DPSS ePolicy

Revision of existing policy and/or form(s)

What changed?

1. Provided clarification for mandatory mid-period change reporting requirements and the impact to General Relief (GR) eligibility.
2. Provided additional clarification regarding the California Statewide Automated Welfare System (CalSAWS) quarterly programming.
3. Clarified instructions for Eligibility staff regarding the Imaging Coversheet. 
4. References to Your Benefits Now have been replaced with the BenefitsCal. 
5. References to Redetermination have been replaced with the Renewal (RE). 
6. References to the Electronic Document Management System have been replaced with the CalSAWS Imaging Solution (CIS). 

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

Per County Code Section 2.102.050, GR applicants/participants must state the following at the time of GR application and no less than once annually thereafter: source and amount of all income; nature, location, and value of all properties; and names, addresses, and incomes of all responsible relatives. Previously, GR participants met this regulation by submitting a completed QR 7-LA. The information reported on the QR 7-LA was used to determine continuous eligibility for GR participants.

In March 2020, the Department of Public Social Services (DPSS) suspended the QR 7-LA reporting requirement for GR participants beginning with the March 2020 Submit Month. In August 2020, DPSS eliminated the requirement for GR participants to complete and submit the QR 7-LA.

SAR Cycle

A cycle for new applicants that is set based on the Begin Date of Aid (BDA). The BDA is the first month of the SAR Payment Period and may not always be the month of application. The initial SAR Payment Period is determined based on the information provided on the application.

SAR Data Month

The month the HH reports all information necessary to determine eligibility.

 SAR Submit Month

The month in which the SAR 7 report is required to be submitted to the County. This is the month after the SAR Data Month.

SAR Payment Period

The period the benefits are issued. The SAR Payment Period immediately follows the SAR Submit Month.

BenefitsCal

A website for individuals to apply for, view, and renew benefits for health coverage, food, and cash assistance. The BenefitsCal portal also allows individuals to upload supporting verification(s)/document(s) online. It supports the online submission of SAR 7 reports.

Mandatory Mid-Period Reporting

GR participants are responsible for reporting information that may affect their eligibility or grant determination within five calendar days of the occurrence. Changes that affect eligibility and grant determination include, but are not limited to:

1. New earned income, including self-employment, of $203 or more; 
2. New unearned income of $25 or more;
3. Increased earned or unearned income of $25 or more;
4. Someone moves in or out of the participant’s HH;
5. New property/resources;
6. Change of address (mailing or physical);
7. Change of T or U Visa application status by the United States Citizenship and Immigration Services;
8. Fleeing felon status; or 
9. Probation/parole violations.

Mandatory mid-period changes reported for GR may not be mandatory for CalFresh. However, if the participant has a GR/CalFresh combo case and reports a mandatory mid-period change for GR, it will be reviewed for GR and CalFresh separately to determine eligibility for both programs, per existing policy. 

Refer to 63-509.6 Mid-Period Report policy for details on mandatory mid-period reporting for CalFresh Program.

Failure to report mandatory changes in a timely manner may result in an underpayment/overpayment of GR benefits.

Changes in HH Composition and/or Number Aided

• Increase in Aid - Any change in HH size and/or number aided that increases the amount of GR benefits is made effective the day the HH change occurs if reported timely (within five calendar days of the change).
  
  If the GR participant fails to report the HH change timely and reports the change late or with the SAR 7, then the HH change will be made effective the reporting date or SAR 7 signature date.
  
  
• Decrease in Aid - Any change in HH size and/or number aided that decreases the amount of GR benefits is made effective the first of the following month.

Refer to 44-301 Aid Payments, 44-203 Household Composition and Living Arrangement, and 44-309 General Relief Overpayments policies for details.

The QR 3-LA may be used by GR participants to report mandatory and/or voluntary mid-period changes in writing. GR participants are not mandated to use this form and may report mandatory mid-period changes in writing in a manner other than on the QR 3-LA or verbally (either in person or by phone).

Refer to 40-104 Reporting Responsibilities for General Relief Applicants and Participants policy for details.

CalSAWS will continue to apply the changes on the GR segment to the next quarterly reporting period until the CalSAWS programming is complete.

SAR 7 Impact on GR and GR/CalFresh Combo Cases

1. Eligibility to GR benefits for a six-month period is based on information provided on the SAR 7 and will be determined using prospective budgeting and reasonably anticipated income. 
2. No SAR 7 will be issued on GR only cases. 
3. No negative action will be taken on the GR segment for GR/CalFresh combo cases when a SAR 7 is not received or received incomplete for CalFresh.

Refer to 23-111 Processing of the QR 7-LA and SAR 7 Reports policy for details on SAR 7 requirements and processing.

Change of Circumstances

Participants who report a change of circumstances that impacts their eligibility must provide verification of the change.

Participants have the following options to report mid-period change(s) and/or submit verification(s):

1. By United States mail or eFax; 
2. Via phone by calling to the Customer Service Center at 866-613-3777; 
3. Upload via BenefitsCal; or 
4. In person at any district office.