63-509.6 Mid Period Report

CALFRESH

63-509.6 Mid Period Report

Release Date

04/21/2020

Section Heading

Purpose

To convert an existing policy to a new writing system, no concept changes.

What’s changed?

Potential Work Registrants and/or Able-Bodied Adults Without Dependents (ABAWD) household members must be evaluated for work requirement compliance.

Note: Changes are shown highlighted in grey throughout the document.

Policy

CalFresh households (HHs) have a simplified reporting process with limited reporting requirements between certification periods. HHs are mandated to report new or changed information at:

Intake;
Eligibility Status Report, SAR 7; and
Renewal (RE).

Any changes reported outside of the Intake, SAR 7, or RE periods are considered mid-period reports.

Mid-period reports can be:

Mandatory;
Voluntary; or
County-initiated.

The threshold for reporting changes in unearned income at SAR changed from $50 to $100.

Background

Assembly Bill (AB) 6 (Chapter 501, Statutes of 2011) required the replacement of the Quarterly Reporting (QR) process with the Semi-Annual Reporting (SAR) process to implement simplified reporting for CalFresh.

Definitions

Semi-Annual Reporting (SAR)

HHs are required to submit a SAR 7 once a year, in the sixth month from the Beginning Date of Aid (BDA) or RE period. Changes that occurred mid-period, that were not mandatory, may be reported with the SAR 7 or RE. Changes include, but are not limited to:

HH composition;
Expenses; and
Income.

Note: Change in unearned income of $100 or below is disregarded during the certification period.

Semi-Annual Reporting Annually (SARA)

SARA HHs are required to submit a SAR 7 at the sixth, 12th, and 18th month of the 24-month certification period:

HHs where all adult members are elderly or disabled or residing on Indian Reservations with earned income. These HHs have a 24-month certification period. Their SAR 7 is due in the sixth, 12th, and the 18th month of their 24-month certification period.
HHs where all adult members are elderly or disabled, or HHs residing on Indian Reservations with unearned income. These HHs have a 24-month certification period. Their SAR 7 is due in the 12th month of their 24-month certification period.

Elderly Simplified Application Project (ESAP)

ESAP HH is where all HH members are elderly or disabled with no earned income. These HHs must submit their SAR 7 in the 12th and 24th month of their 36-month certification period.

Renewal

An application process to re-evaluate or recertify ongoing HHs. The RE process requires the following:

An application;
An interview; and
Submission of mandatory verifications.

Mid-Period Report

Any changes reported between the certification periods are mid-period reports. Mid-period reports can be mandatory, voluntary, or County-initiated.

Income Reporting Threshold (IRT)

The IRT is 130% of the Federal Poverty Level (FPL). Modified Categorical Eligible (MCE) HHs whose income is between 131-200% of the FPL will not have an IRT.

Income Over IRT

Income over the IRT threshold must be reported within ten calendar days of the date the change becomes known to the HH. The term known to the HH means that the HH must report income within ten days of receipt of the first payment. HHs certified at or below the IRT must report when income exceeds the IRT.

Reported income over IRT must be verified and action taken. This report may decrease or discontinue the benefits. If the income is anticipated to continue and results in discontinuance, action must be taken in compliance with the 10-day Notice of Action (NOA) rule.

Questionable Information

Inconsistent, unclear, unsatisfactory information received from the HH.

Requirements

Mandatory Mid-Period Reports

HHs are required to submit mandatory mid-period reports within ten calendar days of the date the change is known to the HH. There are two types of mandatory mid-period reports:

Gross monthly income over the IRT (for HHs approved with income under 130% FPL); and
A decrease in ABAWD hours worked that is less than 20 hours per week or 80 hours averaged monthly.

Note: ABAWD is currently under a federal waiver until further notice.

Voluntary Mid-Period Report

HHs may choose to voluntarily report expenses, HH composition, or other HH circumstance changes at any time during their certification period. If the voluntary mid-period report change is verified, the HH’s benefits may increase, decrease, discontinue, or remain unchanged.

Increase to CalFresh Benefits

Increase in benefits due to a voluntary report of income change must take place effective the month that the income was reported and verified. Additional benefits must be issued, if necessary.
Increase in benefits due to a voluntary report of an additional HH member must take place effective the first of the following month after the change was reported and verification was submitted. If mandatory verification is not submitted, the case will be discontinued for failure to provide verification, with a 10-day NOA.

Decrease to CalFresh Benefits

A decrease in benefits due to a voluntary report of an income change below the IRT must take effect on the first of the following month after the change was reported and verification was submitted. If there is not sufficient time to apply the 10-day NOA rule, then the action will not take place the following month, but the month after.

