DPSS ePolicy

Revision of existing policy and/or form(s)

What changed?

Effective with this release, the SAR 7 Change Center staff should no longer conduct a review of the photo identification (ID) as part of processing the SAR 7 and the Approved Case-Carrying Eligibility Worker (EW) should no longer require the photo ID in person as part of the Renewal (RE) process unless there is a newly reported adult at RE.

The change is as a result of information received from the California Department of Social Services (CDSS) on August 14, 2018.

All other policy and procedures for the CalWORKs photo ID requirement remain in place.

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

Effective July 1, 2018, as a result of the Statewide Fingerprint Imaging System (SFIS) repeal, an applicant/participant’s fingerprints and photo images are not required to be captured as a condition of eligibility to receive CalWORKs benefits.

Effective July 1, 2018, applicants, regardless of citizenship or legal status for living in the United States (U.S.), must provide a photo ID, in person, at the time of the application or when an adult is added to the case. This includes:

• Each parent (aided or not aided, natural and adoptive parents and aided step-parents) and/or non-parent caretaker relative of an aided child(ren), or of an excluded child who receives Supplemental Security Income/State Supplementary Payment or Foster Care payments; and
  
• A pregnant woman applying for or receiving aid for herself only.

Exception

Applicants who already have a photo ID on file as of July 1, 2018, do not need to provide a photo ID in person unless there are inconsistencies with the photo ID on file.

In addition, non-needy caretaker relatives of children in Foster Care are exempt from the photo ID requirement.

Immediate Need (IN)

IN payments can be issued pending receipt of the photo ID.

For purposes of this release, reference to CalWORKs also refers to Refugee Cash Assistance (RCA) cases.

SFIS was a statewide program used in Los Angeles County to fingerprint and photo image applicants and match their records against persons throughout the State to verify identity and provide an alert to counties of potential fraud due to duplicate aid.

The use of SFIS as a requirement for issuing CalWORKs benefits was repealed effective June 30, 2018, with the enactment of Senate Bill 89 (Chapter 24, Statutes of 2017).

N/A

Photo ID

As of July 1, 2018, all adult applicants must provide a photo ID in person at Intake and when there is a report of a new adult member at RE or mid-period.

Failure to comply with this requirement will result in ineligibility for the entire Assistance Unit (AU).

Exception

The applicant will not be required to provide a photo ID in person when:

There is an existing photo ID on file;

• They are a non-needy caretaker relative of a foster child placed with him/her by the Department of Children and Family Services (DCFS).

Processing Timeframe

DPSS has an internal departmental processing timeframe of 30 calendar days for CalWORKs applications. The State requirement is within 45 calendar days.

The processing timeframe can be exceeded in situations where completion of the determination of eligibility is delayed because of circumstances beyond the control of the applicant.

An example is when the applicant is making an effort to provide the photo ID but is unable to within the processing timeframe: In this instance the CalWORKs application can be approved in the interim.

Staff should follow up and obtain the photo ID in person within 15 calendar days of case approval.

Good Faith Effort

• If the applicant made a good faith effort; then the application can be approved as long as the applicant completes a PA 853, Affidavit, regarding not being able to provide a photo ID and all other conditions of eligibility have been met.

The applicant must provide the photo ID in person 15 calendar days after case approval.

• If the applicant did not make a good faith effort; then the application is denied.

Examples of what constitutes a good faith effort are available within the Examples Section of this release.

Detailed information regarding the CalWORKs application process is found in Administrative Release (AR) 40-103.3 Application.

Face-to-Face Interview

As a condition of eligibility, a face-to-face interview is required for CalWORKs applicants. To the extent possible, Eligibility staff should obtain the photo ID from the applicant(s) during the face-to-face interview.

• For two-parent cases, both parents must participate in the face-to-face interview.
  

Exceptions

Applicants who are unable to attend a face-to-face interview at the district office due to a physical and/or mental health limitation/disability barrier, can be accommodated with a home visit. Detailed information regarding a home visit under these situations can be found in AR 40-103.3 Application.

In addition, non-needy caretaker relatives of a child placed by DCFS can complete the interview by phone, the interview does not have to be face-to-face.

IN 

IN benefits can be issued to the applicant prior to providing a photo ID.

When the photo ID is not provided (as part of the processing timeframe), IN issued is not an overpayment.

RE

A photo ID must be provided in person for an adult newly reported as part of the RE that does not already have a photo ID on file.

The case is discontinued if the photo ID is not provided.

Mid-Period Reporting

A photo ID must be provided by an adult newly reported mid-period that does not already have a photo ID on file. The case is discontinued if the photo ID is not provided.

For Semi-Annual Reporting (SAR) Reporting AUs:

When a request is received from the participant to add an adult to the AU mid-period, the adult is considered an applicant and must provide the photo ID in person.

• If photo ID in person is provided; then the person must be added to the AU by the first of the following month, if cash benefits will increase, otherwise until the next payment period.
• If photo ID in person is not provided; then the person cannot be aided, and the case must be discontinued at the end of the payment period with a ten-day Notice of Action (NOA) unless the participant provides the photo ID in person before the effective date of the discontinuance.

For Annual Reporting/Child-Only (AR/CO) Reporting AUs:

• If photo ID in person is provided; then the person must be added to the AU by the first of the following month with a ten-day NOA regardless of whether the change results in an increase or decrease.
• If photo ID in person is not provided; then the person cannot be aided, and the case must be discontinued at the end of the month with a timely ten-day NOA unless the photo ID is provided in person before the effective date of the discontinuance.

Note: The person must be added to the CalFresh segment provided they meet CalFresh eligibility requirements.

Assist the applicant/ participant with obtaining the photo ID

Eligibility staff should assist the applicant with obtaining the photo ID if they need assistance.

• If the CalWORKs family is homeless; then staff can assist with the DL 933, No Fee Identification Card Eligibility Verification, form.
• If the CalWORKs family is not homeless; then staff can assist with the DL 937, Reduced Fee Identification Card Eligibility Verification, form.

Detailed information regarding the DL 933 is found in Call-Out 16-05, dated January, 21, 2016. Detailed information regarding the DL 937 is found in Call-Out 16-20, dated May 18, 2016.

 Ineligible non-citizens

Regardless of citizenship status, each parent and/or caretaker relative of an aided or applicant child, when living in the home of the child, must provide their photo ID in person.

Failure to Provide (FTP) photo ID in person

The entire AU is denied or discontinued for failure to cooperate with the ID requirements.

Confidentiality

SFIS information in the case record obtained prior to the repeal continues to be considered confidential under Section 10850 of the Welfare and Institutions Code.

County staff must not use or disclose the data collected for any purpose other than the prevention or prosecution of fraud.

The following are examples of a photo ID:

• Driver’s License 
  • Acceptable Verification: Yes
• Photo ID (government agency, school, etc.)
  • Acceptable Verification: Yes
• Passport
  • Acceptable Verification: Yes
• United States Citizenship and Immigration services
  • Acceptable Verification: Yes
• Matricula Consular
  • Acceptable Verification: Yes
• Check Cashing card
  • Acceptable Verification: No

Only original documents are acceptable. Photo copies are not allowed.