Refugee Assistance

Created on: 
Nov 06 2019

Online Processing

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

What types of assistance are available to Refugees?

The following types of assistance are available to Refugees:

NOTE: Temporary Assistance for Needy Families (TANF) is the priority program for Refugee families with minor children. Users must determine if families with minor children are eligible for TANF first before considering RCA.

Who is eligible for Refugee Assistance?

Applicants who can provide specific types of documentation to verify their Refugee status may be eligible to receive Refugee Assistance.

For information on what types of documentation are needed to verify refugee status, see EA-Z Manual - WAC 388-466-0005 Immigration status requirement for refugee assistance.

Online Processing

How do I screen a Refugee Cash Assistance (RCA) or Refugee Categorically Needy (R03) medical application?

To screen a RCA or R03 medical application, take the following steps:

  1. On the Welcome back page in ACES.online, click the Screen New Application link at the top of the page. The Applicant page displays in a new window.
  2. On the Applicant page, take the following steps:
  • Applicant Name field - Enter the [applicant’s name].
  • Primary Language field - Select the client's primary language from the drop down menu.
  • Interpreter Needed field - Select the check box if the client is requesting an interpreter.
  • Residential Address section - Enter the [client’s residential address].
    • If the applicant has a mailing address, click the box next to Mailing Address same as above field to remove the checkmark and enter the applicant’s mailing address.
  • To add an Authorized Representative, follow the steps in How do I add an authorized representative (AREP) during screening?
  • Click the Next button and the Address Validation page displays.
  1. On the Address Validation page take the necessary steps to complete the address validation process. For additional information, see Screening - Address Validation.
  • Click the Next button and the Programs page displays.
  1. On the Programs page, take the following steps:
  • In the Programs sections, click on the checkbox next to Cash and/or Medical.
  • In the Program Determination Criteria section, click the checkbox next to Refugee.
  • Click Next.
  1. Add all household members following the steps in the Screening an Application.
  2. On the Finalize page, click the Specify Program button to add medical.
  • If not adding medical, click the checkbox next to Refugee Assistance (RF) and continue with step 8.
  1. On the Finalize - Program Details page, complete the following fields:
  • Program field - Select Medical Assistance (MA) from the drop down menu,
  • Medical Coverage Group field Select Refugee Categorically Needy (R03) from the drop down menu.
  • Click the Next button.
  1. On the Finalize page, complete the following fields:
  • Click the checkbox next to Refugee Assistance (RF).
  • The checkbox next to Medical Assistance (MA) should have a check, if not, check that box.
  • Application Date field - Enter the date [mm/dd/yyyy].
  • Click the Commit button.

How do I complete an interview and finalize a Refugee Cash Assistance (RCA) or Refugee Categorically Needy (R03) medical application?

To complete an interview and finalize a pending RCA or R03 application, take the following steps:

  1. Follow the steps under How do I initiate and complete an intake interview?
  2. On the Client Details page for each refugee applicant, complete the following mandatory fields in the Citizenship / Alien section:
  • Citizen Status field - Select Documented Alien (L) from the drop down menu.
  • INS Status field - Select Refugee (RF) from the drop down menu.
  • Date INS Status Granted field - Enter date [mm/dd/yyyy].
  • Sponsored Alien field - Select whether the client is a sponsored alien from the drop down menu.
  • Country of Origin field - Select the appropriate country of origin.
  • US Entry Date field - Enter date [mm/dd/yyyy].
  • Initial INS Status field - Select Refugee (RF) from the drop down menu.
  • Initial INS Date field - Enter date [mm/dd/yyyy].
  1. After committing the interview data, follow the instructions in the Process Application Months and Finalize Application - Online Processing chapters.

How do I screen Basic Food Assistance for a refugee?

To screen a Basic Food application for a refugee follow the steps in Screening an Application.

  1. During screening, on the Programs page in the Program Determination Criteria section, click the checkbox next to Refugee.

How do I complete an interview and finalize Basic Food Assistance for a refugee?

To complete an interview and finalize Basic Food for a refugee take the following steps:

  1. Follow the steps in How do I initiate and complete an intake interview?
  2. On the Client Details page for each refugee applicant, complete the following mandatory fields in the Citizenship / Alien section:
  • Citizen Status field - Select Documented Alien (L) from the drop down menu.
  • INS Status field - Select Refugee (RF) from the drop down menu.
  • Date INS Status Granted - Enter date [mm/dd/yyyy].
  • Sponsored Alien field - Select whether the client is a sponsored alien from the drop down menu.
  • Country of Origin field - Select the appropriate country of origin.
  • US Entry Date field - Enter date [mm/dd/yyyy].
  • Initial INS Status field - Select Refugee (RF) from the drop down menu.
  • Initial INS Date field - Enter date [mm/dd/yyyy].
  1. After committing the interview data, follow the instructions in the Process Application Months and Finalize Application - Online Processing chapters.

How do I code a refugee student in higher education?

To process a refugee student who is in higher education, take the following steps:

  1. On the Client Details page, in the Citizenship /Alien section complete the following fields:
  • Citizen Status field - Select Documented Alien (L) from the drop down menu.
  • INS Status field - Select Refugee (RF) from the drop down menu.
  • Date INS Status Granted - Enter date [mm/dd/yyyy].
  • Sponsored Alien field - Select whether the client is a sponsored alien from the drop down menu.
  • Country of Origin field - Select the appropriate country of origin.
  • US Entry Date field - Enter date [mm/dd/yyyy].
  • Initial INS Status field - Select Refugee (RF) from the drop down menu.
  • Initial INS Date field - Enter date [mm/dd/yyyy].
  1. On the Client Details page, in the Student / Education section complete the following fields:
  • Student Status field - Select Full Time (FT) from the drop down menu.
  •  Education Level field - Select Higher Educ (Half-Time or More) (HE) or Personal Employment Plan (PE).
  • School Name field - Enter [the name of the school].
NOTE: If the Refugee client is under age 18 or over 60, Not a Student (NO) should be entered in the Student Status field even if they are a full time student as they are not subject to the student status rules.

For Refugee Cash Assistance (RCA), if a refugee between the ages of 18 and 60 is coded with one of the the following levels of education, their financial responsibility code is set to CA/MA Sanctioned (DI) and the individual is closed or denied with Reason Code 209 - Failed Refugee Requirement:

  • Higher Educ (Half-Time or More) (HE).
  • Personal Employment Plan (PE).

For Refugee Categorically Needy (R03) medical, if a refugee between the ages of 18 and 60 has a higher education level of:

  • Higher Educ (Half-Time or More) (HE), their financial responsibility code is CA/MA Sanctioned (DI) and the individual is closed or denied with Reason Code 209 - Failed Refugee Requirement.
  • Personal Employment Plan (PE), the individual may be eligible for R03 medical.

 

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