Authorized Representative/Protective Payee

Created on: 
Nov 07 2019

Online Processing

Mainframe Processing

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

What is an Authorized Representative (AREP)?

An AREP is an adult non-household member who is sufficiently aware of the household's circumstances to be able to act on their behalf.

A client can choose whether an AREP receives copies of letters, eligibility reviews, benefits or any combination of these.

For more information regarding authorized representative see the following:

What is a Protective Payee?

A protective payee is a person or an employee of an agency who manages the clients’ cash benefits to provide for their basic needs (housing, utilities, clothing, child care, and food). They may also provide services such as training clients how to manage money.

For additional information regarding protective payees, see EA-Z Manual - Payees on Benefit Issuances - Protective Payees.

Online Processing

What type of information does an Authorized Representative (AREP) or Protective Payee receive?

The information an AREP or a Protective Payee receives is based on the valid value selected in the Type field on the Authorized Representatives/Payees page. For additional information, see the ACES Manual - Authorized Representative Payee Chart.

How do I add an Authorized Representative (AREP) or Protective Payee to an Assistance Unit (AU)?

If an AREP is added during the screening process, the information is pre-filled in the Authorized Representatives/Payees section of the Contact Information page. For more information on how to add an AREP or Protective Payee during screening, see Add/Edit/Delete Authorized Representative (AREP) - How do I add an Authorized Representative during screening?

To add an AREP or Protective Payee to an active or pending AU, take the following steps:

  1. On the Contact Information page in the Authorized Representatives/Payees section, click Add Authorized Representatives/Payees.
  2. On the Authorized Representatives/Payees page, complete the following fields:
  • Type field - Select appropriate AREP type from the drop down menu.
  • Name field - Enter [name of the AREP or Protective Payee].
  • Address Line 1 field - Enter [AREP or Protective Payee's mailing address].
  • City/St/Zip fields - Enter [City, State, and Zip Code of the AREP or Protective Payee].
  • Phone field - Enter [phone number of AREP or Protective Payee] if available.
Note: For clients who live in medical facilities such as nursing homes, it is not necessary to code the facility bookkeeper as an AREP in order to have copies of approval and participation letters sent to the facility. ACES automatically sends copies of appropriate letters based on the provider ID number entered on the Facility page.

How do I delete an Authorized Representative (AREP) or Protective Payee?

To delete an AREP or Protective Payee from an Assistance Unit (AU) during screening, see Add/Edit/Delete Authorized Representative (AREP) - How do I delete an Authorized Representative during screening?

To delete an AREP or Protective Payee from an active or pending AU, take the following steps:

  1. On the Contact Information page in the Authorized Representatives/Payees section, click the check box next to the name and address of the AREP or Protective Payee which is being deleted.
  • The information then shows a line through it and is deleted once the information is committed. 

Where do I edit an Authorized Representative (AREP) or Protective Payee?

AREP and Protective Payee details must be edited on the appropriate Authorized Representatives/Payees page for an active or pending Assistance Unit (AU).

How do I enter a group home or drug and alcohol facility as an Authorized Representative (AREP)?

Some group homes and drug and alcohol facilities are authorized to receive Basic Food and need to be listed as an AREP on the Authorized Representatives/Payees page. For more information, see EA-Z Manual - WAC 388-460-0010 Do I have an authorized representative for Basic Food if I live in a treatment center or group home?

To add a group home or drug alcohol facility as an AREP to an active or pending Assistance Unit (AU), take the following steps:

  1. On the Contact Information page in the Authorized Representatives/Payees section, click Add Authorized Representatives/Payees.
  2. On the Authorized Representatives/Payees page, complete the following fields:
  • Type field - Select FS-Rep for client in drug/alcohol facility - LTRS, ER, EBT (AA) or FS Payee Group Home - LTRS, ER, EBT (GH) from the drop down menu.
  • Group ID field - Enter [Group ID of the facility].
    • If the Group ID number is not known, click on Search and the AREP Search pop up window displayed. If the facility you are looking for does not display, this is due to either the facility is not authorized to receive Basic Food or it has not been added to the vendor files yet. For additional information regarding Residential Facilities, see EBT Manual - 9. Residential Facilities.
  1. On the Residency/Living Arrangement page, select one of the following valid values on the Living Arrangement field:​
  • AH - At Home
  • DD - DDA Supported Living
  • AR - ADATSA Residential/Contracted
  • GS - DDA Group Home Small 16-

How do I view letters sent to group homes?

To view letters sent to a group home authorized to receive Basic Food, take the following steps:

  1. From the Welcome Back page. complete the following fields in the Quick Navigation section:
  • Select a Type of ID field - Select GroupHome from the drop down menu.
  • Enter an ID field - Enter [GroupHome ID].
  • Select a Page field - Select Letters from the drop down menu.
  1. Click Go and the Letter Summary page displays.

How do I find a list of Take Charge clinics?

This feature is not yet available in ACES.online. For more information, see Mainframe Processing - How do I find a list of Take Charge clinics?

How do I add a temporary Authorized Representative (AREP)?

To add a temporary AREP or Protective Payee to an active or pending AU take the following steps:

  1. On the Contact Information page in the Authorized Representatives/Payees section, click Add Authorized Representatives/Payees.
  2. On the Authorized Representatives/Payees page, complete the following fields:
  • Type field - Select the appropriate AREP type from the drop down menu.
  • Temporary AREP field - check the box to indicate that the AREP entered in the Type field is temporary.
  • Name field - Enter [name of the AREP or Protective Payee].
  • Address Line 1 field - Enter [AREP or Protective Payee's street address].
  • City/St/Zip fields - Enter [City, State, and Zip Code of the AREP or Protective Payee].
  • Phone field - Enter [phone number of the AREP or Protective Payee] if available.

Mainframe Processing

How do I find a list of Take Charge Clinics?

If the Authorized Representative type entered is [TC] - Take Charge Representative and the client wants to use a Take Charge Provider, the Take Charge Clinic list is maintained in ACES Mainframe.

To find a list of Take Charge providers take the following steps:

  1. From the WMEN screen, select option [M] - Provider/Vendor and <TRANSMIT>.
  2. On the MMEN screen, complete the following fields:
  • Selection field - Enter [D] - Provider Name List.
  • Name field - Enter the [clinic name]. The name of the clinic must be entered exactly; or
  • City field - Enter the [city where the clinic is located] if the name of the clinic is unknown.
  • Type field - Enter [016] - Take Charge Provider
  1. <TRANSMIT> and the PRLS screen displays with a list of providers that match the search criteria.
  2. On the PRLS screen, enter a [Y] in the Sel field.
  3. <TRANSMIT> and the PROV screen displays.

 

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

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