Application Process

The steps below are to be followed when processing a CAPI application according to the method it is received by the county.

CAPI Application In Person

  1. Client
    1. Walks in to the GA Office and requests to apply for CAPI.
  2. Clerical
    1. Provides the client with the following forms:
      1. SCD 41
      2. SAWS1
      3. SOC 814 (client must provide sufficient information to initiate the application registration).

        1. NOTE: If CalFresh and/or Medi-Cal is also requested, a SAWS 2 plus must also be provided.

    2. Informs the client to complete the provided forms and to return to clerical.
  3. Client
    1. Completes and signs the application packet and returns to clerical.
  4. Clerical
    1. Reviews the application forms for completeness, signatures and dates.
    2. Date-stamps the application form.
    3. Creates a task for the EW.
    4. Provides client with the CAPI application packet which contains additional application forms and informational material.

      1. Note: If client is also applying for CF, follows the triage process for CF Expedited Services screening. [“Triage Business Process,” DEBS Common Business Processes].

  5. Client
    1. Completes and returns additional forms as necessary.
  6. EW
    1. Makes eligibility determination to approve or deny all benefits the client applied for, as appropriate.

INTER-OFFICE APPLICATION

An inter-office application must be taken, if a client requests to apply for CAPI in any District Office other than GA.

NOTE: All District Offices are responsible for ensuring that CAPI application packets are available at all times. Packets must include a self addressed envelope marked for GA as R1 unit.

  1. Non-GA Designated Clerical Staff
    1. Provides the client with the forms following forms:
      1. SOC 814, SCD 41 and SAWS 1

        1. Note: The client must provide sufficient information in the SOC 814 to initiate the application registration.

    2. Ask the client to complete and sign the forms.

      1. NOTE: If CalFresh and/or Medi-Cal is also requested, a SAWS 2 plus must also be provided.

    3. Date stamps all completed forms and emails to the General Assistance office email box ga@ssa.sccgov.org, for application registration and processing.
    4. Informs the client that the application is forwarded to the CAPI application processing office.
  2. GA Designated Clerical Staff
    1. Retrieves the CAPI application in the General Assistance email box
    2. Completes CAPI application registration (Application date is the date stamped).
    3. Creates a task for the EW.
    4. Mails the CAPI application packet which contains additional application forms and informational material.
  3. Client
    1. Completes and returns additional forms as necessary.
  4. EW
    1. Makes eligibility determination to approve or deny all benefits the client applied for, as appropriate.

CAPI Application by Telephone

When the client calls in to the Social Services Agency requesting to apply for CAPI, the steps below are to be followed:

  1. Client
    1. Calls the Social Services Agency and requests to apply for CAPI.
  2. Phone Support Team
    1. Receives the telephone call from an applicant requesting to apply for CAPI.
    2. Informs the client that they will still be required to sign the application for it to be complete.
    3. Completes Section 1 - Applicant Information, and Section 3 - Marital Status with the client over the phone.
    4. Signs the “Authorization and Certification Statement” of the SOC 814 with the client’s express permission. The signature must be in the “Remarks” section indicating that the CAPI telephone application was signed with client’s expressed permission, and the client was informed that his/her signature will be still be required.
    5. Completes SCD 41, and SAWS 1, with the client on the phone.
    6. Date stamps all forms
    7. Informs the client that the application has been taken and will be forwarded to the CAPI application processing office.
    8. Scans all forms and emails them to the General Assistance email box ga@ssa.sccgov.org
  3. GA designated clerical
    1. Accesses the CAPI application in the GA email box.
    2. Performs application registration referring to the date stamp for the application date.
    3. Mails the CAPI application packet which contains additional application forms and informational material.
    4. Creates a task for the EW.

      1. NOTE: If CalFresh and/or Medi-Cal is also requested, a SAWS 2 plus must also be provided.

  4. Client
    1. Completes and returns additional forms as necessary.
  5. EW
    1. Has applicant sign the SOC 814 and all other required forms.
    2. Makes eligibility determination to approve or deny all benefits the client applied for, as appropriate.

