Reinstatement

Created on: 
Aug 22 2021

Online Processing

Mainframe Processing

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

When can I reinstate an Assistance Unit (AU)?

An AU can be reinstated in the following situations:

  • The AU is in a Closed (C) or Closed Historical (H) status, such as:

    • To reconsider a termination of benefits; or

    • To modify an overpayment where the AU was closed historically to establish the overpayment amount.

NOTE: An AU that is in ActiveDeniedMA Spenddown, or Pending status cannot be reinstated and Edit 0474 – THE AU IS NOT CLOSED OR CLOSED HISTORICALLY, REINSTATEMENT NOT ALLOWED displays when this action is attempted.

Will benefits issue on a reinstated Assistance Unit (AU)?

ACES will issue a benefit for an AU in Closed (C) status when the AU is reinstated to Active (A) status.

NOTE: The one exception to the above is the following example:  On 12/24/2015 (before monthly issuance and during the adverse action period), an AU closes and has paid through date 01/31/2016.  Since the ongoing month was 01/2016 at the time of monthly issue and adverse action wasn't waived by the worker, the system reads that benefits have issued, even if it's a zero allotment.  If the AU is reinstated for benefit month 01/2016, (the AU goes from Closed (C) to Active (A) status), no benefits will issue.  

No benefit will be system issued on an AU in Closed Historical (H) status, when the AU is reinstated as the Closed Historical (H) status indicates that the benefit has been previously issued for that time period. The benefit history will show what was issued for the month being reinstated.

Online processing for reissuance of benefits on an AU in Closed Historical (H) status is not currently available.  If it is determined that a benefit needs to be issued, the issuance can be done by following the steps in the Mainframe Processing section: Will benefits issue on a reinstated assistance unit? 

When will benefits be available for a reinstated case?

For a reinstated case, benefits will be available based on the table below:

Issuance Type When reinstated? When available Examples
Food - EBT Before the regular availability date (1st thru 20th) Regular availability date (1st thru 20th)

Food benefits were closed effective 1/31, then February benefits were reinstated on 2/4. Benefits are normally available on the 6th.

Since benefits were reinstated before the regular availability date, benefits will be available on the regular availability date of 2/6.

On or after the regular availability date (1st thru 20th) Next day (or same day if user selects option for local issuance)

Food benefits were closed effective 1/31, then February benefits were reinstated on 2/5. Benefits are normally available on the 1st.

Since benefits were reinstated after the regular availability date of 2/1, benefits will be available the next day (or the same day if the option for local issuance is selected).

NOTE: A local issuance will lock the case for the rest of the day.

For more information on local/emergent issuances, see Electronic Benefit Transfer (EBT) - When are EBT Issuances sent to Fidelity Information Services (FIS)?

Cash - EBT Before the 1st of the month Regular availability date (the 1st)

Cash benefits were closed effective 1/31, then February benefits were reinstated on 1/29.

Since benefits were reinstated before the regular availability date, benefits will be available on the regular availability date of 2/1.

On or after the 1st of the month Next day

Cash benefits were closed effective 1/31, then February benefits were reinstated on 2/3.

Since benefits were reinstated after the regular availability date of 2/1, benefits will be available the next day.

Cash - EFT (Electronic Funds Transfer) Before Monthly Issuance Regular availability date

Client is receiving cash deposited via EFT (Electronic Funds Transfer), benefits were terminated effective 2/28, then March benefits were reinstated on 2/12, which is before monthly issuance.

The EFT payment for March benefits will be sent to the bank on the regular monthly issuance date.

For more information, see Electronic Funds Transfer (EFT) - When are Electronic Funds Transfer (EFT) issuances available to clients? 

After Monthly Issuance The EFT payment will be sent during the overnight batch process.

Client is receiving cash deposited via EFT (Electronic Funds Transfer), benefits were terminated effective 2/28, then March benefits were reinstated on 2/27, which is after monthly issuance.

The EFT payment for March benefits will be sent to the bank during the overnight batch process.

For more information, see Electronic Funds Transfer (EFT) - When are Electronic Funds Transfer (EFT) issuances available to clients?

Cash - Warrant Before Monthly Issuance Regular availability date

Client is receiving cash benefits via a mailed warrant, benefits were terminated effective 2/28, then March benefits were reinstated on 2/12, which is before monthly issuance.

The warrant for March benefits will be mailed on the regular monthly issuance date.

