Disqualified / Sanctioned Assistance Unit / Individual
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Disqualified / Sanctioned Assistance Unit / Individual

Revised February 14, 2008

Purpose:

Key Points of Disqualified / Sanctioned Assistance Unit / Individual

Disqualified Recipient System (DRS) - Food Assistance

Drug Related Felony Conviction - Ineligible

Fleeing Felon

Intentional Program Violation ( IPV) - Food Assistance

Misrepresenting Interstate Residence - Ineligible

Cancel the Sanction

Non-Cooperation

Division of Child Support

Division of Child Support - Cancel the Sanction

Quality Assurance (QA)

Third Party Liability (TPL)

Treatment / Referral for GA-U

WorkFirst Sanction

Quitting a Job Without Good Cause

Cancel the Sanction

Temporary Absence of Child Becomes Permanent, Not Reported

Unlawful Practice Causing Ineligibility

Cancel the Sanction

Unmarried Pregnant Minor or Minor Parent

Living Arrangement

School Requirement

 

Key Points of Disqualified / Sanctioned Assistance Unit / Individual

Processing Alternative Cash 81493

 

Processing Alternative Food Assistance PR 144481

  • If an AU member is to be disqualified or sanctioned, enter the appropriate information on-line and let ACES process the disqualification.

  • This applies to non-cooperation with WorkFirst, refusal to supply a social security number, sanction due to felony drug conviction, non-cooperation with Division of Child Support, disqualification due to alien status etc.

  • In each of these situations enter the client data on the applicable screen and ACES will determine eligibility for the disqualified individual as well as the remaining assistance unit members.

  • When a client has been determined to be ineligible due to a sanction or disqualification the system sets the financial responsibility codes based on the client's circumstances and answers to questions on the (DEM2), (DEM4), (DEM5), and (APID).  See Financial Responsibility Codes.

 

Disqualified Recipient System (DRS) - Food Assistance

The Disqualified Recipient System (DRS) is a system that provides a nationwide record of persons disqualified for Intentional Program Violations (IPV) when the disqualification has been implemented.  See EA-Z Manual - Data Sharing.

  • Disqualifications display here both for clients disqualified in Washington as well as for those disqualified in other states so that clients currently receiving or applying for food assistance are disqualified as appropriate.

  • ACES reviews the DRS files when clients are new, reopened, or have a change made to their date of birth or social security number.

  • If there is information in the DRS files about a disqualification but the (SANC) does not show the disqualification, an alert is generated. This comparison is done on a daily basis.

  • Each quarter ACES looks at the entire universe of active clients and compares it to the DRS files. If there is any DRS information on an active client ACES generates an alert.  See Alerts.

  • If the person is active on an food assistance AU in Washington the DRS information cannot be added using the (LMEN).

  • The user will receive Edit Message 1803 - Client is Active on ACES, Cannot be Added to DRS.

  • For active clients, enter the information on the (SANC). The disqualification information will be sent to the DRS system the next time the interface runs.  See Disqualified – Intentional Program Violation - Food Assistance.

  • Users cannot update existing DRS information on the (DRSI) for an out of state client.

  • Information about food assistance clients disqualified for an IPV who are not currently active or who are not known to ACES must be reported to DRS.

  • User reports them to DRS by entering the information on the (LMEN) through Option L - DRS Update.

To enter information through the DRS Update option for clients not currently active or known to ACES:

  1. Enter Option [L] - File Inquiry – in the SELECTION field on the(WMEN).

  2. <TRANSMIT> and the (LMEN) displays.

  3. Enter [L] - DRS Update - in the SELECTION field.

  4. Enter the [client's social security number] in the CLIENT SSN field.

  5. <TRANSMIT> and the (DRSI) displays.

  6. Enter client data in the following fields:

    • LAST NAME field

    • FIRST NAME field

    • MIDDLE INITIAL field

    • DOB field

    • SSN field = Social Security Number is prefilled

    • SEX field

  7. Enter the disqualification details in the following DISQUALIFICATION DETAILS fields:

    1. EFFECTIVE field = [Effective date of the disqualification] – the date must be greater than the date entered in the DECISION field. If the date entered is prior to the decision date, Edit Message 2022 - Effective Date Cannot be Less Than Decision Date - displays.  See WAC:388-446-0015. 

