10-003.C     Welfare-to-Work (WTW) 24-Month Time Clock     

                  Notification Requirements and Transitioning   

                  Process

 

Table of Contents

The Welfare-to-Work (WTW) 24-Month Time Clock Notification Requirements and Transitioning Process section includes the following information:

 

Sections

Topic

10-003.C.1

Notification Requirements

10-003.C.2

Transitioning CW Recipients with More Than 24 months Remaining of their CW 48-Month Time-on-Aid Clock

10-003.C.3

Informing Clients About Advantages of Participating in Core Activities

10-003.C.4

Transitioning CW Recipients with Less Than 24 months Remaining of their CW 48-Month Time-on-Aid Clock

10-003.C.5

New CW Recipients

10-003.C.6

Break in Aid or Reappraisal

10-003.C.7

WTW Plan Review for Existing Clients

10-003.C.8

WTW Plan Form WTW2

10-003.C.9

Contacting WTW Sanctioned Clients

10-003.C.10

Curing WTW Sanction due to Partial or Non-Participation

10-003.C.11

Re-engagement after WTW Sanction Cure

10-003.C.12

Notification Requirements after Sanction Cure

 

10-003.C.1
Notification Requirements
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
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CalWORKs recipients who are required to participate in WTW or are sanctioned received the Welfare-To-Work (WTW) 24-Month Time Clock Informing Notice Language (CW 2205) by December 1, 2012 regarding the new WTW 24-Month Time Clock.

 

A Welfare-To-Work (WTW) 24-Month Time Clock Informing Notice (CW 2208) regarding the number of available months in their WTW 24-Month Time Clock will be also issued to CW recipients at:

·         CW application (new applicants)

·         CW annual redetermination (RRR)

·         At least once between WTW 24-Month Time Clock month 18 and month 21.

 

Pending updates in CalWIN related to the automated tracking of the WTW 24-Month Time Clock, Eligibility and Employment Staff will be responsible to issue the CW 2208 Informing Notice based on the following criteria:

 

If the participant ...

CW 2208 will be issued by the ...

Signed a new or modified WTW plan after January 1, 2013

ECM:

Based on months documented on the WTW Clock tracking grid form 27-358

Is exempt and his/her  exempt status has not changed since January 1, 2013

HSS:

At application and annual RRR:

All WTW 24 months should be available at that time

Became exempt after signing a new or modified WTW plan aligned to the WTW 24-Month Time Clock requirements

ECM:

Based on months documented on the WTW Clock tracking grid form 27-358

Exempt individuals who were meeting ABX44 exemption criteria as of December 31, 2013

ECM:

After the re-engaged client signs a new WTW plan:

All WTW 24 months should be available at that time

Anytime WTW participants, or sanctioned individuals complete their annual CalWORKs redetermination (RRR)*

ECM:

Based on months documented on the WTW Clock tracking grid form 27-358

Is between month 18 and month 21of his/her WTW 24-Month Time Clock

ECM:

If the client is a WTW participant or became exempt after signing a new or modified WTW plan aligned to the WTW 24-Month Time Clock requirements

 

10-003.C.2
Transitioning CW Recipients with More Than 24 Months Remaining of Their CW 48-Month Time Clock
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
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The ECM will work with non-exempt CW recipients who have more than 24 months left on their 48-month CW time-on-aid (TOA Clock) as of January 1, 2013 to assure they access WTW services before their WTW 24-month clock is exhausted.

 

The participant’s WTW 24-Month Time Clock would begin the first of the following month after the county has initiated contact with the client (or the client contacts the county first) and both of the following conditions are met:

 

1.    The ECM has a comprehensive discussion with the participant to explain the following:

·         Participation flexibility during the WTW 24-Month Time Clock

·         Reduction in weekly participation hours for single parents

·         Elimination of core hour requirements during the WTW 24-Month Time Clock

·         Option to modify WTW plan during the WTW 24-Month Time Clock based on new weekly participation and core hour requirements

·         WTW 24-Month Time Clock stoppers (i.e., becoming exempt, meeting federal work requirements, being sanctioned, etc.)

