Washington State Combined Application Program (WASHCAP)

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 is the Washington State Combined Application Program (WASHCAP)?

WASHCAP is a federally funded, simplified food benefit program for specific Supplemental Security Income (SSI) recipients.

For more information, see EA-Z Manual - WAC 388-492-0020 What are WASHCAP food benefits and what do I need to know about WASHCAP?

Who is Washington State Combined Application Program (WASHCAP) eligible?

Individuals who meet the following criteria may be eligible for WASHCAP:

  • Receiving Supplemental Security Income (SSI);
  • Do not have earned income when applying for WASHCAP;
  • Are age eighteen or older;
  • Social Security Administration (SSA) considers them a single household; and
  • Purchase and prepare their own food.

For more information, see EA-Z Manual - WAC 388-492-0030 Who can get WASHCAP?

How long is the Washington State Combined Application Program (WASHCAP) certification period?

Eligibility for WASHCAP is reviewed every 36 months.

For more information about certification periods, see EA-Z Manual - WAC 388-492-0090 How often do my WASHCAP food benefits need to be reviewed?

When is a Washington State Combined Application Program (WASHCAP) Assistance Unit (AU) opened?

New WASHCAP cases are opened beginning the first of the month following receipt of the State Data Exchange (SDX) cross match showing an eligible client is receiving Supplemental Security Income (SSI) monies. Food benefits are AUTO opened for clients not currently active on a Basic Food AU and ACES uses the information from SDX to complete mandatory fields.

Clients currently active on a Basic Food AU are converted to WASHCAP when the SDX record indicates a client is eligible for WASHCAP. WASHCAP benefits begin the month following the SDX cross match, unless the opt-out indicator has been chosen.

If the client has an open AU in the current or any of the previous four calendar months in which Electronic Benefit Transfer (EBT) benefits were sent, ACES does not issue a new EBT card. Otherwise, a new EBT card and PIN are issued upon the opening of WASHCAP.

If the SDX results in the opening of WASHCAP food assistance and the original SSI Medicaid case reside in a Home and Community Service (HCS) office, then the entire case remains in the HCS office.

Are Washington State Combined Application Program (WASHCAP) clients required to report changes?

WASHCAP clients are not required to report any changes to the Department of Social and Health Service (DSHS); instead they report all changes to the Social Security Administration (SSA) according to their reporting requirements.

For more information, see EA-Z Manual - WAC 388-492-0080 Where do I report changes?

When is a Washington State Combined Application Program (WASHCAP) review completed?

When the State Data Exchange (SDX) shows the client has completed a Supplemental Security Income (SSI) redetermination, ACES automatically extends the WASHCAP certification period for 36 months.

If the SDX does not reflect an SSI re-determination date within the last 36 months, ACES doesn't extend the client’s certification period. ACES automatically sends the eligibility review form to the client 45 days before the end of the certification period.

All WASHCAP eligibility reviews are mail-in.

For information about WASHCAP food benefits reviews, see EA-Z Manual - WAC 388-492-0100 How is my eligibility for WASHCAP food benefits reviewed?

Online Processing

When is it not possible to AUTO-open a Washington State Combined Application Program (WASHCAP) Assistance Unit (AU)?

Alert 361 - WASHCAP AUTO-OPEN NOT POSSIBLE is sent to the user of record if ACES cannot AUTO-open a WASHCAP AU.

ACES does not AUTO-open WASHCAP in the following instances:

  • The client is pending for food assistance by themselves or is already active on a food AU with another client.
  • The client is a recipient of food assistance and another client is pending on the AU.
  • When ACES receives a State Date Exchange (SDX) showing the client is WASHCAP eligible but the client is currently disqualified from basic food:
    • ACES sends a letter explaining the disqualification when or if the disqualification is lifted, ACES opens WASHCAP.
    • ACES monitors the Sanctions page and the Disqualified Recipient System (DRS) interface.
    • If the client’s disqualification is extended, ACES sends another disqualification letter with the new end date.
    • If the client’s disqualification is shortened, ACES opens WASHCAP when the disqualification ends, if the client’s SDX indicates the client is WASHCAP eligible.
    • If the client’s disqualification from Basic Food is permanent, ACES sends an Alert 361 – WASHCAP AUTO OPEN NOT POSSIBLE.
  • When the client is active and the Living Arrangement field on the Client Details page in the ongoing month shows one of the following or when a client is an active D01 (FC/AS/JRA/ SSI CN), D02 (FC/AS/JR Medical) or D26 (Washington Apple Health Post-Foster Care Coverage) recipient.
Valid Living Arrangements
Adoption Support Non IV-E (AD)
Adoption Support IV-E (AE)
Alternate Living Facility (ALF) (AF)
Alien Sponsor, Home w/Spouse (AS)
Boarder (BO)
Boarding School (BS)
Boarding Home/Commercial (CB)
Contracted Living Facility (DC)
Foster Care Non IV-E (FC)
Foster Care IV-E (FE)
Adult Family Home (FH)
DDD Group Home Large 17+ (GH)
Hospital (HS)
Invalid Living Arrangement (IL)
Institution for Mentally Diseased (IM)
Involuntary Treatment Act in IMD (PII) (IT)
Jail (JL)
Juvenile Rehabilitation (JR)
Community IMR or RHC (State IMR) (MR)
Non-ADATSA Treatment Center (NA)
Nursing Facility (NF)
Prison (PR)
Temporary Absent (TA)
Temporary Absent - In Foster Care (TF)
Veteran's Nursing Facility (VH)

How do I code a client who has chosen to opt-out of the Washington State Combined Application Program (WASHCAP)?

