63-504 CalFresh Elderly Simplified Application Project Waiver Approval for Elderly/Disabled Households

CALFRESH

63-504 CalFresh Elderly Simplified Application Project Waiver Approval for Elderly/Disabled Households

Release Date

02/06/2024

Section Heading

Purpose

This Administrative Release is a revision of existing policy and /or form(s).

The purpose of this Administrative Release is to inform staff of the new CF 485, CalFresh Elderly Simplified Application form and new procedures.

What changed?

The release of the new CF 485, CalFresh Elderly Simplified Application (Attachment I), intended for use by older adults and people with disabilities who are eligible for the Elderly Simplified Application Project (ESAP).

Policy

The United States Department of Agriculture (USDA) Food Nutrition Service (FNS) has authorized the California Department of Social Services (CDSS) to continue implementing the ESAP for the period beginning October 1, 2021, until September 30, 2026. Therefore, CalFresh households (HHs), where all members, including excluded or ineligible members, are elderly (age 60 or older) and/or disabled with no earned income, are identified as ESAP HHs. These HHs will continue to be granted a 36-month Renewal (RE) period.

The following ESAP waivers and flexibilities are in effect:

Waiver of the RE interview requirement.
The use of data matching to reduce customer-provided verifications.
Extending the RE period to 36 months, including ESAP cases processed by the Social Security Administration (SSA).
Waiver of the requirement to contact the HH at least once every 12 months, thus eliminating the SAR 7 report.

These waivers and flexibilities do not apply to any other CalFresh HHs.

Under these provisions, ESAP HHs must:

Complete and submit a CF 37, Recertification for CalFresh Benefits, at the end of the 36-month RE period; and
Not be interviewed for the RE unless the:
- HH requests an RE interview;
- Case is set to be denied (e.g., a HH’s circumstances have changed, and they are no longer eligible for CalFresh); or
- HH or Authorized Representative (AR) reported questionable, incomplete, or contradictory information.

CF 485, CalFresh Elderly Simplified Application

This new application is to increase CalFresh access and retention among the ESAP population. This new application simplifies and shortens the CalFresh application for older adults and people with disabilities. The application is intended for HHs in which every member applying for benefits meets the ESAP criteria as follows:

Is at least 60 years or older and/or disabled;
Does not receive income from work; and
Purchases and prepares food together.

Compared to the CF 285, Application for CalFresh Benefits, the overall flow of the application is different. The CalFresh eligibility questions are presented first, followed by Important Information You Need to Know, the Rights & Responsibilities, and Program Rules. This form design is intended to improve the application flow and continuity of information being presented to the customer.

The CF 485 includes only those questions that are federally required and relevant to ESAP-eligible HHs with the intent to improve program access, decrease churn, and decrease administrative burden on the County.

Intake

With the release of the new application for ESAP HHs, Eligibility Staff must accept the CF 485, CalFresh Elderly Simplified Application, CF 285, Application for CalFresh Benefits, the SAWS 1, Initial Application for CalFresh, Cash Aid, and/or Medi-Cal/Health Care Programs, or the SAWS 2 PLUS, Application for CalFresh, Cash Aid, and/or Medi-Cal/Health Care Programs, as an initial application for ESAP HHs. The application form may be submitted in-person, by mail, fax, drop-off, online, or via the Customer Service Center (CSC).

An interview is required for ESAP HHs to determine eligibility at Intake. Eligibility Staff must evaluate ESAP HHs for Expedited Services (ES) and if eligible, process and issue benefits within the existing ES timeframe. Pending verifications due to ES entitlement will be verified using any existing electronic data matches to the greatest extent possible. For example, Eligibility Staff should use The Work Number, MEDS, IEVS, PVS, and other sources.

When ESAP eligibility is established during the Intake process, Eligibility Staff must inform the ESAP HHs that an interview is not required for RE at the 36th month. Also, Eligibility Staff must inform the HH that since March 1, 2022, ESAP HHs are no longer required to complete and submit a SAR 7.

Note 1: For ESAP HHs, sponsorship deeming, including Indigence determination, must be evaluated at Intake and RE. The State Utility Assistance Subsidy (SUAS) will continue to be issued every 12 months.