      1. NOTE: All District Office are responsible for ensuring that CAPI application packets are available at all times. Packets must include a self addressed envelope marked for GA as R1 unit.

CAPI Application by Mail, Fax, or Email

When the client calls in to the Social Services Agency and requests that a CAPI application be mailed, the following steps are to be followed:

  1. Client
    1. Calls the Social Services Agency requesting that a CAPI application be mailed.
  2. Phone Support Team
    1. Receives the applicant’s call.
    2. Informs the applicant that an application can be also taken by phone and follows the process for CAPI application by telephone,
    3. Mails a CAPI application packet to the client if he/she does not wish to apply by telephone. Includes a return enveloped marked with R1 unit.

      1. NOTE: If CalFresh and/or Medi-Cal is also requested, a SAWS 2 plus must also be provided.

  3. Client
    1. Completes the CAPI application and mails it back in the envelope provided or faxes or emails it.
  4. GA Clerical
    1. Receives the CAPI application by mail, fax, or email.
    2. Registers the application in CalSAWS
    3. Creates a task for the EW.

      1. Note: If client is also applying for CalFresh, follows triage procedures to screen Expedited Services eligibility.

  5. EW
    1. Makes eligibility determination to approve or deny all benefits the client applied for, as appropriate.

      1. NOTE: All District Office are responsible for ensuring that CAPI application packets are available at all times. Packets must include a self addressed envelope marked for GA as R1 unit.

Interviews

If an EW has determined that an interview is necessary for a particular case and the applicant is unable to travel to the local Social Services Agency to for a face to face interview, due to a disability or other good reason, an evaluation for a home visit must be made if a phone or virtual interview is not possible.

Authorized Representative

An applicant or recipient may appoint an AR to assist and represent them in matters related to their CAPI case. If a client appoints multiple ARs, they must designate one as the primary - only the primary AR and the client will receive county correspondence in the mail. An organization cannot be an AR, however a specific individual from the organization can be appointed.

A client’s temporary authorization by phone is allowable when the client calls the EW to inform them of who will be acting on their behalf and the EW has verified the client’s identity. Follow up with a written notice or AR form is required for ongoing authorization. 
The EW must document the temporary authorization in a Journal Entry and that the SCD 2594 has been sent to the client. Once the written notice or AR form is received, the AR information can be entered into CalSAWS.

Important: The written notice or AR form, must meet the minimum requirements below in order to be valid.
SCD 2594 is the preferred form and is available in the DEBS forms library.

  • Client’s first and last name,

  • AR’s first and last name,

  • Scope of appointment (e.g. “all matters related to my CAPI case”),

  • Reflect the client’s intent to be represented by the identified individual,

  • Reflect the AR’s intent to accept appointment,

  • Client must sign in wet ink,

  • AR must sign (does not have to be wet ink) - attorneys are not required to sign,

  • Whether an AR is the principal representative (if a client appoints more than one AR)

Note: The written notice or AR form will expire one year from the date it was signed unless the client or AR provide a signed request for it to end sooner.

AR Duties

  • An AR may...
    • Sign an application (SOC 814 and SOC 804) or other CAPI forms on behalf of a client,
    • Obtain information that would generally be provided to the client such as the county's determination or decisions, 
    • Submit evidence
    • Appear at appointment or interviews on behalf of a client if they are unable to do so, 
    • Examine any documents to which the client would have access, 
    • Be informed of all additional evidence needed to support a claim, 
    • Request an appeal, and 
    • Be notified of any decision made on a claim. 
  • An AR may not...
    • Change the client's personal information (e.g., first or last name or mailing address) in the county's records unless the AR is otherwise qualified to do so (e.g., a parent of a minor child, a legal guardian, or a conservator), 
    • Consent to the disclosure of records on behalf the client, 
    • Delegate the authority to represent the clients, 
    • Sign the SSP-14 form (Authorization for Reimbursement of Interim Assistance)

      • Important: Only the applicant or their parent, legal guardian, conservator, or representative payee, can sign the SSP 14. 

Related Topics

Required Forms