44-270.B. Semi-Annual Reporting (SAR) Cycle

 

Table of Contents

Section

Topic

44-270.B.1

SAR Cycle Description

44-270.B.2

SAR Cycles Chart

44-270.B.3

Establishing the SAR Cycle

44-270.B.4

Aligning the SAR Cycle and RRR Date

44-270.B.5

Aligning CalWORKs and CalFresh when Adding a Program

CPG 295 (8/13)

 

44-270.B.1
SAR Cycle Description
Top

The SAR cycle is made up of six consecutive months and is based on the beginning date of aid (BDA), or first month for which eligibility is established, as determined by information provided at initial application.

Specific months of the SAR cycle are described as follows:

SAR Data Month

The month for which the recipient is required to report all information necessary to determine eligibility on the SAR 7 or at annual redetermination on the SAWS 2. The SAR Data Month is Month 5 of each semi-annual period.

SAR Submit Month

The month in which the SAR 7 or SAWS 2 at annual redetermination must be submitted. The SAR Submit Month is the month after the SAR Data Month and is Month 6 of each semi-annual period.

SAR Payment Period

The six-month period in which benefits are issued. Each SAR Payment Period starts with the BDA; the month after the SAR 7 Submit Month; or the month after the annual redetermination.

NOTE: For Zero Basic Grant cases described in CPG 44-300.D, the BDA will be the first month for which eligibility to CalWORKs is established, regardless if a CalWORKs payment is actually issued to the AU. The SAR Payment Period will start with the BDA, but the AU of a Zero Basic Grant case may not receive six consecutive months of CalWORKs payments.

See CPG 44-270.B.3 below for additional information regarding establishing the SAR cycle.

ACL 12-25

44-270.B.2
SAR Cycles Chart
Top

Households will be assigned to one of six SAR cycles based on their BDA, as shown by the following chart:

SAR Cycle

Month 1

BDA

Month 2

Month 3

Month 4

Month 5

Data Month

Month 6

Submit Month

1

January

July

February

August

March

September

April

October

May

November

June

December

2

February

August

March

September

April

October

May

November

June

December

July

January

3

March

September

April

October

May

November

June

December

July

January

August

February

4

April

October

May

November

June

December

July

January

August

February

September

March

5

May

November

June

December

July

January

August

February

September

March

October

April

6

June

December

July

January

August

February

September

March

October

April

November

May

This chart is also available as a desk aid: SAR Cycles Chart.

ACL 12-25

 

44-270.B.3
Establishing the SAR Cycle
Top

SAR cycles are based on the BDA, rather than the application date. If there is no eligibility in the month of application, then the SAR cycle begins the first month for which eligibility is established.

Example: Ineligible Application Month

Scenario

   A family applies for CalWORKs/CalFresh in July 2014, AU = 3.

   Mom was laid off and received her last check on July 20, 2014.

   Her total countable income for the application month July 2014 is $2,500.

   The AU is not eligible to CalWORKs/CalFresh in July 2014 but is determined eligible effective August 1, 2014.

Outcome

   The family will be assigned to SAR cycle 2 based on the BDA of August 2014.

   Their SAR 7 will be for SAR Data Month December 2014 due in SAR Submit Month January 2015.

   Their CalWORKs/CalFresh RRR will be due in July 2015 (12 months from the August 2014 BDA).

NOTE: The BDA is the first month for which the AU is determined eligible to CalWORKs, regardless if a payment is actually issued to the AU. Recipients whose case meets the definition of a Zero Basic Grant case per CPG 44-300.D may not receive six consecutive months of CalWORKs payments in their SAR Payment Period.

ACL 12-25

 

44-270.B.4
Aligning the SAR Cycle and RRR Date
Top

When a household begins a SAR cycle, the redetermination month (CalWIN RRR date) must be aligned with the SAR cycle in order to ensure that recipients report eligibility information only twice a year.

The processing of the SAR 7 and the annual redetermination must be completed in the appropriate SAR Submit Months based on the SAR cycle per CPG 44-270.B.2.

NOTE: Whenever the CalWORKs redetermination month is adjusted, the redetermination month of the associated Med-Cal program must also be adjusted so that CalWORKs and Medi-Cal have the same redetermination date. See MPG 4.15.2D for additional information.

ACL 12-25

 

44-270.B.5
Aligning CalWORKs and CalFresh when Adding a New Program
Top

When adding a new CalWORKs or CalFresh program to an existing case, the HSS will use the RRR date for the existing case as the RRR date for the new program to ensure there is no change to the existing SAR cycle.

         If a household applies for CalWORKs and is already receiving CalFresh, the reporting cycle for CalWORKs must be aligned with the existing CalFresh reporting cycle.

         If a household applies for CalFresh and is already receiving CalWORKs, the reporting cycle for CalFresh must be aligned with the existing CalWORKs reporting cycle.

Example 1: Aligning CalFresh to an Existing CalWORKs Cycle

Scenario

   Ongoing CalWORKs AU is assigned to SAR cycle 1 with their next RRR due in December 2013.

   The AU applies for and is approved for CalFresh effective October 2013.

Outcome

   To match the CalWORKs RRR, the CalFresh case will be certified for three months (October December 2013).

   The household will continue to be assigned to SAR cycle 1 and will complete their CalWORKs/CalFresh RRR in December 2013.

   The SAR 7 will be for SAR Data Month May 2014 due in SAR Submit Month June 2014.

Example 2: Aligning CalWORKs to an Existing CalFresh Cycle

Scenario

   Ongoing CalFresh/Medi-Cal household is assigned to SAR cycle 1 with their next RRR due in December 2013.

   The household applies for and is approved for CalWORKs effective August 15, 2013.

Outcome

   To match the CalFresh RRR, the CalWORKs case will be certified for five months (August December 2013).

   The household will continue to be assigned to SAR cycle 1 and will complete their RRR in December 2013 for all programs.

   The SAR 7 will be for SAR Data Month May 2014 due in SAR Submit Month June 2014.

NOTE: If a CalFresh household contains two separate CalWORKs AUs, then the SAR cycle must be based on the earliest BDA for either CalWORKs or CalFresh.

ACL 12-25; 13-08; 13-17