Approved

For the HHs that were previously ineligible for ESAP and were found to be potentially eligible for ESAP during the mid-period report, Eligibility Staff must conduct an RE interview to establish ESAP eligibility. An RE interview cannot be waived until after eligibility to ESAP has been established.

During the 36-month RE period, if an ESAP HH becomes ineligible for ESAP but remains eligible for CalFresh (e.g., by becoming employed or HH composition changes), the HH’s ESAP status will be removed and converted to a non-ESAP HH at the upcoming RE.

HHs converted to non-ESAP must comply with all reporting requirements, including submitting the SAR 7 at six or 12 months for the remainder of the 36-month period. In addition, HHs that are non-ESAP must complete their 36-month RE, which cannot be shortened once assigned.

A Mid-period report change can include:

Requesting of a non-elderly/disabled member to be added to the ESAP HH;
Reporting of earned income; or
Reporting that the disability ended.

Note: The HH must remain on their existing RE Due Month. At the end of the 36 months, Eligibility Staff must assign the non-ESAP HH to its appropriate RE period.

Background

CDSS is committed to improving CalFresh access among the State’s population of elderly and disabled with low income. To this end, CDSS submitted a request to the USDA FNS to extend and expand California’s ESAP. As a result, the ESAP waivers were extended from October 1, 2021, until September 30, 2026.

The implementation of the ESAP waiver does not change the existing policies and procedures for CalFresh eligibility.

Definitions

Terms and Definitions

ESAP

CalFresh applicants and customers are eligible for ESAP if all HH members are elderly (age 60 or older) and/or disabled and have no earned income.

Elderly/Disabled

A CalFresh applicant/customer who:

Is 60 years of age or older;
Receives Supplemental Security Income (SSI) benefits under Title XVI, or disability, or blindness payments under Title II (Social Security Disability Program) of the Social Security Act;
Receives disability retirement benefits from a government agency because of a disability considered permanent under Section 221(i) of the Social Security Act;
Receives interim assistance benefits pending SSI if the eligibility to receive benefits is based upon disability or blindness criteria, which are at least as stringent as those used under Title XVI of the Social Security Act;
Receives disability-related medical assistance under Title XIX (Medi-Cal) of the Social Security Act;
Receives disability-related to General Relief (GR) benefits if the eligibility to receive benefits is based upon disability or blindness criteria, which are at least as stringent as those used under Title XVI of the Social Security Act;
Is a veteran with a service-connected or non-service-connected disability rated by the Veteran’s Administration (VA), as total or paid as total, by the VA under Title 38 of the United States Code;
Is a veteran considered by the VA to need regular aid and attendance or permanently housebound under Title 38 of the United States Code;
Is a surviving spouse of a veteran and considered by the VA to need regular aid and attendance or permanently housebound, or a surviving child of a veteran and considered by the VA to be permanently incapable of self-support under Title 38 of the United States Code;
Is a surviving spouse or a surviving child of a veteran and considered by the VA to be entitled to compensation for a service-connected death or pension benefits for a non-service-connected death under Title 38 of the United States Code and has a disability permanent under Section 221(i) of the Social Security Act. “Entitled” as used in this definition refers to those veteran’s surviving spouses or surviving children who are receiving the compensation or pension benefits stated or have been approved for such payments but are not yet receiving them; or
Receives an annuity payment under Section 2(a)(1)(v) of the Railroad Retirement Act of 1974 and is determined to be eligible to receive Medicare by the Railroad Retirement Board, or Section 2(a)(1)(v) of the Railroad Retirement Act of 1974 and is determined to be disabled based upon the criteria used under Title XVI of the Social Security Act.

Note: A GR applicant/participant is considered disabled for CalFresh purposes if:

Designated DPSS or Department of Mental Health (DMH) Eligibility Staff determines they are a Needs Special Assistance (NSA) individual; and
Contracted employability screening Eligibility Staff determines they are unemployable.

Semi-Annual Reporting – No Report (SARN)

A new reporting type, SARN, has been created in CalSAWS for CalFresh ESAP HHs, effective March 1, 2022.

Requirements

Interview

An ESAP HH is not to be interviewed for the RE unless:

HH requests an RE interview;
The case is set to be denied (e.g., a HH’s circumstances have changed, and they are no longer eligible for CalFresh); or
The HH or AR reported questionable, incomplete, or contradictory information.

