Vendor Payment

Created on: 
Dec 18 2020

Online Processing

Mainframe Processing

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

What must be done prior to processing a payment to a vendor?

Check for the following information before attempting to process a payment to a vendor:

  • That the vendor has been assigned a vendor ID number,
  • The vendor status is active and,
  • That the effective date of the active status is prior to or on the first of the month for which the payment is to be made.

Can vendors receive payments via Electronic Funds Transfer (EFT) instead of a warrant?

Vendors cannot receive any payment that is made out of ACES via EFT.  Payments from ACES must be sent to the vendor via warrant.

When does a vendor receive payments issued from ACES?

Vendor payments can take five to seven business days from the time the issuance is approved in ACES.  If  a vendor payment is still pending after 10 days, please contact IT Solutions Customer Support at (360)664-4560, Option 2.

When can I reissue cash benefits by warrant?

NOTE:  Before reissuing cash benefits, make sure that the original issuance has been canceled to ensure no duplicate issuances occur.  ACES does not check for this before generating the reissued benefits.

Cash benefits can only be reissued if they were originally issued by warrant.  This process is not effective if the cash was issued by Electronic Benefits Transfer (EBT) or Electronic Funds Transfer (EFT).  

If a warrant was issued to the wrong vendor, the only way it can be reissued is to create a Benefit Error Group (BEG) and use the BEGV screen to make the payment to the correct vendor.  For more information see: Mainframe Processing: How do I reissue a cash payment to a vendor who reports they didn't receive the original warrant?  The reissuance will be mailed to the address in the ongoing month.

Online Processing

How do I search for a vendor using ACES 3G?

To search for a vendor using ACES 3G, take the following actions:

  1. On the Eligibility Details page for the benefit month the payment will be approved, scroll down to Vendor Payments and select the checkbox Pay Vendor.
  2. When Pay Vendor is selected, the Vendor Payments section expands requiring the following mandatory fields to be entered:
  • Vendor:  Enter the [vendor ID number] where the vendor payment is to be issued.  If the vendor ID number is not known, users can select the Search link.  Selecting this link opens the Vendor Search section where a vendor can be searched for using 1 or all 3 of the following options:
  • The Vendor ID number
  • The Vendor’s name
  • The City
NOTE:  When a valid vendor ID number is entered, the system auto-populates the vendor name in the Vendor Payments section of the Eligibility Details page.  Clicking on the vendor name opens up the Vendor Details window that shows the vendor's:  ID number; Name; Address; Phone Number; Vendor Status; and Effective Date.
NOTE:  The vendor look up is only available in ACES 3G if you are processing a pending Diversion Cash Assistance (DCA) Assistance Unit (AU).  If there is no pending DCA AU, the only way to look up a vendor in ACES is in ACES Mainframe.  See Mainframe processing How do I search for a vendor? for more information.  Alternatively, you can also look up vendor information on the Department of Enterprise Services website 

What pages are used to make a payment to a vendor in ACES 3G?

Vendor information is entered on the Eligibility Details page in the Vendor Payments section.  This section is available when vendoring TANF cases in ongoing months, finalizing Additional Requirements for Emergent Need (AREN), Diversion Cash Assistance (DCA), Ongoing Additional Requirements (OAR), or Consolidated Emergency Assistance Program (CEAP).  For more information, see How do I make a payment to a vendor in the ongoing month?

NOTE:  The system allows staff to vendor payments in ongoing months for the following active program types: Temporary Assistance for Needy Families (TANF); General Assistance (GA); Ongoing Additional Requirements (OAR); or Consolidated Emergency Assistance Program (CEAP) cases.  For more information, see How do I make a payment to a vendor in the ongoing month?  To remove a recurring cash payment to a vendor in the ongoing month, see:  How do I remove a recurring cash payment to a vendor in the ongoing month? 

How do I make a payment to a vendor in the ongoing month?

