Authorized Representative/Protective Payee

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Authorized Representative/Protective Payee

Revised January 22, 2008

Purpose:

Key Points of Authorized Representative
Authorized Representative for Group Homes and Drug Alcohol Facility

Authorized Representative for Take Charge Clinics

Key Points of Authorized Representative
See EAZ Manual Payees on Benefit Issuances

An authorized representative in ACES is generally an adult non-household member who is sufficiently aware of the household circumstances to be able to act on behalf of the household.

A client can designate an authorized representative to receive copies of letters, eligibility review forms, benefits or any combination of these.

Authorized representative information is entered in ACES on the AREP or MISC screens. For Take Charge cases, authorized reporesentatives can be entered during the aces.online screening process. To add or change the TC clinic ID, see Authorized Representatives for Take Charge Clinics.

The AREP is the representative screen in Option O – Interview - and / or Option R - Interim Historical Change.

What the AREP receives is determined by the valid value entered in the Rep Type field on the AREP.

Some Representative Type codes can only be used on specific program types. Such as AA can only be used on a Basic Food case. TC can only be used for a Take Charge case.

If the Representative Type will not work with the program code Edit Message 0977, Code Entered is Invalid for the Prog Code Being Processed, displays at the bottom of the screen.

To add more than three authorized representatives or protective payees, enter [Y] in the More field at the bottom of the AREP.

Letters sent to a group home, authorized to receive Basic Food, can be viewed in letter history in aces.online.

To view the letter history login to ACES Access and enter the Strong[Group Home ID] in the Select A Type Of ID field at the Quick Navigation section, and proceed through to letter history.

See Letters - ACES Access Welcome Screen - Quick Navigation and Letters - Letter History

Authorized Representative for Group Homes and Drug Alcohol Facility
See EAZ Manual - WAC 388-460-0010 Do I have an authorized representative for Basic Food if I live in a treatment center or group home?

Since some group home and drug alcohol facilities are authorized to receive cash and / or Basic Food for clients, the facility information must be formatted correctly on the ( AREP ) for the EBT benefits to be issued correctly.

When using Representative Type codes AA or GH, DO NOT enter the authorized payee information yourself.

To ensure that ACES enters the authorized representative information for types AA or GH:

Enter [AA] or [GH] (See <F1>Help) in the Rep Type field on the (AREP).

<TRANSMIT> and the (GNLS) - Group Home Name List - displays.

Enter [Y] in the Sel field next to the appropriate facility.

<F20> and ACES returns to the (AREP) and inserts the specific information for the selected facility.

If the facility you are looking for is not on the list, either it is not a facility that is authorized to receive Basic Food or it has not been added yet.

For a client residing in a group home, the client can receive Basic Food benefits only if the group home is certified for the residents to receive Basic Food. See EAZ Manual - WAC 388-408-0040 How does living in an institution affect my eligibility for Basic Food?

Before authorizing Basic Food for a client in a group home check the group home list on the (RMEN), Group Home Submenu, or from the (AREP) to ensure the group home is active.

Only designated workers in the Basic Food policy unit have authority to update the group home files.

For authorized representative types other than AA or GH enter the [type code and the name and address information].

If the payee is a business or corporation enter the [name] in the Corp Name field.

If the payee is an individual, enter the [name] in the First Name and Last Name fields.

An entry is not allowed in both Corp Name and First Name and Last Name fields.

The Authorized Representative Payee Chart details the types of authorized representatives and designates which types receive letters, forms, reports, and benefits on behalf of the eligible client.

Authorized Representatives for Take Charge CLINICS
A Take Charge clinic is required for all P06 Assistance Units (AUs). The Take Charge Clinic list is maintained in aces.online by the TC Unit.

To find a list of Take Charge Clinics in aces.online, take the following steps:

At the Welcome Back Page, click the Parameters link in the Other Links section.. The ACES Access >> Parameters page displays.

On the Parameters page, under Facilities, click on Take Charge Clinics and the list of all TC clinics displays.

To view the details about a specific clinic, click on the ID#.

To add or change a TC clinic on a P06 AU, take the following steps:

From the AMEN, access the case via Option R - Interim / Hist Change.

This change is made in the ongoing month only.

On the MISC screen in the Clinic ID field, enter the clinic ID number. If the clinic ID# is unknown, press <F20> to access the RMEN to find and select the clinic.