A client may choose to opt-out of WASHCAP when they meet the criteria in EA-Z Manual - WAC 388-492-0040 Can I choose whether I get WASHCAP food benefits or Basic Food benefits?

To show that a client has opted out of WASHCAP, take the following steps:

  1. From the Assistance Unit Detail page users can select the appropriate value from the WASHCAP Opt Out dropdown menu:
  • Costs over the Opt-Out threshold (C)
  • Countable out of pocket monthly medical expenses over $35 (M)
  • Other Policy changes (X)
  • Review Opt-Out Status (R)

What if a Washington State Combined Application Program (WASHCAP) Client reports a change in shelter cost?

If a client reports a change in shelter costs, take the following steps:

  1. From the Shelter Expenses page, enter the [client’s current shelter costs] in the Rent field.
  2. On the Assistance Unit Detail page, update the WASHCAP Indicator to:
  • Yes (Y)
  • No (N)

For more information, see EA-Z Manual - WAC 388-492-0070 How are my WASHCAP food benefits calculated?

How is Washington State Combined Application Program (WASHCAP) manually terminated?

To manually terminate WASHCAP when a client has had earned income for more than three months or no longer meets WASHCAP living arrangement and marital status criteria, take the following steps:

  1. From the Assistance Unit Detail page, in the ongoing month select from the Reason dropdown:
  • Reason Code 597 – WASHCAP Manually Terminates - Client Had Earned Income For More Than Three Months
  • Reason Code 598 – WASHCAP Manually Terminates - Client Living Situation Has Changed

When a worker terminates a WASHCAP Assistance Unit (AU) manually, the system generates Letter 006-01 (Termination for AU).

To prevent the Statewide Data Exchange (SDX) from AUTO opening a client on a WASHCAP AU, an SDX Auto Open WASHCAP OK? indicator is available for WASHCAP workers to update Assistance Unit Detail page.

Alert 361 – WASHCAP AUTO-OPEN NOT POSSIBLE generates when AUTO tries to open a WASHCAP AU and the AU was manually terminated due to earned income. The following 2nd tier alert text displays: MANUALLY REVIEW FOR WASHCAP ELIGIBILITY.

When is Washington State Combined Application Program (WASHCAP) AUTO-terminated?

ACES automatically terminates a WASHCAP Assistance Unit (AU) and sends Letter 006-01(Termination for AU) when the Statewide Data Exchange (SDX) update is received indicating one of the following in the SSI Monthly Assistance Payment Status field:

  • Death of the client: Suspended - Suspension of payments due to report of death by Treasury, potential automated death case (S01) or Terminated - Death of the recipient (T01), ACES updates the Client Details page with date of death, showing where the death occurred, and recalculates eligibility, allowing the case to close. Advance notice is not necessary.
  • Client in a public institution: Non-pay - Inmate of public institution (N02) or Ineligible for SSI because claimant is an inmate of a penal institution (N22), ACES changes the Living Arrangement field to Jail (JL) on the Client Details page and recalculates the benefits. ACES closes the client due to being in a public institution. Advance notice is not necessary.
  • Client no longer residing in Washington: Indicated by the SDX State/County Code field. If the pay code is Non-pay - Outside of the U.S. (N03), ACES changes the clients WA Resident field on the Client Details page to No(N) and recalculates the benefits. ACES closes the client for no longer residing in Washington. Advance notice is not necessary.
  • Client makes a fraudulent statement: Non-Pay - Ineligible for SSI because claimant has been convicted of a felony or fraudulently misrepresenting residence in order to receive benefits/services (SSI, Medicaid, AFDC, Food Stamps) simultaneously in 2 or more states (Section 201 of Welfare Reform Legislation) (N24), ACES answers Yes to the question Has anyone in your household been convicted in a state or federal court or misrepresenting their residence to obtain Federal benefits since 5/1/1997? on the Household Questions page and allows ACES to recalculate and closes for fraudulent statement.
  • Client is a fleeing felon: Non-Pay - Ineligible for SSI because claimant is fleeing to avoid prosecution, custody or confinement after conviction for a crime which is a felony or is violating a condition of probation or parole (Section 202 of Welfare Reform Legislation) (N25), ACES answers Yes to the question Is anyone in the household a fleeing felon? on the Household Questions page and allows ACES to re-calculate and close for fleeing felon.
  • Client's whereabouts unknown: Non-pay - DO unable to locate applicant (N54) or Recipient address unknown (S06), ACES updates the AU Details page with Reason Code 551 - Whereabouts Unknown, and recalculates, allowing ACES to close for whereabouts unknown. Advance notice is not necessary.

