Processing Time Frames

[63-301]

Eligible households that complete the application process must be approved and have benefits available to them as soon as possible, but no later than 30 days from the application date.

All CalFresh applications must be approved, withdrawn by the applicant, or denied, as appropriate.

If the applicant household has been determined ineligible, a denial notice must be sent by the 30th day.

Missed Initial Interview [63-301.32]

When the applicant fails to complete the initial intake interview, send the household a NOMI CF 386.

• If the household contacts the county to request another appointment within 30 days of the application date, then schedule a second appointment.
• A second appointment must be scheduled within 60 days of the application date if
  1. there is documentary evidence that the household contacted the county within 30 days of the application date (including contact(s) made before the scheduled initial intake interview), AND
  2. the household missed the initial intake interview, AND
  3. the household requests a second appointment after 30 days but within 60 days of the application date.
     1. When clients with a denied CalFresh case contact EWs,

1. Review the case to determine whether the household meets all three requirements above.
   1. If NO, the case remains denied. Advise the client to reapply for CalFresh and add a journal entry about the client contact.
   2. If YES, continue to Steps 2 - 7.
2. Request Clerical to reassign the case, if applicable.
3. Re-open the intake task.
4. Schedule a second appointment within 60 days of the application date in CalSAWS using the "Telephone Interview" category to prevent a second NOMI from being sent out. Refer to Chewable Byte 2023-15: How to Schedule an Appointment.

   1. Reminder: If a client misses the second appointment, a second NOMI is not required.

5. Add a journal entry about the client contact and that the household meets all three requirements above.
6. Rescind the denial after the interview is completed.
7. Process the application using the original application date.

• If the household appears on/or before the 30th day*, then process as a regular application using the original application date.

  • *Important: If the household does not request a second interview within 30 days of the application date due to ADMINISTRATIVE DELAY and is determined eligible, the household is eligible to benefits back to original date of application. Refer to Cause of Delay Chart.

• If the household fails to contact the county or appear for the second appointment, the EW must send a denial notice on the 30th day following the date of application.

Denial of Applications due to Verification

Deny the application ON OR BEFORE the 30th day if the household fails to provide missing verification(s), only when all of the following actions have been taken:

• The application interview was held and all needed verification were requested, and
• The household was informed of the 10-day standard in writing and was notified at the interview of the due date by which the household must provide any missing verification, and
• The EW assisted the household, if necessary, to obtain verification. Refer to Responsibility for Obtaining Verification [63-300.5(i)].

Verification [63-300.51]

Verification is the use of third-party information or documentation to establish the accuracy of statements on the application. Prior to determining eligibility for applicant households, sufficient information concerning the applicant’s situation must be obtained in order for the EW to make an informed judgment as to the household’s eligibility. Verification and documentation are tools for making this judgment and recording the decision-making process in the case file. Refer to Verification.

Mandatory Verification

The EW must verify the following information prior to certification for households initially applying:

• Gross Non-exempt Income 
• Non-citizen Status
• Identity
• Social Security Numbers
• Residency
• Medical Expenses
• Child Support Obligation and Actual Payments
• Sponsored Non-citizens
• Disability

Refer to Mandatory Verification [63-300.5(e)] for additional information.

Optional Verification [63-300.52]

Optional verification may be requested when the information is inconsistent, incomplete or questionable.

Optional verification include:

• Dependent Care
• Liquid resources or loans
• Household Size
• Shelter costs

Refer to Optional Verification [63-300.5(f): ACL 20-135] for additional information.

Missing Verification of Deductions [63-300.5]

If obtaining verification of a DEDUCTION (shelter, dependent care, child support expense, or medical expense) may delay benefit approval beyond the normal 30-day limit, the EW must advise the household that they:

• May choose to have eligibility and benefits determined without the deduction, and
• Will receive a deduction for the current and future months only if verification is provided at a later date.

Reminder: The EW is required to assist the household in obtaining verification if the household is UNABLE to do so. (This does not apply to a household that is able, but REFUSES to obtain verification.)

Note: Benefits may be approved prior to obtaining the verification of a deduction, but benefits may not be approved prior to obtaining an item considered a mandatory verification, with the exception of those specified in “Expedited Services”. Refer to Verification [63-301.54].

HH Chooses to Wait for Verification

If the household chooses to delay the determination of eligibility and benefits until verification can be obtained, process the application normally by allowing the household at least 30 days after the date of application to provide the verification.

• If verification is provided by the requested date, approve or deny benefits at that time.
• If verification is not provided by the 30th day, deny the application for failure to provide verification.

The beginning date of aid shall be established as follows:

• If the household provides the verification during the first 30 days, determine eligibility and benefits beginning with the date of application.
• If the household provides the verification during the second 30 days, determine eligibility and benefits beginning with the day that the requested verification is received.

ExampleExample

ExampleExample

HH Chooses Not to Wait for Verification

If the household chooses to have eligibility and benefits determined without waiting for the missing verification, then approve or deny benefits immediately without the verification, disallowing the deduction.

If the household provides verification at a later date, a deduction can be allowed for current and future months only (not past months).

ExampleExample

Intake Decision Chart

Use the chart below to determine the required action based on the household's eligibility and the month when the initial interview occurs.