    2. LGTH field = Enter  [number of months of the disqualification] – two (2) digits – such as 12, 24 or 99

    3. DISQ NUM field = Enter [1, 2 or 3] for first, second or third offense

    4. FIPS STATE field = Pre-fills with WA

    5. FIPS CNTY field = Leave blank

    6. DECISION field = Enter [Date of the court or ADM Hearing decision]

    7. CONTACT TITLE field = Enter [title of appropriate person], i.e. Financial Worker

    8. CONTACT ORG field = Enter [CSO Name]

    9. PHONE field = Enter [CSO phone number with EXT if applicable]

  8. To enter another disqualification for the same client press <F13>.

  9. If no other disqualification, <TRANSMIT>.
     

Drug Related Felony Conviction - Ineligible

Severe penalties are imposed for persons convicted of drug related felonies.  See WAC 388-442-0010.

These clients are ineligible AU members.  All of the ineligible felon's income and deductions must be counted to the other members of the client's AU.

  1. Check the coding in the case to ensure that all information is correct.

  2. The client's financial responsibility code on (STAT) / (ELIG) will be ID.

  3. All income and resources of the ineligible member will be counted in the benefit calculation for food assistance.

  4. On (FSFI), review the benefit computation to ensure that all income and resources are being counted correctly in determining the household's food assistance benefits.

  5. Confirm the benefits and commit the data.

Because this is a permanent disqualification no penalty type or end date displays on the (STAT) or (ELIG).

Questions #6, 6A, 6B, 6C and 6D on the (DEM4) and (DEM5) address this policy.  The ACES programming logic for these questions is:

(DEM4):

  1. Question 6: Has this client been convicted of a drug-related felony since August 21, 1996? (Y/N)
    1. If answer is:

[N] - No Client is not sanctioned. Case processed as usual.
FINL RESP CODE RE
S (client status) A
RSN (reason code) N/A
  1. If answer is:

[Y] - Yes Question 6A is mandatory
  1. Question 6A: Was this client previously convicted of a drug-related felony within three year of the latest conviction? (Y/N)
    1. If answer is:

[N] - No Question 6B on the (DEM5) is mandatory
  1. If answer is:

[Y] - Yes Client is permanently disqualified from receiving TANF benefits.

Results:
FINL RESP CODE RM
S (client status) A
RSN (reason code) 257

(DEM5)

  1.   Question 6B: Was the latest drug-related conviction for possession or use of a controlled substance? (Y/N)

    1. If answer is:

[N] - No Client is permanently disqualified from receiving TANF benefits
Results:
FINL RESP CODE RM
S (client status) A
RSN (reason code) 257
  1. If answer is:

[Y] - Yes Question 6C is mandatory
  1. Question 6C: Was this client assessed as chemically dependent by a state-certified assessment agency? (Y/N)

    1. If answer is:

[N] - No Client is permanently disqualified from receiving TANF benefits, as conviction must have been for distribution.

Results:
FINL RESP CODE RM
S (client status) A
RSN (reason code) 257
  1. If answer is:

[Y] - Yes Question 6D is mandatory
  1. Question 6D: Is this client participating or have they completed drug treatment and vocational services? (Y/N)
    1. If answer is:

[N] - No Client is permanently disqualified from receiving TANF benefits

Results:
FINL RESP CODE RM
S (client status) A
RSN (reason code) 257
  1. If answer is:

[Y] - Yes Client is not sanctioned. Case processed as usual.
 

Fleeing Felon

The answer to question #3 on the (DEM3) determines if a client will be disqualified due to being a fleeing felon.  No penalty type or date displays for these cases.  See WAC 388-442-0010 . 

(DEM3):

Question 3: Is this client fleeing from the law to avoid going to court or jail for a crime considered a felony, or breaking a condition of parole or probation? (Y/N)

  1. If answer is:

[N] - No Client is not sanctioned. Case processed as usual.
  1. If answer is:

[Y] - Yes The individual client is disqualified from receiving cash or food assistance but can receive medical assistance only.

Results:
FINL RESP CODE RM
S (client status) A
RSN (reason code) 256

These clients are ineligible AU members.  All of the ineligible felon's income and deductions must be counted to the other members of the client's AU.

  1. Check the coding in the case to ensure that all information is correct.

  2. The client's financial responsibility code on (STAT) / (ELIG) will be ID.

  3. All income and resources of the ineligible member will be counted in the benefit calculation for food assistance.

  4. On (FSFI), review the benefit computation to ensure that all income and resources are being counted correctly in determining the household's food assistance benefits.

