Processing Alternatives (PAL)

Created on: 
Aug 11 2017

This category contains instructions for processing cases when ACES must be modified to ensure correct benefits are issued. Use these processing alternative (PAL) processes when there is a system error or when a policy change is effective before ACES has been programmed to correctly handle the case. For letter PALs, see Letters Issues.

When taking actions on a case that requires a Processing Alternative (PAL), please make sure to narrate your actions.

If you need further assistance, contact ITS Customer Support at 360-664-4560.

Processing Alternatives (PAL) Pages

Basic Food Program

Created on: 
Jul 10 2020

See ACES Screens and Online Pages for an example of pages or screens used in this chapter.

Job quit penalty is not applied when coded between 10-day notice and monthly issuance and earnings are end dated (PR 399748)

Situation:

A job quit penalty is not applied in the future month when the penalty is coded between 10-day notice and monthly issuance and the earnings are end dated. The system deletes the Earned Income page, which includes the job quit penalty coding.

Workaround:

Wait until after monthly issuance to code the job quit penalty or end date earnings.

*OR*

If the updates were already made, re-enter the information on the Earned Income page after monthly issuance, including the job quit penalty coding, for the penalty begin month through the ongoing month.

When taking actions on a case that requires a Processing Alternative (PAL), please make sure to narrate your actions.

Working Family Support (WS) Assistance Units (AUs) are incorrectly denying for Reason Code 472 – Related TANF AU Exists (PR 413161)

Situation

WS AUs are incorrectly denying with Reason 472 when there is no related TANF AU or Tribal TANF Benefit (TT) coding has been deleted.

Workaround:

NOTE:  All actions must be taken on the same day.
  1. Add $0.00 Tribal TANF Benefit (TT) income to the WS recipient client (head-of-household) for all months from application month through ongoing month and commit the changes.

  • If a Letter 010-01 (General - No Change in Benefits) generates, delete it.
  1. Delete the TT income for each month and commit the changes.

  2. Finalize the WS AU.

When taking actions on a case that requires a Processing Alternative (PAL), please make sure to narrate your actions.

Undocumented persons added to active Basic Food Assistance Units (AUs) are incorrectly denying in the month of application for Reason Code 202 - Citizenship/Alien Status instead of Reason Code 338 - Not eligible until Month After Application Month (PR 4828)

Situation:

When an undocumented person(s) is added to an active Basic Food AU, the system incorrectly denies the individual(s) in the month of application with Reason 202 and budgets half of the their income. This may result in an underpayment or overpayment Benefit Error Group (BEG) being generated.

Workaround:

Change the undocumented person(s) to Non-Member (NM) in the application month and manually create a denial letter for the individual(s) for the denial month.

When taking actions on a case that requires a Processing Alternative (PAL), please make sure to narrate your actions.

 

See ACES Screens and Online Pages for an example of pages or screens used in this chapter.

Cash Assistance

Created on: 
May 27 2021

See ACES Screens and Online Pages for an example of pages or screens used in this chapter.

Income deeming from a citizen child to an undocumented child in a cash Assistance Unit (AU) (PR 4290)

Situation:

When an undocumented child is added to a cash AU, ACES is deeming income from citizen children in the AU to the undocumented child. This income should not be deemed, as siblings are not financially responsible for each other.

Workaround:

  1. Users need to hand-calculate the difference between the grant with the ineligible household members and the grant without the ineligible household members.  This is the incorrect deemed amount.
  2. Users must add the income back in by coding it as Other Countable CA/MA Only (OA) on the Unearned Income page belonging to the person with the income..
NOTE: If the AU shows a higher income amount the letters will also display that amount.  If this occurs, free form text will need to be added to the letter.

When taking actions on a case that requires a Processing Alternative (PAL), please make sure to narrate your actions.

ACES 3G - Cannot modify Non-Custodial Parents page when there are no children in a Temporary Assistance for Needy Families (TANF) Assistance Unit (AU) (PR 325109)

Situation:

When a caretaker on a TANF AU was previously in DCS Sanction for Non-Cooperation and the same AU is reused for pregnancy TANF application, the AU incorrectly denies with Reason Code 228 - IV-D Non-Cooperation.

