTCD) screen.

How do I complete the (CSRA) screen?

To complete the(CSRA) screen, take the following steps:

  1. In the Most Recent Cont Period of Inst Date field, enter the client’s [most recent continuous period of institutionalization date].

    • This is most often the date the client most recently entered a medical facility such as a nursing facility or hospital.

    • Do not enter a new date if the client has not had a 30-day break in institutional status.

    • Enter a [Y] in the Del field to delete the existing Most Recent Continuous Period of Institutionalization Date.

  2. The Prot Period Exp field, the [benefit month and year] is system entered when the clients protected period to transfer resources to the community spouse has expired.

    • The Protected Period Exp field is only displayed and populated in the ongoing month when the client’s protected period has expired and a new MRCPI date has been entered.

  3. In the Has 30-Day Break Occurred? field, enter [Y] – Yes if the client has had a 30 –day break in institutionalization status. Enter [N] – No if the client has not had a break in institutional status

    • The Has 30-Day Break Occurred? field only displays in the ongoing month when an applicant in a nursing home or COPES case is reopened or reinstated and there is an existing MRCPI date.

  4. In the New MRCPI Date field, enter [the date of the client’s new most recent period of institutionalization].

    • The New MRCPI Date field only displays when the Has 30-Day Break Occurred?field appears for a recipient in the ongoing month and the clients protected period has not expired.


NOTE: When completing steps 5 – 8, enter assets owned by the couple as of the first of the month the institutionalization began.

In the Liquid Resources section:

  • Enter [Y] in the Del field to delete a liquid resource entered in error.

  • Enter [the type of liquid resource] owned by the client and/or community spouse in the Type field. See <F1> Help.

  • Enter [the dollar amount] of the liquid resource in the Amount field, and [the verification code] in the V field,. See <F1> Help.

  • Enter [the account number] of the liquid resource in the Acct Num field.

  • Enter [the name of the bank or other financial institution] where the liquid resource is held in the Institution Name field.

In the Insurance Policies section:

  • Enter [Y] in the Del field to delete an insurance policy entered in error.

  • Enter [the type of insurance policy] owned by the client and/or community spouse in the Type field. See <F1> Help.

  • Enter [the face value of the insurance policy] in the Face Amt field.

  • Enter [the cash surrender value] of the insurance policy in the Cash Amt field and [the verification code] in the V field.  See <F1> Help.

    The cash surrender value is the value of the policy if the client or community spouse cashed it in immediately.

  • Enter [the policy number] of the insurance policy in the Policy Num field.

  • Enter [the name of the insurance company] in the Institution Name field.

In the Vehicles/Vessels section:

  • Enter [Y] in the Del field to delete a vehicle/vessel entered in error.

  • Enter [the type] of vehicle/vessel owned by the client and/or community spouse in the Type field. See <F1> Help.

  • Enter [the use code] for the vehicle/vessel in the Use field. See <F1> Help.

  • Enter [the Fair Market Value] of the vehicle/vessel in the FMV field and [the verification code] in the V field. See <F1> Help.

    The Fair Market Value is the amount the vehicle/vessel could be sold for on the open market in the geographical area at the start of the MRCPI.

  • Enter [the total amount of encumbrances against the vehicle/vessel] in the Encumb field and [the verification code] in the V field. See <F1> Help.

    An encumbrance is any legal claim against the resource the client and/or community spouse would have to pay off in order to convert the resource to cash.

  • Enter [the year] of the vehicle/vessel in the Yr field.

  • Enter [the make] of the vehicle/vessel in the Make field.

  • Enter [the Model] of the vehicle in the Mod field.

  • Enter [the license number] of the vehicle/vessel in the License field.

  • Enter the [registration number] of the vehicle/vessel in the Registration field.

In the Real Property section:

  • Enter [the address] of the real property in the Address, City, ST and Zip fields.

  • Enter [Y] in the Del field to delete any real property entered in error.

  • Enter the [use code] for the real property in the Use filed. See <F1> Help.

  • Enter [the Fair Market Value] of the real property in the FMV field and [the verification code] in the V field. See <F1> Help.

    The Fair Market Value is the amount the property could be sold for on the open market in the geographical area at the start of the MRCPI.

  • Enter [the total amount of encumbrances against the real property] in the Encumb field and [the verification code] in the V field. See <F1> Help.

    An encumbrance is any legal claim against the resource the client and/or community spouse would have to pay off in order to convert the resource to cash.

(DEEM) – Allocation / Deeming Screen

 The (DEEM) is used to record information about deeming and allocation of income.  See EA-Z Manual - Income Allocation and Deeming.

  • (DEEM) screen follows (DPEX) in the regular screen flow.

  • The (DEEM) is a client level screen.

  • Deeming and allocation is the process of determining how much of one person’s income may be available to members of the household not included in the AU or to a person(s) for which a household member is financially responsible.