·         New weekly participation and core hour requirements after exhausting the WTW 24-Month Time Clock (i.e., meeting federal participation and core hour requirements each month to receive CW);  

and

 

2.    After the above discussion, the client decides to:

·         Continue existing WTW plan and signs an amended plan at the next regularly scheduled appointment with the ECM; or

·         Request a review of existing WTW plan, and signs a new or amended plan. 

 

The ECM will answer participant’s questions, document in case record discussion with the client and his/her decision regarding the WTW plan.

 

Note: Months leading up to signing the new WTW plan do not count toward the WTW 24-Month Time Clock, even if no changes are made to the existing WTW plan.

 

A copy of the new or modified WTW plan must be filed in case record in addition to a copy of the previous plan, if applicable.

 

10-003.C.3
Informing Clients about Advantages of Participating in Core Activities
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
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Although weekly participation in core activities during the 24-Month Time Clock is not required, it is very important that clients are informed about the benefits of adding core activities to their WTW plan at any time.

 

Meeting federal weekly participation and core hour requirements will:

·         Help clients reaching their self-sufficiency goals in a short time and transitioning to the work environment

·         Preserve clients’ 24-Month Time Clock for later use if they lose their job, or they are under-employed, or they exhaust their VTR 12-month lifetime before completing their education, etc.

·         Allow them to continue their CW eligibility up to their 48 month limit and receive WTW supportive services.

 

The ECM will:

·         Ensure that clients are informed of the new WTW regulations and understand the impact on their CW eligibility and WTW services

·         Work with clients to develop or modify their WTW plan to include work-related activities which maximize their 24 months of WTW services.

 

10-003.C.4
Transitioning CW Recipients with Less Than 24 Months Remaining Of Their CW 48-Month Time Clock
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
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Clients with 24 months or less of CalWORKs eligibility may reach their 48-month lifetime limit and be timed-out prior to being able to use all 24-months of their WTW Time Clock.

 

In this case, all months on cash aid will be counted toward the WTW 24-Month Time Clock beginning January 1, 2013, unless:

·         One of the conditions for not counting a WTW month applies  such as becoming exempt,  meeting federal participation and core hour requirements, being sanctioned, developing a WTW plan, etc.); or

·         The client becomes eligible to TOA clock extenders as  listed in CPG 15-100 C. CW Time Limit Extender Categories

·         The client becomes eligible to a WTW 24-Month Time Clock Extender

 

Example:

 

If a participant has ...

Then he/she will have...

Eight months left of CalWORKs eligibility as of 4/1/2013

Only eight months left of WTW services:

·         The WTW 24-Month Clock starts on 1/1/2013

·         WTW Time Clock and CW TOA clock will tick through November 2013

·         The client will be CW timed out effective 12/1/2013

Eight months left of CalWORKs eligibility as of 1/1/2013, but he/she is exempt in January and February 2013

Eight months left of WTW services:

·         The WTW 24-Month Clock starts on 1/1/2013

·         WTW Time Clock and CW TOA clock will stop in January and February due to client’s disability

·         WTW Time clock and CW TOA clock will tick from March through October 2013

·         The client will be CW timed out effective 11/1/2013

 

As early as possible in 2013, ECM is required to make an additional contact with clients who are partially participating, whether they are in non-compliance but still receiving CW, or clients who are WTW sanctioned, and have less than 24 months of CalWORKs eligibility remaining. 

 

The ECM will explain:

·         New WTW participation rules during and after the WTW 24-Month Time Clock

·         Option to modify their existent WTW plans and cure non-compliance or sanctioned status, as applicable

 

This contact can be made by telephone, letter, or other approved methods, and must be documented in case record.

 

10-003.C.5
New CW Recipients
 
 
 
 
 
 
 
 
 
 
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No months can be counted toward the WTW 24-Month Time Clock for new recipients whose CW case was approved on or after January 1, 2013 until their WTW plan is signed with approved activities and supportive services.

 

If these clients were previously aided, and the break in aid is less than 30 days,  ECM will:

·         Explain the new weekly participation requirements during and after the WTW 24-Month Time Clock

·         Have clients sign a new WTW plan based on the new WTW weekly participation requirements.

 

Note: Client is subject to the 24-Month Time Clock the first of the following month after the WTW plan is signed. 

 

10-003.C.6
Break in Aid or Reappraisal
 
 
 
 
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Clients who have a break in aid longer than 30 days will be required to sign a new WTW plan.

