February 25, 2013

Program Guide Letter # 581

 

Subject

CalFresh PRogram Guide updates

 

Effective Date

Upon Receipt

 

Reference

Social Services Advisory Board (SSAB) CalFresh Work Group Recommendations, All County Informing Notice (ACIN) NO. I-03-05, All County Letter (ACL) 04-59

 

Background

At the recommendation of the Social Services Advisory Board (SSAB), Legal Aid Society of San Diego (LASSD) was engaged to review the CalFresh Program Guide to ensure that the instructions provided accurately reflect the federal and State regulations.  A total of 141 sections were reviewed with 107 sections identified as needing an update. Many of the sections were simply updated with the change of the name CalFresh from its former name (Food Stamps).  The updates identified in this letter incorporate areas of changes which go beyond replacing the name.  Several of the areas identified by LASSD have been updated in previous Program Guide Letters.

 

Although this letter addresses the recommendations from LASSD, there are additional changes related to automation and policy which have been identified and will be addressed in a future letter.

 

Incorporated and/or Deleted Special Notice
 

The following Special Notices have been incorporated into the CalFresh Program Guide and have been removed from the list of documents available online:

 

 

 

 

Special Notice #

Title

05-07

Questions and Answers-Drug Felony Bill

05-16

Questions and Answers – Food Stamps for Drug Felons

 

CalFresh Program Guide Updates and Revisions

The following CalFresh Program Guide sections have been revised and/or updated:

 

CHAPTER/SECTION

SECTION TITLE

REVISIONS/UPDATES

63-103.2

Application Forms

·         Added Benefits CalWIN SAWS 1/CA1/DFA 285-A1 to forms.

·         Changed wording to “can” and “or” for more flexibility in using the different types of forms.

63-103.3

Application Packet

·         Removed forms 22-07HHSA Employment Screening and TEMP 2173 SFIS from required forms.

63-103.4

Availability of Application Forms

·         Added “either by telephone or walk in appointment as listed below in 63-103.11” for written requests received.

63-103.10

National Voter Registration Act

·         Included hyperlink to the NVRA EDG.

63-105.1

Eligibility Requirements

·         Changed “applies for ES” to “is eligible to Expedited Services.”

63-105.2

Identifying or Screening Households Needing Expedited Services

·         Added language to clarify that an agency conference is an option and does not replace a State Hearing request.

63-105.4

Out of Office Application and/or Interview

·         Modified example to correspond with State regulations.

·         Added three “Calendar” days.

63-105.5

Late Determinations

·         Modified Example to correspond with State regulations.

63-109.1

Normal Processing

·         Modified to include language on assisting the household in obtaining verifications.

63-109.3

Denying the Application

·         Changed “taking action” to “denial action.”

63-109.5

Delayed Actions

·         Added “30 days” to the application processing period.

·         Clarified that the worker must attempt to reschedule the initial interview.

63-109.6

Delays Caused by the Household

·         Clarified language regarding providing verification within 30 days from the denial action.

63-115.1

General

·         Added “the applicant shall be made to feel at ease during the interview” to correspond with State regulations.

63-115.6

No Show

·         Added note regarding FRC attempt to reschedule within 30 days to correspond with State regulations.

63-119.7 & 63-119.8

Categorically Eligible General Relief Households

·         Included hyperlinks to Modified Categorically Eligible (MCE) section 63-203.19.

63-121.1

Denial

·         Included additional information required for an adequate Notice of Action/NA Back 9.

63-123.1

Policy

·         Included eligibility to CalFresh for individuals living in a Group Living Arrangement (GLA).

63-125

Bus Tokens

·         Removed Section and Added Link to the Eligibility Desk Guide (EDG)

63-155.4

Connection to Need

·         Included a note that circumstances are not limited to examples in this section.

63-155.17

Determination of Eligibility to SB489 for Other Serious Crimes Victims

·         Added “statements from persons in official capacities,” as acceptable documentation for verification of a U-Visa.

