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Standards of Promptness (SOP)

Revised June 11, 2008

Purpose:

What is a Standard of Promptness (SOP)? What are the current SOPs? How can I find out the SOP for a specific program type in ACES? How can I find the SOP date for a pending AU? How does ACES use SOPs? What is an SOP Extension Date? How does ACES notify me about pending applications that have not been finalized prior to the SOP date? When is there good cause for not processing an application by the SOP date?

What is a Standard of Promptness (SOP)? An SOP is the number of days we have to process an application for benefits received by the Department. The program code and type determine the length of the SOP for each AU. An SOP starts the day the department receives the application. See WAC 388-406-0035.

What are the current SOPs? Standards of Promptness in Days BASIC FOOD - Expedited Food 5 BASIC FOOD - All except Expedited Food 30   CASH - Temporary Assistance to Needy Families (TANF), all types 30 CASH - Diversion Cash Assistance 30 CASH - General Assistance (GA), all types 45 CASH – ADATSA (GW), all types 45 CASH – Refugee Assistance (RF) 30   MEDICAL - Pregnancy * 15 MEDICAL - Disabled 60 MEDICAL - All except Pregnancy and Disabled 45 ALL OTHER PROGRAMS 45   *FIFTEEN WORKING DAYS ARE ALLOWED FOR PROCESSING PREGNANCY MEDICAL ALL OTHER SOPS ARE IN CALENDAR DAYS

How can I find out the SOP for a specific program type in ACES? ACES stores SOP time limits as parameters. To look up the SOP for a specific AU type, take the following steps: From the Welcome screen (WMEN), select Option F – Parameters. From the Parameters Selection Submenu (FMEN), select Option C – Other Parameters 1. From the Other Parameters Submenu (FCMN), select Option E – SOP Inquiry. On the Parameter History Menu (PHIT), enter [01] in the Selection field. The Standards of Promptness (SOPM) screen displays, listing Pgm (Program) and Type (Program type) with the SOP for each.

How can I find the SOP date for a pending AU? The SOP default date or SOP extension date for a pending AU displays on the (PEND) screen. For more information on the (PEND) screen, see Interview Related Screens – (PEND).

How does ACES use SOPs? When an intake interview hasn’t been initiated on a pending cash or Basic Food AU, ACES AUTO denies the AU based on its SOP date or the SOP Extension Date on (MISC), whichever is greater. When this date falls on a Saturday, Sunday or holiday, the denial occurs on the following business day. This denial will occur regardless of actions taken on any related AU. ACES may use an AUs SOP to set benefit start dates when eligibility is not established until after the 15th, 30th, 45th, or 60th day (depending on program type) from the application date. See WAC 388-406-0055.

What is an SOP Extension Date? The SOP Extension Date field is located on the (MISC) screen. Users can enter a date in the SOP Extension Date field when it is necessary to extend the SOP date to prevent an AU from being denied on the regular SOP date, such as when the time period for the client to provide requested verification goes beyond the SOP date. When an SOP Extension Date is entered, a reason must also be entered in the Delay Reason Code field on (MISC). On the SOP date, ACES enters Delay Reason Code [AS] if there is an appointment scheduled in ACES that is beyond the SOP date.

How does ACES notify me about pending applications that have not been finalized prior to the SOP date? Alert 304 - APP DUE, ENTER DELAY RSN ON MISC IF UNABLE TO PROCESS generates five days before the SOP date or SOP Extension Date when one of the following applies: The intake interview has been initiated. The intake interview hasn’t been initiated and there is no appointment scheduled in ACES.

NOTE: When a Delay Reason code is entered on (MISC), an SOP extension date must also be entered.

Alert 102 - APPLICATION PENDING generates overnight when the intake interview has been initiated on a pending AU.

When is there good cause for not processing an application by the SOP date? In addition to the following chart, also see WAC 388-406-0045 and WAC 388-406-0040. CODE   DESCRIPTION USE FOR GOOD CAUSE? AS Appointment Scheduled Beyond the SOP System Generated only. AUTO populates when appointment in ACES is scheduled beyond the SOP. Cash Food Medical Yes, when client re-schedules appointment beyond SOP. LA Late Additional Request Use when additional information was not requested within 5 calendar days of the date the need became known. Cash No LM Late Medical Use when there is a delay in obtaining medical information needed to determine incapacity and delay was not caused by failure to process timely after medical information is received. Cannot be claimed when all information is received by CSO, but incapacity decision is delayed. Cash Medical Yes LP Late Process Use when application is not processed is not within 5 calendar days of date all necessary information received. Cash No LR Late Request Use when all information or action is not requested within 20 days from date of application. Cash No, unless delay is caused by the client. LV Late Verification Use when all verification is not received within 10 days of request. Cash Medical Yes ND Not Documented Use when good cause exists, but was not documented timely. Cash No NG No Good Cause Reason Use when no good cause reason exists. Cash Medical Food No OS Out of State Contact Use when out of state/intercity contacts needed because no other verification is available Cash Medical Yes OT Other Use when an administrative or other emergency exists that is beyond the Department’s control. Do not use for backlog or other workload issues. Cash Medical Yes PR Property Appraisal Use when an extensive property appraisal is needed Cash Medical Yes RA Reinstated Application Use when the application is reconsidered when verifications are provided within 30 days of a cash/medical denial or within 60 days of a Basic Food denial. See WAC 388-406-0065. Cash Medical Food Yes WF Workfirst Participation Use when the application has been pending beyond 30 days and the applicant is in the process of re-qualifying for Workfirst. TANF/SFA Cash Yes WH SOP Date equal to Weekend or Holiday System generated when the SOP date falls on a weekend or holiday. Cash Medical Food Yes

NOTE: Some reports about delayed processing of applications are based on the entries made in the Delay Rsn field. The reports distinguish delays with and without reasons that are considered good causes to delay processing. It is important to use the correct code in the Delay Rsn field so the reports will be accurate. See <F1> Help.

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Modification Date: June 11, 2008

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