INTERVIEW DATE	ELIGIBLE IN...			EW ACTION
	1st Mo.*?	2nd Mo.?	3rd Mo.?
1st Month*	No	No	Yes	Deny benefits for 1st & 2nd months. Tell HH they may reapply for 3rd month during the 2nd month.
2nd Month	No	No	Yes	Deny benefits for 1st & 2nd months. Take a new application (or photocopy original application and have applicant sign it again for the 3rd month). Approve 3rd month.
1st* or 2nd Month	Yes	Yes	Yes	Approve benefits for 1st and continuing months.
	No	No	No	Deny benefits for 1st and 2nd months.
	Yes	Yes	No	Approve 1st and 2nd months. Discontinue at the end of the 2nd month. Flag case for discontinuance if transferred to continuing during the 1st month.
	Yes	No	No	Approve 1st month. Deny 2nd month.
	No	Yes	Yes	Deny 1st month. Approve benefits for 2nd and continuing months.
	No	Yes	No	Deny 1st month. Approve 2nd month and discontinue at the end of the 2nd month. Flag case for discontinuance if transferred to continuing during the 1st month.
* 1st month is the month when the SAWS 1 (SAWS 2 Plus)/CF 285 is signed.

ExampleExample

Delayed Action: 2nd 30 Days [63-301.4]

If the County does not determine a household’s eligibility and provides an opportunity to participate within 30 days of the date the application was filed, it is considered a delayed action. Examples are:

Administrative Delay

If there is a delay in processing due to any of the reasons below, the delay will be considered administrative:

• The EW must have offered, or attempted to offer, help in completion of the application.
• The EW must have provided the household with a written statement of verification requirements for CalFresh applicants (CF 285,“Coversheet”).
• The EW must have informed the household of any work registration requirements and given the household 10 days from the date of the notice to comply.
• If the applicant is having trouble providing needed verification, the EW must have attempted to help the applicant obtain them. The EW must allow 10 DAYS from the date the verification was requested.
• The EW must have offered to make a collateral contact (by mail or phone) in situations in which the missing verification would be difficult or impossible to obtain in a timely manner.

Note: This also applies in “same-day processing” situations.

Administrative Delay Procedures

When a delay in the initial 30-day application processing period is due to administrative reasons, such as a backlog, the application should NOT be denied on the 30th day following the application was filed. The application process must be continued as follows:

• A notice of pending status must be sent to the household by the 30th day following the date the application was filed. The notice must indicate any action necessary by the household to complete the application process. The case must be held “pending” for an additional 30 days.
• The No Change NOA, “Notice of Denial or Pending Status” (CF 377.1A) is used to inform the household of pending status. The CF 377.1A can be generated from the Template Repository or printed from the online DEBS Forms Library.
• If the application is held pending, the EW must take action on the application during the second 30-day processing period as follows:
  • If verification has not been provided, then the application can be pended for only 30 days following the date of the initial request for the particular verification that is missing (up to the second 30th day).
  • If the household fails to take the required action by the date specified on the notice of action, then the application can be denied at the end of the second 30 days. No additional notice is required since the “Notice of Denial and Pending Status” (CF 377.1A) satisfies the informing requirement.
• Households found eligible during the second 30 days are eligible to retroactive benefits from the month of application.
• If the household is determined ineligible during the second 30-day processing period, the application must be denied and the denial notice must be provided to the household.

ExampleExample

ExampleExample

ExampleExample

Household Delay

Household delay is defined as a situation in which the applicant has not cleared eligibility and the EW or County has taken all required action.

The delay will be the fault of the household when the household has missed the first interview and the second interview is scheduled within 20 days after the application is filed but before the 30th day, and household is not able to complete the application by the 30th day.

Household Delay Procedures

• A new application is not required during the second 30-day period.
• The application must still be held “pending” for an additional 30 days regardless of the reason the household has failed to provide what is necessary to complete the application.
• No retroactive benefits for the month of application will be issued when the household was at fault in the first 30 days but completes the application in the second 30 days and is eligible.
• Benefits are issued from the date required information/verification is received by the county. Refer to Benefit Proration for proration instructions.
• Deny households who do not complete the application in the second 30 days. No additional notice of action is required if a pending notice was sent after the end of the first 30-day period.

Delay Beyond 60 Days [63-301.44]

Administrative Delay

When the county is at fault for not completing the application process at the end of the 60 days, the case will remain pending.

Administrative Delay Procedures

• The household must be notified as to what information is needed to complete the application.
• If determined eligible, benefits must be restored according to the chart. Refer to Intake Decision Chart. 
• The household must be denied if not eligible.

Household Delay

If the household is at fault for not completing the application process by the end of the second 30-day period, the application must be denied.

Household Delay Procedures

• Deny households who do not complete the application in the second 30 days. No additional notice of action is required if a pending notice was sent after the end of the first 30-day period.
• The household MUST file a new application.
• The household is not entitled to any lost benefits, even if the initial delay was the fault of the county.

Cause of Delay Chart

The following chart illustrates the month(s) of benefits a household may be eligible to receive depending upon the cause of the delay; administrative or household.

 

PARTY AT FAULT IN APPLICATION PROCESS		BENEFIT ENTITLEMENT
1ST 30 DAYS	2ND 30 DAYS
County	County	HH to receive benefit from month of application, if eligible.
County	CalFresh HH	HH to receive benefit from month of application, if eligible.
CalFresh HH	County	HH eligible from date information/verification is received. (Prorated)
CalFresh HH	CalFresh HH	HH eligible from date information/verification is received. (Prorated)

If the household is determined eligible the first month and ineligible thereafter, issue benefits for the first month and discontinue for subsequent months.

Use the original application when the household is determined ineligible for the first month and eligible for subsequent months. Deny for the first month and issue benefits for subsequent months.

Related Topics

Verification