Copy Back

Created on: 
Nov 15 2019

Online Processing

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

What is copy back?

Copy back is the process where ACES takes the information entered in the ongoing month during the interview, and automatically enters it into all months in which the client or Assistance Unit is pending.

Online Processing

How does the copy back process work?

If there are no other Assistance Units (AUs) active during the application period, all information entered during the interview is copied back from the ongoing month to the application month.

EXAMPLE: An application is screened on May 5th and interviewed on May 11th. Information is then entered by selecting Start Interview in the Pending Applications section of the Case Actions page. Any information entered in the ongoing month (June) that is not correct for the month of application (May) must be changed by selecting the month of May from the Process Application Months section on the Case Actions page.

For cases with an active AU, any information specific to the pending AU copies back to AU specific pages such as the Work Registration/Participation and Non-Custodial Parents pages.

EXAMPLE: Mom and child currently receive Basic Food benefits. On June 17th she requests Temporary Assistance for Needy Families (TANF) benefits for herself and her child. AU specific information such as Non-Custodial Parent (NCPS) information entered during the interview for the ongoing month of July copies back to June.

For cases with pending clients that are not active on any other AU, all client related data is copied back.

EXAMPLE: Co-parent, who is new to ACES, was screened in and added to the active Basic Food AU on May 15th. The client demographic, earnings, and work registration information entered during the interview, for the ongoing month of June, is copied back to May. Any information entered in the ongoing month (June) that is not correct in the application month (May) must be changed by selecting the month of May from the Process Application Months section on the Case Actions page.

When won't the copy back process work?

The copy back process does not change previously entered information. Historical updates must be entered by the user into each individual month to ensure accuracy.

EXAMPLE: Client applies for S02 (SSI Related Categorically Needy) and S03 (Qualified Medicare Beneficiary (QMB)) medical. The S02 Assistance Unit (AU) was processed and finalized first. When finalizing the S03 AU the worker notices that it is denying for Reason Code 280 - Not Entitled Medicare Part A. Normally this change could be corrected in all months by making the update in the Start Interview section on the Case Actions page. However, in this case because the S02 AU has been finalized and is now in Active (A) status, any information changed in interview for the S03 AU no longer copies back. The user must go into each month and select Yes (Y) from the Entitled to Medicare drop down box on the Other Agency Application/Benefit page for benefits to be approved.

How do I make changes to copied back information?

When the application is processed through Process Application Months on the Case Actions page, the user can change any information ACES copied back that is not correct. See Process Application Months.

 

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