180 Appendix C

Reason codes document what has happened to a budget or recipient that results in a change to eligibility or benefit level. Reason codes provide an explanation as to why a budget has been opened, closed, or suspended; why a recurring benefit has been changed; and why an application has been rejected. Entry of a valid reason code is required for the following processes:

If several changes affecting the budget have occurred, the code that represents the most significant reason for the change is used. The reason code structure is divided into the following groups:

Income-Related Codes	001–038	Identify the type or source of income which is directly responsible for the action being processed.
Definitive Conditions	040–099	Identify transactions processed due to a change in a condition of eligibility, failure to meet or comply with an eligibility condition, regulation changes, revision of schedules, and inter- and intra-county transfers.
Supplemental Benefits	100–199	One-time issuance codes which identify the issuance of initial benefits, check replacements, and nonrecurring benefits (NCEs).
Special Needs Allowances	200–299	One-time issuance codes which identify the issuance of special needs allowances, allowances for transportation to necessary medical care, and allowances related to the Employment and Training Program.
Special Reporting	300–390	Used to capture information relating to special reporting requirements. Special reporting codes have a limited life span. The codes are revised as new reporting requirements arise.
Automatic Actions	400–499	Identify transactions processed by the system, such as monthly reporting suspensions and closings. The "4" code prefix identifies the system as the source of the action. The last two digits correspond to the appropriate income or definitive condition responsible for the action.
Central Office Codes	500–599	Identify actions taken by Central Office personnel. The "5" code prefix identifies Central Office as the source of the action. The last two digits correspond to the appropriate income or definitive condition responsible for the change.
Miscellaneous	600–899

Appendix C: Reason Code Documentation