Processing a Timely Recertification

Follow the steps below to process a timely recertification.

  1. CalSAWS
    1. Issues the NEC to the household during the month prior to the RRR due month.

      1. Note: ESAP NEC NOA must be manually completed and mailed during ESAP Mail Merge until automation is complete.

  2. MA
    1. Refreshes the mail merge listing of RRRs due monthly and distribute it to EW Supervisors no later than the 10th of the month prior to the RRR due month.

      1. Note: Distribution dates vary depends the office and the household type (e.g., ESAP cases).

  3. EWS
    1. EWS forwards the RRR mail merge listing to their unit EWs.
  4. EW
    1. Reviews information about the household’s current situation (i.e., composition, income, expenses, property for non MCE cases) and any other areas of eligibility which need to be explored during the telephone interview.
    2. Checks the Interface Activities subsystem in CalSAWS and any available electronic verification sources for
      1. IEVS Data
      2. Search IEVS Recipient Reports
      3. NHR
      4. PVS reports
      5. MEDS and,
      6. WorkNumber
    3. Determines if any additional forms/verifications are needed.
    4. Reviews the case before scheduling the interview appointment to ensure that the appropriate type of the recertification interview is set up. Refer to Type of Interview.
    5. Schedules an appointment interview in CalSAWS, if the interview is required, and sends an “Appointment Letter” to each eligible household by the end of the month prior to the RRR due month allowing at least ten (10) days after the interview for the client to provide any additional verifications before the certification period expires.
    6. Conduct a telephone interview following the TS interview process detailed in DEBS Common Place Handbook Section 28.4.8.
      1. For households who chose paper applications instead of TS or ESAP households who scheduled an interview, proceed to Step #5.
  5. EW
    1. Calls client on the date of scheduled appointment to conduct telephone interview.
      1. If client does not answer, is unable to do the telephone interview or the RRR packet has not been returned, proceed to Step # 6.
      2. If client answers and is willing to complete the phone interview,NOMI proceed to Step # 7.
  6. EW
    1. If the client does not answer the phone or is unavailable to complete the phone interview, then a NOMI will be generated by CalSAWS.
      1. Note: If the appointment was not scheduled in CalSAWS, then the EW must manually generate the NOMI.
    2. If the client has not returned the application packet, then advise the client that the phone interview cannot be done until the packet is received and issue NOMI to client.
      1. If the original appointment was scheduled in CalSAWS, no action is required. A NOMI will be generated by CalSAWS.
      2. If the appointment was not scheduled in CalSAWS, then the EW must manually generate the NOMI.
    3. Reschedule the appointment if the client requests to do so.

