Close an Assistance Unit / Client

Created on: 
Nov 15 2019

Online Processing

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

When is an Assistance Unit (AU) or client closed?

An AU or client in A - Active status is closed when the AU or client is no longer eligible to receive benefits. See Change of Circumstance and EAZ Manual - WAC 388-418-0020 How does the department determine the date a change affects my cash and Basic Food benefits?

Only 500 level reason codes can be manually entered by the user to close an AU or close a client within an AU. All other closing reason codes are generated by the system when case data entered into ACES results in the AU or client no longer meeting eligibility requirements.

When does AUTO close an Assistance Unit (AU) or client?

AUTO closes an AU or client when they are no longer eligible to receive assistance. Examples of this would be:

  • When a client fails to provide an Eligibility Review, AUTO closes the AU with Reason Code 235 - Review Not Complete.
  • When a client fails to provide a Mid-Certification Review (MCR), AUTO closes the AU with Reason Code 141 - Mid-certification review not returned
  • When the Report Status field in ACES indicates the MCR is incomplete, AUTO closes the AU with Reason Code 142 - Incomplete mid-certification review. 
  • At monthly issuance, when a client active on pregnancy related Temporary Assistance for Needy Families (TANF) has not reported the birth of a child and it is 60 days past her estimated due date.
  • At monthly issuance, when a client has an overdue Incapacity Review, AUTO closes the General Assistance (GA) (Aged, Blind, or Disabled (ABD) and Housing and Essential Needs (HEN) Referral) AU, with Reason Code 290 - Overdue Incapacity.

Online Processing

How do I manually close an Assistance Unit (AU) or client?

To manually close an AU or client, take the following steps:

  1. Go to the Case Actions page. See How do I access the Case Actions page in ACES 3G?
  2. Click the Start Changes link in the Change of Circumstances section on the Case Actions page.
  3. On the Assistance Unit Detail page, select the appropriate 500 level reason code from the:
  • Reasons drop down list in the AU ID section, if closing the entire AU.
  • Reason drop down list in the Clients section for each client you want to close.
  1. From the Navigation tree, select Review.
  2. If there are no errors on the Review page, click Eligibility on the Navigation tree.
  3. On the Eligibility page, a Details link displays to the right of any AU that is currently active. Click the Details link.
  4. Review the Eligibility Details page for each AU. If all looks correct, click Confirm Benefits.
  5. Click Commit Changes on the Eligibility page.
NOTE: When closing multiple historical months start with the earliest month.

Can an Assistance Unit (AU) with a pending client be closed?

Only client or AUs in Active (A) status can be closed. If there is a client pending on an AU, this client must be denied or approved before the AU can be closed. Otherwise, you will receive Error PENDING CLIENT(S) NEED TO BE PROCESSED

For more information on denying a pending client, see Deny an Assistance Unit / Client.

 

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