Finalize Application
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Finalize Application

Revised January 25, 2008

Purpose:

Finalize Pending Assistance Unit (Sequential Order)

Start Finalize Application Process

Review Non-Financial Eligibility Result

Confirm Cash / MA Eligibility Result

Confirm Food Assistance Eligibility Result

Confirm Medical Assistance Eligibility Result

Confirm Special Program Eligibility Result

Save Eligibility Result Data

Complete Finalize Application Process

 

Finalize Pending Assistance Unit

  1. Non-financial Eligibility Determination

    1. Eligibility results for the non-financial eligibility determination display on the (ELIG) and indicates whether the AU and individual clients meet non-financial eligibility requirements.

    2. If non-financial eligibility requirements are met, a financial eligibility determination is made.

    3. If there are any outstanding errors, missing mandatory verification or the case has not been processed through Option (P) - Process Application Months, ACES cannot do the final eligibility determination.  See Process Application Month.

  2. Financial Eligibility Determination

    1. ACES uses the AU / client resources, income, allowable expenses, program deductions, and disregards to calculate benefit amounts.

    2. If financial eligibility results are met, the AU / client is approved.

    3. In most situations when a cash or medical AU is denied or closed, ACES automatically continues the determination to see if the household is eligible to receive any other type of medical assistance. This determination process is referred to as Trickle and Sprout.  See Trickle and Sprout  .

Start Finalize Application Process

Finalize Application is the last step in the process of completing an application in ACES. The eligibility determination and benefit calculation is done from the (AMEN), through Option (Q) - Finalize Application.

  1. On the (AMEN), enter Option [Q] Finalize Application, in the Selection field.

  2. Enter the [AUID] in the AU ID field.

  3. If there is more than one AU in the case, each AU must be finalized individually.

  4. When finalizing cash with an associated Basic Food AU, the cash case must be finalized first for the cash benefit to display on-line in the Basic Food computation. This is especially important if the Basic Food benefits are to be issued by emergency assistance.

  5. If the cash AU is not finalized first, batch will recalculate eligibility for the Basic Food AU before the benefit and notice are sent out.

  6. <TRANSMIT> and the ( APP2) screen displays.

    1. The ( APP2) displays twice during the finalize process. It is the first and last screen that displays.

    2. The first time it displays the Sel field for the first application month is pre-filled with a (Y) and the Review Status field indicates the current status of the AU. If the case has been processed correctly through Option (P) - Process Application Months, the status will be WAITING REVIEW.

    3. When (WAITING REVIEW) displays in the Review Status field the AU is ready to be finalized.

 Review Non-Financial Eligibility Result

  1. The (ELIG) screen is used to review and confirm the results of the non-financial eligibility determination.

  2. The (ELIG) is similar to the (STAT).

  3. On the (ELIG), AU and client status has been updated by ACES to reflect the eligibility determination and if the AU / client is denied, a reason code displays.

To confirm the non-financial eligibility determination on the (ELIG):

  1. Review the (ELIG) carefully.

    1. If all information including status codes and begin dates is correct enter [Y] in the Confirm field.

    2. If the information is not correct press <F3> to cancel out of Finalize and go back through Option (O) - Interview, or Option (P) - Process Applications Months, to correct the case information.

  2. <TRANSMIT> and the Financial Eligibility screen displays.

  3. Depending on the type of assistance that the client is applying for, any or all of the following screens display, one screen for each AU in the case.

    1. (CAFI) - Cash / MA Financial Eligibility

    2. (FSFI) - Food Assistance Financial Eligibility

    3. (MAFI) - MA Financial Eligibility

    4. (SPEC) - Eligibility for Special Programs

Confirm Cash / MA Eligibility Result

  1. The (CAFI) screen is used to review and confirm financial eligibility results for cash assistance.

  2. (CAFI) displays all financial information used to determine financial eligibility and calculate the benefit amount.

To confirm the results of the financial calculation:

  1. Review the data on the (CAFI) for accuracy.

  2. Enter [Y] in the Bnft Confirm field to confirm the results.

  3. <TRANSMIT> to commit the information to the database.

  4. Go to the next (ELIG) or return to the ( APP2).

  5. One (ELIG) displays for each pending application month that has not been confirmed.

  6. When all application months have been confirmed the ( APP2) displays again.

  7. (CAFI) displays the notice type that will be sent to the client because of the eligibility determination.

  8. The letter can have freeform text added, or be overridden.

  9. To add freeform text to a letter press <F13> and enter in up to twelve lines of text.  See Letters.

  10. When a notice is over-ridden it is necessary to send the client a letter.  Include a copy of the fair hearing rights if mailing the letter locally from the CSO.

  11. Update vendor payment data.

  12. The Vendor field defaults to [N].

  13. To send all or part of a client's initial cash payment to a vendor, enter [Y] in the Vendor field.

  14. <TRANSMIT> and the (VEND) displays.  See Vendor Payment.