After Monthly Issuance The warrant will be mailed the next day (should be received in approximately 3-5 business days)

Client is receiving cash benefits via a mailed warrant, benefits were terminated effective 2/28, then March benefits were reinstated on 2/28, which is after monthly issuance.

The warrant for March benefits will be mailed the day after the case was reinstated, 3/1. 

Can Add a Person be completed on the same day when reinstating an Assistance Unit (AU)?

When an AU is reinstated for current and ongoing month(s), users can start the Add a Person process but must finalize the case at a later date. If the Add a Person is finalized on the same day the AU is reinstated, the system does not create the supplemental Benefits Error Group (BEG). The system needs to run a nightly batch process to recognize a change to the AU.

Online Processing

How do I reinstate an Assistance Unit (AU) in ACES 3G?

To reinstate an AU take the following steps:

  1. Go to the Case Actions page. See How do I access Case Actions page in ACES 3G?
  2. From the Case Actions page, in the Reinstate section, click the Start Reinstatement link to advance to the Reinstate – AU ID page.
NOTE:  AUs for the Head of Household that closed within three months of the ongoing month automatically display in this section.
  1. The Reinstate – AU ID page opens with month(s) and client(s) auto selected if the AU was closed within three months from the ongoing month. On the Reinstate – AU ID page, take the following actions:
  • Select the month(s) to reinstate by clicking the check box next to the month(s) required.
  • Select the household members to include in the reinstatement.
NOTE: Months and members can be removed by unchecking the box next to the month or members name, except for the head of household.
  1. Click the Initiate Reinstatement button. The Reinstate – AU ID page closes and the Case Actions page refreshes.
  2. To complete the reinstatement process, see What case actions do I take when the Assistance Unit (AU) is reinstated?

How do I reinstate an Assistance Unit (AU) in ACES.online?

To reinstate an AU take the following steps:

  1. Access the Reinstate – AU ID page from either:
  • The Welcome back page in the Quick Navigation section.
    • Select a Type of ID field - Select Assistance Unit from the drop down menu.
    • Enter an ID field - Enter the AU number.
    • Select a page field - Select Reinstate from the drop down menu.
    • Click Go and the Reinstate – AU ID page displays.
  • The Summary – Assistance Unit page:
    • Under Case Maintenance, click Reinstate and the Reinstate – AU ID page displays.
  1. The Reinstate – AU ID page displays the available month(s), up to 60 months back. Take the following steps to reinstate the AU:
  • Select the month(s) to reinstate by clicking the check box next to the month(s) required.
  • Select the household members to include in the reinstatement.
NOTE: Months and members can be removed by unchecking the box next to the month or members name, except for the head of household.
  • Click the Initiate Reinstatement button.
  1. To complete the reinstatement process, see What case actions do I take when the Assistance Unit (AU) is reinstated?

What case actions do I take when the Assistance Unit (AU) is reinstated?

Take the following case actions when reinstating an AU: 

  1. From the Case Actions page,
  • In the Reinstate section, the Process Reinstated Months displays the selected month(s) when the ongoing month and months falling into the time period of 3 months from the ongoing month had been initiated for reinstatement.
  • When the ongoing month is not a month selected to initiate reinstatement, the selected month(s) are processed using Start Changes in the section. See How do I process a change of circumstance in ACES 3G?.
NOTE:  The order in which you reinstate and process an Eligibility Review and mid-certification review (MCR) is important.  When processing an Eligibility Review, workers should always process the oldest month first. If not, the new certification begin date will be set inappropriately.  When processing an MCR users should work the ongoing month first, and then go back historically into each benefit month that is being reinstated.  see, How do I reinstate and process a mid-certification review (MCR) for a closed Food or Cash Assistance Unit (AU)?
NOTE: The system will automatically remove denial codes from the AU in reinstated months at both the AU and client level when working in 3G.
  1. Enter any new data or correct existing data.
  • Changes made in the ongoing benefit month do not copy back to any historical months so any change must be made separately in each individual historical month.
  • Please see How do I process a change of circumstance in ACES 3G? for help using Online Case Actions (ACES 3G) to enter any new data or correct existing data.
  1. Click the Eligibility link to commit the data.
  2. Complete steps 1 through 3 for each month that was reinstated.
  • Failure to confirm eligibility will result in benefits not being reinstated. The assistance unit or client status will return to previous Closed (C) or Closed Historical (H) status and Alert 321 – REINSTATEMENT NOT COMPLETED-AU/CL IS NOT ACTIVE will be generated.
  • If benefits are to be issued from the local office or by immediate issuance always reinstate that month first. Then on the next day, reinstate the other months so that the certification period will be set correctly.
NOTE: When an AU is in Closed (C) or Closed Historical (H) status, reinstated, and then put back into Closed or Closed Historical status with a different reason code on the same day, ACES won't generate a new letter based on the new closure reason code.

