DPSS ePolicy

Revision of existing policy and/or form(s).

What Changed?

New policy regarding contacting the landlord/property manager to verify rental/lease information when processing requests for the Moving Assistance (MA) Program payment from an eligible CalWORKs Welfare-to-Work (WtW) family.

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

The MA Program is designed to supplement the needs of homeless families and those that are at-risk of homelessness. The MA Program provides eligible CalWORKs WtW families with a permanent housing payment of up to $2,500 to pay for move-in costs, utility turn-on-fees, moving costs (e.g., truck rental), and the purchase of a stove and/or refrigerator. For families with a timed-out adult, included in the $2,500 limit, families can also receive up to the amount of the timed-out adult’s portion of the family’s reduced grant for two months, so the family can remain in their current housing while they are in the process of moving into the new residence.

The MA Program can be used in conjunction with the Homeless Assistance (HA) program when the participant is in need of purchasing a stove and/or refrigerator because the new place of residence does not have one. In this situation, the participant must be informed that the maximum allowance for the purchase of a stove and/or refrigerator under the MA Program is $405. This is to be considered the family’s once-in-a- lifetime MA Program payment.

If the family is homeless, the family must have exhausted all other means of assistance including HA to qualify for the MA Program. Families who are not homeless or at-risk of homelessness must demonstrate that they are experiencing a financial hardship that could result in homelessness if assistance is not provided. Proof of the financial hardship is required.

The MA Program payment is available to CalWORKs WtW families who are meeting the WtW requirements, and is limited to once-in-a-lifetime, with exceptions. Families must be Los Angeles County residents and intend to secure permanent housing within the County.

The MA Program is one of the programs administered under the DPSS Housing Program, the umbrella program for DPSS’ various housing/homeless programs.

Homeless or At-Risk of Homelessness

An Assistance Unit (AU) is considered homeless or at-risk of homelessness when:

• It lacks a fixed and regular nighttime residence;
• It is sharing a residence with family or friends on a temporary basis;
• It has a primary nighttime residence that is a supervised publicly or privately operated shelter designed to provide temporary living accommodations;
• It is residing in a public or private place not designed for, or ordinarily used as, a regular sleeping accommodation for human beings;
• It has a need for housing in a commercial establishment (e.g., hotel/motel), shelter, publicly funded transitional housing or from a person in the business of renting properties; or
• It receives a notice to pay rent or quit or an eviction notice.

Total Monthly Household Income (TMHI)

TMHI is income that is used in determining the CalWORKs WtW family’s eligibility for the MA payment.

The TMHI can include the income of all AU members and of any other persons whose income is currently used in calculating an AU’s grant, including but not limited to sanctioned and penalized household members and persons who are excluded by law for their undocumented noncitizen status; and includes gross earned and unearned income, including the CalWORKs computed grant, but does not include CalFresh, CalWORKs Special Needs or Supplemental Security Income (SSI) and State Supplementary Payment (SSP).

If an SSI/SSP recipient living in the household contributes toward the monthly rent, the family’s total monthly rent amount to which the 80 percent standard is applied would be reduced by the amount contributed from the SSI/SSP recipient.

Substandard Housing

A public/private place that is not designed as regular sleeping accommodations (e.g., a garage, store front, condemned apartment).

Shared Housing

Shared housing includes, but is not limited to, the following:

• Two or more AUs residing together;
• SSI/SSP recipient(s) residing with the CalWORKs AU; or
• An AU residing with unaided person(s).

In a shared housing situation, each AU, SSI/SSP recipient, and unaided person pays part of the rent and/or utilities and all parties are included in the rental/lease agreement.

Subsidized Housing

When a public housing agency (e.g., the Housing Authority of the City of Los Angeles, person, or community based organization, subsidizes a part of the family’s monthly rent amount [e.g. a Section 8 housing voucher]).

Most Recent Former Residence

The house or the same unit in a duplex or apartment complex in which the recipient lived just prior to becoming homeless.

PA 4043, DPSS CalWORKs Housing Programs Brochure

All applicants/participants, who are homeless or at-risk of homelessness, are to be provided with the PA 4043. The PA 4043 provides information about the various DPSS administered housing programs available to applicants/participants who are homeless or at-risk of homelessness.

