Additional Requirements

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Additional Requirements

Revised October 28, 2007

Purpose:

Emergent Need (AREN)
New Application - Case Active in Ongoing Month
New Application - Case Not Active in Ongoing Month

Ongoing Case - Batch Has Run on AU and Initial Check Issued

Ongoing Additional Requirement (AREQ)

Authorizing an AREQ Payment

Emergent Need (AREN)

Additional Requirements for Emergent Need (AREN) payments, can be made to recipients of cash assistance from the Temporary Assistance to Needy Families (TANF), State Family Assistance (SFA) or Refugee Cash Assistance (RCA) programs. This payment is to meet the need of a non-recurring emergent condition such as utility shut off or eviction. See EA-Z - Manual - Emergency Assistance - A. - Additional Requirements for Emergent Need - WAC 388-436-0002

AREN payments must be authorized on-line through Option R Interim / Hist Change - to ensure eligibility is determined correctly.

AREN payments cannot be authorized in the ongoing month. Authorize AREN payments for the current or historical benefit month only.

Do use the BEGS process to authorize an AREN payment. An AREN payment must be authorized by processing the case information on-line.

When the AREN payment must be sent to a vendor, check the vendor file to make sure the vendor has been assigned an identification number, that the vendor status is active, and the effective date for the vendor is the first of the month for which the payment is to be made. See Vendor Payment.

If a number has not been assigned, or if the vendor is no longer active have a number assigned and / or the vendor status updated before processing the AREN payment.

New Application - Case Active in Ongoing Month
To authorize an AREN payment the same day the cash AU is finalized in active status:

After the cash AU has been finalized and is active enter Option [R] Interim / Hist Change on the (AMEN).

Enter the [AUID] in the AU ID field.

Enter the [appropriate benefit month] in the Benefit Month field. Remember: the AREN payment can only be authorized in the current or historical, but not the ongoing month.

<TRANSMIT> and the (ADDR) displays.

Press the <HOME> key

Enter the [AREN] and the [AU pointer] in the Screen ID field to go directly to the (AREN).

<TRANSMIT> and the (AREN) screen displays.

Enter the [need type] in the Need Type field. See <F1 Help> on screen for correct need type.

The Need Type field allows for entry of multiple type codes to include:

EmergencyNeed for AREN Chart

AREN Need Type
Emergency Need for AREN

AS Get new housing to leave domestic violence

CD *Note Clothing due to natural disaster

ET *Note Exception to rule - use when no other type applies

EV Prevent eviction - use when paying rent to prevent the client from being evicted

EX Get new housing after being evicted

HC No fuel for heating or cooking, such as propane for stove. Do not use for a utility shutoff.

HN Housing due to natural or household disaster

HO Get housing when AU is homeless

NF
*Note
No food - do not use if need can be met with Basic Food

SM Correct a sudden malfunction. Repair utilities needed for health and safety. Do not use for a utility shutoff.

SO Utility shutoff

VD Repair home or move client when housing has a defect or damage that puts the AU's health or safety at risk.

NOTE: Use codes CD, ET, or NF only when you have an approved exception to rule. If an exception is approved for the emergency need, payment cap, repeat requests, or other eligibility factors, use the code that fits the emergency need being met.

Enter [need amount] in Need Amount field.

Enter [DONE] in the Screen ID field.

<TRANSMIT> and the (ELIG) displays.

Enter [Y] in the Confirm field.

<TRANSMIT> and the additional requirement amount and type codes corresponding to the information entered on the (AREN), displays in the AREN field at the top of the right column on the (CAFI).

Because this is a new application, the amount of the AREN payment does not display as an underpayment. The additional requirement payment is included in the total benefit computation for the month and displays combined with any cash payment for which the household may be eligible in the Benefit Amount field.

If the regular cash benefit amount is under $10 and an AREN payment is authorized, the AREN amount is added to the regular cash benefit even though the regular cash benefit would normally not be issued.

Enter [EN] in the UP Reas field.

Enter [Y] in the Benefit Confirm field.

Do not override the system generated letter, as the approval letter for the cash case will not be sent.

Send user generated letter 0075-02 AREN Status - to notify the client of AREN approval. See Letters.