How do I complete an immediate issuance on a reinstated Basic Food case?

Users have the option of completing an immediate issuance (over the counter) request for Basic Food on cases reinstated after the first of the month that is being reinstated.

To complete an immediate issuance on a reinstated Basic Food case, take the following steps:

  1. Answer the following question on the Eligibility page in ACES 3G:
  • Do FS benefits need to be issued immediately?
    • Select the Yes radio button to issue benefits as an immediate issuance at the next scheduled daily issuance (9:30 a.m., 12:30 p.m., 3:30 p.m. or 5:30 p.m.).
    • Upon completion of the request for the immediate issuance the user is locked out of that AU and any related AU until batch processing has occurred overnight.
    • The lockout is for update mode only.
      • Inquiry is still accessible.
      • This eliminates the possibility of changing case data that would affect benefit eligibility and calculations after they have been determined for issuance.

NOTE: When reinstating multiple historical months the Yes “Do FS benefits need to be issued immediately?”, should only be answered on the last month to be processed. The system will process the emergent issuance for previously reinstated month(s) that are past their issuance date.  

EXAMPLE:  A Basic Food case is closed at monthly issuance due to no recertification. Two days later (after monthly issuance but before the first of the next month) the case is reinstated. Basic Food benefits will issue according to the staggered mailing schedule.

But if the reinstatement is done on the second of the next month, the user has the option of issuing the Basic Food benefits by immediate issuance.

NOTE: This process currently does not work in the ACES Training Region. Users will receive an web application error after they click the Commit Change button

Mainframe Processing

Will benefits issue on a reinstated Assistance Unit (AU)?

ACES will issue a benefit for an AU in [C] - Closed status when the AU is reinstated to [A] - Active Status.

NOTE: The one exception to the above is the following example:  On 12/24/2015 (before monthly issuance and during the adverse action period), an AU closes and has paid through date 01/31/2016.  Since the ongoing month was 01/2016 at the time of monthly issue and adverse action wasn't waived by the worker, the system reads that benefits have issued, even if it's a zero allotment.  If the AU is reinstated for benefit month 01/2016, (the AU goes from [C] - Closed  to [A] - Active  status), no benefits will issue.  

No benefit will be system issued on an AU in [H] - Closed Historical status, when the AU is reinstated as the [H] status indicates that the benefit has been previously issued for that time period. The benefit history will show what was issued for the month being reinstated.

If it is determined that a benefit needs to be issued on an AU in [H] - Closed Historical status the issuance can be done by following these steps:

If reissuance is needed for a Basic Food AU:

  1. Manually create a Benefit Error Group (BEG).  See Benefit Error Group (BEG) for processing steps; OR,
  2. Contact EBT HQ in the following situations:
  • Department errors in issuing EBT cards
  • Expungement of benefits inactive less than 274 days
  • ATM/POS misdispense by retailers

See instructions in the EBT Manual for more detailed information.

NOTE: Basic food benefits cannot be reissued. Reissuance is only applicable to cash warrants.

For Basic Food cases reinstated between monthly issuance and the availability date, the benefits are issued to the household on their normal issuance date (staggered issuance for food).

If reissuance is needed for a Cash AU:

  1. If the previously issued benefit was canceled, it can be reissued through the HMEN, Option F - Issuance Reissuance/Replacement Update. See Reissuance for Cash Case for processing steps.
  • When reissuing a previously canceled issuance, complete reinstatement and check the benefit amount displayed on the CAFI or FSFI screen to make sure the amount is correct.
NOTE:  Cash benefits cannot be reissued to an EBT or EFT account. Reissuance is only applicable to cash warrants.

For cash cases reinstated between monthly issuance and the first of next month, the warrant is issued or the funds are deposited in the electronic benefits transfer (EBT) card or electronic funds transfer (EFT) account on the first of the month.

 

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