  5. Confirm the benefits and commit the data.
     

Intentional Program Violation (IPV) - Food Assistance

A person determined to have committed an Intentional Program Violation ( IPV) is not eligible to receive Food Assistance for a specified period of time.

See WAC 388-408-0035 and WAC 388-446-0020.

  • The length of the disqualification is based on the number of times a person has been found to have committed a program violation.

  • Sanction information for a client currently active in ACES and found to have committed an IPV is entered on the (SANC).

  • There is room on the screen for up to four IPV penalties to be entered at one time.

  • The penalty end date for all IPV disqualifications, except DRS, are calculated by the system.

To sanction an active client found to have committed an IPV:

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

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

  3. If the sanction will be done in a historical month [enter the month and year] in the Benefit Month field.

  4. Go to the (SANC).

  5. Enter information about the IPV as follows:

    1. IND field = [Type of disqualification] per valid values  (see <F1> Help).

    2. CTR field = [1 for the first, 2 for the second, or 3 for the third disqualification].

    3. DEC / OFF DT field = [The date of the IPV Hearing decision].  The penalty end date is calculated with month 1 being the first month after allowing for 10-day advance notice.

    4. Start Dt field = [The date the disqualification is to begin allowing for 10 days advance notice]. The date entered here must be greater than the date entered in the DEC / OFF DT field.

    5. Pnlty End Dt field = This field fills automatically based on the number of the offense and the disqualification decision date.

    6. Override Dt field = Use this date to override the system set penalty end date. If for some reason, based on policy, the end date is not correct enter the correct penalty end date in this field.

      The system will display the date entered here in the Pnlty End Dt field and in the Penalty Date field on the (STAT) / (ELIG) screen(s).

  6. Call [DONE].

  7. <TRANSMIT> and the (ELIG) displays.

  8. The (ELIG) reflects the sanction information as follows:

    1. If the IND field is [X]:

Results:
FINL RESP CODE ID
S (client status) A
RSN (reason code) 270 or 271 depending on offense
Penalty T X
Penalty Date Dec / Off Date + # months of the disqualification
  1. If the IND field is [Y]:

Results:
FINL RESP CODE ID
S (client status) A
RSN (reason code) 272
Penalty T Y
Penalty Date Penalty Date = 999999 – Indicates permanent disqualification
  1. If the IND field is [Z]:

Results:
FINL RESP CODE ID
S (client status) A
RSN (reason code) 269
Penalty T Z
Penalty Date Penalty Date = Dec / Off Date + 10 years
  1. If the IND field is [W]:

Results:
FINL RESP CODE ID
S (client status) A
RSN (reason code) 232
Penalty T W
Penalty Date Penalty Date = Dec / Off Date + # months of the disqualification

  1. Confirm eligibility by entering [Y] in the Confirm field.

  2. <TRANSMIT> and the (ELIG) displays.

  3. Review the information. If the information is correct enter [Y] in the Confirm Benefits field. 

  4. The system will generate a letter to the client.

  5. To add freeform text to the letter go to aces.online.  Also see Letters.
     

Misrepresenting Interstate Residence - Ineligible

The answer to question #5 on the (DEM4) determines if a client will be disqualified due to misrepresenting interstate residence.

See WAC 388-446-0010.

(DEM4)

Question 5: Has this client been convicted in state or federal court of misrepresenting their residence in order to receive federally - funded public assistance ( TANF, FS, SSI, or Medicaid) concurrently in two or more states after 5/1/97? (Y/N)

If answer is:

[N] – No Client is not sanctioned. Case processed as usual.

If answer is:

[Y] - Yes Client is ineligible to receive TANF benefits.
Results:
FINL RESP CODE RN
S (client status) A
RSN (reason code) 262

  • No length of sanction is calculated on these cases so no penalty type or end date displays on the  (STAT) or (ELIG).

  • Once the sanction period expires the client must reapply and be otherwise eligible to again receive assistance.

Cancel the Sanction

At the end of the period of ineligibility and when the client reapplies:

  1. Remove the client and or AU level reason code from the (STAT) in the appropriate month.

  2. On the (DEM1)  for the sanctioned client enter [the date the client is eligible to begin receiving assistance] in the Elig Est Date field.

  3. Change the answer to question #5 on the (DEM4) to [N].

  4. Finalize and confirm the data.

  5. The disqualified individual's financial responsibility code will change back to RE.
     

Non-Cooperation

Division of Child Support( DCS Web Services)

Processing Alternative Cash PR 148648

Clients that do not cooperate with Division of Child Support (DCS ) are sanctioned.