Confirm Food Assistance Eligibility Result

  1. The (FSFI) screen is used to review and confirm financial eligibility results for Basic Food.

  2. (FSFI) displays financial information used to determine Basic Food eligibility and calculate the benefit amount.

To confirm the results of the Basic Food calculation:

  1. Review the data on the (FSFI) for accuracy.

  2. Enter [Y] in the BNFT Confirm field to confirm the results.

  3. <TRANSMIT> to commit the information to the database and go to the next (ELIG) or return to the ( APP2).

  4. One (ELIG) displays for each pending application month that has not been confirmed.

  5. When all application months have been confirmed the ( APP2) displays again.

  6. (FSFI) displays the notice type that will be sent to the client as a result of the eligibility determination.

  7. The notice can have freeform text added, or be overridden.

  8. To add freeform text to a notice press <F13> and enter in up to twelve lines of text.

  9. When a notice is over-ridden, it is necessary to send the client a letter.

Include a copy of the fair hearing rights if mailing the letter locally from the CSO.  See Letters.

Confirm Medical Assistance Eligibility Result

  1. The (MAFI) screen is used to review and confirm financial eligibility results for medical assistance.

  2. (MAFI) displays all financial information used to determine financial eligibility and calculate the benefit amount.

To confirm the results of the financial calculation:

  1. Review the data presented on the (MAFI).
  2. Enter [Y] in the Bnft Confirm field to confirm the results.
  3. <TRANSMIT> to commit the information to the database.
  4. Go to the next (ELIG) or return to the ( APP2).
  5. One (ELIG) displays for each pending application month that has not been confirmed.
  6. When all application months have been confirmed the( APP2) displays again.
  7. (MAFI) displays the notice type that will be sent to the client because of the eligibility determination.
  8. The notice can have freeform text added or be overridden.
  9. To add freeform text to a notice press <F13> and enter in up to twelve lines of text.  See Letters.
  10. When a system letter is over - ridden it is necessary to send the client a letter.
  11. When an AU is closed or denied, a new Medical AU may sprout or trickle based on AU and client status reason codes.  See Trickle and Sprout.

Confirm Special Program Eligibility Result

  1. The (SPEC) screen is used to record and confirm financial eligibility results for the non-automated eligibility program types such as CEAP and DETOX.

  2. The (SPEC) displays AU status, benefit type, amount, begin date, and paid through date.

To confirm the results of the benefit calculation:

  1. Review the data presented on the (SPEC) for accuracy.

  2. Enter [Y] in the BNFT Confirm field to confirm the eligibility results.

  3. <TRANSMIT> to commit the information to ACES.

 

Save Eligibility Result Data

When all eligibility results and benefit calculations have been reviewed for accuracy and the data has been confirmed, the (APP2) appears a second time.

The Finalize field now displays with a red question mark (?) indicating that it must be filled in before the finalize process is complete.

 

 

To complete the Finalize Application Process:

  1. Review the data on the (APP2) screen.

  2. If all information is correct enter [Y] in the Finalize field and <TRANSMIT>.

  3. If the information is not correct press <F3> to cancel out of Finalize and go through Option (O) - Interview, or Option (P) - Process Applications Months to correct the case information.

  4. The second time the (APP2) displays questions about benefit local issuance and issuance of an EBT card display.

  5. For a Basic Food case two questions display that must be answered before the case can be finalized:

    1. Do FS benefits need to be issued immediately? This question determines if the Basic Food benefits will be issued as an emergency or as a regular issuance to the EBT account in overnight batch.

      Enter [Y] to issue benefits as emergency issuance in the next regular daily batch (9:30 a.m., 12:30 p.m., 3:30 p.m. or 5:30 p.m.)

      Enter [N]  to issue benefits as a regular issuance in overnight batch.

    2. Do you want an EBT Card mailed to the HOH? The answer to this question determines if JP Morgan will mail an EBT Card to the client.

      Enter [Y] and JP Morgan will mail a new Card to the client.

      Enter [N] and JP Morgan will not mail a Card to the client. Either the client already has an EBT Card or a new / replacement Card will be issued at the local office.

  1. For a cash case with medical assistance or a medical assistance only case one question displays that must be answered before the case can be finalized:

    Will MAIDs be issued locally?

    Enter [Y] and the MAID will be sent to the print queue and the user will be required to enter a disposition code. There is no connection between the Cash / Medical (APP2) screen and issuance of an EBT Card or emergency issuance of food benefits.

Enter [N] and the MAID will be mailed from Olympia that night when batch runs.  See Issuances.

  1. All benefits for an AU must be finalized in the same session.

    1. Only one AU is finalized at a time.

    2. If multiple AUs exist, follow the instructions outlined in this section for EACH AU.

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Modification Date: January 25, 2008
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