15-100G.†† HOW TO DETERMINE TIME ON AID (TOA)

Table of Contents

The How to Determine Time on Aid section includes the following information:

 

Topic

Regulation / Policy

CalWIN TOA Information

TRAC Information

CalWIN TOA / TRAC Interface

CalWIN TOA / TRAC Reconciliation

TOA Evaluation Examples

 

Regulation / Policy
 
 
 
 
 
 
 

County policy requires that staff validate adult applicants/recipientís Time on Aid (TOA) information contained in county and state automated systems such as:

        California Work Opportunity and Responsibility to Kids Information Network (CalWIN), which became San Diego Countyís automated TOA system, effective June 05,2006, and

        The statewide [Medi-Cal Eligibility Data System (MEDS)-based] Tracking Recipients Across California (TRAC) database

CalWIN TOA Information
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 

        CalWIN automatically tracks TOA within San Diego County for any month the person was active.

         To be in the CalWIN system a person must have been active on a CalWORKs case effective 09/2005 or later.

        Workers shall record the following TOA information in the individualís Display Individual Time Limit Clock Summary window in CalWIN:

o   Prior aid received,

o   Time used in another county in CA, and/or

o   TANF benefits received in another state.

         Information on each person in CalWIN is used to track and calculate the following data:

o   CalWORKs 48-month TOA time limit

o   TANF 60-month TOA time limit

o   CalWORKs sanctions and penalties

o   Exemptions from Welfare-to-Work

o   Exemptions from TANF 60-month and/or CalWORKs 48-month counts

TRAC Information
 
 
Top

Eligibility Staff shall review and evaluate information available on TRAC system screens (MEDS) for all individuals:

o   Approaching,

o   At, or

o   Exceeding

the 48-month CalWORKs and/or 60-month TANF time limits.

CalWIN TOA / TRAC Interface
 

The CalWIN system transfers the local CalWORKs recipientís TOA information to the state-wide automated time limit tracking system, Welfare Data Tracking Implementation Project (WDTIP), which contains the TRAC database.

CalWIN TOA / TRAC Reconciliation
 
 
 
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In addition to validation of time clock information, it is the responsibility of staff to ensure reconciliation and correction of:

o  Any erroneous information detected, and/or

o  Discrepancies discovered between the local and state systems for Time on Aid information.

The accuracy of this information is crucial because all California counties, in the determination of TOA, utilize TRAC for those individuals who reside in California.

TOA Evaluation Examples

To assist FRCs in determining TOA, evaluation examples are provided below:

 

Example 1: Client With California (CA) and Out of State Aid

†††††††† Received after January 1998

 

Scenario:

         AU = 3 (Mom and 2 children)

         Family moves to CA from Michigan in May 2011 and is determined to be eligible for CalWORKs effective May 2011

         Mom does not meet any TANF nor CalWORKs time limit exemption or extension criteria

 

Aid History:

         Mom received 12 months of TANF in Michigan during 2010 and 2011

 

TOA Evaluation Outcomes:

         All 12 months of aid received in Michigan count against Momís CalWORKs TOA limit as aided months were received after January 1, 1998

         Mom is potentially eligible to receive an additional 36 countable months of CalWORKs aid in CA

         Mom will exhaust her CalWORKs 48-month time clock in April 2014 and be removed from CalWORKs aid

         Children would be placed in a Safety Net case in May 2014, if otherwise eligible.

 

TOA Evaluation Grid:

 

 

May

2011

 

June

2011

 

March

2014

 

April

2014

 

May

2014

 

TANF TOA

Months

 

13

 

14

47

48

N/A

CalWORKs

TOA

Months

 

13

14

47

48

Mom

removed

from AU

April 30th

 

 

 

Example 2: Client With CA and Out of State Aid

†††††††† Received Before and After January 1998

 

Scenario:

         AU = 3 (Mom and 2 children)

         Family moves to CA from S. Carolina in August 2011 and is determined to be eligible for CalWORKs effective August 2011

         Mom does not meet any TANF nor CalWORKs time limit exemption or extension criteria

 

Aid History:

         South Carolina implemented its TANF program on October 12, 1996

         AU received TANF aid for 19 months from November 1996 through May 1998

 

TOA Evaluation Outcomes:

         Mom has a total of 19 months of countable TANF aid, but only 5 months count toward her CalWORKs clock (January through May 1998)

         Mom still has 43 months remaining on her CalWORKs clock (48 Ė 5 = 43), but only 41 remaining on her TANF clock (60 Ė 19 = 41)

         As Mom will reach her 60-month TANF time clock limit in December 2014, before reaching her 48-month CalWORKs time clock limit, FRC shall transfer the case into a state-only fundedaid code (32 or 3W), effective January 2015

         Mom will exhaust her CalWORKs 48-month time clock in February 2015 and be removed from CalWORKs aid

         Children will be placed in a Safety Net case (aid code 3A/3C) in March 2015, if otherwise eligible.

 

TOA Evaluation Grid:

 

 

July

2011

 

Aug.

2011

 

Dec.

2014

 

Jan.

2015

 

 

Feb.

2015

March

2015

 

TANF TOA

Months

19

20

60

 

TANF

timed-out

 

N/A

 

N/A

 

CalWORKs

TOA Months

5

(out

of state

months)

6

46

 

 

 

 

47

 

(State-Aid code

32/3W)

 

48

 

(Mom

removed from

AU, on Feb.

28, 2011)

 

 

 

(Kids on Safety Net Aid code

3A/3C)