See WAC 388-422-0010.

  • If a TANF AU has more than one non-custodial parent and the client is not cooperating with DCS in relation to only one of the non-custodial parents, make sure the cooperation information is changed on the correct (NCPS).

  • The caretaker client ID on the(NCPS) must be for the person that is to be sanctioned.

  • If the client ID of the caretaker relative is not correct change it so the client ID of the person to be sanctioned is in the caretaker client ID field on the (NCPS) for the correct non-custodial parent.

  • To sanction a client that is not cooperating with DCS, on the (NCPS) enter a [N] in the IV-D Coop field and [N] in the Good Cause Claim Ind field.

  • As a penalty for non-cooperation the client's cash benefit amount is reduced by 25%.

  • The 25% sanction amount is computed prior to the recoupment computation.

  • The sanction amount displays in the Sanctioned Amount field on the (CAFI).

  • The valid value entered in the IV-D Coop field on the (NCPS) determines if a client will be sanctioned due to non-cooperation with Division of Child Support.

If answer is:

[Y] - Yes Client is not sanctioned. Case processed as usual.

If answer is:

[N] - No The 25% sanction is calculated and the cash benefit reduced.
Results:
FINL RESP CODE RC = Receives Cash Only
S (client status) A
RSN (reason code) 228 IV-D Non-cooperation

For the Basic Food program, the difference in the grant amount the client received before the sanction and the amount received after the sanction displays on the (SANC) in the PENALTY INCOME field. This ensures the client will not receive an increase in Basic Food benefits because of the sanction.

When the sanction is first applied to a TANF case with an associated Basic Food AU the penalty income will not display on the (SANC) until after the case has been committed to the database.

If the case has associated Basic Food AU it is imperative that the user check the (FSFI) before confirming the benefit amount to make sure the penalty income displays as it should and is being used in the Basic Food benefit calculation.

For a DCS non-cooperation case ACES changes the FINL RESP code on (STAT) / (ELIG) to RC, and sets the client level reason code to 228.

  • For the Basic Food program, the difference in the grant amount the client received before the sanction and the amount received after the sanction displays on the (SANC) in the PENALTY INCOME field. This ensures the client will not receive an increase in Basic Food benefits because of the sanction.

  • When the sanction is first applied to a TANF case with an associated Basic Food AU the penalty income will not display on the (SANC) until after the case has been committed to the database.

  • If the case has associated Basic Food AU it is imperative that the user check the (FSFI) before confirming the benefit amount to make sure the penalty income displays as it should and is being used in the Basic Food benefit calculation.

  • For a DCS non-cooperation case ACES changes the FINL RESP code on (STAT) / (ELIG) to RC, and sets the client level reason code to 228.

Division of Child Support - Cancel the Sanction

  1. Enter the [date the client is again eligible to receive benefits] in the ELIG ESTAB DATE on the (DEM1).

  2. Change the valid value in the IV-D COOP on the(NCPS) to [Y], Yes.

Quality Assurance (QA)

When a client does not cooperate with the Quality Assurance (QA) review process for Basic Food Assistance, the entire assistance unit is disqualified. See WAC 388-464-0001.

When non-cooperation with QA has been determined, enter reason code [556] - Non-Coop with QC - Food Assistance in the AU Status Reasons field to close the entire AU.

The system will calculate the length of the sanction based on the annual QA review period defined each year in ACES.

The user must generate a letter to give the client with advance and adequate notice of adverse action based on the non-cooperation disqualification.  See Letters.

Third Party Liability (TPL)

See WAC 388-505-0540. 

Clients that do not cooperate with Third Party Liability ( TPL) process are sanctioned in that they are not eligible to receive medical assistance.

For a cash case the valid value entered in the TPL COOP field on the (DEM2) determines if a client will be sanctioned due to non–cooperation with the TPL process.

If answer is:

[Y] - Yes Client is not sanctioned. Case processed as usual.

If answer is:

[N] - No The individual client is disqualified from receiving medical but can receive cash assistance only.
Results:
FINL RESP CODE RC
S (client status) A
RSN (reason code) 266

Pregnant women and children under 19 years of age are not subject to sanction for non-cooperation.

Entering [N] in the TPL COOP field will have no affect on eligibility in these cases.

Treatment / Referral for GA-U

See WAC 388-400-0025. 

