Security Warrant Stock

Each district office is issued a warrant stock for warrant issuance. The warrant numbers are recorded at Julian Warrant Control and are also maintained in the CalWIN database. Warrants are to be kept in the district office safe and to be removed only when a warrant is to be issued. Both before and after printing, the remaining check stock needs to be accounted for by the supervisor to ensure that no laser check is left unaccounted for.

Each District Office Benefit Issuance CalWIN Printer is now labeled with this information on the door to the printer: “NOTICE: Return Warrant Stock to Safe after each Print Job”. In case of problems or questions, Supervisors and/or OMCs may contact, Benefits Issuance Unit at (408) 755-7237 or warrantcontrol@ssa.sccgov.org.

Note: Warrants are to be re-ordered from Warrant Control when there are only 50 warrants remaining.

Warrant or Check

For CalWIN purposes, a “check” is issued to the client on the same day by the DOFC with an issuance method of “Office Pickup”. A “warrant’ is issued via overnight batch.

All clients must provide a valid and current ID or must have the Client ID form completed by the EW or Information Supervisor at the time of pick up. The client must be in the presence of the FC before the check can be issued.

Before issuing a check, the designated clerk must ensure that the Search for Office Issuance screen from CalWIN is signed by the EW along with his/her worker number and the Supervisor’s name.

Office Issuance

Clients that are homeless and qualify for homeless assistance are issued their benefits via a check and NOT via EBT. EWs will process the request in CalWIN and EW Supervisors will authorize the issuance in CalWIN. The EW will print the Search for Office Issuance window for the designated clerk. This screen shot will be used by the designated clerk to locate the check in CalWIN and issue it. The check is issued to the client after verifying appropriate ID.

Cut-Off Times

Cut-off times are established for warrants that are to be pulled for:

Cancellation, or
Client pick-up.

Canceled Warrants

The Benefit Issuance Unit must be notified before 2:00 p.m. in order for warrants to be pulled and canceled.

Client Pick-Up

The Benefit Issuance Unit must be notified before 2:00 p.m. in order for clients to pick-up a warrant on the following day after 3:00 p.m.

Note: In case of “emergency” same day requests, Eligibility Workers may contact the Benefits Issuance Unit on an as-needed-basis.

Returned Warrants by Client

When a client brings in a warrant, the EW must contact the designated clerk to collect the warrant from the client. The designated clerk will complete the “Fax Request for Benefits Issuance Action” (SCD 274) and mark the warrant “VOID.”

A copy of the warrant must be made for the client and a copy provided to the EW. The SCD 274 and the copy of the voided warrant are faxed to the Benefit Issuance Unit (Warrant Control) at Julian FAX# (408) 755-7919 and emailed to: Warrant Control. Warrant Control will cancel the original warrant once they receive it from the district office’s designated clerk. Originals must be hand-carried to BIU. [Refer to “Warrants/Checks,” page 18-1 of the Common Place Handbook for more information.]

Returned Warrants by Mail

If a warrant is returned by US mail, the Mail Room will take the warrant to the district office designated clerk. The designated clerk will then mark the warrant “VOID” and copy the warrant with “Authorizations of Dispositions of Warrants” (SCD 723). A copy must be made for the EW and a copy for the Benefit Issuance Unit. The voided warrant is forwarded to the Benefit Issuance Unit at 333 W. Julian St. [“Returned in the Mail,” page 18-8 in the Common Place handbook].

Damaged Warrants

Warrants that are damaged or incorrect while being printed and are not mailed to the clients. They are immediately stamped “VOID” to render them non-negotiable. When a warrant is damaged, the Benefit Issuance Unit at Julian cancels the warrant and issues the replacement. The BI unit notifies the EW that the damaged warrant was canceled and reissued.

Note: Warrants returned by clients which have been damaged must be canceled and reissued, as per the returned warrant procedures.

Warrant Issued by Another County

When the client’s warrant from a county other than Santa Clara County has been lost or stolen and the client resides in Santa Clara County, our county will take a “Statewide Inter-county Lost Warrant Replacement Affidavit” (DFA 874). The DFA 874 is forwarded to the other county in order to speed up the warrant replacement.

The inter-county affidavit must be done by the Benefit Issuance Unit at Julian.

When the client reports the loss of a warrant from another county, the client must be referred to his/her EW.

Identification Requirement

All clients must provide a valid and current Photo ID prior to receiving warrants. If an ID is not available, a Client ID must be verified by the EW or Information Supervisor at the time of pick up.