If the AREN payment is to be sent to a vendor, enter [Y] in the Vendor field.

<TRANSMIT> and the (VEND) displays.

The benefit amount displayed on (VEND) is the entire cash (TANF and AREN) payment for which the AU is eligible for that month. Enter the appropriate information for the vendor payment.   See Vendor Payment.

<TRANSMIT> to finalize and confirm the case action.

If there is a Basic Food AU associated with the case, check the computation of the (FSFI) before confirming the FA benefit amount. If an over or under-payment is computed on the (FSFI), review the amount and if necessary enter the appropriate code in the UP / OP field.

Confirm benefits.

<TRANSMIT> and the (DONE) displays.

Authorize AREN payment from (BEGS). See Benefit Error Group (BEG).

New Application - Case Not Active in Ongoing Month

AREN payments can be made on behalf of clients who are not eligible for an ongoing benefit. This occurs most often when a client is employed and has income that results in ineligibility for a regular assistance payment.

In order to be eligible for an AREN payment the household must be receiving a TANF, SFA, or RCA benefit.

See EA-Z - Manual - Emergency Assistance - A. - Additional Requirements for Emergent Need - WAC 388-436-0002

See Interview.

To authorize an AREN for a client not eligible in the ongoing month:

Enter Option [O] Interview - in the Selection field on the (AREN) and complete interview on the case.

Enter all information: income, resources, etc the same as for a regular application. DO NOT enter any AREN information now.

Process and finalize the AU.

Override the system generated letter, as it will not be correct for the benefit month that (AREN) will be authorized. The benefit amount that displays on the (CAFI) for the month the (AREN) is to be authorized will not be correct.

Enter Option [R] Interim / Hist Change for the benefit month in which the (AREN) payment will be authorized on the (AMEN). This cannot be the ongoing month.

Enter the [income] on the appropriate income screen(s).

Enter the [AREN amount] using appropriate AREN code(s) and amount(s) on the (AREN). See Emergency Need for AREN Chart

Call (DONE).

Information displays on the (CAFI) as follows:

AR / AREN (computation column) = Amount entered on (AREN).

AR / AREN (far left hand column) = Valid value(s) based on need type entered on (AREN). Each need type entered on (AREN) displays separately.

Payment Standard = Standard based on # (RE) and living situation plus the amount in AREN field.

Grant Amount = Payment Standard less countable income plus AREN amount. In this situation the payment standard less the countable income will be zero so the amount displayed will be the total amount of the AREN payment (amount entered on the (AREN)).

Benefit Amount = Amount the client will receive for the month.

The amount of the AREN payment does not display as an underpayment. The additional requirement payment is included in the total benefit computation for the month and displays in the Benefit Amount field combined with any cash payment that the household may be eligible for.

<TRANSMIT> to confirm the data.

Review the information on (DONE) for accuracy.

<TRANSMIT> again to commit the data.

If the regular cash benefit amount is under $10,and an AREN payment is authorized, the AREN amount is added to the regular cash benefit even though the regular cash benefit would normally not be issued.

Letter 0002-01 General Approval Cash / Food, is sent on these cases.

The benefit authorized will issue even though the ongoing month is not active.

Ongoing Case - Batch Has Run on AU and Initial Check Issued

Enter Option [R] - Interim / Hist Change- in the Selection field on the (AMEN).

Enter the [AUID of the cash AU] in the AU ID field.

Enter the [month and year] in the Benefit Month (MM YY) field. Remember: AREN cannot be authorized in the ongoing month.

<TRANSMIT> and then enter [AREN] in the Screen ID field to go directly to the (AREN).

<TRANSMIT> and the (AREN) displays.

Enter [information] based on valid values and case information in the Need Type and Need Amount fields. See <F1> Help on screen for correct valid values. See Emergency Need for AREN Chart.

Enter [DONE] in the Screen ID field.

<TRANSMIT> and the (ELIG) displays.

Enter [Y] in the Confirm field.

<TRANSMIT> and the additional requirement amount displays in the AREN field at the top of the right column on the (CAFI).

On the far right side of the (CAFI) an underpayment displays. This should be the amount of the AREN payment.

Enter code [EN] in the UP Reas field.