63-157.3

Sponsorship Provisions and Indigence

·         Clarified steps when a sponsored noncitizen “does not opt out.”

63-157.7 & 63-157.8

Responsibilities of Sponsored Noncitizens

·         Added “unless noncitizen is indigent.”

63-157.10

Refusal to Comply with Sponsored Noncitizen Verifications

·         Added “unless noncitizen is indigent.”

·         Included the statement, “The worker will first evaluate the noncitizen for indigence to determine if the noncitizen is exempt to sponsorship provisions.”

63-158.3

Exemptions

·         Clarified exemption for participant of Drug or Alcohol Treatment Program that “prohibits employment of 30 hours or more per week.”

63-160

Able Bodied Adults Without Dependents (ABAWDS)

·         Revised section to include information regarding the ABAWD waiver.

63-161

Social Security Number Requirement

·         Removed references to verification of Social Security number.

63-163.1

Definitions

·         Removed reference to minors fourteen years of age and older.

·         Added clarification in order to correspond with State regulations.

63-164.1

General Requirements

·         Added clarification that form FS26 can be used as certification of eligible drug felon requirements.

·         Incorporated note for Expedited Services processing.

63-164.8

Case Actions

·         Incorporated procedures for when required verifications are not received.

63-221.7

Income of Ineligible Noncitizens and SSN Disqualified

·         Added link to 63-244 for assistance with pro-rata calculation.

63-303.1

General Requirements

·         Included additional information required for an adequate Notice of Action/NA Back 9.

63-304.2

Recertification Notice, Interview and Forms

·         Included DFA 285- A1 and DFA 285-A2 as acceptable forms for recertification.

·         Added note that a QR 7 is to be completed in conjunction with the recertification.

63-304.7

Untimely Application for Recertification

·         Added that income verification is not required if the source of income has not changed and the amount has not changed by more than $25.

63-351.3

Non-Discrimination

·         Included link to the Civil Rights Bases of Discrimination section of the Eligibility Desk Guide (EDG).

63-352.1& 63-352.2

Case Handling

·         Included task based procedures and links to the Eligibility Desk Guides.

63-352.3

Referrals and Transfers Between Cash Assistance and CalFresh

·         Added information regarding No Wrong Door Guidelines and links to the EDG.

63-352.4

Referrals for Cash Assistance

·         Included procedures for referrals for Cash Assistance programs.

63-357.1

Inspection of Case Records

·         Changed note to indicate that case narratives must be provided for review, however privileged communication /information must be removed prior to inspection.

·         Added a link to 63-357.2 Privileged Communication/Information Which Cannot be Released to the Client.

63-357.2

Privileged Communication/ Information Which Cannot be Released to the Client

·         Added /Information to the title and first paragraph.

63-702.1 & 63-702.2

FRC Managers & Supervisors

·         Included additional Fraud prevention policies from the Eligibility & Employment Operations Guide (EEOG)  

63-702.3

Worker

·         Corrected responsibility of reporting information and changes within ten days.

63-704.3

Referral Process

·         Added hyperlink to Residency in the Verification and Documentation section.

63-708.1

Nationwide Prisoner Match

·         Changed the term willful to Inadvertent Household Error (IHE) to correspond with State regulations.

·         Included information and links to the DPS 526.

·         Included Links to 63-452, 63-453 and 63-454.

 

Forms Impact

The 22-07HHSA Employment Screening and TEMP 2173 SFIS form have been removed as required forms for CalFresh.

 

Automation Impact

No Impact.

 

Other Programs Impact

No impact.

 

Operational Impact

Application packets must be revised to remove the forms listed above.

 

ACCESS Impact

No Impact.

 

Quality Control (QC) Impact

QC will cite the appropriate error when instructions in the CalFresh Program Guide are not followed or are followed incorrectly.

 

Approval for Release

Rick Wanne, MA, MFT

MH/OA