Reason Codes

Created on: 
Nov 06 2019

Online Processing

Mainframe Processing

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

What are Reason Codes?

The system generates reason codes based on case actions taken on a case. Reason codes are used to explain why a client or Assistance Unit (AU) has been denied, terminated, placed in sanction, had benefits changed or is ineligible.

Online Processing

What Reason Codes can be entered on the Assistance Unit (AU) Details page?

Reason codes above 500 can be manually entered to deny or terminate an Assistance Unit ( A)U or client when the system is unable to.

The system uses client and AU eligibility data to generate reason codes below 500. These codes cannot be entered by a user.

Whenever possible, enter the appropriate data and allow the system to deny, terminate, or sanction a case.

Most reason codes populate denial, termination, and change letters with the associated WAC reference and standard text block explaining the change. Many reason codes also have requirements for freeform text that must be entered on the letter.

Where do Reason Codes display?

In ACES 3G reason codes display on the following pages:

  1. Assistance Unit Detail page for each program under the Assistance Unit (AU) ID also shown on the Clients drop down for each client. 
  2. The Eligibility page for each processed AU.
  3. The Eligibility Details page under the AU ID also shown on the Clients drop down for each client.
  • When a client has been denied, terminated, placed in sanction, or is ineligible, the reason code displays in the Reasons field for the client on the Assistance Unit Detail page and Eligibility Detail page.
  • When a change results in the denial or termination of an entire AU or an individual person, the reason code displays in the Reasons field on the Eligibility Detail page.
  • When a change results in an increase or decrease in benefits, the reason code(s) displays in the Reason For Change field in the Benefits section on the Eligibility Detail page. Depending on the reason, these codes may not display on the related Assistance Unit Detail page and Eligibility Detail page..

How do I deny or terminate a case with a 500 level Reason Code?

To deny or terminate a case with a 500 level reason code, take the following steps:

1. On the Assistance Unit Detail page, enter the appropriate reason code in the AU Status Reasons field when it applies to the entire Assistance Unit (AU) or in the Reason field under the Clients section when it applies to an individual client.  

2. Click Eligibility then Details on the Navigation tree to commit the data.

What if an Assistance Unit (AU) or client is not eligible for multiple reasons?

ACES performs eligibility tests on a case based on the case data entered. These occur in a hierarchy that generally follows the ACES flow.

The system usually displays the first reason code in the AU Status Reason field on the Assistance Unit Detail page or Eligibility Detail page screen based on the order the eligibility tests are conducted.

EXAMPLE: A TANF application for a household of 2 has $1500 earned income and $2000 in available resources. The household is both over the income limit and the resource limit for TANF. In this example, the resource test based on information on the Resources page is before the gross income test based on information on the Earned Income page in the ACES flow, so the AU denies for Reason Code 401-Over Resources instead of 320-Exceeds Gross Income Limit.

Mainframe Processing

Where do Reason Codes display?

In Mainframe reason codes display on the STATELIGCAFIFSFI or MAFI screens:

  •  When a client has been denied, terminated, placed in sanction, or is ineligible, the reason code displays in the Rsn field for the client on the STAT and ELIG screens.
  • When a change results in the denial or termination of an entire Assistance Unit (AU), the reason code displays in the AU Status Reasons field on the STAT and ELIG screens.
  • When a change results in an increase or decrease in benefits, the reason code displays in the Reasons field on the CAFIFSFI, or MAFI screens. Depending on the reason, these codes may not display on the related STAT or ELIG screens.

 

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