Specific eligibility requirements for each program are found within the following Administrative Releases (ARs):

• 44-211.51 DPSS Housing Program;
• 44-211.52 Temporary Homeless Assistance;
• 44-211.53 Permanent Homeless Assistance;
• 44-211.54 Permanent Homeless Assistance Arrearages;
• 44-211.551 Emergency Assistance to Prevent Eviction;
• 44-211.553 Temporary Homeless Assistance Program+14;
• 44-211.554 4-Month Rental Assistance Program; and
• 44-211.555 Housing Relocation Program.

 PA 6036, Referral to Homeless Case Manager

Applicants/participants, who are homeless or at-risk of homelessness, are to be referred to the CalWORKs Homeless Case Management Program via the PA 6036. The Homeless Case Management Program is voluntary, and facilitates applicants/participants’ access to services, referrals to needed resources, and permanent housing. The services include crisis intervention, short-term stabilization, needs assessment, employment services, advocacy, and an individualized housing plan.

For further information on the Homeless Case Management Program, see:

• AR 44-211.56 Homeless Services – General; and
• AR 44-211.561 Homeless Case Management Program.

PA 4012, Referral to Housing Resource Eligibility Worker

Except for cases assigned to a Specialized Supportive Services (SSS) Eligibility Worker (EW) file, applicants/participants who declare homelessness and request housing/homeless assistance, must be referred to the Housing Resource Eligibility Worker (HREW) via the PA 4012 when the CalWORKs case is approved.

Eligible Population

The following population is eligible to receive funds under the MA Program:

• CalWORKs participant parents/caretakers in the AU who are working or enrolled in the GAIN Program/Cal-Learn activities;
• Time-limited adults who are employed or participating in Post-Time Limit Services (PTL); and
• Ongoing CalWORKs time-limited adults with a Maximum Family Grant child and a zero CalWORKs grant, who are employed or participating in PTL Services.

Ineligible Population

Persons convicted of welfare fraud (e.g., Intentional Program Violation) are not eligible to receive funds under the MA Program.

PA 6155, Moving Assistance Program Application

The applicant/participant must complete the PA 6155, Moving Assistance Program Application, when applying for the MA Program.

Applicants/participants must not be verbally denied. When an applicant/participant calls requesting MA Program benefits, the EW must instruct the caller to come into the district office to complete an application form. The EW shall never tell the caller that someone will contact them on the telephone to discuss their MA Program request or any of the various DPSS homeless programs/services.

Eligibility

To be eligible for the MA Program payment, the CalWORKs WtW family must:

• Be CalWORKs approved;
• Have exhausted or not be eligible to the HA Program (unless the participant needs to access the MA Program in conjunction with the Permanent HA payment);
• Include an AU member who is employed full-time or employed part-time and participating in WtW/PTL Services or unemployed and participating in WtW/PTL Services;
• Be homeless, at-risk of homelessness, or a first-time recipient of a Section 8 housing voucher;
• Secure permanent housing where the AU’s share of the rent amount does not exceed 80 percent of the AU’s TMHI; and
• Provide evidence of property availability and cost.

MA Program Payment Limit

The MA Program payment is limited to once-in-a-lifetime payment of $2,500 per CalWORKs WtW family. A family may qualify for future requests when an exception to the once-in-a-lifetime rule is met.

The MA Program payment (not to exceed $2,500) can include:

• Up to two times the total rent (before subsidies) for move-in costs (security deposits [last month’s rent, cleaning fees, key deposits etc.]);
• Utility deposits (turn-on-fees) required for gas, electricity and/or water, when not included in the rent;
• Truck rental (truck rental fee, any deposit associated with the rental of the truck, and mileage [if separate from the truck rental amount]);
• Up to $405 for the purchase of a stove and/or refrigerator when the new residence does not have one; and
• For families with a timed-out adult, up to the amount of the timed-out adult’s portion of the family’s reduced grant for two months, so that the family can remain in their current housing while they are in the process of moving into the new residence.

When the total amount of the appliance estimate exceeds the $405 allowable maximum limit due to taxes, delivery and/or warranty extension fees, the EW or must explain to the participant that the maximum issuance is only $405 and that they are responsible for any overage. The EW must document the participant’s understanding of the policy, in the system journal.

Also, for truck rental requests, there is not a maximum amount that can be issued for the rental of a truck. However, the rental of a truck is limited to travel from/to surrounding counties and the amount is to be evaluated on a case by case basis.