To make a payment to a vendor in the ongoing month when finalizing the Assistance Unit (AU) or to active TANF cases, take the following actions:

  1. On the Eligibility Details page in the Vendor Payments section, complete the following fields:
  • Pay Vendor field - Click the checkbox if the entire amount is going to one vendor.  This displays the Vendor and Account fields.
  • Vendor field - Enter the [vendor number].
NOTE:  When a valid vendor ID is entered, the system auto-populates the vendor name. Clicking on the vendor name opens the Vendor Details window which shows the vendor's: ID number, Name, Address, Phone Number, Status, and Effective Date.
NOTE:  If the vendor number is unknown, click the Search link next to the Vendor field.  A Vendor Search pop-up appears in a new window allowing a user to search for a vendor using three search criteria:  Vendor ID numberVendor Name, or Vendor City.  Once the search criteria is entered, select Search and a list of possible vendor matches appears.
  • Account field - Enter the [client's name or client's account number].
  • To make additional payments to a vendor, click the Add link under Total Paid to Vendors and follow steps above.
NOTE:  For Additional Requirements for Emergent Need (AREN), the Total Paid to Vendors must equal the AREN amount.  For Diversion Cash Assistance (DCA) and Consolidated Emergency Assistance Program (CEAP), any amount not assigned to a vendor is paid to the client.

How do I make an Additional Requirements for Emergent Need (AREN) payment to a vendor the same day Temporary Assistance for Needy Families (TANF) is finalized?

To make an AREN payment to a vendor the same day TANF is finalized take the following steps:

  1. On the Eligibility Details page, under the Vendor Payments section, complete the following mandatory fields:
  • Amount field - enter the [amount to be paid to a vendor].
  • Vendor field - enter the [vendor number].  
  • Account field - enter the [client's account number with that vendor].
  1. If additional vendors are needed click the Add link and repeat step 1.
  2. Click the Confirm Benefits button.
  1. Review the Eligibility Details for each Assistance Unit.  If all looks correct, click the Confirm Benefits button for each AU.
  2. Click Commit Changes on the Eligibility page.
  3. Send user generated Letter 075-02 (AREN Status) to notify the client of AREN approval.
NOTE:  Letter 002-01 (Approval Letter) displays the entire cash and AREN amount in the First Issuance column. Use freeform text and Letter 075-02 to clarify where actual benefits are to be sent.

How do I process an Additional Requirements for Emergent Need (AREN) payment to a vendor on an active case?

This process is not available in ACES 3G and must be processed using ACES Mainframe.

For more information on how to process an AREN payment to a vendor on an active case, follow the steps in Mainframe Processing - How do I make an Emergent Need (EN) or Diversion Cash Assistance (DCA) Benefit Error Group (BEG) payment to a vendor?

How do I make an Additional Requirements for Emergent Need (AREN) payment for two separate vendors?

When processing an AREN payment for two separate vendors, each payment amount has to be entered individually and confirmed individually.  This allows the system to create two separate payment amounts that can be issued to separate vendors.

For more information on how to process an AREN payment, see Additional Requirements (AREN) - How do I process an Additional Requirements for Emergent Need (AREN) payment on an active case?

How do I make a recurring Ongoing Additional Requirements (OAR) payment to a vendor?

To make a recurring Ongoing Additional Requirements payment to a vendor take the following actions: 

  1. To process an Ongoing Additional Requirements (OAR) payment, see:  How do I process an Ongoing Additional Requirements (OAR) payment?
  2. To process a payment to a vendor, see:  How do I make a payment to a vendor in the ongoing month?
NOTE:  Recurring Additional Requirements payments can only be issued to a vendor in the ongoing month.  Non-recurring and initial Additional Requirements payments can be authorized in the current or historical month.  

How do I remove a recurring cash payment to a vendor in the ongoing month?

To remove a recurring cash payment to a vendor in the ongoing month take the following actions:

  1. In the ongoing benefit month, on the Eligibility page, click the Calculate Eligibility link.  
  2. Click the Details link for the cash Assistance Unit (AU).
  3. On the Eligibility Details page under Vendor Payments take the following steps:
  • Delete the entry in the Amount field
  • Uncheck the Pay Vendor check box
  • Click Confirm Benefits
NOTE:  After the vendor is removed, t​he vendor information will continue to display under Eligibility Details. For more information, see:  Process Alternative:  Vendor details continue to display after vendor removed from cash AUs in ongoing month (PR 389022)

How do I make a Diversion Cash Assistance (DCA) payment to a vendor the same day DCA is finalized?

