Vendor/Landlord Payments

For the vendor payments to be issued correctly and timely to the landlord, the Eligibility Worker must ensure that the correct Provider record is selected in CalSAWS and that the correct payment amount is issued. 

Selecting the Correct Provider Record

The Provider record must match the information in the W9 (or the GA 31) with the IRS TIN Matching Database. If there are discrepancies between the W9 (or GA 31) and the Provider record in CalSAWS; or if the record is inactive; or if the SSN/TIN is not found, the Eligibility Worker must submit a completed GA 38 along with a GA 31/GA 11, and W9 (when applicable) to the designated staff to request for the Provider record be corrected, reactivated, or added. If the W-9 record does not match the IRS TIN Matching Database, please ask the Provider to send a corrected W-9 (If the Provider wants a 1099-MISC at the end of the year for tax reporting purposes). 

Payment Procedures

Refer to CB 23-32 to issue the housing assistance payment to the landlord via a warrant and the personal needs portion of the grant to the client via EBT.

Payment Authorization 

Once the payment record for the case is established, the future month’s housing assistance payment is automatically generated to the landlord and the client, if applicable, on the first working day of each month. 

When the landlord/vendor information needs to be modified in the Provider Table, the EW MUST submit the new/revised forms (GA 31 or GA 11, W9 if available, and a GA 38) to the designated staff for processing.

Canceling a Payment 

If a payment needs to be canceled, the EW must do the following:

If the Issuance Status Is...	Then, the EW...
Pending	Requests their Supervisor to cancel the payment, per office procedures.
Issued	Emails warrantcontrol@ssa.sccgoc.org for check canceling request.