DPSS ePolicy

Revision of existing policy and/or form(s)

What Changed?

1. Instructions for Cash Assistance Program for Immigrants (CAPI) applicants calling the Department of Public Social Services (DPSS) Customer Service Center (CSC) number. Applicants must call (866) 613-3777, select option #2 to apply for benefits, and then select option #5 to file a CAPI application.
2. Face-to-face interviews are no longer mandatory as long as the CAPI applicant signed the application and staff have properly verified all the necessary information to determine eligibility.  
3. Availability of reasonable accommodations for disabled individuals. 
4. Procedures and requirements for capturing Telephonic Signature (TS).
5. Additional information added regarding Presumptive Disability Determinations, bilingual/interpretive services, indigence exception, and proof of Supplemental Security Income (SSI) ineligibility.  
6. References to the LEADER Replacement System have been replaced with California Statewide Automated Welfare System (CalSAWS).
7. References to the Electronic Document Management System have been replaced with CalSAWS Imaging Solution (CIS).
8. Form number PA 6181 changed to CR 6181.
9. Release of the following revised forms:
   
   
   1. ADA PUB 2, Request for Reasonable Accommodations/Modifications (06/24)
   2. CW 2200, Request for Verification (05/23)
   3. NA 691, Notice of Denial Cash Assistance Program for Immigrants (CAPI) (09/23)
   4. NA 692, Notice of Change Cash Assistance Program for Immigrants (CAPI) (09/23)
   5. N693, Notice of Approval Cash Assistance Program for Immigrants (09/22)
   6. PA 2457, Civil Rights Information Notice (10/24)
   7. PUB 13, Your Rights Under California Welfare Programs Notice (05/22)
   8. SOC 453, Cash Assistance Program for Immigrants (CAPI) Statement of Household Expenses and Contributions (08/22)
   9. SOC 813, Cash Assistance Program for Immigrants (CAPI) Indigence Exception Determination (02/25)
   10. SOC 814, Statement of Facts Cash Assistance Program for Immigrants (CAPI) (12/20)
   11. SOC 860, Sponsor’s Statement of Income and Resources (07/18)

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

CAPI applicants may apply for benefits by calling the DPSS CSC at (866) 613-3777, selecting option #2, followed by option #5 for the CAPI program. Married applicants are to apply for CAPI individually and complete separate CAPI applications, SOC 814, Statement of Facts Cash Assistance Program for Immigrants. Interviews for CAPI will be conducted over the telephone while the application is being processed.  

Note: The Eligibility Worker (EW) will determine if a follow-up face-to-face interview will be required if staff were unable to properly verify all the necessary information on the application to determine eligibility. The applicant may also request a face-to-face interview. EWs may request clarification of discrepancies when incomplete information is provided on the application or documents over the telephone or through mail. A face-to-face interview would provide the EW an opportunity to clarify those issues directly with the applicant, as applicable.

CAPI applicants must give permission to their designated EW to obtain a TS (refer to the TS definition) on the application SOC 814 and other necessary CAPI forms. EWs must review the application carefully with the applicant over the telephone and help complete any applicable forms. If the applicant is unable to complete all the forms over the telephone, the EW must offer an opportunity to follow-up with the applicant to complete the additional forms using TS at another time.

Additionally, as part of the application process, CAPI applicants may be required to apply for SSI/State Supplemental Payments (SSP). Applicants must not be referred to the Social Security Administration (SSA) if:

1. It is determined that the applicant is not a qualified alien, or 
2. The applicant presents a formal or informal denial of SSI/SSP benefits based solely on immigration status dated within the last six months.

Note: An SSI denial letter from SSA is not required to submit the CAPI application over the phone.  

The applicant may call to complete an application or authorize someone else to complete it on the applicant’s behalf. Designation of an Authorized Representative (AR) can be done verbally over the telephone and the EW must document on the case Journal that the request was verbally made over the telephone. When completing an AR form telephonically, the applicant must be present on the phone to designate an AR, and a TS must be captured. Per SSA requirements, the AR may not sign the SSP 14 form, Authorization for Reimbursement of Interim Assistance Initial Claim or Posteligibility Case, on behalf of the applicant. However, the applicant may complete a TS for the SSP 14 form.

Application Processing Timeline

Applications are to be approved or denied no later than 30 calendar days following the application date. If DPSS is unable to determine eligibility and/or the benefit payment amount within 30 calendar days due to the applicant’s failure to submit documents or verifications, the application may be denied for non-cooperation (except when DPSS determines that the applicant had good reason for failure to timely submit the requested information or when the applicant requests additional time as a reasonable accommodation). When an applicant under age 65 applies for CAPI and claims disability/blindness, a disability determination from the state Disability Determination Service Division (DDSD) is required. The 30-calendar day application processing date begins on the day the state DDSD decision is received.  