Enter [Y] in the Benefit Confirm and Letter Override fields.

Send letter 0075-02- AREN Status.

<TRANSMIT> to commit the data.

When the underpayment amount is confirmed on the (CAFI), ACES created an underpayment that now has to be confirmed.

Enter Option [N] Benefit Error in the Selection field.On the (WMEN).

<TRANSMIT> and the (NMEN) displays.

Enter Option [B] Update Benefit Error Group in the Selection field on the (NMEN).

Enter the [AUID] in the AU ID field.

<TRANSMIT> and the (BEGS) displays.

Enter a [Y] in the Sel field next to the appropriate selection on the (BEGS). (The underpayment code EN).

<TRANSMIT> and the (BEMG) displays.

Enter a [Y] in the Confirm field at the bottom of the screen. If the payment is to be sent to a vendor. See Vendor Payment

If not over ridden ACES will generate letter 0017-01 Supplemental Payment for Cash / Food.

Go to aces.online to add freeform text to the letter specifying that the payment is for additional requirements.

To override the system generated letter and send a user created letter go to aces.online. See Letters.

The supervisor approves the AREN supplemental payment through the (HMEN), Option H off of the (WMEN).

The payment will be sent in batch that night.

Ongoing Additional Requirement (AREQ)
Some recipients have essential needs that the basic requirements do not meet. For this reason, department standards provide that certain additional requirements be added to the grant on an ongoing basis when the person is determined eligible. See EA-Z Manual - Ongoing Additional Requirements (OAR).
Social service staff determine and review the need for ongoing additional requirements of restaurant meals, home - delivered meals, food for guide dogs / service animal, telephone and laundry. To qualify for Ongoing Additional Requirements a client must be a recipient of TANF / SFA, Refugee Assistance, General Assistance or SSI cash and be aged, blind or disabled.

Authorizing an AREQ Payment

To authorize an ongoing additional requirement payment:

Determine the date the AREQ payment is to begin.based on information received from social services

Enter Option [R] Interim / Hist Change in the Selection field on the (AMEN).

Enter the [appropriate benefit month] in the AU ID field.

<TRANSMIT> and the (ADDR) displays.

Call the (AREQ). The (AREQ) is an AU level screen. If there are multiple AU s associated with the case make sure the AREQ information is entered on the correct screen.

Enter the [appropriate type code] in the Type field.

<F1> field level help lists additional requirement type codes.

Enter the [number of persons authorized to receive the AREQ benefit] in the Persons Auth field.

This field is mandatory only for those AREQ types where the amount varies depending on the number of people for which the AREQ payment is authorized. See EA-Z Manual - Ongoing Additional Requirements (OAR)

AREQ payment amounts are either a set amount established as a standard or the amount paid by the client.

AREQ payments made based on a standard amount do not require an entry in the Exp Amt field. AREQ types that require an amount be entered in the Exp Amt field are designated by an asterisk at the beginning of the description text, for the specific type code in <F1> field level help.

Enter the [date the authorization for the AREQ benefit ends] in the End Date field.

If the AREQ payment is to be sent to a vendor enter [Y] in the Vendor field on the (AREQ).   See Vendor Payment.

If the payment is authorized for the current or historical month the system calculates an underpayment that displays on (CAFI) or (MAFI) when eligibility is recalculated on the case.

Enter [CH] in the UP Reas field or [MA] for S01.

Confirm and finalize the case.

Generate letter 0017-01 Supplemental Payment for Cash / Food.

Go to aces.online and add text informing the client what the payment is for, the amount of the payment and when the authorization will expire.

If the household is receiving Basic Food benefits check the (FSFI) to ensure that the Basic Food benefit recalculated including the additional requirement payment.

On the (NMEN), confirm the BEG including vendoring the payment if necessary. S01s are payments made directly to the client.

The user of record for the case will get Alert 301 – Review Addt'l Requirements for Continued Eligibility - 45 days prior to the ongoing additional requirement end date.

Notify social services that the additional requirement authorization must be approved.

Set a user- generated Alert 450 - User Generated Alert for the 18^th of month in which the authorization expires. If the approval has not been approved by the 18^th of the month terminate the payment giving the client 10 days advance notice of the termination.