Finalize Application

Created on: 
Nov 15 2019

Online Processing

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

Do Assistance Units (AU) have to be finalized in a specific order?

ACES does not require a specific order when multiple AUs need to be finalized. However, in order to budget a cash grant against a Basic Food AU, the cash AU must be finalized first.

Can more than one assistance unit be finalized at the same time?

ACES does not finalize more than one AU at the same time.

Can I update a case once benefits have been locally issued?

Once benefits have been locally issued, the case is locked from any further updating until the following day. If any updates are attempted: 

  • In ACES Mainframe, Edit 1643 - LOCAL ISSUANCE APROVED FOR RELATED AU/CLIENT, TRY AGAIN TOMORROW displays.
  • In ACES 3G, LOCAL ISSUANCE APPROVED FOR RELATED AU/CLIENT. TRY AGAIN TOMORROW displays.
  • In ACES.online, AU is already locked [CLID,Worker ID] displays. 

Can Basic Food Assistance be issued locally the same day as medical approval is sent to ProviderOne? 

Basic Food Assistance can be issued locally the same day medical approval is sent to ProviderOne. 

NOTE: Because locally issuing benefits locks a case from any further updating,  additional pending AUs must go through the Process Application Month steps prior to the finalizing of Basic Food in order to process benefits the same day. Otherwise, the case remains locked until the following business day. 

Online Processing

What steps must be completed prior to finalizing an application?

In order to finalize an application, the assistance unit must first go through Interview and Process Application Month.

How do I complete Finalize Application?

To finalize an application, take the following steps:

  1. Go to the Case Actions page. See How do I access the Case Actions page in ACES 3G?
  2. From the Case Actions page, in the Finalize Applications section, click the Finalize link for the pending Assistance Unit.
  3. On the Eligibility page click the Details link. This takes you to the Eligibility Details page.
  4. On the Eligibility Details page, verify the benefit information then click the Confirm Benefits button for each pending month.  When all months are confirmed, the Eligibility page displays.
  • For cash assistance units:
    • To send all or part of a client’s cash payment to a vendor, expand the Vendor Payments section and complete the appropriate fields on before confirming benefits for that benefit month. See Vendor Payment for more information.
  • To override a letter, click the check box in the Letters section next to the letter you want to override.
  1. On the Eligibility page, click the Commit Changes button.
  • If Basic Food benefits need to be issued the same day, click the radio button next to Yes in the Do FS benefits need to be issued immediately? field.
NOTE: Daily batch occurs at 9:30 a.m., 12:30 p.m., 3:30 p.m. and 5:30 p.m.
  • If an Electronic Benefit Transfer (EBT) card needs to be mailed to the client, click the radio button next to Yes in the Do you want an EBT card mailed to the HOH? field.

 

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