15-100 J.     REQUIRED TIME ON AID DETERMINATIONS

Table of Contents

The Required Time on Aid Determination section includes the following information:

 

Topic

Intake / Application Procedure Overview

Redetermination Time On Aid Procedures

Redetermination Procedures and Time Expired Adults

Exemption Of Time On Aid At Redetermination

46th Month of CalWORKs Time On Aid Procedures

46th Month of CalWORKs Time On Aid Actions

Recipient Time On Aid Request Procedures

Recipient Request for Exemption or Extender

Request for Retroactive Exemption

Sworn Statement Request for Retroactive Exemption

 

Intake / Application Procedure Overview
 
 

Human Services Specialists (HSSs) must complete a Time On Aid (TOA) determination before granting assistance to adults in an assistance unit (AU).

 

This is done to insure that all time on aid received out-of-state as well as within California is correctly being counted against an individual’s 60-month TANF time clock and/or 48-month CalWORKs time clock, as applicable.

 

The TRAC system in MEDS shall be utilized to verify and/or validate an individual’s TANF and CalWORKs eligibility time clocks.  MEDS is a statewide system that receives updates only from counties within California.  Depending on where the client has previously lived, it may be necessary to contact different states in order to confirm time on aid received outside of California.

 

 

Redetermination Time On Aid Procedures
 
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A Time On Aid (TOA) evaluation must be completed by the HSS at the time of the annual CalWORKs redetermination, in accordance with procedures outlined in CPG 15-100 I. 

 

 

Redetermination Procedures and Time Expired Adults
 
 
 
 
 
 
 

When the household includes:

 

·    Adults who have reached the 48-month CalWORKs time limit, and

 

·    They have been excluded from the AU,

 

The HSS must complete a thorough time on aid review to determine if any aided month qualifies for exemption from a recipient’s time on aid due to grant reimbursement from additional child support received or overpayment recoupment since the last time on aid review.

 

At the time of Redetermination the worker must perform the following actions:

 

Step

Action

1

·         Review the “Child Support Collection” tab from the Collect Case Summary Detail window in CalWIN to determine if any child support has been collected during the monthly automated Child Support Reimbursement process; and/or

·         Review the Display Eligibility Summary window in the Wrap Up subsystem and Display Claim Summary window in the Benefit Recovery subsystem in CalWIN to identify any complete or partial overpayment months.

2

Complete an updated “Time On Aid Determination” if additional child support collections have been received or if any overpayment claims have been fully recouped to determine whether there are additional months of CalWORKs eligibility as outlined in CPG 15-100 F; and,

3

Review the current CalWORKs 48-month time limit extender eligibility status of all CalWORKs timed-out adults for categories to which the individual may now qualify. 

 

Exclude the category of “Unable to Maintain Employment or Participate in Work Activities”, which is only available at the end of the initial 48-month CalWORKs eligibility time period.

4

Update entries in the Display Individual Time Limit Clock Summary to appropriately exempt or extend those months in which the individual qualifies for an exemption or extension from CalWORKs time on aid.

 

Ensure that the TRAC information in MEDS is also updated accordingly.

 

 

Exemption of Time On Aid At Redetermination
 
 
 
 
 
 
 
 
 
 
 
 
 
 
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If time on aid can now be exempted:

·         The individual must be restored to the AU, and

·         The case must be re-evaluated for any necessary recalculations to the grant amount. 

 

For example: 

If the case is a safety net case when the adult is restored to the AU, the case must be re-evaluated in order for CalWIN to convert the safety net aid code into a CalWORKs aid code. 

The individual shall be evaluated for a referral to Welfare-to-Work unless otherwise exempt.

 

If the individual is not exempt from Welfare-to-Work participation and eligible for 3 or more months of continued cash aid, the HSS must register the client to Welfare-to-Work through the normal process.  

 

If the individual is eligible to less than 3 months of continued cash aid, the HSS must not refer to Welfare-to-Work.

 

All appropriate NOAs must be issued to either notify the individual of Time On Aid information, or of any changes to the case status that resulted from the Time On Aid Determination.

A CalWORKs 48-month Time Limit Exemptions Information (CW 2184) must also be sent to the payee.

 

46th Month of CalWORKs Time On Aid Procedures
 
 
 
 
 

Staff is required to provide at least one time on aid Notice of Action during the period of the recipient’s 42nd through 46th months on CalWORKs assistance prior to the 48th and final month of aid.

 

This first notice of the recipient’s actual number of countable months may occur when the individual appears on the monthly TOA Approaching Report, which is issued by SPOS and posted on the CalWIN (SharePoint) Reporting site.

 

46th Month of CalWORKs Time On Aid Actions
 
 
 
 
 
 
 
 
 
 
 
 

When an individual reaches their 46th month on aid  the HSS must perform the following actions:

 

Step

Action

1

Complete a “Time On Aid Determination”.

