Homeless Assistance Application

[EAS 44-211.5]

Any indication that a family is homeless must be treated as a request for Homeless Assistance (HA). Usually, the client will inform their Social Services Benefits Specialist (SSBS), "I'm having a housing problem." The SSBS must question the client to determine how they came into this situation; for example, "Tell me what your situation is..." or, "How did you come into this situation?" If the client's response indicates that the Assistance Unit (AU) meets the homeless criteria, the client must be advised to complete the Statement of Facts - Homeless Assistance (CW 42).

Statement of Facts - Homeless Assistance (CW 42)

The CW 42 is used to gather information specific to HA eligibility. The homeless AU shall provide a sworn statement that the family is experiencing homelessness through a CW 42.

Upon receipt of a complete CW 42, including the sworn statement, SSBSs may no longer request additional verification or obtain consent from the family to release information to verify homelessness or obtain a copy of the pay or quit notice for purposes of verification of homelessness.

A CW 42 is required for the initial Temporary Homeless Assistance (THA) payment.
A separate CW 42 is required for the Permanent Homeless Assistance (PHA) payment, unless the application for THA and PHA is made simultaneously.

If the client refuses to complete the CW 42, there is no application. The SSBS must carefully document in the Journal Detail page should this occur.

Informing Requirements

Before issuing the first HA payment, the SSBS must thoroughly review the Important Information section of the CW 42 with the client and inform the client of all of the following:

HA is available once every 12 months, starting from the day the first payment is issued, unless the recipient has a verifiable exception (refer to Homeless Assistance Exceptions).
PHA is paid only if the rent amount meets 80% of the Total Monthly Household Income (TMHI), without special needs.
The THA period is for 16 non-consecutive days.
The family is required to actively seek permanent housing from an appropriate source to get THA.
Evidence of a search for permanent housing is required before the second and subsequent THA payments can be issued.
Verification of incurred shelter costs from an appropriate provider will be required before the second and subsequent THA payments are made.
- When a provider is an individual that is not in the business of renting, a shared housing agreement, a statement from the provider, or a sworn statement from the client that the money was spent on shelter is also adequate verification. The CalWORKs Homeless Assistance (HA) Shared Housing Agreement/Housing Verification (SCD 2575) may be used.
Failure to provide verification of incurred shelter costs from an appropriate provider will result in a presumption of mismanagement of CalWORKs funds. However, if it is not possible to issue a vendor payment, or no providers will accept them, issue the benefits directly to the client, as they will remain entitled to their remaining days of benefits, despite a finding of mismanagement.

FRED Referral

A completed CW 42 is sufficient for verifying homelessness, and the county may not seek additional verification, except when the family meets the criteria for "questionable homelessness", which means that there is a reason to suspect that the family has permanent housing.

Per Senate Bill (SB) 1065, the SSBS may only make a Fraud Early Detection (FRED) referral to request assistance in the verification of homelessness only when a HA applicant meets the "questionable homelessness" criteria. The SSBS must have evidence to suspect the family has a safe and stable permanent housing in which the family can continue to reside without preventative support to avoid eviction and/or homelessness.

Refer to Fraud Early Detection (FRED) for instructions on making a FRED referral.

ExampleExample There is evidence that the family is in a permanent housing program, such as the Housing Support Program (HSP), and has obtained and remains in a permanent housing placement. This may be considered “questionable homelessness.”

SSBS Action

Upon indication that a family is homeless, the SSBS must take the following steps:

Have the client complete the CW 42 and image it.
Thoroughly review the Important Information section of the CW 42 with the client, and inform the client of the information under the Informing Requirements section above.
Assess the family’s immediate housing needs.
Determine if the family meets the definition of homeless.
Determine whether the AU has received HA once within the last 12 months, or if they are applying as an exception.
Review the case in CalSAWS and MEDS (Homeless Assistance Payment Indicator (HAPI) screen) for any previous homeless payments.
Determine if the AU is eligible or apparently eligible for CalWORKs.
Performs data entries in CalSAWS.
If the AU is not eligible for HA:
1. Deny the HA request.
2. Issue a Temporary Shelter and/or Permanent Housing (M44-211D) denial Notice of Action (NOA).
3. Give the client a list of emergency housing and local shelters (found online in the SCC Community Resource Guide) to meet their needs.
4. Record the HA denial in a journal entry and stop here.
If the AU is eligible for HA:
1. Approve the HA request.
2. Issue the appropriate HA NOA:
3. Record the HA approval in a journal entry.
4. In addition, for THA:
  1. Advise the client of the requirement to actively seek from appropriate sources and provide evidence of the search for permanent housing.
  2. Give the client a Permanent Housing Search Document (CW 74).
  3. Pay THA for seven calendar days, as homelessness is verified upon the receipt of the complete CW 42.
  4. Inform the client of the return date for subsequent payments.

Example Example Mrs. Jones calls her SSBS on 8/5 to see if the SSBS can assist her with a housing problem. The SSBS inquires as to the type of problem. Mrs. Jones states, “I have been staying with my sister for the last two months. Her landlord found out and told her I had to move by 8/6, or he would evict her. I already gave my sister my share of the August rent. She used it to pay her rent. I need help in finding a place for me and my baby to stay until I can decide what to do.” The SSBS must determine if Mrs. Jones is eligible for HA or meets an exception, if she is seeking permanent housing, and if she meets the homeless definition.

Homeless Assistance Payment Indicator (HAPI)

HAPI is accessed through IEVS. HAPI was designed to help prevent duplicate HA payments. All 58 counties are required to enter identifying data on all adults who receive HA.

The following workflow must be used to ensure that HAPI is accessed and used prior to and after the HA determination is made.

SSBS or Designated Clerk
1. Query the Case Question screen and the HAPI "Known to Welfare" screen via IEVS for each adult in the AU. The findings are noted on the Identification Intake Record (SCD 41) by the clerk, or a copy of the screen is obtained for the case record.
SSBS
1. Determine if the client has an established 12-month period or meets the criteria for an exception, and if the applicant is potentially HA eligible, when HAPI indicates that the applicant has received HA previously.
Designated Clerk
1. Enter the HA payment information on the HAPI "Add" screen, when the initial HA payment is issued. Enter each adult in the AU into HAPI.
SSBS
1. Complete the Homeless Detail pages to enter HA payment information into the HAPI database.
2. Document on the Journal Detail page.
3. Print the "HAPI" screen.
4. Image the "HAPI" screen with the other HA documents into the case.
5. Check MEDS to ensure that the HAPI code took. If this was not successful, follow established procedures to have HAPI entered clerically by the MTO using the Request for Online Transaction (SCD 1296).

Entering HAPI

The data entered on the Homeless Detail page and the Permanent/Temporary Homeless Detail pages send the appropriate Add transaction to the MEDS network.