      1. Note: All case actions must be documented in the Maintain Case Comments window in CalSAWS for case records.

  7. EW
    1. Conducts a complete telephone interview with the head of household or authorized representative.
    2. Reviews application forms with client question by question for completeness and correctness.
    3. If the application is either incomplete or information is incorrect, takes action per the following chart:
      1. If the missing or incomplete information on the application is NOT questionable and can be clarified over the phone, then the EW accepts the application as submitted and documents the client’s verbal response in the Maintain Case Comments window in CalSAWS.
        1. If the question on the form is left blank, ask the question verbally and document the client’s answer.
        2. If the answer to a question on the form is incorrect, document the client’s response including reason for the client’s original answer.
          1. NOTE: DO NOT enter or change information in the client’s section of the SOF.
        3. Refer to Incomplete/Incorrect Statement of Facts (SOF) for information and examples.
      2. If the missing or incomplete information on the application is Questionable and CANNOT be obtained over the phone (e.g., client’s signature missing), new changes without verification on file), then the EW:
        1. Returns incomplete application back to the client.
        2. Issues “Request for Verification” (CW 2200) to inform household of the missing verification and the due date by which it should be submitted.
        3. Documents case actions in the Maintain Case Comments window in CalSAWS.
        4. Waits to sign off the application until it is returned corrected.
    4. Explains Rights and Responsibilities to the client and assures client’s understanding.
    5. Reviews verifications received with the RC packet.
    6. Checks to see if all members of the household are receiving Medi-Cal. If not, and there appears to be eligibility/linkage, and the client has requested Medi-Cal on SAWS 1, EW must proceed with the processing of Medi-Cal application in conjunction with the CF RC. [Refer to Medi-Cal Handbook, section 5.18 on page 45]
  8. EW
    1. If the application is complete and all verifications have been received, then the EW:
      1. Initiates the RRR queue and updates the information in CalSAWS.
      2. Recertifies the household, if eligible, using information gathered from the (1) SOF to prospectively determine eligibility budget income for the upcoming certification period.
      3. Approves or denies the recertification and issues the appropriate NOA.
      4. Ensures that the household receives its allotment by the normal stagger date.
      5. Documents the following on the Maintain Case Comments window:
        1. Date(s) of the interview.
        2. Type of interview (i.e., face-to-face or telephone).
        3. Rights and Responsibilities for CalFresh were explained to the applicant, and the applicant's understanding of them.
        4. EBT Card & PIN responsibilities explained to the client,
        5. The SOF and any other required forms were reviewed question-by-question.
        6. All required informational notices were given and explained to the applicant.
        7. Any unusual circumstances.
      6. Submits all the required forms/verifications to be scanned into IDM following current District Office procedures.
    2. If the application is complete but there are missing verifications, then the EW
      1. Initiates the RRR queue to update the information in CalSAWS including missing verifications.
      2. Sends a “Request for Verification” (CW 2200) allowing client 10 days to return them.
      3. Documents case actions in the Maintain Case Comments window in CalSAWS.
      4. Sends a denial NOA if the client fails to provide mandatory verifications after 10 days.
    3. If the application Is incomplete and was returned to the client for completion, then the EW
      1. Takes no action in CalSAWS until the completed SOF is received.
      2. Documents case actions in the Maintain Case Comments window in CalSAWS.

Face-to-Face Interview

Follow the steps below to process a timely recertification through a face-to-face interview:

  1. Mail the “Notice of Expiration of Certification” (NEC) to the household during the month prior to the one in which the recertification is due.
  2. Send the CF 29 informing client of the scheduled interview, allowing at least ten (10) days after the interview for the client to provide verifications before the certification period expires, and inform silent to bring a completed set of the RRR forms to the appointment.
  3. Conduct a complete face-to-face interview with the head of household or authorized representative.
    1. Explain rights and responsibilities as listed in this section and assure client’s understanding.
    2. Review application forms question by question.
    3. Obtain required verifications as listed in this section.
    4. Check to see if all members of the household are receiving Medi-Cal. If not, and there appears to be eligibility/linkage, proceed with processing of joint CF/MC application.
      1. [Refer to Medi-Cal Handbook, section 5.18 on page 45]
  4. Recertify the household, if eligible, using information from the SOF and RC interview to prospectively determine eligibility and budget income for the upcoming certification period.
  5. Approve or deny the recertification.
    1. If recertification is approved and the household is currently certified, begin the new certification period in the very next month.
    2. If the household is not currently certified, begin the new certification period with the first eligible month, starting with the application month.
  6. Send an approval or denial NOA prior to the end of the household's current certification period. A 10-day NOA is not required to decrease benefits for the first month of a new certification period.
    1. This is technically considered an approval of recertification (even though it is for a lower benefit amount), rather than a decrease in benefits.
    2. ExampleExample

      A recertification is completed in August, the last month of the certification period. Benefits will be approved effective September 1 at a lower amount due to increased anticipated earnings. An approval NOA is issued to notify the household that CalFresh have been recertified (at the lower amount) effective September 1. A decrease NOA is not required because the household's certification period expired August 31, and no benefits were guaranteed beyond that date.

  7. Complete the work necessary to ensure that the household will receive its benefits in the normal issuance cycle. If necessary, issue benefits on line to ensure that the household receives its allotment by the normal stagger day.
  8. Document the following on the Maintain Case Comments window:
    1. Date(s) of the interview.
    2. Rights and responsibilities for CalFresh were explained to the applicant, and the applicant's understanding of them.
    3. The CF 37 or the SAWS 2 Plus and any other required forms were reviewed question-by-question.
    4. EBT Card & PIN responsibilities explained to the client.
    5. All required informational notices were given and explained to the applicant.
    6. Any unusual circumstances.

Related Topics

Recertification Forms