Call done and commit the data.

Authorized Representative/Protective Payee
Revised January 22, 2008

Purpose:
Key Points of Authorized Representative Authorized Representative for Group Homes and Drug Alcohol Facility Authorized Representative for Take Charge Clinics
Key Points of Authorized Representative See EAZ Manual Payees on Benefit Issuances An authorized representative in ACES is generally an adult non-household member who is sufficiently aware of the household circumstances to be able to act on behalf of the household. A client can designate an authorized representative to receive copies of letters, eligibility review forms, benefits or any combination of these. Authorized representative information is entered in ACES on the AREP or MISC screens. For Take Charge cases, authorized reporesentatives can be entered during the aces.online screening process. To add or change the TC clinic ID, see Authorized Representatives for Take Charge Clinics. The AREP is the representative screen in Option O – Interview - and / or Option R - Interim Historical Change. What the AREP receives is determined by the valid value entered in the Rep Type field on the AREP. Some Representative Type codes can only be used on specific program types. Such as AA can only be used on a Basic Food case. TC can only be used for a Take Charge case. If the Representative Type will not work with the program code Edit Message 0977, Code Entered is Invalid for the Prog Code Being Processed, displays at the bottom of the screen. To add more than three authorized representatives or protective payees, enter [Y] in the More field at the bottom of the AREP. Letters sent to a group home, authorized to receive Basic Food, can be viewed in letter history in aces.online. To view the letter history login to ACES Access and enter the Strong[Group Home ID] in the *Select A Type Of ID* field at the Quick Navigation section, and proceed through to letter history. See Letters - ACES Access Welcome Screen - Quick Navigation and Letters - Letter History
Authorized Representative for Group Homes and Drug Alcohol Facility See EAZ Manual - WAC 388-460-0010 Do I have an authorized representative for Basic Food if I live in a treatment center or group home? Since some group home and drug alcohol facilities are authorized to receive cash and / or Basic Food for clients, the facility information must be formatted correctly on the ( AREP ) for the EBT benefits to be issued correctly. When using Representative Type codes AA or GH, DO NOT enter the authorized payee information yourself. To ensure that ACES enters the authorized representative information for types AA or GH: Enter [`AA`] or [`GH`] (See `<F1>`Help) in the `Rep Type` field on the (AREP). `<TRANSMIT>` and the (GNLS) - Group Home Name List - displays. Enter [`Y`] in the `Sel` field next to the appropriate facility. `<F20>` and ACES returns to the (AREP) and inserts the specific information for the selected facility. If the facility you are looking for is not on the list, either it is not a facility that is authorized to receive Basic Food or it has not been added yet. For a client residing in a group home, the client can receive Basic Food benefits only if the group home is certified for the residents to receive Basic Food. See EAZ Manual - WAC 388-408-0040 How does living in an institution affect my eligibility for Basic Food? Before authorizing Basic Food for a client in a group home check the group home list on the (RMEN), Group Home Submenu, or from the (AREP) to ensure the group home is active. Only designated workers in the Basic Food policy unit have authority to update the group home files. For authorized representative types other than AA or GH enter the [`type code and the name and address information`]. If the payee is a business or corporation enter the [`name`] in the `Corp Name` field. If the payee is an individual, enter the [`name`] in the `First Name` and `Last Name` fields. An entry is not allowed in both `Corp Name` and `First Name` and `Last Name` fields. The Authorized Representative Payee Chart details the types of authorized representatives and designates which types receive letters, forms, reports, and benefits on behalf of the eligible client.
Authorized Representatives for Take Charge CLINICS A Take Charge clinic is required for all P06 Assistance Units (AUs). The Take Charge Clinic list is maintained in aces.online by the TC Unit. To find a list of Take Charge Clinics in aces.online, take the following steps: At the Welcome Back Page, click the Parameters link in the Other Links section.. The ACES Access >> Parameters page displays. On the Parameters page, under Facilities, click on Take Charge Clinics and the list of all TC clinics displays. To view the details about a specific clinic, click on the ID#. To add or change a TC clinic on a P06 AU, take the following steps: From the AMEN, access the case via Option R - Interim / Hist Change. This change is made in the ongoing month only. On the MISC screen in the Clinic ID field, enter the clinic ID number. If the clinic ID# is unknown, press <F20> to access the RMEN to find and select the clinic. Call done and commit the data.