Unchanged Benefits

The HH must receive a “No Change” NOA when:

The voluntary mid-period is not verified; or
The voluntary mid-period is verified, but does not cause any change in the benefit amount.

An exception applies when:

A HH composition change is reported and the verification is not provided. The case will be discontinued.

Verified Upon Receipt (VUR)

Reports from the HH, such as HH composition changes, are considered VUR. The provider is the primary source of the information, and the information provided is not questionable; therefore, no further information is needed to take action.

Examples of information from the primary source considered VUR are:

County-initiated
- Medi-Cal Eligibility Data System (MEDS) interface from the Social Security Administration (SSA);
- Systematic Alien Verification for Entitlement (SAVE) from the United States Citizenship and Immigration Services (USCIS); and
- Employment Development Department (EDD) from the State unemployment agency.

Examples of internal agency information that is considered VUR are:

State agency determination of an Intentional Program Violation (IPV);
Actions taken by other programs within the department that affect CalFresh expenses; and
Information from a State, county, or local work agency that the HH failed to comply with work requirements.

VUR does not require additional verification.

Note: When information received from a primary source or a third party is found questionable, then it must be clarified with the HH.

Verification

Policy allows a participant a 10-calendar day period to provide requested verification(s).

Note: If the tenth calendar day falls on a weekend or holiday, the participant is given until the first workday/business day after the 10-day deadline.

Verification Docs

Identity

Photo Identification (e.g., from a school or a bank);
United States Passport or Passport card;
Social Security card;
Birth Certificate;
Driver’s License;
State ID;
Real ID;
Consular Identification card;
Paycheck stub;
Immigration and Naturalization forms;
Credit/check cashing cards;
Identification for health benefits, or for another assistance or social services program;
Other readily available documentary evidence (e.g., “A” or “W” verifiers on MEDS or an identity verification listed on CalSAWS from a previous application);
Student’s financial aid award letter;
Collateral contact; or
Any document that reasonably establishes the applicant/participant's or the authorized representative’s identity.

Note: Any of the above documents are acceptable to verify identity. If any of the above are provided, staff should not request any other specific document.

Social Security Number (SSN)

SSN (the card itself may be used as verification, but it is not to be mandatory);
MEDS - SSN verifiers with a ‘W’ or an ‘A’ indicator on MEDS are sufficient verification for this requirement; or
An award letter from SSA showing the name and the SSN of the participant.

Citizenship

Birth Certificate;
United States Passport;
United States Passport card;
Certificate of Naturalization or N-550/N-570;
MEDS;
Religious records; or
Citizenship verification previously provided and accepted by the CalWORKs Program.

Note: Citizenship is only verified when questionable.

Non-Citizenship Status

Documents from USCIS (e.g., Permanent Residency cards);
I-94 Arrival/Departure card;
NOA from USCIS;
Confirmation through the SAVE system; or
Confirmation from SAVE via the G-845S or G-845
Supplement forms along with the USCIS document provided by the HH.

Expired Permanent Residency cards can only affect the individual’s ability to travel or work in the United States. Expiration of the card does not change the status of the cardholder’s permanent resident status.

Income

Paycheck stubs;
W-2 forms;
1099s;
Bank statements;
Award letters;
PA 167;
Income Tax Returns;
Copies of checks;
Written Statement from Employer; and
School grants/loans/financial aid Statements; and the Work Number.

When a participant reports that their source of income has stopped, they are required to provide verification. The following are acceptable types of verification of discontinued income/employment:

A final paycheck stub (this document should state it is the final or last salary issued or show a zero balance as in the case of other benefits);
An employer’s statement or termination letter that states the last day of employment, the date of the last paycheck received, and the amount;
A termination of benefits notice from a source/agency (e.g., SSA, EDD, Pension/Retirement, Workers' Compensation);
Verification of application for Unemployment Insurance Benefits (UIB) or Disability Insurance Benefits (DIB);
Other written documentation;
The Work Number; or
Affidavit as a last resort.

Disability

Award letter from SSA indicating receipt of SSI or Social Security Disability;
Award letter from the Veterans Administration;
Award letter from the Railroad Retirement;
Railroad Retirement Board certifying the individual eligible for Medicare benefits;
MEDS disability indicator on the Title XVI - SSI/SSP Information (INQX) screen;
IEVS match; or
Needs Special Assistance (NSA) verification from the General Relief Program.

Attachments

N/A

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