July 2, 2008 

 

CALWORKS PROGRAM GUIDE

SPECIAL NOTICE

06-24 Addendum B

 

 

Subject

CALWIN “COLLECT EMPLOYMENT HISTORY DETAIL” WINDOW

 

Effective Date

Upon Receipt  

 

Purpose

The purpose of this Special Notice is to advise the Human Services Specialists (HSSs) and Employment Case Managers (ECMs) of the process and responsibilities for completing the “Collect Employment History Detail” window in CalWIN.

 

This Addendum informs staff of an update made to CalWORKs Special Notice 06-24 Addendum A.  When it is necessary to determine deprivation due to unemployment, the HSS should complete all appropriate fields in the lower “Collect Employment History Detail” window.

 

Note: This Addendum replaces CalWORKs Special Notice Addendum A.

 

Background

The “Collect Employment History Detail” window is a shared window between eligibility and employment staff.

 

Entries made in this window are crucial in capturing data for the federal Work Participation Rate (WPR) and the Employment Services Automated Monthly Progress Report (AMPR).  Entries must be accurate and entered into CalWIN timely to ensure the data is valid for the WPR and captured on the AMPR.  These entries are necessary for the following:

·         WPR Survey Completion

·         AMPR Objectives

o         4.7 – Average hourly wage of active employed CalWORKs participants; and

o         4.13 – Percentage of active CalWORKs participants with employer provided health insurance.

 

Entries made in this window are also required when eligibility staff must determine deprivation due to unemployment.

 

 

Updated Requirements

 

This Addendum is to inform the HSS and ECM of updated requirements that staff must complete when entering data into the “Collect Employment History Detail” window in CalWIN.  Updates include:

·         Revision of HSS/ECM responsibilities;

·         Communication requirements for client employment changes and/or updates; and

·         Documentation requirements for client employment changes and/or updates in CalWIN Case Comments.

 

HSS Actions

HSSs are to complete only the upper portion of the “Collect Employment History Detail” window unless they are determining deprivation due to unemployment.  Entries made in the upper portion of this window are necessary to enter employment details.  All appropriate fields in the entire window should be completed when determining deprivation due to unemployment.

 

 

Reminder:  Income is added to the budget by clicking the Earned Income button and completing the appropriate windows.

 

Examples of the appropriate case action to take when there are employment changes:

 If

Then

a current employment record that has already been entered into CalWIN,

·       Contact the ECM and advise of any employment updates;

·       Make changes to the employment record in CalWIN; and

·       Enter detailed case comments in CalWIN.

a new employment record is being added in CalWIN,

·       Contact the ECM and advise of the new employment;

·       Enter the new employment record in CalWIN; and

·       Enter detailed case comments in CalWIN.

an employment record is to be ended,

·       Contact the ECM and advise that the employment has ended;

·       Enter the end date in the Employer Information group box in CalWIN; and

·       Enter detailed case comments in CalWIN.

Note:  Information regarding health insurance availability, hourly wage, estimated hours per week and monthly amount must be documented in detail in CalWIN Case Comments.

 

The information on this lower portion of the “Collect Employment History Detail” window does not initiate the Other Health Care Coverage (DHSS 6155) form. This form is initiated from the “Display Health Care Coverage” window.

 

Reference: 

How To #136 “Process New Employment and Income”

http://cosda428p/calwin/Portals/0/Repository/136 Process_New_Employment_and_Income.doc

How To #120 “End Date Employment and Income”

http://cosda428p/calwin/Portals/0/Repository/120 End_Date_Employment_and_Income.doc

 

ECM Actions

Upon receipt of this Addendum, the ECM must complete the entire “Collect Employment History Detail” window or make updates per How To #254 “AMPR Employment Objectives”:

 

 

 

Examples of the appropriate case action to take when there are employment changes:

If

Then

a current employment record that has already been entered into CalWIN,

·       Contact the HSS and advise of any employment updates;

·       Make changes to the employment record in CalWIN; and

·       Enter detailed case comments in CalWIN.

a new employment record is being added in CalWIN,

·       Contact the HSS and advise of the new employment;

·       Enter the new employment record in CalWIN; and

·       Enter detailed case comments in CalWIN.

an employment record is to be ended,

·       Contact the HSS and advise that the employment has ended;

·       Enter the end date in the Employer Information group box in CalWIN; and

·       Enter detailed case comments in CalWIN.

 

Reminder:

·         Click the Employment Detail button and complete the appropriate windows.

·         Entries made on the “Collect Employment History Detail” window will automatically trigger the “Collect Reporting Information for Data Changes” window.  Do not change the Use Effective Month (UEM) default values.

 

Reference:  How To #254 “AMPR Employment Objectives

http://cosda428p/calwin/Portals/0/Repository/254 AMPR Employment Objectives.doc

 

HSS and ECM

Communication and Documentation

Any employment changes or updates must be communicated to the appropriate staff, at the time the action is taken, via one of the following methods:

·         Worker to worker alert;

·         Email; or

·         Phone call.

All changes to the “Collect Employment History Detail” window must be documented in CalWIN Case Comments regardless of the action taken.  Updates include: 

·         Enter a new employment record;

·         Update an existing employment record; and 

·         End an employment record.

 

Automation Impact

Entries made on the “Collect Employment History Detail” window in CalWIN must be accurate to ensure the data is valid for the WPR and AMPR.

 

When determining deprivation due to unemployment, the HSS should complete all appropriate fields in the lower “Collect Employment History Detail” window, in order for CalWIN to determine the 100 hour rule.

 

Food Stamp Impact

None.

 

Child Care Impact

When a participant reports a change to the ECM or the ECM initiates a change:

·         The ECM must send the CalWIN version of form 27-128 HHSA to the Stage 1 Childcare Case Manager or Stage 2/3 Alternate Payment Provider; and

·         The ECM must authorize the change(s) within one workday of becoming aware of the change.

 

Reference:  How To #255 “Child Care Communication Process”

http://cosda428p/calwin/Portals/0/Repository/255 Child Care Communication 27-128.doc

 

QA Impact

None.

 

                                   

           

 

Manager

Jaye Yoshonis           (Original signed 7/2/08)

ASSISTANT DEPUTY DIRECTOR

CalWORKs Program

Strategic Planning & Operational Support

 

Manager Contact

CalWORKs Section