Application Reporting

[EAS 40-105.14]

Applicant Reporting — 5 Days

The EW must inform the applicant of their responsibility to report all facts and to notify the county within 5 calendar days of any change in any of these facts which affect the correct determination of eligibility and grant. Refer to Reporting Responsibilities.

Semi-Annual Reporting (SAR)

The EW must inform the applicant of the principles of SAR, which is based on the concept of establishing eligibility and benefits for a future six-month payment period. This period is determined by known criteria, such as AU Composition, Property, and Deprivation, while anticipating income levels.

Semi-Annual Reporting households must be provided with a verbal explanation of:

Semi-Annual reporting and prospective budgeting,
How to complete and submit the SAR 7, and
The SAR 7 verification requirements.

The EW must inform the applicant of the requirements to complete the “Semi-Annual Eligibility/Status Report” (SAR 7) once every 6-month payment period. Applicants shall be provided with a copy of the:

SAR 7,
“How to fill out your SAR 7 Eligibility Status Report” (SAR 7A), and
“Instructions and Penalties, Semi-Annual Report” (SAR 7 Addendum).

Mandatory Recipient Mid-Period Reports

The EW must inform the applicant of the Mandatory Recipient Mid-Period Reporting requirements. CalWORKs recipients are mandated to report the following changes within ten (10) calendar days of the date the change is known to the parent/caretaker/guardian.

The Mandatory Recipient Mid-Period Reporting rule requires recipients to report:

When their address changes.
When someone in AU becomes a Fleeing Felon.
When someone in the AU is in violation of a condition of probation or parole.
Anytime the AU’s total income exceeds the IRT for their family size.
Death of an Unborn.

Voluntary Recipient Mid-Period Reporting

The EW must inform the applicant that they can report other information voluntarily even when it is not their report “month.” The EW must inform the applicant that they do not have to wait until the SAR 7 is due to report changes that occur during the payment period which may potentially increase their benefits. The voluntary mid-period report may be done verbally by telephone, in person, or in writing.

Applicants should be advised that waiting until the SAR 7 is due to report changes that have the potential of increasing benefits or not providing verification within 10 days of request will affect the month they become eligible for an increase in benefits.

The EW must verify the change within ten (10) calendar days when it is determined that an INCREASE is applicable.

Action on Voluntary Mid-Period Reports MUST NOT result in a decrease in benefits in the current payment period. The EW must inform the recipient that anything reported during the six-month period must be reported again on the next SAR 7.

County Initiated Mid-Period Actions

The EW must inform the applicant of changes that will cause the EW to lower or stop benefits during the payment period in which they happen. The following are exceptions to the frozen eligibility and benefits rule. Action must be taken at the end of the month the:

Adult in the AU reaches the CalWORKs 60-Month time limit;
AU member is sanctioned;
AU member is penalized;
AU member starts getting aid in another AU;
Eligible child is placed in Foster Care;
RCA reaches 12 months time-on-aid;
Child reaches the age of 18, and will not graduate from high school before the age of 19; unless they meet the Fry v. Saenz disability criteria. Refer to Fry v. Saenz.

Other Mid-Period Actions

The EW must inform the applicant of mid-period changes that will cause the EW to lower or stop benefits during the period in which they happen when:

The EW is informed that the recipient moved out-of-state.
The EW is informed that someone in the AU dies.
The recipient requests verbally or in writing to discontinue an individual or case.
The EW is informed that the recipient moved out-of-county, initiate ICT process and discontinue at the end of the month the 30 day transfer period expires.