To issue a DCA payment to a vendor:

  1. On the Eligibility Details page for the benefit month DCA will be approved, scroll down to Vendor Payments, and select the checkbox Pay Vendor.
  2. When Pay Vendor is selected, the Vendor Payments section expands requiring the following mandatory fields to be entered:
  • Vendor:  Enter the [vendor ID number] where the DCA warrant is to be issued.  If the vendor ID number is not known, the user can select the Search link.  This will open the Vendor Search section where a vendor can be searched for using 1 or all of the 3 of the following options:
  • the Vendor ID number
  • the Vendor's name
  • the City
  • Account:  Enter the [client's account number or name] of the individual whom the DCA warrant is being issued for.  
NOTE:  Confirm that the vendor has been assigned a vendor ID that the effective date is set to the first of the month the DCA payment is to be made, and the vendor is active.  See: What must be done prior to processing a payment to a vendor? for more information.  
NOTE:  When a valid vendor ID number is entered, the system auto-populates the vendor name in the Vendor Payments section of the Eligibility Details page.  Clicking on the vendor name opens up the Vendor Details window that shows the vendor's:  ID number; Name; Address; Phone Number; Vendor Status; and Effective Date.​
  1. Once the vendor ID number and account information is entered, scroll down to Confirm Benefits to finalize the DCA AU

 How do I make an Emergent Need (EN) or Diversion Cash Assistance (DCA) Benefit Error Group (BEG) payment to a vendor?

To make an EN or DCA payment to a vendor take the following steps:

  1. From the Case Actions page, under Change of Circumstances, select the Benefit Month from the drop down list.  Click Start Changes.  Remember: AREN payments can only be authorized in the current or historical month.
  2. From the Action bar click Add.
Note: A new Additional Requirement Emergent Need (AREN) page can also be added by typing ALT+A or right clicking anywhere in the ACES 3G window and clicking Add.
  1. Select Additional Benefit, and Additional Requirement Emergent Need from the Add Type menu.   
  2. In the Assistance Unit drop down menu select the TANF Assistance Unit (AU) for the correct client, and click the Next button.
  3. On the Additional Requirements Emergent Need page, complete the following mandatory fields:
  • Type drop down - Select the type of additional benefits from the drop down list.
  • Need Amount field - Enter <need amount>.
  1. From the Navigation tree, select Review.
  2. If there are no errors on the Review summary, click Eligibility on the Navigation tree.
  3. On the Eligibility page, a Details link displays to the right of any AU that is currently active.  Click the Details link.
  4. Review the Eligibility Details for each AU.  If all looks correct, click Confirm Benefits.
  5. Click Commit Changes on the Eligibility summary page.
  6. To send the payment to a vendor, this is not yet available in 3G follow the steps in Mainframe Processing - How do I make an Additional Requirements for Emergent Need (AREN) payment to a vendor on an existing Temporary Assistance for Needy Families (TANF) case?
NOTE:  Letter 017-01 (Supplemental Payment for Cash/Food) generates and is in draft status until required free form text is entered.  For more information, see Benefit Error Group (BEG) - What do I do when an underpayment Benefit Error Group (BEG) has been confirmed?

How do I issue a cash payment to a different vendor if the original warrant went to the wrong vendor?

This process is not available in ACES 3G and must be processed using ACES Mainframe.  For more information, see Mainframe Processing - How do I issue a cash payment to a different vendor if the original warrant went to the wrong vendor?

How do I reissue a cash payment to a vendor who reports they didn't receive the original warrant?

This process is not available in ACES 3G and must be processed using ACES Mainframe.  For more information, see Mainframe Processing - How do I reissue a cash payment to a vendor who reports they didn't receive the original warrant?

How do I reissue a cash payment to a vendor when the original warrant amount or information is incorrect and needs to be cancelled and then reissued?

NOTE:  Before reissuing benefits, make sure the original issuance has been canceled to ensure no duplicate issuance occurs, as ACES does not check this before generating the reissued benefit.  For more information, see EA-Z manual - Loss, theft, destruction or non-receipt of a warrant to clients or vendors.

Take the following steps to recalculate eligibility for the appropriate benefit month(s):

  1. On the Case Actions page, use the Benefit Month drop down menu to select the appropriate benefit month and click the Start Changes link.
  2. Enter the case data as needed to correctly recalculate eligibility or make changes for the Assistance Unit (AU).
  3. On the Navigation Tree, click Eligibility.
  4. Once on the Eligibility page, click Calculate Eligibility.
  5. Review the Eligibility Details page for each AU and confirm the changes.

To determine original issuance number, take the following steps:

  1. From the Assistance Unit Summary page, select Issuances from the Benefits drop down menu to display the Issuances page.

  2. Write down the original issuance number as it is needed to process the replacement

To process the reissuance, this is not yet available in ACES 3G, follow the steps in Mainframe Processing – How do I reissue a cash payment to a vendor when the original warrant amount or information is incorrect and needs to be cancelled and then reissued?

Mainframe Processing

How do I search for a vendor?

