Mandatory Mid-Period Recipient Reports

Recipients are required to report specified changes to the county within 10 calendar days of the date the change becomes known to the household. Recipients may report these mid-period changes verbally, including in person or by telephone, or in writing. The worker must document the substance of the report, as well as the date of the report.

NACF households must report any of the following changes during the semi-annual period:

Gross monthly income received over the Income Reporting Threshold (IRT);
A reduction in work hours below 20 hours per week, averaged monthly, for ABAWDs subject to the time limit; or
Receipt of substantial lottery and gambling winnings.
- This mandatory requirement is applicable even if the household immediately spends or losses a portion of the winnings and the remaining winnings are below the resource limit for Elderly and/or Disabled households. The client’s verbal statement along with case documentation is sufficient verification.
  - Note: The value of what constitutes a substantial lottery and/or gambling winnings is the resource limit for Elderly and/or Disabled households. Refer to CalFresh Maximum Resource Limit for current Elderly and/or Disabled household resource limit. This also applies to combo PA CalFresh households.

Some mid-period changes are required to be reported in the CalWORKs program that are not required to be reported in the CalFresh. However, when there is a combined CalWORKs/CalFresh case, if the household reports a change that is required to be reported for CalWORKs, the SSBS must also act on the information to determine CalFresh eligibility/benefit amount.

All CalWORKs recipients must report the following changes during the mid-period:

Fleeing felon status,
Violation of conditions of probation or parole,
Address changes,
Death of an unborn, and
When income exceeds the IRT.

Refer to the CalWORKs Handbook topic Mandatory Mid-Period Reports for further guidance.

Note: For mandatory reports to another public assistance program that are not acted upon, CalFresh will not act on the change.

CF 377.5 SAR

The CalFresh Mid-Certification Period Status Report (CF 377.5 SAR) must be provided to SAR reporting households at:

Certification.
Recertification.
Household request.
Any time a CF 377.5 SAR is returned.

This form is used for households to report mandatory mid-period changes in income that exceed the CalFresh IRT which is 130% of the FPL for the household size and ABAWD work hours. Households can use this form to voluntarily report other household changes that may result in increased benefits.

SAR 3

The Mid-Period Status Report for Cash Aid and CalFresh (SAR 3) must be provided to CalWORKs/CalFresh semi-annual reporting households at:

Certification.
Recertification.
Household request.
Any time a SAR 3 is returned.

Income Reporting Threshold (IRT)

Households are required to report mid-period when their income exceeds their IRT. The CalFresh IRT is the amount of household gross income that renders most households ineligible for CalFresh benefits. The CalFresh IRT is based on the household size in existence at the time of certification (initial or recertification), or whenever a household composition changes. All households continue to be required to report all income on their SAR 7 and at recertification.

Note: If CalWORKs benefits are decreased or discontinued due to the CalWORKs IRT, the county must also act to adjust the household’s CalFresh benefits.

Reporting

Households determined eligible with gross income at or below 130 percent (%) of the FPL are required to report changes in income when the household's gross income exceeds 130% of the FPL during the SAR payment period.

Households certified between 131% and 200% of the FPL are not required to make any reports of income during the SAR payment period. Such households do not have a CalFresh IRT because they have already reported income of over 130%. Per FNS guidance, a household is only required to report that its gross income exceeds 130% of the FPL one time during a reporting period.

When a household with ineligible non-citizen(s) reports income over the IRT, the SSBS must calculate the household income based on the gross income of eligible members plus the prorated share of the ineligible non-citizen(s). In cases where this amount exceeds 200% of the FPL, the household’s MCE status must be removed, and the removal of MCE status must be documented in the case record before the case can be terminated for exceeding the CalFresh gross income limit.

ExampleExample

An NACF MCE CalFresh household of three, consisting of an undocumented mother and two children with U.S. citizenship, has an IRT of $1,705. On March 5, during a January through December certification period, the household reports income over IRT, with the mother earning $3,000 a month. The amount prorated to the household is $2,000, and benefits are adjusted accordingly. The household has fulfilled its mandatory reporting requirement for the remainder of the SAR payment period. On the SAR 7 submitted in June, the household reports a $1,200 increase in monthly income. The total income currently on file ($2,000), combined with the $800 prorated increase, results in a monthly household income of $2,800. The SSBS determines the household is no longer eligible, removes MCE status, and sends the household a timely discontinuance NOA.

