General Information

A redetermination of all circumstances affecting the eligibility of a Cash Assistance Program for Immigrants (CAPI) client must be made at least once every 12 months. For a redetermination, the client is required to complete the Statement of Facts Determining Continuing Eligibility for the Cash Assistance Program for Immigrants (SOC 804), and other applicable forms. Refer to RRR Packet. The redetermination is the method by which the county monitors the continued eligibility of the clients. Using the SOC 804, the county ensures the correct grant amount is paid, and assists clients in meeting their financial and service needs as fully as possible. It also assists the clients in making maximum use of their resources and capabilities.

Redeterminations may be made more frequently than normal if unexpected changes in income, property or other circumstances occur which effect the eligibility or grant level of the client.

At the time of application and at least once every twelve months thereafter, the county is responsible for giving applicants and recipients complete explanations in writing regarding:

Ineligibility factors
Underpayments and overpayments
Their responsibility to report any changes within ten calendar days.

Important: Clients may need accommodations and/or auxiliary aids due to disability. Refer to "Reasonable Accommodation" in the General Information topic of the Application chapter.

Redetermination Period

The redetermination period begins with the first day of the month that the initial payment was made (regardless of the date of application) or the last redetermination was initiated. It ends with the last day of the month prior to the date the current redetermination is initiated.

Interview

An interview is NOT required for completion of the annual redetermination or eligibility, but may be required in order to clarify a questionable situation, or if requested by the client.

Travel Outside of the United States (U.S.)

If the CAPI client travels outside the United States (U.S.) during the 12 month redetermination period, an appointment must be made with the client to review the client’s passport. Copies of the passport are unacceptable. The Eligibility Worker (EW) must photocopy the original passport. In addition, copies of travel documents must be carefully reviewed.

An absence of up to 29 consecutive days does not affect CAPI eligibility. However, a CAPI recipient may be ineligible for one calendar month (i.e., February) even if he or she is absent for less than 30 consecutive days.

A CAPI client is ineligible for CAPI if they are out of the U.S. for 30 consecutive days or more. They are not considered to be back in the U.S. until they are in the U.S. for another 30 consecutive days; therefore they are ineligible for CAPI during this waiting period.

Refer to Travel Outside of the United States.

Client Responsibility

Upon receipt of the RRR packet, the client is responsible for:

Completing and signing the SOC 804 to determine continuing eligibility, and
Returning all required forms and verifications to the worker by the specified due date.

Note: CAPI clients are elderly and disabled individuals. EWs must be extremely sensitive to their needs, ailments, or reasonable accommodations. As such, extensions for the client returning the packet must be granted to the extent possible. EWs must also offer the client assistance in completing the forms if it appears the client is unable to complete them and/or has no one to provide assistance.

Note: Only the client’s and spouse’s original signature is acceptable.

Living Arrangements

The CAPI Statement of Household Expenses and Contributions (SOC 453) must be completed for any client who is living in the Household of Another (HOA) and receives a CAPI payment that is based on the reduced needs payment standard or is being charged with In-kind Support and Maintenance (ISM) as unearned income.

If a change of address or living situation was not previously reported, eligibility and payment amount must be redetermined for every affected month of the redetermination period. This may result in underpayments or overpayments. [MPP 49-035.521(b)].

Mandatory SSI/SSP Referral

The client must be given a mandatory referral to apply for Supplemental Security Income/State Supplementary Payment (SSI/SSP) within 30 days at EVERY redetermination. The referral must be accompanied by a new Authorization for Reimbursement of Interim Assistance Initial Claim or Posteligibility Case (SSP 14).
Specify “CAPI” on the Referral To/From Social Security (SCD 169) or Speedletter 918. Advise the EW Supervisor if Social Security refuses to allow a CAPI client to file a new application. [Refer to Ineligibility for SSI/SSP for more information about the SSI ineligibility requirement and when to refer].

Note: If the client is already receiving SSI/SSP benefits, the date of SSI/SSP eligibility must be verified and documented in CalSAWS. CAPI benefits must be terminated if the client is receiving SSI/SSP.

Redetermination Completion

For a redetermination to be considered complete, the following MUST be done:

All required forms must be completed and signed,
All verifications must be received,
All appropriate CalSAWS entries must be completed, and
All forms and verifications must be scanned to Imaging.

Suspension and Redetermination

If a client's CAPI benefit is suspended, they have up to 12 months to regain eligibility and reinstate their benefit. [Refer to Suspension, Reinstatement, Termination and Reapplication of CAPI Benefits].

The following scenarios provide guidance for processing the redetermination when suspension is involved:

Redetermination Due During Suspension

When the redetermination is due during the suspension period, it must be initiated immediately after the cause of suspension has been resolved and the benefit is reinstated. The Notice of Change (NA 692) must be immediately mailed out along with the renewal packet.

Note: The NA 692 must indicate a change in benefits, and have "other" selected with "see comment". The comment section must state the following: Benefits have been temporarily reinstated to the previous monthly benefit amount while the annual redetermination of benefits is pending completion.

The first day of the month in which the redetermination is initiated becomes the new redetermination date. If the redetermination packet is not returned by the due date, a new notice of suspension must be sent, unless a reasonable accommodation has been documented in the file.

ExampleExampleThe client's benefit is suspended on 10/01/2023 and is reinstated on 04/10/2024, after meeting all eligibility requirements. The annual redetermination was due in February 2024. The EW immediately sends the NA 692 and renewal packet with a 30-day due date of 5/10/2024. The completed packet is received and date stamped on 04/30/2024, therefore April 2025 becomes the new scheduled annual redetermination date in CalSAWS.

Redetermination Due on the Same Day Suspension is Resolved

When the client's redetermination is due on the same day that the suspension has been resolved (benefit is reinstated), the redetermination must be initiated that same day.

ExampleExampleThe client's benefit is suspended on 06/01/2024 and is reinstated on 08/31/2024, which is the last day of the redetermination due month. The redetermination process is started on that day. The EW must either mail the redetermination packet that day, or, if the client is in the office, provide the packet to the client. The redetermination month will continue to be August going forward.

Redetermination Due After Suspension is Resolved

When client's redetermination is due after the the client resolves the cause for suspension, the redetermination must be completed as originally scheduled (do not complete at time of reinstatement).

Exception: If the client provides information during reinstatement that is a clear change in circumstances that will likely change their eligibility or benefit amount, the redetermination must be completed within 30 days of receiving this information.

ExampleExampleThe annual redetermination is due February 2024. The client's benefits are suspended on 09/01/2023. On 11/01/2023, the recipient resolves the reason for suspension, and benefits are reinstated. Because reinstatement is prior to the annual redetermination date, and it has been determined that there is no change to the client’s circumstances, the reinstatement would not trigger an immediate redetermination and the redetermination date would be unchanged. The EW must send the NA 692 notice regarding the restored benefits.