CalWORKs Vendor Payment

• Creates TMT request from Listing under the category DOCPROCESSING.Listings
• Writes in TMT Note field “Vendor Payment Review”.
• Assigns to Eligibility Worker.

• Receives TMT request for Vendor Payment Review.
• Reviews the case to ensure the sanction(s) is still applicable.
• Explores exemptions. If the client meets an exemption:
  • Follows the “lifting sanction” process. Refer to “CWES Program Requirements [EAS 42-721],” page 56-1. 
  • Contacts via telephone call or e-mail the assigned Employment Counselor (EC).
  • Contacts CWES, if case is unassigned, call main number (408) 758-3500. If case is assigned, sends e-mail to the assigned EC to inform EC of the client’s exemption and requests EC to update the Registration window, and
  • Does NOT apply the VP/DAC requirements.
• Documents the findings in the CalWIN Maintain Case Comments window using Vendor Pay from the Type drop-down field.
• Enters the Vendor Pay special Indicator in CalWIN.
• Schedules the appointment in the Appointment Scheduling subsystem in CalWIN with a Verification appointment type and a Vendor Payment Sub-Type.
• Logs in the appointment date and time in the Appointment Log Book.
• Informs the sanctioned client of the Vendor Payment (VP) and/or Designated Alternate Cardholder (DAC) requirements and sends the client the following forms:
  • “Appointment Notice” (SCD 50-VP)
  • “Housing Assistance Verification” (SCD 2252)
  • Important Information for Landlords” (SCD 2253)
  • “Vendor Payment Agreement” (SCD 2254)
  • “Request for Taxpayer Identification Number and Certification” (W-9)
  • “Electronic Benefit Transfer (EBT) Exemption from Cash Benefit Stagger Request” (CSF 64).

  • Note: In a 2-parent case, both parents must attend the scheduled meeting and sign the SCD 2254 form.

• Reminds the client that for VP, the SCD 2252, SCD 2253 and W-9 forms must be completed by his/her landlord and be returned to the EW on the day of the appointment.

  • Reminder: It is the client’s responsibility to ensure that the forms are completed, signed by the landlord and returned timely to the EW.

• Reminds the client that if DAC requirements must be applied the completed CSF 64 must be returned to the EW on the day of the appointment.

  • Reminder: If the client is unable to attend the scheduled appointment, reschedules as soon as possible; however, the appointment must not be rescheduled after NOA cut-off in order to ensure a NOA is sent if the client fails to comply.

• Enters the lobby and is greeted by a Greeter.
• Is directed by the Greeter to the appropriate area.
• Registers a Self-Service Check-In.
  • Selects the [Appointment] button.
  • Receives Self-Service Check-In ticket number.
• Waits in the lobby until their ticket number is called.

• Receives TMT requests.
• Updates TMT Status to Initiated.
• Enters queue station to prompt display screen for client.
• Checks client ID and appointment letter if available.

  • Note: If client doesn’t have appointment letter, then check CalWIN Appointment Subsystem to verify.

• Updates TMT Status to Closed.
• Informs Assigned EW that client is here for Vendor Payment Appointment.
• Provides Lobby Ticket number to worker.

• Calls client using lobby ticket number to interview area.

• Enters the lobby and is greeted by a Greeter.
• Is directed by the Greeter to the appropriate area.
• Registers a Self-Service Check-In.
  • Selects the [Appointment] button.
  • Receives Self-Service Check-In ticket number.
• Waits in the lobby until their ticket number is called.

• Receives TMT requests.
• Updates TMT Status to Initiated.
• Enters queue station to prompt display screen for client.
• Checks client ID and appointment letter if available.

  • Note: If client doesn’t have appointment letter, then check CalWIN Appointment Subsystem to verify.

• Updates TMT Status to Closed.
• Creates TMT request under the category of CONTINUING.WalkIn.Appointment.
• Writes in TMT Note Field; “Vendor Payment Appointment” and lobby ticket number.

• Explains the VP process to the client.
• Reviews the form for completeness.
• Verifies that the property parcel number, and the name of the legal owner is correct by checking online and by calling the Assessor’s Office (AO) at (408) 299-5550, if appropriate.

• Completes the SCD 2255 indicating what action is being requested (e.g. New) and provides the original W-9, SCD 2252 and SCD 2255 to the designated clerical staff for input into CalWIN, if the landlord information is not in CalWIN.

• Upon receipt of the W-9, SCD 2252 and SCD 2255,
  • Enters the required information into the Program Provider Maintenance Subsystem, within two working days.
  • Enters the vendor/landlord as a provider in the Provider Table:
    • Landlord’s Name
    • Taxpayer ID/Social Security Number (Tax ID/SSN), and
    • Payment Address.
  • Once the landlord’s information has been entered into CalWIN, notifies ES via e-mail of action taken and submits the forms for scanning into IDM under Benefits F2.

• Once it has been confirmed that the vendor/landlord information is in CalWIN, vendor payments can be made for housing assistance.
• Updates the “Landlord Information” on the Display Shelter/Food Expense Detail window.

  • Note: Issues the remaining cash grant to the DAC to as a split payment in order to pay the landlord if the rent amount is less than the grant amount.

  • Reminder: The VP must be re-entered every time the grant amount changes, otherwise CalWIN will auto-terminate VP.

