Mandatory Mid-Period Reports

[EAS 44-316.32]

The AU must report verbally or in writing, specific changes during the SAR payment period. These mandatory reports must be made within 10 days of when the change becomes known to the AU.

Comparison Table of Reporting Methods

The table below provides a comparison of reporting requirements for Semi-Annual Reporting (SAR) and Annual Reporting/Child Only (AR/CO).

Reporting Requirement	SAR	AR/CO
Income exceeding the IRT	X	X
Address changes	X	X
Fleeing felon status	X	X
Violations of probation or parole	X	X
Death of an unborn	X	X
Changes in household composition		X

The EW must take action on all mandatory changes reported. If the change is not required to be reported for CalWORKs, EWs must not decrease or discontinue the CalWORKs grant mid-year. The EW will send a No Change NOA to the CalWORKs AU. Documentation must be made in the Journal Detail page of CalSAWS.

Example Example An AR/CO case, in the January - December cycle period, reports on February 26th that the child in the AU has died. This mandatory report is required to be made within 10 days. A county-initiated mid-period action must be taken to remove the deceased AU member effective April 1st. However, if the AU fails to report this change in time for the county to decrease benefits with timely notice, an overpayment must be assessed for any benefits issued that the AU was not entitled to receive.

Report of Fleeing Felon Status, Parole/Probation Violations

Individuals reported for fleeing felon status, and violation of conditions of probation or parole are ineligible for CalWORKs benefits and must be discontinued. The EW must take mid-period action to reduce or discontinue benefits, at the end of the month after a 10-day notice can be provided.

Report of Change in Address

Out of County

When the AU reports moving to another county, cash aid will be discontinued mid-period at the end of the ICT transfer period.

When an address change within the county is reported, send a “Would You Like to Register to Vote?” form (SCD 508) to the new address. Document in the Journal Detail page the date the SCD 508 was sent to the client.

Out of State

If the AU reports moving out of state, the EW will terminate benefits mid-period at the end of the month after a 10-day notice can be provided.

Report of Income Exceeding the Income Reporting Threshold (IRT)

Refer to the Income Reporting Threshold (IRT) topic for more information on IRT.

Death of an Unborn Child

Should the pregnancy end prior to the estimated delivery date, not resulting in the birth of a child, CalWORKs recipients are required to report, verbally or in writing, within 30 days following the end of their pregnancy.

Mandatory Reporting Chart

Refer to the following chart for procedures to follow on mandatory mid-period reports:

If the client reports...	Then the EW will...
An Address Change - Out of State,	Discontinue the case mid-period at the end of the month with a 10-day NOA.
An Address Change - Out of County,	Initiate an ICT and discontinue cash aid mid-period (at the end of the ICT period).
The AU/Family’s total combined income exceeds the IRT,	Discontinue the case at the end of the month in which a timely and adequate NOA can be provided if the reported income will continue to exceed the IRT, and Net Nonexempt Income (NNI) exceeds the Tier 2 IRT level. Reminder: Overpayments are prohibited when the recipient has reported income over the IRT and there is insufficient time to provide a 10-day NOA.
Fleeing felon status, or Violation of conditions of probation or parole,	Take mid-period action to discontinue the individual with a 10-day NOA, Reduce or discontinue benefits, as appropriate, at the end of the month after a 10-day NOA can be provided, and Change the aid code if appropriate. Note: Overpayments must be established for grants that were released at a higher level than the AU was entitled to receive when a timely 10-day NOA could not be provided.
Death of an Unborn	Take mid-period action to end-date the pregnancy in CalSAWS, Reduce or discontinue benefits, as appropriate, at the end of the month after a 10-day NOA can be provided. Note: Should the CalWORKs recipient fail to report the loss within 30 days following the end of their pregnancy and benefits continued, an overpayment shall be established for any subsequent month the pregnant person failed to comply.