Authorized Representative

Definition of an Authorized Representative [63-402.6]

An AR is an adult non-household member who is authorized to act on behalf of a household in one or all of the following capacities:

Apply for CalFresh;
Complete work registration forms;
Use the EBT card to purchase the household's food; and/or
Complete required reporting such as signing the SAR 7.

An individual AR may represent more than one household.

Regardless of the AR’s relationship to the household, the AR must always have sufficient knowledge of the household circumstances to fulfill the roles and responsibilities of an AR.

Important: A SSI/SSP recipient’s Representative Payee for SSI/SSP benefits may also act as a CF AR. However, the HH will need to designate the Representative Payee as the CF AR. It cannot be assumed that the SSI/SSP recipient’s Representative Payee is authorized by the household to act as a CF AR. The SSI/SSP recipient may also choose to have separate individuals serve as a Representative Payee for SSI/SSP and AR for CF.

Refer to Institutional Residents for specific information about ARs of Drug or Alcohol Rehabs, or group living arrangement situations.

Restrictions on an Authorized Representative

The following persons must not be designated as an AR:

County Social Services Agency employees who are involved in the eligibility determination, certification or issuance processes, without specific written approval of a Program Manager or CF Coordinator and only if it is determined that no one else is able to serve as an AR.
Individuals disqualified for an IPV during the period of disqualification, unless the individual is the only adult member of the household and it is determined that no other individual is available.
Employees of retailers and meal service providers that are authorized to accept CF, unless it is determined that no one else is available in which case a Sworn Statement (GEN 853) should be obtained indicating that there is no one else available to act as an AR.
Employees of homeless meal service providers, such as soup kitchens or shelters, that are authorized to accept CF benefits.
An individual who was designated as an AR and has been disqualified from being a CF AR because the individual misrepresented a household’s circumstances by knowingly providing false information about the household or using the household’s CF benefit improperly.
- Note: In such circumstances the disqualified AR must be disqualified from serving as a CF AR for one year.
Federally funded application assistors cannot act as ARs, as this is considered a conflict of interest.
- Exception: Non-federally funded application assistors are not subject to the restriction described above. However, in Santa Clara County the same policy considerations apply and determinations must be made on an individual basis.

Notification to Household and Designation of an AR

At application and recertification all CF applicants and recipients must be informed that they may designate an AR to act on behalf of the household.

The designation may be made in one of three ways:

On the application or recertification form itself;
Using the EBT Request for a Designated Alternate Cardholder/Authorized Representative (CSF 64), which must be signed by the head of the household; or
Via a signed written statement such as a note signed by the head of household.

The following forms may also be used to designate an AR:

Application for CalFresh Benefits (CF 285);
Application for CalFresh, Cash Aid, and/or Medical/Health Care Programs (SAWS 1 and SAWS 2 Plus);
Recertification for CalFresh Benefits (CF 37)

Note: A household may designate an AR anytime during the certification period.

The name and contact information of each AR, as well as the roles and responsibilities they have been designated to fulfill on behalf of the household, must be contained in the household’s case file.

The household may designate multiple AR’s to fulfill distinct roles and responsibilities. The distinct roles and responsibilities are selected in the Collect Authorized Representative Detail window in CalSAWS. Please refer to Program Directive 2018-19 for more information.

ExampleExample

The AR designated to apply for the household may be different from the AR designated to use the household’s EBT card.

AR(s) designated by the household at initial application, recertification, or during the certification period will remain the AR(s) for the duration of the certification period, unless a household communicates to the Eligibility Worker that they would like to remove or change the AR(s).

Repayment of Overissuances

The Eligibility Worker must inform the household of their responsibility for the repayment of any overissuance resulting from incorrect information provided by an AR.

Responsibility of an AR and Verification

The AR's identity is verified:

At intake;
At recertification;
Whenever a new AR is appointed.

If the HH is designating an AR to complete the application process on behalf of the HH, then an AR applies on behalf of a HH,

If the identity of the person making the application must be verified. then the identity of both the AR and the responsible HH member must be verified.

Note: The application may be denied for failure to provide identity verification for both or either the AR and the responsible HH member.

Identity may be verified through readily available documentary evidence. Examples of acceptable documentary verification include, but not limited to:

Driver’s license;
Work or school ID;
ID for health benefits;
Voter registration card;
Wage subs; or
Birth certificate

If an AR is applying on behalf of a HH, then the AR is designated only to complete the interview portion of the application,

If the AR may sign the application. the responsible HH member should prepare or review the application whenever possible, even though the AR will be interviewed.

Note: The identity of both the AR and the responsible HH member must be verified in order to designate the AR to apply on behalf of the HH, including signing the application.

Emergency AR for Obtaining Benefits [63-402.614]

If an unforeseen change in circumstances occurs affecting the designated AR’s ability to act during the certification period an emergency AR may be named. The household is permitted to designate an emergency AR to obtain the household’s benefits for a particular month and purchase food for the household.

The signature of the emergency AR and the signature of a responsible household member is needed to authorize the emergency AR to obtain the household’s benefits. This designation must be made in one of two ways:

Using the CSF 64 Electronic Benefit Transfer (EBT) Request for a Designated Alternate Cardholder/Authorized Representative; or
Via a signed written statement such as a note signed by the head of household.

Powers of Attorney, Conservatorships, & Guardianships

A third party may also be authorized to apply for and/or obtain CF benefits via a POA, conservatorship, or guardianship. Each document requires a thorough review to determine the validity and whether the specified party has been granted authority to apply for and/or obtain public benefits on behalf of the applicant or recipient.

If it is determined that the third party has the authority to apply for and/or obtain public benefits on behalf of the applicant or recipient, then the third party is not required to be designated as an AR.

Important: The third party’s authority to act on behalf of the applicant or recipient must be clearly documented in the Maintain Case Comments window. Verification of the third party follows CF identity verification requirements.

Issuance of an EBT Card to Authorized Representatives

To Add or Change an AR

[Refer to “Adding an Additional Cardholder to EBT,” page 15-38]]

Removal of an AR

[Refer to “Deleting an Additional Cardholder from EBT,” page 15-40]]

Emergency AR