To search for a vendor, take the following steps;

  1. From the WMEN screen, select option M - Provider/Vendor.
  2. From the MMEN screen, complete the following fields:
  • Selection field - Enter [A] - Vendor Name List
  • Name and City fields - Enter the [Vendor name and/or Vendor City] and <TRANSMIT>.
NOTE: When attempting to determine if a vendor number has been assigned, do not make the search too specific. For example, enter a last name such as Smith in the Name field and the City in the City field. If the vendor is not found, enter the vendor last name with a comma (Smith,). This is another type of search as some vendors have been entered with the last name and a comma while others have been entered with just the last name and a space.  If the vendor is not in the system, user will receive Edit 0215 -NO DATA AVAILABLE TO DISPLAY.
  1. On the VNLS screen, enter [Y] in the Sel field for the vendor and <TRANSMIT>.

What screens are used to make a payment to a vendor?

The VEND screen is used to make a payment to a vendor for ongoing month payments.

The BEGV screen is used to make a payment to a vendor for historical months and Emergent Need payments.

For more information payments made to a vendor, see Benefit Error Group (BEG) and Additional Requirements (AREN).

How do I make an Additional Requirements for Emergent Need (AREN) payment for two separate vendors?

To make an AREN payment for two separate vendors, follow the steps in How do I process an Additional Requirements for Emergent Need (AREN) payment on an active case?

How do I make a recurring Ongoing Additional Requirements (OAR) payment to a vendor?

Recurring Ongoing Additional Requirements payments can only be issued to a vendor in the ongoing month.

The Initial OAR payment is mailed directly to the client. For more information, see - What are Ongoing Additional Requirements (OAR)?

To make an ongoing Recurring Additional Requirements payment to a vendor, follow the steps in How do I process an Ongoing Additional Requirements (OAR) payment?

How do I make an Emergent Need (EN) or Diversion Cash Assistance (DCA) Benefit Error Group (BEG) payment to a vendor?

NOTE:  For Additional Requirements for Emergent Need (AREN) payments, (EN) underpayment BEG types can only be sent to a vendor.

To make an EN or DCA payment to a vendor, take the following steps:

  1. On the WMEN screen, select Option [N] – Benefit Error.
  2. On the NMEN screen, update the following fields:
  • Selection field - Enter [B] - Update a Benefit Error Group.
  • AU ID field - Enter [the Assistance Unit (AU) ID].
  1. On the BEGS screen, enter [Y] - Yes in the Sel field for the appropriate BEG that is in [RP] - Ready to Process status.
  2. On the BEMG screen, verify the BEG details are correct and press <F16> to access the BEGV screen.
  • The benefit error amount is detailed by month and the total BEG amount displays in the BEG OP/UP Amount field.
  1. On the BEGV screen, update the following fields:
  • Vendor Number field - Enter the [vendor number] and <TRANSMIT>. 
  • If the vendor number is unknown, see How do I search for a vendor?
  • ACES auto-populates the vendor name and type if there is a match.  If there is no match, Edit 0215 - NO DATA AVAILABLE TO DISPLAY appears.
  • Vendor Amt field - Enter the [amount of the payment to the vendor].
  • For payments other than AREN, if the payment to the vendor is less than the benefit amount, any remaining payment is sent to the client.
  • Account Number / Name field - Enter the [client’s name or account number].
  • Date of Services field - Enter the [MMDDYY that services were provided to the client].
  • To initiate more payments for the client, enter [Y] - Yes in the More Vendors field.
  • ACES displays the next vendor or a blank VEND screen.
  • Repeat step five for additional payments to a vendor.
  • After entering all the vendor payment information leave the More Vendors field blank.
  • <TRANSMIT> to commit the data and return to the BEGS screen.
  • BEG status changes from [RP] - Ready to process to [OP] - Open.
NOTE: Letter 017-01 (Supplemental Payment for Cash/Food) generates and is in draft status until required free form text is entered.  For more information, see Benefit Error Group (BEG) - What do I do when an underpayment Benefit Error Group (BEG) has been confirmed?

How do I issue a cash payment to a different vendor if the original warrant went to the wrong vendor?

