September 28, 2012



   Program Guide Letter #575






Effective Date

October 1, 2012



All County Information Notice I-46-12



The purpose of this letter is to:

·         Inform staff that the CalFresh COLA mass update process ran the weekend of September 8, 2012 for CalFresh including Public Assistance CalFresh (PACF), Non-Assistance CalFresh (NACF) and Transitional CalFresh (TCF);

·         Inform staff that the CalFresh Program Guide (CFPG) 63-1100 Handbook Section has been updated and has been posted on the internet;

·         Inform staff that the Scratch Budget has been updated and uploaded to the share drive;

·         Provide staff with instructions for COLA implementation; and

·         Provide staff with CalWIN Mass Update Reports.



The Food Stamp Act of 1977 provides annual COLA adjustments to allotments, certain deductions, and eligibility standards.  The adjustments are effective every year on the first day of October.  For QR households where October falls mid-quarter, the COLA is treated as a county-initiated mid-quarter change.    

Under the American Recovery and Reinvestment Act of 2009 (ARRA), the maximum and minimum allotments for household size remain unchanged for FFY 2013.  ARRA raised the maximum allotments by 13.6 percent of the June 2008 value and provided that benefits could not decline below this level.





Summary of Changes





Income and Eligibility Standards

Updated Gross and Net Income Limits


Income Deductions Table

Updated Deductions and CalWORKs and CalFresh Assistance Standards Table


165%FPL Gross Income Chart

Updated Gross Income Chart


Examples of Determination for Elderly/Disabled Separate Household Status

Updated 165% FPL in the examples

Changes to the CalFresh Program Guide are noted with highlighted text.


Summary of Changes

The following changes are part of the FFY 2013 COLA:

·   The Excess Shelter Deduction* has been increased to $469;

·   The Standard Deduction Amount changes according to the Eligible CalFresh Household size as follows:

o  1-3 Eligible household members = $149 (increase)

o  4 Eligible household members = $160 (increase)

o  5 Eligible household members = $187 (increase)

o  6 or more Eligible household members = $214 (increase)

*NOTE:  There was no change in the Homeless Household Shelter Allowance, currently $143.

Standard Utility Allowance (SUA)

The SUA amount increased from $329 to $331 for FFY 2013, effective October 1, 2012.  A household that has heating or cooling costs separate from their rent/mortgage are eligible for a SUA.

Limited Utility Allowance (LUA)

The LUA amount increased from $99 to $104 for FFY 2013, effective October 1, 2012.  A household that is not eligible for the SUA but has expenses for at least two separate utilities, other than heating and cooling, is eligible for a LUA.

Telephone Utility Allowance (TUA)

The TUA amount is unchanged and remains at $20 for FFY 2013.  A household that is not eligible for the SUA or LUA, but has a telephone expense or in its absence an equivalent form of communication, is eligible to receive a telephone deduction (TUA).



Informing Notice

State regulations do not require timely notice when processing a mass change.  However, we are required to inform clients that a change will occur or has occurred in their CalFresh allotment.  This informing requirement can be met by displaying posters containing the information, in places accessible to clients.  Households must be informed by October 1, 2012.

Samples of the COLA informing posters (Attachments A and B) are attached to this letter.  Family Resource Centers (FRCs) shall post the notification in their lobbies and other areas frequented by clients.  These posters must be posted no later than October 1, 2012 and must remain on display until November 30, 2012.

Attachment C, FS 11 ENG/SP (9/12) “Notice To All CalFresh Recipients” has been uploaded to the Xerox Print Center for staff use if a household has additional questions regarding the COLA.


Transitional CalFresh

As maximum allotments were not increased, TCF cases will not be affected by the COLA.


Automation Impact

The COLA mass update process ran the weekend of September 8, 2012.  Cases containing CalFresh were included in the run.  The batch AU Exception indicators listed below were lifted during the COLA process.  Once the COLA was completed the Batch AU indicators were restored.

Type of Special Indicator



Batch AU Exception-CA

CW – (CalWORKs)

Batch AU Exception-CW

FS – (Food Stamps)

Batch AU Exception-FS

GA – (General Relief)

Batch AU Exception-GA

MC – (Medi-Cal)

Batch AU Exception-MC

RC – (RCA)

Batch AU Exception-RC

The Standard Deduction, Maximum Excess Shelter Cost Standard Deduction, and Utility Allowance Reference Tables were updated in CalWIN Production September 8, 2012.  The October 2012 budget calculations for the impacted cases will reflect these updates.



The reports below require action by FRC staff and can be accessed by clicking the links:


·         Exception Report MU0007R (Error Worker Detail) Is the COLA exception EDBC and Authorization report.  This report lists and describes errors encountered during the batch run process and details corresponding case number, case name, case status and worker detail.  The cases on this list have not been auto-authorized by CalWIN.

Worker Action Required:

1.    Review cases and authorize.


·         Client Correspondence Details Report This report lists all the Client Correspondence that was triggered during the 9/8/2012 CalFresh COLA run for each case.  Some Correspondence was deleted, some was mailed in batch and some was held in the print queue for review. 

Worker Action Required: 

1.  Review all correspondence that is held in the Print Queue.

2.  Delete any redundant or unnecessary correspondence.

3.  Print necessary correspondence to the household via batch or immediate as appropriate.


Forms Impact and Scratch Budget

The Assistance Standards Chart has been updated to reflect the CalFresh COLA adjustments.

The Scratch Budget located in the S:\ENTERPRISE\QR Excel Spreadsheet folder has been updated to reflect the October 1, 2012 COLA.


Medi-Cal, GR, CAPI, and CalWORKs Impact

Workers shall continue to review their Medi-Cal, General Relief (GR), Cash Assistance Program for Immigrants (CAPI), and CalWORKs (CW) with CalFresh associated programs alerts and communications for impacts.

When EDBC is run on a case, CalWIN re-evaluates all eligible participants for all programs and generates denials and/or approvals for all the evaluated programs.  Workers shall review the Correspondence Details report and evaluate the correspondence held in the print queue for appropriateness and print any necessary correspondence held in the print queue and mail it to participants.


ACCESS Call Center Impact

ACCESS staff may receive phone calls on correspondence resulting from the COLA.  If they do, they should review the NOA’s that were generated from Client Correspondence to determine if they were issued appropriately.


Quality Control (QC) Impact

No Impact


Manager Approval


HHSA Strategic Planning & Operational Support Division