This occurs because the Non-Custodial Parents page in ACES 3G is not editable and users cannot remove the old Good Cause and/or Status coding in the IV-D Non-Cooperation section.

Workaround:

Deny the pending TANF AU and screen a brand new TANF AU.

When taking actions on a case that requires a Processing Alternative (PAL), please make sure to narrate your actions.

Unable to Modify Overpayment Benefit Error Group (BEG) for General Assistance (GA) Assistance Unit (AU) when Ongoing Month is Program Type GA-U.  (PR 323730)

Situation:

When trying to create an underpayment BEG for a GA AU with Program Type U - Unemployed in the ongoing month, workers receive Edit 2356 - THIS FUNCTIONALITY NO LONGER ALLOWED FOR GA/G01 AUS.  This prevents workers from modifying an overpayment BEG for months when the AU was Program Type A/B/D/X. 

Workaround:

Reinstate the GA-U AU for the ongoing month. Update the disability information so the AU program type changes to GA-A/B/D/X.  Create the underpayment BEG and complete the modification letter. 

Once the overpayment BEG has been modified (next day), be sure to close the AU back down so benefits don’t issue for the ongoing month.  If needed, the disability information can be changed back so the AU program type changes back to GA-U.

When taking actions on a case that requires a Processing Alternative (PAL), please make sure to narrate your actions.

Additional Requirement Emergent Need (AREN) issued same day TANF is reinstated - Benefit Error Group (BEG) not created & AREN not issued to client or vendor (PR 320859)

Situation:

When an Additional Requirement Emergent Need (AREN) payment is issued the same day a Temporary Assistance for Needy Families (TANF) Assistance Unit (AU) is reinstated, the system does not generate an AREN Benefit Error Group (BEG) or allow the VEND screen or Vendor Payments Fields to be updated in either ACES 3G or ACES Mainframe.

Workaround:

Reinstate the TANF AU and let the case sit through overnight batch. The following day ACES allows the AREN payment to process correctly.

When taking actions on a case that requires a Processing Alternative (PAL), please make sure to narrate your actions.

Additional Requirement Emergent Needs (AREN). Edit - Additional Requirement Emergent Needs Cannot be processed with other changes (PR 345547)

Situation:

When multiple Additional Requirement Emergent Need (AREN) Benefit Error Group (BEG)s are created in the same day or same month for a Temporary Assistance for Needy Families (TANF) Assistance Unit (AU), the following edit message displays: Additional Requirement Emergent Needs cannot be processed with other changes, on the Eligibility page in ACES 3G. 

Workaround:

For an explanation of the workaround for this scenario, please contact IT Solutions Customer Support at (360) 664-4560 option 2.

When taking actions on a case that requires a Processing Alternative (PAL), please make sure to narrate your actions.

Assistance Unit (AU) Details page displays Reason Code 228 when Division of Child Support (DCS) sanction has been lifted (PR 223290)

Situation:

When a DCS non-cooperation sanction has been lifted for a Temporary Assistance for Needy Families (TANF) client, Reason Code 228 - IV-D Non-Cooperation continues to display on the AU Details page for the affected client(s). In this situation the TANF grant is correctly increased; however, if TANF is terminated and there is a related Basic Food AU open, the Basic Food AU will not correctly trickle to Transitional Food Assistance (TFA).

Workaround:

In the Clients section of the AU Details page, use the drop down menu in the Reason field to remove Reason Code 228.

Temporary Assistance for Needy Families (TANF) recipients who are in an inpatient facility under 180 days. (CR 372983)

Situation:

A recipient of Temporary Assistance for Needy Families (TANF) in a treatment facility should receive a full grant within the first 180 days of treatment. ACES does not currently support this rule when an individual is coded with living arrangement of ADATSA Residential/Contracted (AR) within the first 180 days of treatment. The system would incorrectly issue a CPI (Clothing and Personal Incidentals) grant.