The chart below contains the IRT information based on household type:

Household Type	Income Category	CalFresh IRT Level
NACF Income at or below 130%	At or Below 130%	130%
NACF Income between 131% and at or below 200%	131%-200%	No IRT (Voluntary Reporting only)
NACF CalFresh Non-MCE due to Sanction		130%
PACF: All members receive CalWORKs & CalFresh		CalWORKs IRT
Mixed Household: Some members receive CalWORKs; all members receive CalFresh.	At or Below 130%	130%
	131%- 200%	No IRT

Eligibility Determination when IRT is Reported

When a household reports their income may be over the CalFresh IRT, the SSBS must ask if the income is expected to continue.

If the household is not reasonably certain that the income will continue or does not know when to expect the income again, the SSBS must not discontinue the household or decrease the CalFresh allotment. However, the household must report if the unexpected income does continue.
If the household reports mid-period income exceeds its IRT and the income will continue to exceed 130% of the FPL, the SSBS must determine if the household’s gross income does not exceed 200% of the FPL. If the household has gross income of over 200% of the FPL, the SSBS must remove the MCE status and document in the case record that the household is no longer MCE.
If the household expects the increased income to continue and verification is needed to change the CalFresh budget (MCE households only), send out the Request for Verification (CW 2200) to request verification of income.

Note: The CW 2200 does not meet the requirements of the discontinuance notice. Therefore, if the requested verification is not received by the due date, the worker must send a timely discontinuance notice for lack of receipt of the requested information needed to accurately determine eligibility or benefit level.

When a CalFresh household reports income over the 130% IRT, the SSBS must take the appropriate action depending on the reasonable anticipation of gross income for the remainder of the certification period. The SSBS must ask if the income is expected to continue.

If...	Description...	Then...
Uncertain that it will continue to exceed its IRT		Must discuss the circumstances with the HH in order to determine if the household will remain eligible and at or below the 200% of FPL. If income cannot be reasonably anticipated to continue: Inform the client that they must report if the unexpected income continues Send the SAR 2, reminding the household of its IRT and reporting rules, Issue a No Change NOA, and Document actions in Journal Detail page.
Not expected to exceed 130% (i.e. IRT was due to overtime or extra shifts),		Must not discontinue the case or reduce the benefit amount. Send the Reporting Changes for Cash Aid and CalFresh (SAR 2), reminding the household of its IRT and reporting rules, Issue a No Change NOA, and Document actions in Journal Detail page.
Increase Over IRT of 130% FPL (for households certified at 130% FPL or below)	Household reports that gross monthly income received increased over IRT and new income is reasonably anticipated to continue for at least one month beyond the month in which the change is reported.	If the household is under 200% and MCE: Send a Request for Verification (CW 2200) requesting verification of income Once income is verified, decrease benefits at the end of the month in which timely and adequate notice can be provided. If the household does not respond to the CW 2200: Discontinue the case for failure to provide verification at the end of the month in which timely and adequate notice can be provided If the household is over 200% non-MCE: Send a CW 2200 requesting verification of income Once income is verified, discontinue at the end of the month in which timely and adequate notice can be provided. If the household does not respond to the CW 2200: Discontinue the case for failure to provide verification at the end of the month in which timely and adequate notice can be provided.
Increase Over 130% FPL and Over 200% FPL (for households certified with income between 131 and 200% of FPL).	Household reports that gross monthly income received increased and is over 200% FPL.	If the change would result in a decrease in benefits or ineligibility: Do not request verification, Send the household a No-Change NOA, and Document actions in Journal Detail page and follow-up at the next SAR 7 or recertification, whichever comes first. If the household provided verification along with the reported change, do not act on the information reported. Reminder: This is considered a voluntary report. Households determined eligible with gross monthly income between 131 and 200% FPL do not have an IRT reporting requirement since they have already met their mandatory IRT reporting requirement at application.
Increase Over 130% FPL, but at or Below 200% FPL (for households certified with income between 131 and 200% of FPL.)	Household reports that gross monthly income received increased but is below 200% FPL.	If the change would result in a decrease in benefits or ineligibility: Do not request verification, Send the household a No-Change NOA, and Document actions in Journal Detail page and follow-up at the next SAR 7 or recertification, whichever comes first. If the household provided verification along with the reported change, do not act on the information reported. Reminder: This is considered a voluntary report. Households determined eligible with gross monthly income between 131 and 200% FPL do not have an IRT reporting requirement since they have already met their mandatory IRT reporting requirement at application.
Increase of over 200% FPL for an Elderly and/or Disabled (E/D) Household certified with income between 131 and 200% FPL.	E/D household certified with income between 131 and 200% FPL reports income over 200%FPL.	If the change would result in a decrease in benefits or ineligibility: Do not request verification, Send the household a No-Change NOA, and Document actions in Journal Detail page and follow-up at the next SAR 7 or recertification, whichever comes first. If the household provided verification along with the reported change, do not act on the information reported. Reminder: This is considered a voluntary report. E/D households determined eligible with income between 131 and 200% FPL do not have an IRT reporting requirement since they have already met their mandatory IRT reporting requirement at application.

