July 7, 2006

 

 

               CalWORKs                                                           FOOD STAMPS               

             Special Notice                                                        Special Notice                      

                    06-13                                                                                 06-13                                   

 

                                                                               

 

Subject

FLUCTUATING INCOME - HOW TO ENTER IN CALWIN

  

Effective Date

Upon Receipt

 

Purpose

The purpose of this joint Special Notice is to provide staff with instruction on how to:

·  Enter income in CalWIN when the income is determined to fluctuate

·  Document calculation of budget when income averaging is done outside of CalWIN 

 

Reference

CalWORKs Program Guide (CPG) 44-250, 44-100, CalWORKs Special Notice 04-01, Food Stamp Program Special Notices 04-02, 04-02 Addendum, and 04-02 Addendums A – L.

 

Background

Existing CalWORKs and Food Stamps program material on Quarterly Reporting (QR) instruct staff on how income is calculated when determining initial and continuing eligibility for benefits. 

 

In CalWIN, when the correct pay frequency is selected and the correct amount is entered in the “Collect Income Received Detail” window, CalWIN will use the appropriate multiplying factor (i.e. 4.33 for weekly, 2.167 for bi-weekly) and issue the correct benefit amount.  

 

Determination of Income

Although CalWIN automates much of the eligibility determination process, the system is designed to determine benefit levels based on information entered by the worker. 

 

When determining benefit eligibility, the worker will:

·  Determine applicant/recipient pay dates, amounts, and frequency based on information received/gathered

·  Determine if income needs to be factored outside of CalWIN 

·  Enter the correct amount in the appropriate CalWIN window choosing the appropriate “income type” and “frequency” etc

 

 

Income That Varies

When the income varies and the average income is what should be reasonably anticipated for the upcoming quarter, it is necessary for the worker to “average” the income outside of CalWIN and enter the averaged amount in CalWIN.

 

EXAMPLE

Data Month=May, Submit Month=June, Payment Month=July

Client is paid weekly and reports the following income:

 

Amount

Date Paid

1st check= $400.00  

05/05/2006

2nd check= $350.00  

05/12/2006

3rd check= $510.00 

05/19/2006

4th check= $490.00  

05/26/2006

 

The averaged amount must be computed outside CalWIN as follows:

 

Step

Action

1

Add all checks 400+350+510+490 = $1,750

2

Divide $1,750 by 4 checks = $437.50 weekly average income

3

Enter only this averaged amount in CalWIN.

 

 

 

 

 

 

In the Collect Earned Income Detail window, select “Weekly”

as the Pay Frequency.

 

In the Collect Income Received Detail window, Enter

Date received = (This MUST be the 1st pay date = 05/05/2006)

Pay Period = (The pay period for the 1st pay date = 04/28/2006 – 5/4/2006)

Amount = ($437.50)

    

Documentation of Income Averaging

When averaging is completed outside of CalWIN, workers MUST clearly document and narrate the income received and the steps used to arrive at the averaged amount.

 

The following are methods staff may use to meet the documentation requirement;

·  Manually in the County Use Section at the bottom of the of the QR7

·  CalWIN case comments (must show the actual calculation)

·  Form QR30

·  Form QR 285B

·  Manual or computer calculations

 

When using Forms QR 30, QR285B and/or manual or computer calculations, staff must file these documents in the case file financial folder under income report tab.   

 

Updating CalWIN Income Related Fields

It is critical that staff enter and/or update all necessary and appropriate fields in CalWIN so that the correct benefits are authorized.

 

Workers shall refer to the help topics in the On-Line User Manual (OLUM), for CalWIN functionality changes/updates.     

   

Quality Assurance (QA)/Quality Control (QC) Impact

QA/QC will cite the appropriate error when program regulations are not applied correctly. 

 

Forms Impact

None.

 

Manager

 

 

 

KIM FORRESTER, ASSISTANT DEPUTY DIRECTOR, for

Self-Sufficiency Programs

Strategic Planning & Operational Support