ACES AUTO terminates WASHCAP and sends an application for Basic Food and Letter 006-01 (Termination for AU) when an SDX is received indicating the following:

  • The client has had earnings coded on the SDX screen for more than three months. An Alert 362 - WASHCAP CLOSED PER SDX REDETERMINE FOOD ASSISTANCE is generated.
  • The SSI Monthly Assistance Payment Status field shows code M01, N01, N04, N05, N20, N23, N27, N39, N41, N50, N53, N55, N56, T20, T22, T30, T31, T50 or T51.
  • The client is no longer eligible for at least $.01 in Federal SSI (except when the SSI Monthly Assistance Payment Status field on the SDX is equal to Representative payee development pending (S08).
  • The Marital Status field on the SDX changes to MARRIED AND LIVING WITH (1).
NOTE:  If ACES AUTO-closes a WASHCAP AU when the SDX  FS Appl CD indicator is blank, do not update the FS Appl CD indicator to Y or N on a closed WASHCAP AU during Adverse Action period or a new WASHCAP AU may AUTO-open and duplicate benefits may occur.

What Washington State Combined Application Program (WASHCAP) reports are available in ACES.online?

The following WASHCAP reports are available in ACES.online on the Reports Home page:

  1. WASHCAP Cases Opened: This a report of all WASHCAP cases opened in a month.
  2. WASHCAP Cases Closed by SDX: This is a report of all WASHCAP cases closed in a month as a result of information received from the State Data Exchange (SDX).
  3. WASHCAP Cases Not Processed In Greater Than 30 Days: This is a report of all clients for whom an Alert 361 – WASHCAP AUTO-OPEN NOT POSSIBLE has been received, but who remain unopened 30 or more days after the alert was sent.

Mainframe Processing

When is it not possible to AUTO-open a Washington State Combined Application Program (WASHCAP) Assistance Unit (AU)?

Alert 361 - WASHCAP AUTO-OPEN NOT POSSIBLE is sent to the user of record if ACES cannot AUTO-open a WASHCAP AU.

ACES does not AUTO-open WASHCAP in the following instances:

  • The client is pending for food assistance by themselves or is already active on a food AU with another client.
  • The client is a recipient of food assistance and another client is pending on the AU.
  • When ACES receives a State Date Exchange (SDX) showing the client is WASHCAP eligible but the client is currently disqualified from basic food:
    • ACES sends a letter explaining the disqualification when or if the disqualification is lifted, ACES opens WASHCAP.
    • ACES monitors the SANC screen information and the Disqualified Recipient System (DRS) interface.
    • If the client’s disqualification is extended, ACES sends another disqualification letter with the new end date.
    • If the client’s disqualification is shortened, ACES opens WASHCAP when the disqualification ends, if the client’s SDX indicates the client is WASHCAP eligible.
    • If the client’s disqualification from Basic Food is permanent, ACES sends an Alert 361 – WASHCAP AUTO OPEN NOT POSSIBLE.
  • When the client is active in ACES and the Living Arng field on the DEM1 screen in the ongoing month shows one of the following or when a client is an active D01 (FC/AS/JRA/ SSI CN), D02 (FC/AS/JR Medical) or D26 (Washington Apple Health Post-Foster Care Coverage) recipient.
Valid Living Arrangements
AD  Adoption Support Non IV-E
AE Adoption Support IV-E
AF Alternate Living Facility (ALF)
AS Alien Sponsor, Home w/Spouse
BO Boarder
BS Boarding School
​CB Commercial Boarding Home
DC Assisted Living Dept Contract FAC
FC  Foster Care Non-Title IV-E
FE  Foster Care Title IV-E
FH Adult Family Home
GH DDD Group Home Large 17
HS Hospital
IL  Invalid Living Arrangement
IM IMD
IT Involuntary Treatment Act in IMD (MI)
JL City/County Jail
JR Juvenile Rehabilitation
MR IMR
NA Non-ADATSA Alcohol &Drug Txt Ct
NF Nursing Facility
PR State/Federal Prison
TA  Temporary Absent
​TF Temporary Absent – In Foster Care (AFDC)
VH  Veteran Home

When is Washington State Combined Application Program (WASHCAP) AUTO-terminated?

ACES AUTO terminates WASHCAP and sends Letter 006-01(Termination for AU) based on information on the SDX page in ACES.online. This information is not available in ACES Mainframe, see Online Processing - When is Washington State Combined Application Program (WASHCAP) AUTO-terminated?

NOTE:  If ACES AUTO-closes a WASHCAP AU when the SDX  FS Appl CD indicator is blank, do not update the FS Appl CD indicator to Y or N on a closed WASHCAP AU during Adverse Action period or a new WASHCAP AU may AUTO-open and duplicate benefits may occur.

 

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