CalSAWS will no longer automatically schedule an RE interview and will not generate a GEN 102, Appointment Letter (01/2022).

ESAP HHs RE Period

RE must be completed by the end of the 36-month period.

Notice of Missed Interview (NOMI)

When a HH fails to participate in their scheduled RE interview, a NOMI must be sent to the HH in their preferred language, informing the HH that they are responsible for rescheduling the interview. The interview must be completed before the end of the RE period.

RE Application Due Month

The RE application must be completed by the first day of the RE Due Month.

HHs Are No Longer Eligible for ESAP Due to a Report of a Change During the RE Period

An RE interview will be required at the end of the HHs 36-month RE period when a change is reported. Eligibility Staff must send a CF 377.2C to the HH, and a manual RE interview appointment is to be scheduled.

CF 34, CalFresh Notice of Change: Semi-Annual Reporting (SAR) Eliminated

A one-time mass mailer was sent to ESAP HHs to inform them that the SAR 7 requirement was eliminated as of March 2022.

SAR 2, Reporting Changes for Cash Aid and CalFresh

This form is automatically sent to ESAP HHs at the 12th and 24th months of the 36-month RE period. It reminds the HHs of their mandatory mid-period reporting responsibilities.

CF 377.2B, CalFresh Notice of Expiration of Certification for Households with Only Elderly and/or Disabled Members

This form is automatically sent on the 35th month of the RE period.

CF 377.2C, CalFresh Notice of Expiration of Certification for Households with Only Elderly and/or Disabled Members

This form is automatically sent on the 35th month of the RE period to HHs determined to be eligible for ESAP at Intake or RE but are no longer eligible for ESAP due to a change of circumstances during the RE period.

CF 377.2D, CalFresh Notice of Action for ESAP Status Change

This form is manually sent to the HH if a change has been reported (e.g., income from a job or HH composition) that may lead Eligibility Staff to determine that the HH is no longer eligible for ESAP.

SAR

SAR HHs have a 12-month RE period and must submit a SAR 7 in the sixth month. This reporting type can be granted to HHs at Intake or RE.

Semi-Annual Reporting Annually (SARA)

SARA HHs have a 24-month RE period and must submit a SAR 7 in the sixth, 12th, and 18th months if they have earned income. SARA HHs with no earned income submit their SAR 7 in the 12th month of the RE period.

A HH in which all adult members are elderly and/or disabled is considered a SARA HH. This reporting type can be granted to HHs at Intake or RE.

SARN

SARN HHs have a 36-month RE period and are not required to submit a SAR 7. However, they must report mid-period mandatory changes.

A HH in which all members are elderly and/or disabled is considered an ESAP HH. This reporting type can be granted at Intake or RE.

CF 485, CalFresh Elderly Simplified Application

This form is a single signature form and is an acceptable application for CalFresh. As a reminder, the only information required to submit a CalFresh application is the name, address, and signature. However, ESAP customers should be encouraged to submit a complete CF 485 to ensure a timely and accurate eligibility determination and benefit issuance.

While the CF 485 is designed specifically for use by ESAP HHs, they can apply or recertify using any CalFresh application and still be determined eligible for ESAP. Use of the CF 485 does not change or alter the requirements for ESAP eligible HHs.

If a non-ESAP HH submits the CF 485 application with at least a name, address, and signature, the office must accept it and process it as the CalFresh application.

Verification Docs

Electronic matches should be used to verify identity, income, residency, and social security numbers to the greatest extent possible. With the release of this ESAP Waiver Approval, the following rules related to verifications are waived:

Verification of gross countable income, HH size, utility expenses, social security numbers, residency, identity, and child support payments. ESAP HHs do not have to provide such verifications unless questionable.

ESAP HH’s excess medical expenses over $35 a month must be verified. In addition, all questionable information must be verified.

If a medical expense can be verified via electronic sources (such as Medicare premiums), the HH does not need to submit verification of that expense. Otherwise, the HH must submit verification to claim the expense.

When needed, Eligibility Staff must inform HHs of the required information and acceptable verification.

Attachments

CF 485 CalFresh Elderly Simplified Application

DPSS ePolicy

NAVIGATION