Financial Responsibility Codes

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 are Financial Responsibility Codes?

Financial Responsibility codes are used by ACES to determine which member of the Assistance Unit (AU) are financially responsible for the other members of the AU.

Online Processing

How does ACES use financial responsibility codes?

 ACES divides financial responsibility codes into 3 categories:

  • Recipient codes Applicant (PN) or Recipient (RE): Individuals included in the Assistance Unit (AU) and financially responsible for a household member. Income and resources count toward the needs of the client(s) with recipient codes.
  • Non-member code Non-Member (NM): Individuals not financially responsible for anyone in the AU. These client’s income and resources do not count when determining eligibility for client(s) with recipient codes.
  • Deemor/Allocator codes such as Ineligible Spouse (SP) or Undocumented Alien Adult (UA): Individuals excluded from the AU but financially responsible for a household member. Income and resources may count toward the needs of the client(s) with recipient codes.

ACES determines who to include in the AU and the eligibility for those persons, based on the relationship and financial responsibility of each member to the head of household. Certain AU types can only have one member with financial responsibility code Recipient (RE).

EXAMPLE: For eligibility to be determined correctly for Supplemental Security Income (SSI) Medical (S01), the head of household should be the person receiving SSI.

What financial responsibility codes are set by ACES?

ACES 3G will only display applicable financial responsibility codes for pending Assistance Units (AUs). Once the AU is active the financial responsibility code cannot be changed. The following financial responsibility codes are set by the system:

  • Budgeted Adult (BA)
  • Budgeted Child (BC)
  • Community Spouse (CS)
  • CA/MA Sanctioned (DI)
  • FS E&T Disqualified (FD) - (FS)
  • IPV/Drug Felon Disqual (ID) - (FS)
  • Institutional Spouse (IS)
  • Non IPV Disqualified (ND) - (FS)
  • CL Inc/Assets/Exp treated as Recipient but Active in Another AU (OS)
  • Recipient (RE)
  • CA Sanctioned Receiving MA Only/FAP Recipient (RN)
  • Undocumented Alien Adult (UA)
  • Undocumented Alien Child (UC)

​​What financial responsibility code is used when a client has multiple reasons to be sanctioned/disqualified/ineligible?

The chart below indicates the Financial Responsibility code used when a client has 2 reasons to be sanctioned/disqualified/ineligible. To use this chart:

  1. Find the financial responsibility code in the top row for one of the reason codes from the Financial Responsibility Codes Chart.
  2. Find the financial responsibility code for the other reason code in the left-hand column.
  3. The financial responsibility code used is the one listed where the row and column meet:

 

CA/MA Sanctioned (DI) 

Ineligible Person (IP) 

CA Sanctioned Receiving MA Only/FAP Recipient (RN) 

Recipient (RE)

Undocumented Adult (UA)

Undocumented Child (UC)

CA/MA Sanctioned (DI) 

CA/MA Sanctioned (DI)

CA/MA Sanctioned (DI)

CA/MA Sanctioned (DI)

CA/MA Sanctioned (DI)

Undocumented Adult (UA)

Undocumented Child (UC)

Ineligible Person (IP)

CA/MA Sanctioned (DI)

Ineligible Person (IP)

CA/MA Sanctioned (DI)

Ineligible Person (IP)

Undocumented Adult (UA)

Undocumented Child (UC)

CA Sanctioned Receiving MA Only/FAP Recipient (RN)

CA/MA Sanctioned (DI)

CA/MA Sanctioned (DI)

CA Sanctioned Receiving MA Only/FAP Recipient (RN)

CA Sanctioned Receiving MA Only/FAP Recipient (RN)

Undocumented Adult (UA)

Undocumented Child (UC)

Recipient (RE)

CA/MA Sanctioned (DI)

Ineligible Person (IP)

CA Sanctioned Receiving MA Only/FAP Recipient (RN)

Recipient (RE)

Undocumented Adult (UA)

Undocumented Child (UC)

Undocumented Adult (UA)

Undocumented Adult (UA)

Undocumented Adult (UA)

Undocumented Adult (UA)

Undocumented Adult (UA)

N/A

N/A

Undocumented Child (UC)