 

These participants’ WTW 24-Month Time Clock will begin, or restart, the first of the month after the WTW plan is signed. 

 

For CW recipients who previously completed their WTW plan and are being reappraised, the WTW 24-Month Time Clock will start the first of the month after a new WTW plan is signed.

 

10-003.C.7
WTW Plan Review for Existing Clients
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
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No later than June 30, 2013, ECM is required to:

·         Discuss new WTW regulations regarding new participation hours, during and after the WTW 24-Months Time Clock is exhausted with all CW recipients who are required to participate in WTW as of January 1, 2013.

Note: This comprehensive discussion may occur during their next regularly scheduled contact

·         Develop a new or amend the existing WTW plans with clients who want to have their plan reviewed and/or modified based on the new WTW weekly participation requirements

·         Contact clients who are attending school to review and modify their educational plan as needed

 

Clients who were receiving CW as of December 31, 2012, and are meeting WTW weekly participation hour requirements through their employment, will not be required to develop new WTW plans, unless:

·         Their employment status changed and/or

·         New weekly participation hours are no longer met due to reductions in hours worked and earnings.

 

ECMs are required to develop WTW plans for all employed clients whose CalWORKs benefits are approved on, or after January 1, 2013.

 

WTW plans that were being developed during December 2012 must be based on the new WTW weekly participation and WTW 24-Month Time Clock requirements.

 

10-003.C.8
WTW Plan Form WTW2
 
 
 
 
 
 
 
 
 
 
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Until the automated version is available in CalWIN, the ECM may use the current version of form WTW2 (WTW Plan), make the necessary corrections to the required weekly participation hours manually and enter the following information in the “Additional Comments” section:

·         The client has been informed and clearly understood:

·         Options about his/her WTW plan

·         New WTW participation requirements during and after the WTW 24-month Time which may affect CW eligibility

·         Conditions which affect the WTW 24-month Time Clock (months counted or not counted)

·         The new or modified WTW plan meets or does not meet new WTW requirements

 

Copy of form WTW2 will be filed in case record.

 

10-003.C.9
Contacting WTW Sanctioned Clients
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
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The ECM is required to contact clients who are WTW sanctioned as early as possible in 2013, but no later than June 30, 2013.

 

This contact can be made by telephone, letter, or other approved methods, and it must be documented in case record.

 

The ECM will have a comprehensive discussion with the client to

·         Explain new participation requirements during and after the WTW 24-Month Time Clock: and

·         Strongly encourage them to cure their sanction based on existing WTW compliance rules.

 

In order to increase participation in the WTW program and assist clients to reach their self-sufficiency goals, effective March 1, 2013 the ECM will be required to continue contacting sanctioned clients:

·         Each month via auto-dial

·         Each quarter in person via phone call, or mail (if no phone contact can be made), or scheduled appointment at Employment Services site.

 

Prior to contacting the client, the ECM will access CalWIN to ensure that contact information are the most current and accurate. If the address and/or phone number of record are not valid, the ECM will document in CalWIN case comments the reason why the client could not be reached.

 

Any attempt to reach the sanctioned client or the results of the actual contact must be documented in case record

 

The ECM will issue form WTW 31 (Request to stop a sanction) to each sanctioned individual who has been contacted.

 

See CPG 10-025 F. Sanction Cure Process and section below regarding compliance procedures to cure sanctions.

 

10-003.C.10
Curing WTW Sanction due to Partial or Non- Participation
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
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Effective January 1, 2013 WTW sanctioned individuals who want to participate in the WTW program under the new rules must cure their sanction according to existing WTW compliance rules, unless:

·         The client reports earnings and/or employment hours with his/her QR7, and provided verification which can be accepted as proof of participation

·         Reported hours/earnings meet or appear to meet new weekly hourly requirements

·         The client provides proof of participation prior to his/her annual CW redetermination.

 

During the first quarter of 2013, HSS will notify the WTW liaison when a WTW sanctioned individuals reported earnings and/or employment hours:

·         With their QR7; or

·         Prior to their annual CW redetermination

 

Due to strict timeframes for the ECM to enter participation hours in CalWIN, the HSS is required to notify the WTW liaison within 5 working days from the date the QR7 is processed or the information regarding employment and earnings is reported by the client at any time.