Workaround:

  1. In the Residency / Living Arrangement section of the Client Details page for all recipients, the Living Arrangement field should be coded as [At Home (AH)].
  2. On the Shelter Expenses page for the Head of Household, add Shelter expense of [0.01] if recipient was previously coded as Homeless. 
  3. Confirm the changes.

Please see CSD Staff Announcement and workaround for additional case processing steps.

Vendor details continue to display after vendor removed from cash AUs in ongoing month (PR 389022)

Situation:

Vendor information continues to display on the Eligibility Details page in ACES 3G when the vendor information is removed in the ongoing month. 

Workaround:

  1. In the ongoing benefit month, on the Eligibility page, click the Calculate Eligibility link.  Then click the Details link for the cash Assistance Unit (AU).
  2. On the Eligibility Details page under Vendor Payments take the following steps:
  • Delete the entry in the Amount field
  • Uncheck the Pay Vendor check box
  • Click Confirm Benefits

The vendor will no longer be issued the cash payment even though the vendor information displays.  

When taking actions a case that require a Processing Alternative (PAL), please make sure to narrate your actions.

ABD Cash grant not prorated when married couple both eligible for/receiving ABD cash and have living arrangement Homeless without Housing (HO) (CR 429439)

Situation:

When a married couple, both eligible for/receiving an ABD cash grant, have living arrangement Homeless without housing (HO), the grant amount is incorrectly allowing a full payment standard for each client.  Each recipient should receive one half of the 2 person grant payment standard.   This issue will be resolved when ACES promotes Change Request (CR) 429439 AUTOMATION CHANGES TO SUPPORT EXPANSION OF HEN REFERRAL ELIGIBILITY TO ABD CASH ASSISTANCE.

Workaround:

To have the system issue the correct grant amount for this situation, code each client with living arrangement Homeless with Housing (HH).

When taking actions on a case that requires a Processing Alternative (PAL), please make sure to narrate your actions.

Edit On Earned Income Page when Changing Valid Value for Working Family Support Hours (PR 468756)

Situation:

The Valid Value (VV) for the Working Family Support Hours field isn’t reset when the Earned Income hours are updated, which results in a hard edit that doesn’t display in ACES 3G. As a result, there is no way to determine what the issue is on the Earned Income Screen.

Workaround:

  1. On the Income Summary page in ACES 3G, click on the employment in the Earned Income section.
  2. On the Earned Income Details page, change the VV for Working Family Support Hours from Verified (VE) to Not Verified (NV).
  3. On the same Earned Income Details page, change the VV for Working Family Support Hours from Not Verified (NV) back to Verified (VE).

When taking actions on a case that requires a Processing Alternative (PAL), please make sure to narrate your actions.

 

See ACES Screens and Online Pages for an example of pages or screens used in this chapter.

Home and Community Services

Created on: 
Jul 16 2017

See ACES Screens and Online Pages for an example of pages or screens used in this chapter.

State Supplemental Income Payment (SSP) and $20.00 Income Disregard are incorrectly assigned as participation in the month of change (PR 325049)

Situation:

The SSP payment is considered Supplemental Security Income (SSI) and the $20.00 Income Disregard are not available for participation. The system is incorrectly counting these when determining the participation in the month of change.

Workaround:

Users need to manually correct the participation amount to $0.00 on LTR 018-01 - Change in Participation or any other letter that is created with the incorrect participation amount for the month of change. Users should also narrate the issue and note this is related to PR 325049 so that ProviderOne (P1) can find the issue and adjust the actual cost of care in the month of change.

When taking actions on a case that requires a Processing Alternative (PAL), please make sure to narrate your actions.

 

See ACES Screens and Online Pages for an example of pages or screens used in this chapter.

Medical

Created on: 
Jan 25 2020
See ACES Screens and Online Pages for an example of pages or screens used in this chapter.

Tailored Supports for Older Adults (TSOA) Assistance Units (AUs) approve if over income and resources - Transportation for Disabled (TD) vehicle coded (PR 432636)

Situation:

In some situations TSOA AUs approve when over the income and resource standards and a TD vehicle type is coded. ACES incorrectly allows resource deductions even though the initial resource test fails. When this occurs, the system ignores the income and doesn't deny the AU for Reason Exceeds Income Standard (301).