SAR 2 Reporting Changes for Cash Aid and CalFresh

The IRT must be provided to the CalFresh Household and CalWORKs Assistance Unit (AU) using the SAR 2 form at approval of initial application and at any time the household/AU’s IRT changes during the certification period, whether the household has an IRT or not. The IRT can be listed on other forms, as long as counties ensure that the SAR 2 is issued to each household.

CalWORKs Discontinuance

Households are no longer categorically eligible for CalFresh once cash aid is discontinued due to financial ineligibility.

Reminder: When CalWORKs is discontinued, Transitional CalFresh (TCF) benefits must be set up for the household, if eligible, the first of the month after CalWORKs is discontinued. Refer to Transitional CalFresh Benefits for detailed policy information regarding TCF.

Exception: In the case where the CalFresh household consists of 2 AUs (one with senior mom and one with minor mom). If one AU discontinues from CalWORKs, the CalFresh household would not be eligible for Transitional CalFresh and it would remain regular CalFresh. Since one AU is still on CalWORKs and would no longer be CE, it is considered a mixed household, and therefore the IRT test would apply.

ExampleExample

Mom, in a nonexempt AU/household of three has gross earned income of $1,500 per month. The semi-annual period is August through January, and benefits for that period have been determined using $1,500 monthly as the average income amount. On September 15, mom
reports that she was promoted and her monthly earnings increased to $2,500, which is greater than the IRT for her AU size ($1,566), and will continue at that level.

After applying the appropriate income disregards, it is determined that the AU is ineligible for continuing cash aid, and cash benefits are discontinued effective September 30.

In the CalFresh program, this family would no longer be categorically eligible once cash aid is discontinued due to financial ineligibility. Since the household’s anticipated income of $2,500 exceeds the gross income limit for a household of 3 ($2,116), it is determined that the household is ineligible for regular CalFresh benefits. The household’s regular CalFresh benefits would be discontinued effective September 30 and Transitional CalFresh benefits set up effective October 1.

ExampleExample

On April 15, a SAR household calls to report that their income has increased over the IRT. The household expects this income to continue at the same level each month. The SSBS sends a CW 2200 requesting proof of the income. The requested verification is not received by the due date and the worker sends a 10 day notice of discontinuance for failure to provide verification.

For NA CF HH, SSBSs must take the following actions when a household reports their income over the CF IRT (130% FPL) limit, and it is expected to continue at the level above HH's IRT:

Sends the CW 2200 to request verification of income.
If the requested verification is
- Not received by the due date:
  - Send a timely discontinuance notice NOA,
  - Document actions in Journal Detail page.
- Received by the due date, and documentation verifies that the household is over the IRT:
  - Send a timely discontinuance notice NOA,
  - Document actions in Journal Detail page.
- Received by the due date, and documentation verifies that the household is below the IRT:
  - Adjust CF benefits according to the provided verification,
  - Sends a timely NOA,
  - Document actions in Journal Detail page.