Denying Applications, Denying Programs and Closing Programs in the VaCMS

As the illustration below shows, denying and closing is specific to particular phases in the VaCMS program lifecycle.

The Client Information – Run Eligibility page of the VaCMS is the deciding factor. You will deny an application / program prior to running eligibility on the Client Information – Run Eligibility page.  Conversely, you will close a program after running eligibility on the Client Information – Run Eligibility page.

This process means that applications in registration or cases where eligibility has not been run can be denied. Cases where eligibility has been run will require the program to be closed.

This document explains how to deny an application, how to deny a program for which eligibility has not yet been run, and how to close a program.
Note: Because the term "closed" applies to programs as well as cases, the relationship between closed programs and closed cases can be confusing. When you close a case with only a single program, by closing the program, you are also simultaneously closing the case.  However, if a case contains multiple programs and you close just one, the case remains ongoing.

Once a program is closed or a case is denied, it can be reinstated. However, there is no rescind option available in the VaCMS to reverse a denied application. Once an application has been denied, it remains denied

When would you decide to deny an application? Here is a common example: An applicant applied online using CommonHelp and also submitted a paper application to the office. This is considered a duplicate application. You should deny one of the applications.

The steps for denying an application are as follows. These steps are relevant for both applications and waiting list screenings.

1. From the Left Navigation menu, click Application Screening, then Maintain Application Screening, then Application / Screening Disposition.

2. Enter the search criteria (for example, Name, Application/Screening #).

3. Click Search.

4. Click the edit icon next to the matching result.

5. On the Application / Screening Denial page, select the appropriate denial reason from the Denial Reason dropdown menu.

6. Click Add.

7. Click Submit.

8. Generate and mail all appropriate notices.

A program may be denied for several reasons, including the following:

If eligibility has already been run for a program but the results have not been authorized / certified, then the steps are essentially the same as for closing a program:

1. From the Left Navigation menu, click on Data Collection then Case Action.

2. On the Case Action page, select Intake / Screening.

3. Click on Individual Information.

4. Click on Program Request.

5. From the Program Request-Summary page, click the edit icon (pencil).

6. From the Withdraw / Deny / Close Program? field, select YES.

7. From the Withdrawal / Denial / Closure Date field, enter a closure date.

8. From the Withdrawal / Denial / Closure Date Reason field, select the appropriate closure reason.

9. Click Next, then run eligibility and authorize the denied results so that the case denial takes effect.

If eligibility has not been run, then the steps for denying a program outlined below must be followed:

1. From the Left Navigation menu, click on Data Collection, then Miscellaneous, then Program Denial.

2. On the Program Denial page, select the appropriate program (MA or CC) from the Program dropdown menu.

3. Select the appropriate denial reason from the Denial Reason dropdown menu.

4. Enter the Denial Date.

5. Click Add.

6. Click Submit.

A program may be closed for several reasons, including the following:

There are two ways to initiate the process of closing a program. After the initial step of choosing the Case Action, the process is the same for both methods. The steps for closing a program are as follows:

Updated 06/30/2017