CW Update 25-06: Reduction of the Eligibility Period for RCA, ECA, and TCVAP (Revised)

CalWORKs Handbook

Date References Clerical Implementation
06/04/25 (Revised 01/26/26) ACWDL 5/2/25 N/A 05/05/25

Background

In March 2025, the Office of Refugee Resettlement (ORR) announced the reduction of the eligibility period for Refugee Cash Assistance (RCA), Entrant Cash Assistance (ECA), and Trafficking and Crime Victims Assistance Program (TCVAP) Cash Assistance from 12 months to four (4) months. This change applies to individuals whose eligibility start date is on or after May 5, 2025.

Changes

The following changes have been made to the CalWORKs Handbook (CWHB):

Change Topic
References to 12-month eligibility period removed
Topic created

Data Systems

CalSAWS System Change Request (SCR) CA-289103: Update RCA and TCVAP Cash Assistance Time on Aid from 12 Months to 4 Months was implemented with CalSAWS Release 26.01 on January 26, 2026.

Historical Guidance

Before the implementation of SCR CA-289103 in CalSAWS, Social Services Benefits Specialists (SSBSs) followed the steps belowbelow:

  1. When RCA, ECA, or TCVAP Cash Assistance is approved for a client with an eligibility start date on or after May 5th, 2025, manually generate and send the Free Format Notice of Action (CSF 166) to inform the client that their application has been approved. Refer to the Notices of Action section below for verbiage.
  2. A monthly listing will be provided with tasks auto-created to re-evaluate program eligibility 30 days prior to the end of the fourth month after the beginning month of aid.
    1. Task Description: "Client has a 4-month eligibility period for RCA/ECA/TCVAP Cash Assistance. Refer to CWHB Update 25-06 for instructions to re-evaluate program eligibility."
  3. Review the case to determine potential eligibility for CalWORKs and/or refer the client to the General Assistance (GA) office to obtain GA information, or Cash Assistance Program for Immigrants (CAPI) information if the client is elderly and/or disabled. Refer to NOAs, Terminations, and Hearings in the CWHB.
  4. Run EDBC and override the program configuration to discontinue the RCA/ECA/TCVAP Cash Assistance program. Refer to Chewable Byte 23-30: How to Perform Override in CalSAWS for CalSAWS entries.
  5. Manually generate and send the CSF 166 to inform the client that their RCA/ECA/TCVAP Cash Assistance will be discontinued. Refer to the Notices of Action section below for verbiage.

    1. Reminder: Policy requires SSBSs to send a Notice of Action (NOA) in English and the client's language, if available, OR a verbal translation must be provided, at least 10 days before the action is to become effective. Refer to CWHB Update 23-08: Refugee Cash Assistance Notice of Action Requirement.

  6. If the client receives CalFresh (CF), run EDBC for CF as well, so the change is picked up in the CF budget.
  7. Re-evaluate for Medi-Cal (MC) only programs.
  8. Add a Journal Entry of all actions taken.

Notices of Action

CSF 166 can be generated from the CalSAWS Template Repository and must have the following verbiage:

ApprovalsApprovals

As of XX/XX/XXXX the County has approved your application for <insert Refugee Cash Assistance (RCA), Entrant Cash Assistance (ECA), or Trafficking and Crime Victims Assistance Program (TCVAP) Cash Assistance>.

Here’s why:

The eligibility period for <insert RCA, ECA, or TCVAP Cash Assistance> applicants whose eligibility date is on or after May 5, 2025, is 4 months of aid. The first month you are eligible for aid is either the month you entered the United States, the month you were granted a qualifying status such as asylum, the month you received your Certification or Eligibility Letter as a Victim of a Severe Form of Human Trafficking, or the month you applied and were found eligible for TCVAP Cash Assistance. Your benefits will discontinue at the end of your 4th month on aid or when it is determined you no longer meet the eligibility requirements, whichever comes first.

Rules:

This is in accordance with Manual of Policies and Procedures (MPP) Section 69-202.4 regarding RCA time eligibility as determined by the Office of Refugee Resettlement in Dear Colleague Letter 25-13 published on March 28, 2025, MPP 69-205.24(D), 69-210.1, 69-210.2, 70-105.122.

DiscontinuancesDiscontinuances

As of XX/XX/XXXX the County will terminate your <insert Refugee Cash Assistance (RCA), Entrant Cash Assistance (ECA), or Trafficking and Crime Victims Assistance Program (TCVAP) Cash Assistance>.

Here’s why:

Federal and state law limit the number of months of <insert RCA, ECA, or TCVAP Cash Assistance> you can receive. You cannot receive <insert RCA, ECA, or TCVAP Cash Assistance> for more than 4 months from the date you are eligible, which is either the month you entered the United States, the month you were granted a qualifying status such as asylum, the month you received your Certification or Eligibility Letter as a Victim of a Severe Form of Human Trafficking, or the month you applied and were found eligible for TCVAP Cash Assistance.

You may be eligible to receive cash aid in another program, although you will need to apply. If you have questions, please call your assigned eligibility worker.

EBT: Keep your plastic Golden State Advantage card if you use Electronic Benefit Transfer (EBT), even if your aid is terminated. Please do not throw it away.

Medi-Cal: This notice DOES NOT change or stop Medi-Cal benefits. If there is a change in your Medi-Cal benefits, you will receive another notice. Keep using your plastic Benefits Identification Card(s).

CalFresh: This notice DOES NOT stop or change your CalFresh benefits. You will get a separate notice telling you about any changes to your CalFresh benefits.

Receiving Medi-Cal and/or CalFresh only DOES NOT count against your cash aid time limits.

Rules:

This is in accordance with Manual of Policies and Procedures (MPP) Section 69-202.4 regarding RCA time eligibility as determined by the Office of Refugee Resettlement in Dear Colleague Letter 25-13 published on March 28, 2025, MPP 69-205.24(D), 69-210.1, 69-210.2, 70-105.122.

 

Department of Employment & Benefits Services

Contact Person(s): Vivien Phan, SSA Business Policy Implementation Specialist, 408-755-7540