MA Program Payment Exclusions

The MA Program payment cannot pay for:

• The first month’s rent;
• The cost of the last month’s rent, if the amount requested, exceeds 80 percent of the TMHI;
• Funds to reimburse expenses already paid by the participant, except under certain condition (i.e., the participant had to borrow money to move in during the weekend for fear of losing the housing);
• The cost of hiring movers or moving equipment or supplies;
• The repair or replacement an existing stove and/or refrigerator; and
• Requests that are submitted 30 calendar days after the family secured permanent housing.

The MA Program payment is not available to assist:

• A homeless family to return to their most recent former residence; and
• A participant to move from one Section 8 residence to another Section 8 residence under the same terms of the contract.

4-Month Rental Assistance (RA)Program

A CalWORKs WtW family, who receives the MA Program payment to secure non-subsidized housing, may also be eligible for a once-in-a-lifetime rental subsidy for up to four consecutive months.

If the family receives the MA Program payment, the EW must:

• Assess if the family is potentially eligible to the 4-Month RA Program and offer the 4-Month RA Program rental subsidy to the family if eligible;
• Document whether the family accepted or declined receiving 4-Month RA Program subsidy payments on the PA 6011, 4-Month Rental Assistance Program – Agreement; and
• Document in the system journal.

See AR 44-211.554 4-Month Rental Assistance Program for further details.

Financial Hardship

Families who are not homeless or at-risk of homelessness must demonstrate that they are experiencing a financial hardship that could result in homelessness if assistance is not provided. Proof of the financial hardship is required.

Examples of expenses that might place the family in a financial hardship situation include, but are not limited to:

• Reduction of CalWORKs benefits or termination due to time limits;
• Job loss;
• Income level reduced;
• Increase in rent;
• Medically necessary expenses that are not covered by Medi-Cal or other insurance (e.g., prescription drugs, dental care, eye care, etc.);
• Unexpected emergencies (e.g., funeral expenses for a spouse or a child, payment of back taxes, etc.);
• Automobile repairs;
• Tuition for parents and/or child; and
• Victim of crime.

Situations that might not be considered resulting from extraordinary circumstances beyond the AU’s control include, but are not limited to the following:

• Loss of income due to the purchase of nonessential household goods, gambling debts, parties, or vacations;
• Failure to budget appropriately; and
• Paying off regular credit card debts.

The EW is responsible for verifying all documentation/receipts provided by the participant to prove the financial hardship for the MA Program. The Eligibility Supervisor (ES) and the Deputy District Director (DDD) must verify all MA Program applications, including supporting documentation to ensure accurate evaluation for MA Program benefits. Additionally, the EW and ES must verify all receipts submitted by the participant to ensure EAPE/MA funds were used for the intended purpose.

Once-in-a-Lifetime Rule

The MA Program payment is limited to once-in-a-lifetime, with exceptions. Families may qualify for future requests when exceptions to the once-in-a-lifetime rule are met.

Exceptions

The exceptions to the once-in-a-lifetime rule are as follows:

• A State or federally declared natural disaster is the direct and primary cause of the family’s homelessness;
• The family’s homelessness was caused by domestic violence (DV) by a partner, spouse, or roommate;
• The family’s former residence became uninhabitable due to sudden and unusual circumstances beyond the family’s control (includes homelessness resulting from being a victim of a crime or foreclosure of the rental unit); or
• A medically verified physical or mental illness of an AU member (excluding drug addiction or psychological stress) caused the family’s homelessness.

In addition, for the MA Program, the family may qualify for an exception if they are receiving Section 8, but are at-risk of homelessness due to a change in Voucher Payment Standard or subsidy amount resulting in a rent increase to the family.

Limitations to Exceptions

The exception due to a natural disaster has no limit to the number of times a family may qualify. However, the other exceptions to the once-in-a-lifetime rule cannot be accessed by a family more than once in a 12 consecutive month period, provided the family is in a new incidence of homelessness. Also, since the MA Program is limited to once in 12 consecutive months, 12 consecutive months must pass before the participant can qualify for an exception, regardless if the family is receiving an exception for the first time.

When an exception is applied, the new incident begins in the month in which the MA payment is issued, and ends 12 consecutive months later.

Requests for Third Party Verification

Verification of the exceptional circumstances for the once-in-a-lifetime exception must be provided.