  • In order to be eligible for general assistance a client must cooperate in obtaining treatment and in following through with any referrals made by the department.

  • Failure to cooperate with these processes will result in the client being sanctioned.

  • There is no automated eligibility processing for this in ACES. All non-cooperation case actions for these types of cases must be done manually by the user.

  • Because there is no automation for this type of case action it is necessary for the user to clearly document in the case why the action was taken so that if the client reapplies before the sanction is resolved the case will not be opened in error.

  • If a client reapplies during the time that they are under sanction use the 500 level reason code specifically which indicates the person is under a previous sanction.  This will help to document why the case was denied.

  • Because there is no automation for this, when the case is denied, go to aces.online and sent a user generated letter.  See Letters.

When a recipient has been determined to not be cooperating with a general assistance requirement:

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

  2. If the non-cooperation case action will be done in a historical month enter the [month and year] in the BENEFIT MONTH field.

  3. On the (STAT) enter the [appropriate 500 level reason code] in the AU STATUS REASON field.

  4. Make any other changes in the case as appropriate.

  5. Enter [DONE] in the Screen ID field in the upper right corner of the screen.

  6. <TRANSMIT> and the (ELIG) displays.

  7. Confirm the case action on (ELIG) by entering [Y] in the CONFIRM field.

  8. <TRANSMIT>.

  9. On (CAFI) enter [Y] in the BNFT CONFIRM field.

  10. Depending on what day in the month the case action is being processed you may have to enter a [valid value] in the WAIVE ADVR ACTION field.

  11. Override the system generated letter by entering [Y] in the Notice Override field.

  12. <TRANSMIT> and the (DONE) displays.

  13. If all information on the (DONE) is correct <TRANSMIT> to commit the data to the database.

 

WorkFirst Sanction

What is WorkFirst Sanction?

How do I place a client in WorkFirst Sanction when the client has received less than 61 months of TANF/SFA?

How do I place a client in WorkFirst Sanction when the client has received more than 60 months of TANF/SFA?

How do I remove a WorkFirst Sanction for a client who has received less than 61 months of TANF/SFA?

How do I remove a WorkFirst Sanction for a client who has received more than 60 months of TANF/SFA?

What is a WorkFirst Non-Compliance Sanction (NCS)?

How does ACES count the months in sanction?

Where is the NCS count displayed?

How do I terminate TANF/SFA for NCS?

How is the number of NCS terminations tracked in ACES?

What happens to the NCS termination count when TANF/SFA is reinstated?

What situations will the NCS termination count not increment?

What if the TANF/SFA needs to remain open when the client has been in NCS status for six months?

How do I re-open TANF/SFA for a client who was previously terminated for NCS?

How do I deny a reapplication for TANF/SFA for a client who was previously terminated for NCS?

What is WorkFirst Sanction?

WorkFirst sanction is a decrease in TANF/SFA benefits when a client does not cooperate with the WorkFirst program. The reduction in benefits is either the client's share of the cash benefit or 40%, whichever is greater.

How do I place a Client in WorkFirst Sanction when the Client has Received less than 61 Months of TANF/SFA?

  1. On the AMEN, select Option R - Interim/Hist Change.
  2. On the WORK screen, in the Partic Stat field, enter [RE] - Mandatory Part/No Cooperation. The Partic Date field auto populates with the date that the sanction becomes effective.
  3. Commit data.

How do I place a Client in WorkFirst Sanction when the Client has Received more than 60 Months of TANF/SFA?

  1. On the AMEN, select Option R - Interim/Hist Change.
  2. On the WORK screen, in the Partic Stat field, enter [SN] - Sanction After 60 Months. The Partic Date field auto populates with the date that the sanction becomes effective.
  3. On the TWEP screen,
    • In the Range Begin and Range End fields, enter [date]
    • In the Category field, enter [03] - Sanction After 60 Months
  4. Commit data.

How do I Remove a WorkFirst Sanction for a Client who has Received less than 61 Months of TANF/SFA?

  1. On the AMEN, select Option R - Interim/Hist Change.
  2. On the WORK screen, in the Partic Stat field, enter [MP] - Mandatory Participant or [NI] - Exempt Not Participating. The system auto populates with today's date in the Requalifying Dt field.
  3. Commit data.

How do I Remove a WorkFirst Sanction for a Client who has Received more than 60 Months of TANF/SFA?