  • Some situations in which entry is required on the (DEEM) are:

    Dependents living in or out of the home, not included in the AU, the household member is financially responsible to support household members that can be claimed as IRS dependents.

  • Sponsored aliens receiving assistance when a portion of the sponsor’s income is available as countable income to the applicant / recipient.

  1. Number of IRS In - Home Dep field

    1. Enter the [number of legal dependents living in the home the client is responsible to support that are not included in the AU].

    2. Do not include the deemor in this number.

  2. Number of Out-of-Home Dep field

    Enter the [number of legal dependents living outside the home the client is financially responsible to support].

  3. Deemor Exp Type / Amt / V field

    1. Enter the [expense type, amount, and verification of the expense the deemor is claiming for legal dependents living outside of the home]. See  <F1> Help

    2. ACES will allow the amount entered or the ceiling; whichever is less, when determining the allowable deemor expense.

    3. This amount displays in the Deemor Expense field on (CAFI).

    4. The expense type field is not mandatory but if a type code is not entered the deeming calculation will not be done.

  4. Amt Actually Contributed / V field

    1. This field applies to households that include sponsored aliens.  See WAC 388-450-0155.

    2. Enter the [amount and verification code for funds actually contributed by the alien sponsor to the AU].

  5. Number of Other Spons Aliens field

    1. This field applies to households that include sponsored aliens.

    2. Enter the [number of aliens, not included in the AU, for whom the sponsor is responsible].

  6. Number of Other FS Recips Spons field

    1. This field applies to households that include sponsored aliens.

    2. Enter the [number of Basic Food clients, included in a separate AU, who are also sponsored by the alien sponsor].

(DEM1) – Client Demographic 1 Screen

Basic demographic information such as race, ethnicity, marital status, and living arrangement is entered on the (DEM1) for each client in the AU.

  • (DEM1) screen follows (STAT) in the regular screen flow. 

  • Enter [Y] in the Alt Name and/or More SSNs fields to add an alternate name (alias) or additional Social Security Numbers ( SSNs ) for a client.

  • Entering [Y] in one or both of these fields results in the (SSNA) displaying.

  1. Race field

    1. At application or review, a head of household can select multiple race code combinations as the race / ethnicity they identify with, in addition to the single race / ethnicity groups currently available.  The user should update current race / ethnicity data on all reapplication and / or reviews to ensure multiple race / ethnicity data is captured.

    2. The user can enter up to four (4) Valid Values if the client identifies with multiple races or if the user believes the client is of a multiple race / ethnicity background.

    3. A unique race valid value should be entered ONLY once per client.


EXAMPLE

Client claims to be American Indian and Black / African American, enter Valid Value 597 and 870 only.  Do not enter 597, 870, 597 and 870 just to fill in the 4 fields as only two Valid Values are needed on this case.


  1. Hispanic / Latino ethnicity will continue to reported separately.

  1. Living Arngment field

    1. Re-entry of the valid value in the Living Arngmt field is required when there is an on-line change of residence address on the (ADDR), for any household member with Finl Resp code of PN Applicant, RE Recipient, RC Recipient of cash only, or RM CA Ineligible Person Receiving MA Only.

    2. When any current household member’s Living Arngmt is coded as homeless the living arrangement code for all members with Finl Resp codes [PN], [RE], [RC], [RN] or [RM] must be reentered.

  2. Homeless End Date field

    1. An entry in this field is required when the valid value of EH - Emergency Housing / Shelter; HH - Homeless with Housing; HO- Homeless without Housing, or BT - Battered Spouse Shelter in the Living Arngmt field on (DEM1) is changed to a stable housing situation living arrangement such as AH - At Home.

    2. Once the Homeless End Date is entered it remains regardless of changes to the Living Arngmt code until the same valid value or another of the identified ‘homeless status’ living arrangement codes are entered for the AU.

    3. If the household’s living arrangement changes from a stable housing situation to a homeless situation the Homeless End Date field will be blanked out and remain blank until the new homeless status ends.

      The end dates is stored historically and can be viewed with ‘As Of Date Inquiry’ as with any other data.

    4. When the living arrangement is changed to a stable-housing situation an end date must be entered in the Homeless End Date field.

      In this situation the Living Arngmt field of all other household members must also be updated and a homeless end date entered when applicable.

    5. Both homeless and stable living arrangement codes can be used in the same assistance unit.

  3. Nat  Am Tribe field

    1. If the client is an American Indian or Alaskan Native enter the appropriate valid value. See  <F1> Help.

    2. This information, with the standardized address is used to determine if the client is residing in Indian Country and how that may effect their TANF time limits.  See

      Indian Country Mapping

      Using the ACES System - Address Standardization

     

    See WAC 388-484-0005.

(DEM1)  Function Keys

When the user presses

This happens:

F23 - alau

The (ALAU) is displayed.