For the DV exception:

• Applicants/participants can self-declare DV, via a sworn statement such as a GEN 853 Affidavit, or CSF 100, Confidential Domestic Violence Information for up to two payments (24 months) of MA. Thereafter a self-declaration of DV is not acceptable verification and third party verification must be provided;
• In addition, third-party verification must be provided when there is an independent and reasonable basis, supported by written documentation, to find the applicant/participant not credible; and
• Participation in the Homeless Case Management Program is mandatory for applicants/participants who self-declared under the DV exception for the second time in a 24-month period.

Please refer to the Verification Section of this release for additional details on verification types.

Review for Prior MA Program Issuances

Before the family can receive the MA Program payment, the system, and the CalSAWS Imaging Solution, must be reviewed to assess whether the family already exhausted eligibility to the MA Program.

Processing MA Program Requests

Requests for the MA Program cannot be screened out or withdrawn. In addition, MA Program applications cannot be verbally denied.

Processing the MA Program:

• MA Program payments are to be authorized for issuance within one workday after receipt of all required verification/documentation. In emergent situations, funds are to be available for the applicant/participant’s access on the same day.
• The EW will allow the participant up to ten workdays to provide required documentation. However, if the participant needs/requests additional time in order to provide the documentation, the EW may allow additional time, but not to exceed 30 calendar days from the date of the request. If the documentation is not provided within the time frame specified by the EW, the MA request is to be denied.
• MA requests are to be approved or denied by providing the participant with the Emergency Assistance to Prevent Eviction (EAPE)/Moving Assistance (MA) – Approval/Denial (Welfare-to-Work) NOA.

MA Program Overpayment

Participant Does Not Provide Verification of Expenses Paid

• Participants who receive MA Program funds are required to provide verification that issued funds were used for their intended purpose, within ten calendar days from the issuance of the MA Program payment.
• If the participant fails to provide verification requested by the EW such as rent receipts, utility receipts, etc. the participant will be subject to overpayment and collection procedures.

Client Error Overpayment

• If the participant receives the MA Program payment and the participant was not eligible to the payment, the entire amount issued is considered an overpayment and is collectable.
• If the participant receives the MA Program payment and it is subsequently determined the AU was ineligible to CalWORKs during the period of the MA Program issuance, the entire amount of the CalWORKs grant, including the MA Program payment is considered an overpayment and is collectable.

MA Program Issuance Limits - Administrative Overpayment

• MA Program payments must be within the payment limits for the program. Any amounts issued over the payment limits are an administrative overpayment and subject to collection.

Contact With Landlord/ Property Manager

The EW is required to inform the applicant/participant that the Department is required to contact the landlord/property manager to verify rental/lease information when processing requests for MA Program payments. The EW is to obtain the applicant/participant’s consent to contact the landlord/property manager by using the ABCDM 228, Applicant’s Authorization for Release of Information.

Verification of Homelessness

The AU’s homelessness must be verified within the first three working days.

Listed below are acceptable documents to verify homelessness.

• Living on the street (GEN 853, signed and dated by the participant);
• In a shelter (signed and dated verification from the shelter on letterhead indicating the last day at the shelter);
• Evicted by a friend or family member (signed and dated letter from friend or family member indicating the reason for eviction and last day at the residence);
• Leaving an institution (signed and dated verification from the institution indicating the last day there);
• Residing in a motel/hotel (motel/hotel receipts accompanied with a collateral contact with the motel/hotel staff); or
• Third-party verification from a governmental or private agency.

If verification of homelessness cannot be obtained, the AU must complete and sign a statement under penalty of perjury which includes the following information:

• A statement of liability for providing false information;
• Name, address and telephone number of previous landlord; and
• Location where the AU is currently staying.
  

The applicant/participant’s statement on a GEN 853 is sufficient to verify homelessness when there is no other conflicting evidence, provided the aforementioned information is included.

At-Risk of Homelessness

• Notice of pending eviction (eviction cannot be due to severe property damage, violent behavior or illegal activities);
• Three-Day Notice to Pay or Quit (cannot be due to severe property damage, violent behavior or illegal activities); or
• Proof that the family is experiencing a valid financial hardship that could render the family homeless if benefits are not provided.

Financial Hardship

Reduction of CalWORKs Benefits or Termination Due to Time Limits

• System Printout

Job Loss

• Letter from former employer (must be signed and dated on letterhead and indicate last day of employment);
• Unemployment benefits;
• Verification from GAIN Services Worker; or SAR 7.

Income Level Reduced

• No longer employed (letter from employer);
• Income reduction (pay stub or letter from employer);
• Roommate or other sharing rent moved out (Verification from landlord);
• Termination of Unemployment Insurance benefits (Employment Development Department printout); or
• Verification from GAIN Services Worker, or SAR 7.