  1. On the AMEN, select Option R - Interim/Hist Change.
  2. On the WORK screen, in the Partic Stat field, enter [MP] - Mandatory Participant or [NI] - Exempt Not Participating. The system auto populates with today's date in the Requalifying Dt field.
  3. On the TWEP screen,
    • In the Range Begin and Range End fields, enter [date]

What is a WorkFirst Non-Compliance Sanction (NCS)?

How does ACES count the months in sanction?

  • ACES begins to count the number of months in sanction beginning with the effective date of the sanction.

  • Each month that a client in sanction receives financial cash from TANF/SFA is included in the count. The ongoing month is not counted as a month in sanction since assistance has not been paid.

  • The months in sanction count will increment at monthly issuance and stop incrementing when the sanctioned individual is terminated from TANF/SFA. The count will begin again upon reinstatement or reopening of TANF/SFA.

  • The sanction code will be set to zero when the Participation Status Code on the WORK screen is changed to any other code than [RE] - Mandatory Part/No Cooperation or [SN] - Sanction After 60 Months.

  • If a sanction is coded in error or is removed due to a pending fair hearing, the Months in Sanction Count can be adjusted historically.

NOTE: When manually adjusting the count in historical months it is important that the count and the sanction begin date reflect the same number of months in sanction.

Where is the NCS count displayed?

  • The number of consecutive months in sanction status ([RE] or [SN] - Cash Participation Status) is displayed in the Months in Sanction field on the WORK screen.

  • The sanction count can also be viewed in aces.online on the Client>>Work Registration page.

How do I terminate TANF/SFA for NCS?

To terminate an AU for a Non-Compliance Sanction, take the following steps:

  1. From the AMEN, access the TANF/SFA AU via Option R - Interim / Hist Change.

  2. On the WORK screen, enter a [Y] in the Close Due to NCS field.

  3. Commit the data.

  4. The TANF/SFA will terminate for Reason Code 252 - Non-Compliance Sanction. Letter 006-02 (Termination of TANF/SFA) will generate.

How is the number of NCS terminations tracked in ACES?

  • The number of times a client has been terminated for NCS is displayed in the NCS Terminations field on the WORK screen and is automatically incremented.

  • ACES keeps track of the number of NCS terminations because if a client has more than one NCS termination, the time limit for future terminations changes from six months to three months.

What happens to the NCS termination count when TANF/SFA is reinstated?

  • When TANF/SFA is reinstated and contains a client that is in NCS Sanction, the Months in Sanction count will be re-calculated when the user finalizes the reinstatement.

  • The Participation Status Date and the Months in Sanction count will match when the user reinstates all the affected months appropriately (instead of re-opening the AU). See Reinstatement.

  • The NCS Terminations count can also be viewed in aces.online on the Client>>Work Registration page.

What situations will the NCS termination count not increment?

  • Client is terminated and the paid thru date doesn't include the issued month.

  • Client is terminated prior to the effective date of the client's sanction.

  • Client's financial responsibility code changes from [RE] - Recipient or [RC] - Recipient of Cash Only to an ineligible or disqualified financial responsibility code but stays active.

  • TANF/SFA grant is cancelled prior to issuance (pending void).

What if the TANF/SFA needs to remain open when the client has been in NCS status for six months?

  • If there is a reason for the client to remain active on TANF/SFA even though they have been in NCS status for six months or more, a Closure Delay Reason code must be entered in the Closure Delay Reason field on the WORK screen. See <F1> Help.

  • The Closure Delay Reason code can also be viewed in aces.online on the Client>>Work Registration page.

How do I re-open TANF/SFA for a client who was previously terminated for NCS?

  1. From AMEN, access the pending AU or pending person via Option O - Interview.

  2. On the WORK screen for the client who was previously terminated for Non-Compliance Sanction enter the appropriate Re-qualifying Reason Code in the Re-Qualifying Reason field. See <F1> Help.

  3. Complete the interview following the instructions in the Interview chapter.

  4. After committing the interview data, follow the instructions in the Process Application Month chapter for all pending months.

  5. After all pending months have been processed, follow the instructions in the Finalize Application chapter.

NOTE: If a Re-qualifying Reason Code is not entered, the client and the AU will be denied and letter 004-01 (Cash Denial for AU) will be generated.

How do I deny a reapplication for TANF/SFA for a client who was previously terminated for NCS?