Undocumented Child (UC)

Undocumented Child (UC)

Undocumented Child (UC) 

Undocumented Child (UC) 

N/A 

N/A 

If a client has more than 2 reasons to be sanctioned/disqualified/ineligible, the system uses the codes with the highest priority. The priority order when using the above chart is:

  1. Undocumented Alien Adult (UA) /Undocumented Alien Child (UC)
  2. CA/MA Sanctioned (DI)
  3. Ineligible Person (IP)
  4. CA Sanctioned Receiving MA Only/FAP Recipient (RN)
  5. Recipient (RE)
EXAMPLE: Client is Recipient (RE) – IV-D Non-Cooperation, Ineligible Person (IP) – Fleeing Felon & Parole Violation - CA/FA, and CA/MA Sanctioned (DI) – Convicted of Unlawful Practices.
Of the three codes, Ineligible Person (IP) and CA/MA Sanctioned (DI) have the highest priority. Using the chart, the client’s new financial responsibility code is CA/MA Sanctioned (DI).

Financial Responsibility Codes Chart

When the client is ineligible or meets one of the sanction/disqualified reason codes listed below, use the following chart to determine the benefits a client is eligible for and the income budgeting method used.

 

 

Eligible for: 

Budgeting Method:

Financial Responsibility Code

Reason Codes for Sanction

Cash  

$90 from EI 

$90 from EI & Payment Standard Deduction 

Same as Financial Responsibility Code Recipient (RE) 

CA/MA Sanctioned (DI)

Various Multiple Reasons

X

X

 

 

 

Non-Cooperation with TPL (266)

X

 

 

X

 

Convicted of Unlawful Practices (263)

 

 

X

 

 

Minor Parent Failed School Requirement (265)

 

 

X

 

 

Temporary Absence Change Not Reported in 5 Days (259)

    X  

Ineligible Person (IP)

TANF Pregnancy Only - Father of Unborn Not Eligible (214)

X

 

X

 

 

Minor Parent Inappropriate Living Situation (264)

 

 

X

 

 

Fleeing Felon & Parole Violation - CA/FA (256)

 

 

X

 

Recipient (RE)

Failed to Provide Proof of Citizenship/Identity (120)

X

 

 

X

 

IV-D Non-Cooperation (228)

X

 

 

X

 

40% WorkFirst Sanction (268)

X

 

 

X

 

Convicted of Receiving PA in 2 or more States (262)

X

X

 

 

How do I code the Assistance Unit (AU) Detail page for a non-citizen applicant?

When the AU contains non-citizens, code the non-citizen members as Applicant (PN). Ensure the citizenship information on the Client Details page is entered correctly.

When the AU is finalized, the Financial Responsibility code for the ineligible members changes to:

  • Undocumented Alien Adult (UA) or Undocumented Alien Child (UC) on a Temporary Assistance for Needy Families (TANF) AU.

  • Non IPV Disqualified (ND) on a Basic Food (FS) AU.

NOTE: When processing a TANF application and the AU contains citizen and non-citizen children, follow the procedures in Processing Alternatives (PAL) - Cash Assistance Deeming from Citizen Child to Undocumented Child (PR 4290)

How do I code the Assistance Unit (AU) Detail page when the AU contains a sponsored immigrant?

When the household contains a sponsored immigrant, the sponsor must be included as part of the household. Code the sponsor as Alien Sponsor (AL) and Applicant (PN) for all others.

NOTE: Currently ACES supports only one Alien Sponsor (AL) on the Assistance Unit Details page. Until the system can be changed, workers should calculate the second sponsor's income and resources offline and enter it on the first sponsor's Income and Resource page, with detailed documentation of how they came to the results.

For information on how income and resources are counted, see EAZ Manual – WAC 388-470-0060 How does the department decide how much of my sponsor's resources affect my eligibility for cash, medical, and food assistance? and WAC 388-450-0155 How does being a sponsored immigrant affect my eligibility for cash, medical, and food assistance programs?

How do I code the Assistance Unit (AU) Detail page for Classic Medical applications?

For specific case processing, see Medical, select the program type (such as Medical Care Services (MCS) or SSI Related Medical). ​

 

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