• Ensures Vendor Payment Approval NOA M44-307A from the Client Correspondence Subsystem is auto generated and mailed to the client. The Reason Code must be C70004.
• Updates the TMT Status to Transaction Completed.

  • Reminder: Vendor Payments can only be made once the landlord information has been verified and entered into CalWIN.

Explains the DAC process to the client per form SCD 2254.

Note: For additional DAC information, pleaser refer to “Electronic Benefit Transfer (EBT),” page 16-1.

Explains the importance of curing the client’s sanction and that the VP/DAC requirement will end if the client cures his/her sanction. 

Reminder: The client may cure his/her sanction at ANY time by contacting CWES.

Discontinues/denies the case manually in the Collect Withdraw/Deny/Cancel/Terminate Program Detail window if the client shows for their appointment but did not comply.

Note: If the scheduled appointment is missed, CalWIN will auto discontinue the case.

Ensures the appropriate NOA from the Client Correspondence Subsystem is generated.

• For discontinuance, the correct NOA is M40-126.342.
• For denials the correct NOA is M40-171A.
• The reason code for both NOAs is CAN 912.
• The NOA must have the following entry in the manual variable fields in the [Body Text Variables] tab of the Enter NOA Variables window:
• “The completed Vendor Payment forms SCD 2252, SCD 2254, W-9 or CSF 64."

Updates TMT Status to Transaction Completed at the end of the month.

If the client submits the VP/DAC forms, Client Chooses Vendor Payment (VP) or Client Chooses to Appoint a Designated Alternate Cardholder (DAC). 

After the original TMT is closed:

Receives change VP request from client. If the change is reported by:

• Phone:
  • Send appropriate forms with return self-addressed stamped envelope.
  • Document in Maintain Case Comments in CalWIN. 
• Walk-in:
  • Refer to the Drop-In Lobby Process.

• Receives a request to cancel the VP warrant.
• Requests Clerical to create a TMT request for document processing.

• Receives TMT request for document processing. If the Issuance Status is:
  • Pending or on or before Fiscal Month End (FME):
    • Re-run EDBC and refer to the process and refer to the Client Chooses Vendor Payment (VP) process
  • Issued or After FME:
    • Contact the Fiscal Department at 333 W. Julian Street, per office procedure.
    • Refer to "Warrants/Checks", page 18-1.
• Updates the Status of the TMT request to Transaction Completed.

Once the client has become exempt from the CalWORKs Employment Services (CWES) work requirements or has cured their CWES sanction, the VP may be can- celed and the next month’s grant may be issued directly to the client.

• Receives communication (e-mail or phone call) from CalWORKs Employment Services (CWES).
• Creates a TMT request and pastes e-mail received from Phone Support into the TMT Notes field.

• Receives TMT request.
• Documents in the maintain Case Comments window that the CWES sanction has been lifted or the client is exempt under the Vendor Pay Type.
• End dates the Vendor Pay Special Indicator.
• Ensures that Modify Authorization Detail window has the entire amount of the Regular Benefit issued directly to the client.
• Manually requests the Vendor Payment Change NOA “M44-307C” from the Client Correspondence Subsystem.
  • The Program must be CalWORKs/RCA, in order to be able to enter the manual variables.
  • The Reason Code must be C7001 if the client is complying with the CWES work requirements or C7002 if the client is exempt from the CWES work requirements.
  • Enters all manual variables.
  • Selects Immediate from the Print Mode drop-down field.
  • Mails the NOA.
• Proceeds to “Deactivating the Designated Account Cardholder (DAC)”, if applicable.
• Updates TMT Status to Transaction Completed.

Deactivate the DAC EBT card on the Maintain Card Requests window in Benefit Issuance by:

Selecting Deactivation on the Request Type field.

Clicking on the [Process Card] button.

Update the primary cardholder changing the access of the client’s EBT card on the Maintain Card Request window, to also include Cash by selecting:

• Change Access from the Request Type field,
• Online from the Card Processing Mode field,
• Client Request from the Request Reason field,
• Both from the EBT Account Access, and

Clicking on the [Process Card] button.

In the Authorize Eligibility Program Benefits window:

• Selects the appropriate row for the month that the split payment is being applied to.
• Clicks on the [Detail] button.

Selects the following value on the Modify Authorization Detail window:

• The Payment Type must be Regular Benefits.
• The Issuance Type must be Transfer Batch.
• The Split Amount is the difference between the grant amount and the VP amount (amount to be issued on the EBT card).
• The Issuance Method must be EBT.
• The Payee Name(s) must be the client (NOT the DAC).

Clicks on the “ADD” icon on the toolbar to add the Vendor Payment split payment

• The Payment Type must be Direct Payment.
• The Issuance Type must be Warrant.
• The Split Amount is the rent amount.
• The Issuance Method must be Regular Mail.

Clicks on the [Select Provider] button.

On the Modify Authorization Detail window:

• Selects the landlord’s name from the Payee Name(s) drop-down field.
• Selects For and the client’s name from the drop-down fields.
• Saves and closes.

Ensures the total amount of the split payments equals the amount of that month’s grant

Reminder: The above steps must be repeated for every month being Authorized.

Note: Anytime the grant amount or rent amount change, the Split Payment must be re-entered.

Documents in the Maintain Case Comments window in CalWIN.