(DEM2) – Client Demographic 2 Screen

More detailed client demographics are entered on the (DEM2) such as citizenship, disability information, striker, and student status.

  • (DEM2) screen follows (DEM1) in the regular screen flow.

  • Mandatory fields on this screen are based on the programs for which the client is applying.

  • If the client is applying for assistance based on disability or incapacity special attention must be paid to how the disability / incapacity information is completed.

  • The  Striker Status field is no longer a mandatory entry for any program.  Entries in this field have no affect on eligibility.

(DEM2) Function Keys

When the user presses

This happens:

F22 - tpl

The (TPL1) is displayed.

F23 - alau

The (ALAU) and AU alerts are displayed.

(DEM3) – Client Demographic 3 Screen

The (DEM3) is used to record information about a client’s physical or mental impairment that may limit his or her major life activities and/or if the client is a fleeing felon.

  • (DEM3) screen follows (DEM2) in the regular screen flow.

  • Questions #1 and #2 are mandatory regardless of the program for which the client is applying.

  • Question #2 asks "Does this client have a physical, mental, or health condition that has lasted for 6 or more months and which limits the kind or amount of…..:"  The last part of the question varies based on the age of the person. If the client is:

Age Variables for Question #2

If the client is:

The question is:

0 – 4 years

Play this child can engage in?

5 – 15 years

School this child can engage in?

16 – 64 years

Work this person can do at a job?

65 years +

Limits this person’s living without help?

 

Processing Alternative

Cash

PR 326334

(DEM4) – Client Demographic 4

The (DEM4) is used to record information about a client’s conviction for unlawful practices, or misrepresenting either their residence in order to receive concurrent assistance and / or that they have drug-related felony conviction.

(DEM5) – Client Demographic 5

The(DEM5) screen is a conditional screen that only appears in the regular screen flow when there is data entered on it, or answers to the question about conviction for a drug related felony is relevant to the program for which the client is applying.

(DONE) – Session Summary

The (DONE) screen displays a summary of the case action you completed:

  • The final screen in Interview is the (DONE).

  • The (DONE) displays up to 10 AU IDs associated with the case including program code and applicable medical coverage group.

  • The (DONE) also displays edits that indicate if outstanding verifications or errors exist for the AU.

  • Program and coverage codes

  • Case status

  • Benefit amounts

  • Outstanding verifications

  • Edit messages

  1. Elig Req (Eligibility Requirement) field

    This field displays Y - Yes or N - No.

  2. Status Code field

    For a new application the status will be P - Pending.

  3. Status Cfirm (Status Confirmation) field

    1. On a pending case this field will be blank.

    2. If there is an associated case in which the case status is A - Active and benefits have been confirmed the Status Confirm field will be Y.

    3. If this field is blank on an active case either eligibility was not run or the user will see an edit that eligibility processing is required.

  4. Outstnd Verf (Outstanding Verification) field

    1. If there is an outstanding verification on the case a yellow (Y) displays in this field.

    2. Go to the (VERF) to determine which screen has the missing verification.

  5. OTC (Over the Counter – Locally Issued) field:

    This field is not used in Option O - Interview.

  6. Disp Ind field:

    This field is not used in Option O - Interview.

(DONE) Function Keys
When the user presses

This happens:

F14 – alug

 

F20 - afb

ACES prints the Application for Benefits at the local printer.

F21 – narr

The (NARR) is displayed where narrative associated with the head of household is entered in the system. Additional information can be added on the (NARR)  from the (DONE).

(DPEX) – Dependent Care Expenses

  • (DPEX) screen follows (EARN) / (EDOC) in the regular screen flow

  • The (DPEX) is a client level screen.

  • A blank screen displays only for the head of household in the regular screen flow.

  • To get a blank(DPEX) for a different household member you must request it by typing the screen name and client pointer in the Screen ID field in the top right corner of the screen.

  • If additional (DPEX) screens have been completed for client’s other than the head of household the screen(s) will display in the regular screen flow.

  • Based on the client demographics on the (STAT) and valid values entered in the Typ (type), Mtd (method), and Frq (frequency) fields ACES determines the maximum amount of dependent care expense to be allowed in the Basic Food computation.

  • ACM tracks the age of dependents and adjusts the maximum amount allowed in the benefit computation accordingly when the maximums change because the age of the dependent changes.

  • When a client has more than one provider press <F22-Prvdr Add>. A second (DPEX)displays for that same client.

  • When there is more than one provider for the same client a MORE indicator appears at the top of the screen under the screen short name.

Dep (Dependent) field

  1. Enter the client pointer of each dependent for which expenses are paid.

  2. The system will prefill Fname and MI fields with the first 7 characters of the dependent’s first name and middle initial.

    User entered data is not allowed in these fields.

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Modification Date: October 28, 2007
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