To deny an application for TANF/SFA for a client who was previously terminated for NCS and did not meet the participation requirement take the following steps:

  1. From AMEN, access the pending AU or pending person via Option O - Interview.

  2. On the WORK screen for the client who has previously terminated for Non-Compliance Sanction, make sure there is no Re-qualifying Reason Code in the Re-Qualifying Reason field. See <F1> Help.

  3. Complete the interview following the instructions in the Interview chapter.

  4. After committing the data, follow the instructions in the Process Application Month chapter for all pending months.

  5. After all pending months have been processed; follow the instructions in the Finalize Application chapter.

  6. The TANF/SFA AU will be denied and display Reason Code 252 - Non Compliance Sanction.

  7. Letter 004-01 (Cash Denial for AU) will be generated.

Quitting a Job Without Good Cause

Quitting a current job without good cause applies only to Basic Food cases.

  • The information indicating that a client quit a current job without good cause is entered on the (EARN) screen.

  • On a new applicant, the job-quit information cannot be entered during Option O - Interview - but must be entered in Option P - Process Appl Months.

  • The job-quit information must be entered in each month individually from the application month through the ongoing benefit month.

  • For a client already receiving food assistance, enter the job quit information in the appropriate benefit month through Option R - Interim / Hist Change.

When a client has quit a current job take the following steps to record data on the (EARN) about that job quit:

Entry in the following fields on the (EARN) is mandatory:

  1. Employer Name field

  2. Inc Type field (see <F1> Help)

  3. Begin Date field

  4. End Date field

  5. Inc Method field (see <F1> Help)

Complete the following fields in the Voluntary Quit field:

  1. IND field = Enter [Y] - Yes or [N] - No, when there is an employment end date to indicate if a client has quite the job without good cause.

See WAC:388-444-0065.

  1. Date field = Enter the [date the client quit the job].

  2. WG / HR field = Enter [Y] - Yes or [N] - No to indicate if the client was working over 20 hours per week or earning income equal to the federal minimum wage times 20.

  3. Offns field = Enter the [number of times the client has quit a job without good cause]. This is not an enterable field for a new application.

  4. GD Cause field = Enter [Y] - Yes or [N] - No based on whether the client had good cause for quitting the job.

See WAC:388-444-0070.


Based on information entered in these fields the system will calculate the length of sanction and set the valid values on the(STAT) / (ELIG) as follows:

  1. Finl Resp field = FD, FS E&T Disqualified (FA )

  2. Stat T (Type) = A Active

  3. RSN field =

    • 219 - Voluntary Quit

    • 260 - FS Voluntary Quit – 2nd Offense or

    • 261 - FS Voluntary Quit – 3rd Offense

See WAC:388-444-0075.

  1. Penalty T  field = V - Voluntary Quit

  2. Penalty Date field = MMDDYY - The last month of the sanction d displays.


NOTE: If the client is coded on the (WORK) screen as exempt, the system will not disqualify them from Basic Food.

Cancel the Sanction

To remedy a sanction for quitting a current job without good cause:

  1. For a case that was previously denied because the client quit within 60 days prior to applying for food assistance:

    Reopen the previously denied assistance unit by following this procedure:

    1. Enter Option [J] – Screening in the Selection field on the (AMEN).

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

    3. In the APPL DATE field, on the (INCH), enter the [date the client is no longer in sanction status and is again eligible to receive benefits].

      This is necessary because on a Food assistance case the APPL DATE is used as the eligibility established date.

      Because of this, the application date on the (INCH) may need to be different than the date the client requested benefits.

    4. Update the client data as needed including updating the voluntary quit information on the (EARN).

  2. For a client that was sanctioned in an ongoing case and is again eligible use the following steps:

    1. At the end of the sanction period, and when the client has met criteria to remedy the sanction go to the (EARN) for the appropriate month.

    2. Delete the earned income information by entering [Y] in the DEL field for the appropriate month.

    3. Remove the voluntary quit information, including the number in the OFFNS field.

    4. Press <F24> to confirm the deletion.

    5. A red question mark (?) appears in the Voluntary Quit Ind field and  Edit 013 - Required Fields are Identified By "?" - displays at the bottom of the field.

    6. Press <F4> to get past the edit.

    7. ACES changes the FINL RESP code of the previously sanctioned client back to RE and removes the reason code, penalty type, and penalty date.

    8. The previously sanctioned client is added back to the AU and benefits calculated for the full month.

    9. When the voluntary quit information is deleted in a historical month an underpayment is calculated.

    10. The user must determine if the client is entitled to these food assistance benefits and confirm or ignore the under-issuance as appropriate.  See Benefit Error Group (BEG).