2

Issue the appropriate time on aid Notice of Action.

3

Send a CalWORKs 48-month Time Limit Exemptions Information (CW 2184) to the individual.

4

Cases determined to contain adults in the 46th month of CalWORKs shall be designated (“ticked”) for review and discontinuance from the AU in two months.

5

Review the case for indication that the adult(s) in the 46th month of CalWORKs meets any of the CalWORKs time limit extender criteria.

6

If the HSS is unable to identify an extender category that applies to the adult(s) the CalWORKs Time Limit Extension form will be sent to the assigned ECM.

 

Recipient Time On Aid Request Procedures
 
 
 
 
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A CalWORKs recipient or excluded timed out payee or caretaker may request an accounting of their time on aid information at any time.  When this occurs the assigned HSS must:

 

Step

Action

1

Order the time on aid documentation from the physical case in Subfiles/Records Library if the TOA information is not available in DoReS.

2

Complete a Time On Aid Determination.

3

Take the appropriate action based on the result of the determination.

 

Recipient Request for Exemption or Extender
 
 

A CalWORKs recipient can request an exemption or extender verbally or in writing.  When a recipient states that s/he meets (or met since January 1998 and not previously claimed) a condition that qualifies as an exemption from participation in Welfare-to-Work or extender to the CalWORKs 48-month time limit staff must:

 

Step

Action

 

 

1

Document the request in the case record.

 

 

    2

Provide the recipient with an exemption/extender request form (CW 2186A, CalWORKs and Welfare-to-Work Time Limit Exemption Request).

 

 

3

Research all available and relevant case file records for supporting documentation prior to requesting recipient to provide additional verification.

 

 

4

Inform the recipient, in writing, of the exemption/extender determination within 15 calendar days* from the date of receipt of the verbal or written request for the exemption/extension. 

 

Examples of acceptable circumstances to extend the determination response time period are:

·         the recipient is unable to provide the necessary verification, or

·         a necessary medical verification is delayed by the          physician.

 

*Note: The determination response time limit may be exceeded in situations where the completion of the determination is delayed due to circumstances beyond the control of the HSS and must be documented in the case file.

 

 

5

Respond to the recipient‘s request using the exemption/extender form (CW 2186B, CalWORKs and Welfare-to-Work Time Limit Exemption Determination).

 

 

6

Provide specific reasons for the approval or denial of the request for an exemption from participation in Welfare-to-Work or extension of cash assistance beyond the CalWORKs 48-month time limit in the appropriate spaces on the CW 2186B form.

 

 

7

Ensure that all documentation related to the Time on Aid evaluation is imaged into the DoReS system using the appropriate template, 16-137 TOA Documentation Form. 

 

 

Request for Retroactive Exemption
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 

Retroactive requests for CalWORKs 48-month time limit clock stopper exemptions may be approved, as appropriate, unless the requested exemptions are for months that were previously validated through the Time On Aid (TOA) Notice of Action (NOA) process.

 

·   The information in the TOA NOA is considered valid and final if the recipient:

 

·    has received a TOA NOA providing specific months that were counted or exempted (time on aid determination completed), and

 

·   has been allowed the 90 day period to file for a hearing to appeal the time on aid determination described in the TOA NOA without filing for an appeal hearing, or

 

·    has had an appeal hearing uphold San Diego county action/determination as described in the TOA NOA.

 

  If these conditions are met the HSS must:

 

·   Inform the recipient that the request for exemption will be denied, and

 

·   Process the CalWORKs and Welfare-to-work Time Limit Exemption Determination form (CW 2186B) to deny the exemption request.

 

Sworn Statement Request for Retroactive Exemption
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
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When a recipient makes a retroactive request for CalWORKs time limit exemption and the documentation verifying the recipient’s right to an exemption is not in the case file, the worker can in some rare instances accept the recipient’s sworn statement under the penalty of perjury to substantiate exemptions to the CalWORKs 48-month time limit.

·     Staff may use a General Affidavit (CSF 2) from CalWIN to obtain a recipient’s sworn statement regarding his/her exemption request.

 

The circumstance that allow self-declaration of an exemption include:

·     months of aid in 1998 prior to the implementation of the CalWORKs/Welfare-to-Work programs and/or

·     months on aid before the recipient signed, or refused to sign, a Welfare-to-Work plan.  Exemptions may not have been requested by the recipient or determined necessary by staff because during these periods of time there was no Welfare-to-Work participation requirement.

 

Sworn statements shall only be used when all possible efforts by the recipient and staff have failed to substantiate or deny the exemption requested.  The sworn statement must be kept as a permanent case record and imaged into DoReS using the 16-137 TOA Documentation template.