 

After being notified by the WTW liaison of client’s employment status, the ECM will determine if the client is employed for a sufficient number of hours to meet weekly participation requirements.

 

If not already available, employment hours can be computed by:

·         Dividing reported gross earnings by clients’ hourly wages; or

·         Dividing reported gross earnings by the State of California minimum wage ($8 per hour as of January 1, 2012)

 

If verification of participation is needed, prior to lifting sanction the ECM will:

·         Access imaging system to view documentation provided by the client with the QR7; or

·         Contact the client and/or employer as per CPG 10-300 E. WTW Activity Documentation and Reporting Requirements

 

After verification is obtained, the ECM will determine:

·         If participation hours are sufficient to meet new weekly hour requirements

·         If sanction can be lifted and which months CW can be restored

 

The following criteria apply:

 

If sanction is..

Then...

Cured for current and prior months

·         Cure can be applied retroactively to either the date when qualifying participation started, or to January 1, 2013; whichever is later

·         Sanctions cannot be retroactively cured for months prior to January 1, 2013

·         CW benefits will be restored only for the months in which the client was meeting the new participation requirements

·         Months for which CW is restored will count  toward the client’s CW 48-Month TOA Clock

·         CW months retroactively restored will not count toward the client’s WTW 24-Month Time Clock

·         Client is not required to sign a sanction curing plan

·         Client is required to sign a new WTW plan in person or through the mail

·         If the client refuses or fails to sign a new WTW plan, sanction will be lifted and CW restored only for prior months. In this case, sanction will remain for current and future months until cured

·         WTW 24-Month Time Clock does not begin to tick until the month following the date the client signs a WTW plan

Cured only for prior months

·         Sanction is lifted and CW restored only for prior months

·         The ECM will work with the client to develop a  sanction curing plan based on compliance procedures in CPG 10-025 F. Sanction Cure Process

 

The ECM will notify the WTW liaison via form 27-357 (ESR) after a sanction is lifted, and anytime sanction cure is applied retroactively.

 

10-003.C.11
Reengagement after WTW Sanction Cure
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
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After the sanction is lifted, the ECM will meet with the client to discuss:

·         New WTW participation requirements during and after the WTW 24-Month Time Clock

·         New WTW plan, which must meet new WTW rules

·         Supportive services needed to participate in approved activities

 

The ECM will follow instructions in CPG 10-025 F. Sanction Cure Process to:

·         Re-engage individual and assure compliance going forward

·         Request the HSS to reinstate CW eligibility for the individual who cured the  sanction, and register him/her back to WTW, if not meeting any exemption criteria

·         Evaluate if client incurred work related expenses and was eligible to supportive services during each month for which sanction was cured

·         Document in case comments the curing process, discussion with client, WTW plan development, etc.

·         Update the “Noncompliance” tab in CalWIN as appropriate;

·         Provide a copy of the WTW 29 to the HSS who will use information to determine the appropriate date for restoration of aid

·         Start or resume client’s WTW 24-Month Time Clock the first of the following month after the client signed his/her WTW plan.

 

Supportive services:

 

To ensure that clients receive supportive services to which they are eligible during their 48 months of cash aid, individuals who cured sanctions retroactively will be issued supportive services for those months after they reached their CW 48-month time-on-aid limit.

 

The number of additional months of post-aid supportive services will be equal to the number of sanctioned months which were retroactively cured by the client.

 

Example:

 

If a participant...

Then he/she will ...

Cured retroactively four months of sanctions

Receive four additional months of WTW supportive services as post-aid

Cured a current month sanction, but he/she did not cure prior months

If eligible, he/she will receive only childcare post-aid, but no additional months of other supportive services

 

Note: CPG will be updated with instructions regarding the tracking and the issuance of the above listed post-aid supportive services as soon as received from the State of California.


 

10-003.C.12
Notification Requirements after Sanction Cure
 
 
 
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Once notification is received via form 27-357 (ESR) that sanction was cured retroactively, the HSS will provide timely Notice(s) of Action informing the client about the:

·         Number of months for which CW is restored

·         Amount of CW supplements issued for each month restored

·         Number of remaining CW months after the TOA Clock was adjusted retroactively

·         Number of months of post-aid supportive services, if applicable