See WAC 388-444-0075. 

 

Temporary Absence of Child Becomes Permanent, Not Reported

When a user determines that a change of circumstance for the temporary absence of a child becomes permanent, and the change was not reported timely, process the case action in ACES following current effective date rules.

See WAC 388-418-0005.

Code the (SANC) as follows:

  1. Sanction Reason field = Enter [259]

  2. Effective Start Date field = Enter [first of month following advance notice]

  3. End Date field = System set based on when action processed.

Results:
FINL RESP CODE RM
S (client status) A
RSN (reason code) 259

A client with a financial responsibility code RN is:

  • Disqualified from receiving cash.

  • Receives medical assistance only.

  • Financial eligibility is determined the same as for disqualified individual DI.

 

Unlawful Practice Causing Ineligibility

When a person has been convicted of unlawful practices they are sanctioned from receiving TANF benefits.

See WAC 388-446-0001 and WAC 388-446-0005.

The (DEM4) is used to record information about a client's felony, misrepresenting interstate residence, or unlawful practice status.

Based on answers to the questions and information on (DEM2) and (DEM5), clients may be determined eligible or ineligible for assistance.

(DEM4)

Question 4: Has this client been convicted of unlawful practices in obtaining GA after 7/23/95 or in obtaining TANF after 5/1/97? (Y/N)

If answer is:

[N] - No Client is not sanctioned. Case processed as usual.

If answer is:

[Y] - Yes Client is ineligible to receive TANF for a set period of time.
Results:
FINL RESP CODE RN
S (client status) A
RSN (reason code) 263

A client with a financial responsibility code of RN is:

  • Disqualified from receiving cash. 

  • Receives medical assistance only.

  • Financial eligibility is determined the same as for disqualified individual DI.

No length of sanction is calculated on these cases so no penalty type or end date displays on the (STAT) or (ELIG).

Once the sanction period expires the client must reapply and be otherwise eligible to again receive assistance.

Cancel the Sanction

At the end of the period of ineligibility and when the client reapplies:

  1. Remove the client and or AU level reason code from the (STAT) in the appropriate month.

  2. On the (DEM1) for the sanctioned client enter the [date the client is eligible to begin receiving assistance] in the ELIG EST DATE field.

  3. Change the answer to Question #4 on the (DEM4) to No.

  4. Finalize and confirm the data.

  5. The disqualified individual's financial responsibility code will change back to RE.

 

Unmarried Pregnant Minor or Minor Parent

Living Arrangement

When an unmarried pregnant minor or minor parent is not living with their parent(s) or in an approved living situation, they are not eligible for a cash grant.

See WAC 388-486-0005.

If the minor's parent(s) is not applying for assistance enter the minor parent as the head of household.

  1. Enter [IL] - Invalid Living Arrangement in an AF AU - in the Living Arrngmnt field on the (DEM1) when the minor is not living in an approved living situation or with their parent(s).

  2. Results: Client is sanctioned.

Results:
FINL RESP CODE RN
S (client status) A
RSN (reason code) 264 - Minor Parent Failed Living Arrangement

A client with a financial responsibility code of RN is:

  • Disqualified from receiving cash. 

  • Receives medical assistance only

  • Financial eligibility is determined the same as for disqualified individual DI.

School Requirement

See WAC 388-486-0010.

In order for unmarried pregnant minor or minor parent, with a child over 12 weeks old, to receive TANF cash assistance they must be:

  • Attending school, or in an activity that will lead to a high school diploma or equivalent, in addition to 

  • Residing with their parent, or in an approved living situation.

Coding in ACES must be as follows:

  • Marital Status (DEM1) = [A, P, M, S, or W]

  • Living Arrngmnt (DEM1) = Varies Student Status (ALAS) = [FT or PT]

  • Educ Level (ALAS) = [< 13]

Based on this coding the system will determine if the client is eligible or ineligible for assistance. If the minor is:

  1. Eligible the case will be processed as usual.

  2. Results: Not eligible the system will display:

Results:
FINL RESP CODE RN
S (client status)  
RSN (reason code) 265, Minor Parent Failed School Requirement

A client with a financial responsibility code RNis:

  • Disqualified from receiving cash.

  • Receives medical assistance only.

  • Financial eligibility is determined the same as for disqualified individual - DI.

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Modification Date: February 14, 2008
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