Workaround:

At this time, please call IT Solutions Customer Support at (360) 664-4560, Option 2 for an appropriate workaround.

Medicare Buy-In Unit Cannot Update or Modify TPL Screen in ACES 3G (PR 422917)

Situation:

After the January 2018 ACES promote of Change Request 387494 - MEDICARE BENEFICIARY IDENTIFIER (MBI) - 3G/ACESONLINE MBI NUMBER FIELD, staff in the Medicare Buy-In Unit (MBU) could not update Third-Party Liability (TPL) information in ACES 3G. This adversely effects staff trying to process Medicare Savings Program (MSP) Assistance Units (AUs) when there is outdated or incorrect Medicare TPL begin or end dates that have a source code of MMIS/P1 Interface (MM).  This situation also affects staff who are trying to process Modified Adjusted Gross Income (MAGI) AUs. 

Workaround:

At this time, please call IT Solutions Customer Support at (360) 664-4560, Option 2 for an appropriate workaround.

ACES.online Premium Payment Status Page – The Last Payment Received Field Incorrectly Populates the Last Statement Generated Date (PR 451906)

Situation:

On the Premium Payment Status page in ACES.online, the Last Payment Received field incorrectly populates with the date the last statement generated. As a result, the Last Payment Received and the Last Statement Generated fields will have the same date, whether or not the client actually made a payment.

Workaround:

For authorized users, check the FSA payment system directly for accurate payment information.

Exception to Rule approved for Ongoing Additional Requirements (OAR) for recipient of SSI Related Categorically Needy (S02) medical.

Situation:

In some situations an Exception to Rule is approved for OAR for a client receiving S02 medical.

Workaround:

ACES doesn’t support OAR for clients receiving S02 medical.  An Automation Work Request (AWR) is needed for ACES to support this process.  At this time, please call IT Solutions Customer Support at (360) 664-4560, Option 2 for an appropriate workaround.

Authorizing Spenddown - No Edit Alerting User to Close an Active Qualified Individual (QI-1) (S06) AU (PR 413208)

Situation:

When applying medical bills/expenses to meet a spenddown liability and approve MN coverage w/ spenddown, and the recipient client has an active S06 AU, users don’t receive an edit alerting them to close the S06 AU.

If the S06 AU is left active after spenddown coverage is approved (S99/L99/P99/F99), the spenddown AU may close in overnight batch, then it cannot be reinstated or re-opened.

Workaround:

Before authorizing spenddown, check if the recipient client has an active S06 AU, and close the S06 AU for each benefit month the client will be active on the spenddown AU. You may need to start the spenddown authorization process to check the benefit start date, then back out of the spenddown authorization to close the S06 for the appropriate benefit months based on the spenddown medical start date with Reason Code 588 - Ineligible QI-1 Already Receiving MA.

NOTE: Clients can be active on S03/S05 AU with an approved spenddown. Also, non-recipient clients for spenddown can receive S06, such as a non-applying/ineligible spouse for spenddown.

When taking actions on a case that requires a Processing Alternative (PAL), please make sure to narrate your actions.

For any questions about this workaround, please contact IT Solutions Customer Support at (360) 664-4560, option 2.

See ACES Screens and Online Pages for an example of pages or screens used in this chapter.

Multiple Programs

Created on: 
Sep 20 2018

See ACES Screens and Online Pages for an example of pages or screens used in this chapter.

Updating SAVE verification during an Eligibility Review causes an Abnormal End (ABEND) in ACES (PR 442721)

Situation:

Workers occasionally receive a web application error or ABEND when attempting to update SAVE verification during an Eligibility Review

Workaround:

For an explanation of the workaround for this scenario, please contact IT Solutions Customer Support at (360) 664-4560 option 2.

When taking actions on a case that requires a Processing Alternative (PAL), please make sure to narrate your actions.

 

See ACES Screens and Online Pages for an example of pages or screens used in this chapter.