Note: The EW may make a Presumptive Disability Determination while awaiting the formal DDSD’s disability/blindness determination. The Presumptive Disability Determination may only be made when the CAPI applicant meets one or more of the DDSD’s 14 specific diagnosis (refer to 49-025 Age and Disability).

Any applicant who wishes to apply for CAPI in-person may do so at any DPSS district office location. However, all applications for CAPI are to be forwarded to the Metro North district office for processing. All individuals who contact the CSC line to apply for CAPI will be routed to Metro North CAPI Program eligibility staff.

There are NO “Immediate Need” or “Expedited Services” in the CAPI Program. Any of the following can be used as screening tools but will not replace the SOC 814: 

1. SAWS 1, Initial Application for CalFresh, Cash Aid, and/or Medi-Cal/Health Care Programs, or
2. SAWS 2 Plus, Application for CalFresh, Cash Aid, and/or Medi-Cal/Health Care Programs.

Reasonable Accommodations 

Reasonable accommodations are available to individuals with disabilities who apply for or receive CAPI benefits. Staff must provide assistance with reasonable accommodations at any point of contact including, but not limited to intake, redetermination, or anytime the applicant’s circumstances have changed. CAPI staff must offer viable options for reasonable accommodations upon request, when a disability is observed, when the applicant discloses verbally needing assistance due to a medical condition, or if the applicant noted having a disability on the application, redetermination, or other CAPI forms. 

Providing reasonable accommodations (also known as reasonable modifications) is important to ensure customers have equal access to program services or activities, or to comply with program requirements. A reasonable accommodation may involve waiving a program rule or policy, modifying the way a policy or practice is implemented to the customer's needs, or allowing additional time for the customer to complete/provide the forms/verifications needed for their CAPI case. (Refer to Call-Out 24-42 Reasonable Accommodations for Cash Assistance Program for Immigrants Customers)
 

Ineligible Spouse

Someone living with the applicant as spouse who is not eligible for CAPI or SSI/SSP. An otherwise eligible spouse who does not apply for CAPI or SSI/SSP is considered an ineligible spouse.

Protected Application Date

Also known as the date of application. It is the date that DPSS receives the applicant’s request to apply for CAPI by telephone, in-person, fax, or mail.  

Qualified Alien

An immigrant who is: 

1. Lawfully Admitted for Permanent Residence;
   
2. Granted Cuban/Haitian entrant status;
   
3. A refugee;
   
4. An asylee;
   
5. Deportation/removal is being withheld;
   
6. Paroled into the United States (U.S.) for a period of at least one year;
   
7. A conditional entrant admitted to the U.S.; or
   
8. A battered person, child of a battered spouse, or parent of a battered child with a petition pending.    
    

Spouse

The definition of a married couple follows California law which includes same-sex marriages.  A spouse is defined under any of the following conditions: 

1. Legally married under the California law or the state where the applicant had their permanent residence while living together;
2. Either member of the couple is entitled to the other member’s SSI benefits as the spouse of the other; or
3. The applicant resides with an unrelated person of the opposite or same sex in the same HH and both lead people to believe that they are spouses.
    

SSI/SSP

Refers to the federal SSI and state SSP funded program that provides cash assistance to the aged, blind, and disabled residents of California.  

TS

A type of electronic signature that uses an individual’s recorded spoken signature or verbal consent in place of an actual written signature. The person being recorded must provide a verbal affirmation as to their understanding that the information provided is true and accurate. 

A TS is considered a signature if the signatory understands that a TS is being used, consents to the use of a TS, and intends for the signature to have the same force and effect as a written signature.

Any individual or married couple may apply for CAPI. A parent or legal guardian may apply for CAPI on behalf of their child (person under the age of 18). The following documents must be completed as part of the CAPI application: 

1. SOC 814, Statement of Facts Cash Assistance Program for Immigrants (CAPI); 
2. SOC 453, Cash Assistance Program for Immigrants (CAPI) Statement of Household Expenses and Contributions;
3. SSP 14, Authorization for Reimbursement of Interim Assistance Initial Claim of Posteligibility Case; and 
4. SOC 455, Cash Assistance Program for Immigrants State Interim Assistance Reimbursement Authorization. 

Documents required when the applicant is a sponsored immigrant with the ten-year sponsor deeming period: 

1. SOC 860, Sponsor’s Statement of Income and Resources (required only after DPSS has denied applicant’s request for indigence exception or when the applicant declines to apply for an indigence exception from sponsor deeming). Completed by sponsor (and sponsor’s spouse, if applicable); and  
2. SOC 809, Cash Assistance Program for Immigrants Indigence Exception Statement (completed by applicant if applying for an indigence exception).

Note: Sponsor deeming does not apply when an applicant is a victim of abuse and/or domestic violence from their sponsor.

Additional documents and verifications may be required, as applicable.