Increase in Rent

• New rental agreement (indicating the previous rent amount, the new rent amount and the date the new rent takes effect); or
• Verification from landlord.

Medically Necessary Expenses Not Covered by Medi-Cal or Other Insurance Plans (e.g., prescription drugs, dental care, eye care, etc.)

• Receipt of the medical expense indicating that the full amount has been paid (must include a narrative description regarding the nature of the medical expense).

Unexpected Emergencies (e.g., funeral expenses for a spouse or a child, cost required to visit an ill or dying relative or to attend a funeral, repair of household appliances not otherwise covered by CalWORKs non-recurring special needs, high utility bills resulting from unforeseen circumstances, such as weather extremes, or loss of wages due to illness of self or family members, etc.)

• Receipt of the expenses indicating that the full amount has been paid or the monthly amount being paid (must include a narrative description regarding the nature of the expense).

Automobile Repairs

• Receipt of the expenses indicating that the full amount has been paid or the monthly amount being paid (must include a narrative description regarding the nature of the expense).

Victim of a Crime

• Police report substantiating the financial hardship.

Proof of Property Availability and Cost

To receive the MA Program payment, the participant must provide a written rental/lease agreement prepared by the property owner, landlord, rental agent or other person acting in a similar capacity (i.e., a Section 8 worker who provides final cost-breakdown). When security deposits are a condition of occupancy, the amount of those deposits must be included in the agreement.

A PA 956, Housing/Utility Verification Form, is acceptable, as an interim, until a written rental/lease agreement can be obtained.

The EW, with the participant’s written consent, must verify information on the PA 956 or rental/lease agreement with the landlord. If the participant refuses to authorize the contact, the MA Program request is to be denied. See Section titled “Contact With Landlord/Property Manager” for additional details.

If a rental/lease agreement has not been made, the participant must complete (under penalty of perjury) a GEN 853 containing the following information:

• Name and phone number of landlord;
• Location of rental;
• Terms of rental; and
• Dollar amount of deposits and rent.

Upon receipt of a rental/lease agreement, verbal statement from the landlord or affidavit, the EW must contact the Property Services Unit at (626) 312-6344 to verify the accuracy and the consistency of the property information.

The information needed by the Property Services Unit to complete an inquiry is the case name, the owner’s name and the address of the property. If the rental is one of a set of units, the unit number must also be given.

In addition, the EW must give the Property Services Unit the EW file number and the district number so that the response may be returned to the district via system case comments. A response from the Property Services Unit will be given within the same day if the inquiry is received before 3:00 p.m. If received after 3:00 p.m., the response will be provided before 10:00 a.m. the following workday.

Utility Deposits

The amount of utility deposits for gas, electricity and water, must be verified. Verification may be a written statement/bill from the utility company or through EW contact (with written consent from the participant) with the utility company.

Stove and/or Refrigerator

If the family needs to purchase a stove and/or refrigerator because the rental unit does not have the appliance(s), the participant must provide an estimate for the purchase of the appliance(s) prior to the MA Program payment being issued. A receipt is required to verify the purchase of the appliance(s) within ten calendar days from issuance date.

Permanent Housing

Fully executed rental/lease agreement with AU included in the agreement.

Once-in-a-Lifetime Exception

A State or Federally Declared Natural Disaster

Verification not required.

Exception due to DV

• Via a sworn statement; and
• CSF 100.

Third party verification must be requested:

• If the applicant/participant has self-declared more than twice in a 24-month time period; or
• There is an independent and reasonable basis to find the applicant/participant not credible.

Third-party verification includes copies of records or reports from:

• Police departments;
• Medical facilities;
• Battered women's shelters signed by an administrator, counselor or designated staff member; and
• Adult and Child Protective Services, Family Services Bureau, Crisis Counseling Services agencies.

Exception Due to Former Residence Becoming Uninhabitable

Written statements or copies of reports from Police Departments, Fire Departments, the Red Cross, Health Department or any other agencies authorized to verify uninhabitability of the former residence.

Physical or Mental Illness of an AU Member

Medical verification from the appropriate Treating Physician, State Certified Nurse, Nurse Practitioner, Physician's Assistant, Therapist, Psychologist, Licensed Counselor, medical or clinical personnel with access to the patient's records who can verify the diagnosis.

Note: Excludes drug addiction or psychological stress.