If a warrant was issued to the wrong vendor, the only way to issue it to the correct vendor is to manually create an underpayment Benefit Error Group (BEG) using the following steps:

  1. Create a manual Benefit Error Group (BEG) with BEG reason [AE] - Administrative Error ( UP Cash). For more information, see Benefit Error Group (BEG) - How do I manually create and overpayment or underpayment?
  2. Once the BEG has been created, update the BEG by taking the following steps:
  3. From NMEN, update the following fields:
  • Selection field - Enter [B] - Update a Benefit Error Group.
  • AU ID field - Enter the [Assistance Unit (AU) ID]​.
  1. ​On the BEGS screen, enter [Y] - Yes in the Sel field for the appropriate BEG that is in the RP - Ready to Process status.
  2. On the BEMG screen,
  • For a TANF AU, change the Reas field to [EN] - Emergent Need (UP for AF, RF).
  • Press <F16> to go to the BEGV screen and assign the payment to the new vendor. For more information, see the Vendor Payment.
NOTE: Workers should ensure the original warrant has been cancelled before manually creating a BEG. For information on how to cancel a warrant, see EA-Z Manual - Loss, theft, destruction or non-receipt of a warrant issued to clients and vendors.

For more information, see:

How do I reissue a cash payment to a vendor who reports they didn't receive the original warrant?

NOTE:  Before reissuing benefits, make sure that the original issuance has been canceled to ensure no duplicate issuance occurs.  ACES does not check this before generating the reissued benefit.  See EA-Z Manual - Loss, theft, destruction or non-receipt of a warrant issued to clients and vendors.

To determine original issuance number, take the following steps:

  1. On the WMEN screen, select Option [J] - Benefit History.
  2. <TRANSMIT> and the JMEN screen displays.
  3. On the JMEN screen, complete the following fields:
  • Selection field - Enter [D] - Benefit History Listing (AUID).
  • AU ID field - Enter the [AUID].
  1. <TRANSMIT> and the BENL screen displays.  Write down the original issuance number as this is needed to process the replacement.
  2. Press <F3> to return to the WMEN screen.

To process reissuance, take the following steps:

  1. On the WMEN screen, select Option [H] - Financial Mgmt Issn.
  2. <TRANSMIT> and ACES displays the HMEN screen.
  3. On the HMEN screen, select [F] - Issuance Repl / Reis Update.
  • AU ID field - Enter the [AU ID].
  • Warrant field - Enter the [Original issuance number].
  • Repl / Reis Code field - Enter [VP] - Vendor Payment Lost/Stolen.
  1. <TRANSMIT> and the ISRE screen displays.
  2. On the ISRE screen, enter [Y]-Yes in the Confirm field.
  3. <TRANSMIT> and the HMEN screen displays Edit 0019 - UPDATE COMPLETED SUCCESSFULLY.
NOTE:  When the above steps are completed, the cash reissuance does not require a supervisor's approval and processes during overnight batch.  The reissuance  will be mailed to the vendor as coded in the ongoing month at time of replacement.  

How do I reissue a cash payment to a vendor when the original warrant amount or information is incorrect and needs to be cancelled and then reissued?

NOTE:  Before reissuing benefits, make sure that the original issuance has been canceled to ensure no duplicate issuance occurs as ACES does not check this before generating the reissued benefit.  For more information, see EA-Z manual - Loss, theft, destruction or non-receipt of a warrant to clients or vendors.

NOTE:  Before reissuing benefits, make sure the original issuance has been canceled to ensure no duplicate issuance occurs, as ACES does not check this before generating the reissued benefit.  For more information, see EA-Z manual - Loss, theft, destruction or non-receipt of a warrant to clients or vendors.

The process to recalculate eligibility is not available in ACES Mainframe and must be processed using ACES 3G. For more information on how to recalculate eligibility for the appropriate benefit month(s), follow the steps in Online Processing - How do I reissue a cash payment to a vendor when the original warrant amount or information is incorrect and needs to be cancelled and then reissued?

For more information on how to determine original issuance number, follow the steps in Online Processing - How do I reissue a cash payment to a vendor when the original warrant amount or information is incorrect and needs to be cancelled and then reissued?

To process the reissuance, take the following steps:

  1. On the WMEN screen, select Option [H] - Financial Mgmt Issn
  2. <TRANSMIT> and the HMEN screen is displayed.
  3. On the HMEN screen, complete the following fields:
  • Selection field - Enter [F]-Issuance Repl/Reis Update
  • AU ID field - Enter the [AU ID].
  • Warrant field - Enter the [Original issuance number].
  • Repl / Reis Code field - Enter [RC] - Reissue Cancelled Benefit.
  1. <TRANSMIT> and the ISRE screen displays.
  2. On the ISRE screen, enter [Y]-Yes in the Confirm field.
  3. <TRANSMIT> and the HMEN screen displays with Edit 0019 - UPDATE COMPLETED SUCCESSFULLY.
NOTE: Cash reissuance of this type must be approved by a supervisor on ISAP screen.

 

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