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Application & Verification Submission
Applications must be accepted during all hours of operation with NO cutoff times.
- Staff must ensure applications are date stamped upon receipt to preserve the initial date of application. Internal and external Drop Boxes must be maintained with appropriate threshold language signage informing clients to include their name and DOB or case number on any items dropped off in the box.
- The Verification Received Receipt signage must be displayed at all customer service windows informing clients that a Receipt for Documents (CSF 30) is available upon request when submitting verifications to the district office. If the client is requesting a verification receipt, complete the CSF 30 and provide it to the client.
- CalFresh Food applications must be readily available, and easily accessible in the lobby without having to request the application from staff, with clear signage in all county threshold languages.
- To apply for CalFresh Food, applicants are only required to complete the minimum application information, which consists of only the applicant’s name, address, and signature.
- Refer to CalFresh Handbook Chapter 4 Application in the Application Forms topic under the section for Minimum Application Requirements for more information. All applicants must be offered the option of a telephone interview when applying for CalFresh or CalWORKs.
Applicant Verification Submission
Email and text communication with clients does not provide adequate security to protect clients’ PII. DEBS staff must not request for applicants or clients to send verifications via email or Message Media (texting) through their worker or office email addresses.
To ensure PII is protected, applicants and clients may securely submit verifications and/or documents, including Semi-Annual Reports (SAR 7)s and other reports/forms to their workers via BenefitsCal.org.
Applicants and clients can still submit verifications, reports, and forms to DEBS through conventional methods, such as via mail, dropping off documents at district office drop boxes, by fax, or if necessary DocuSign if a telephonic signature via CalSAWS is unavailable. Verbal statements over the phone are also accepted per specific program regulations.
Identifying Documents
In situations where the documents received do not contain identifiable information, clerical staff will need to do some research (i.e., check CalSAWS and/or MEDS for matching names, DOB, address, etc.) to see if there is an open case. When the case is found, forward the information to the assigned worker. If the case has both an Eligibility Worker and an open Employment Services case, review recent Journal Entries to determine who may have requested the documents received.
If unable to determine the case the documents belong to, then create a Task for the District Office Floater following district office workflow procedures.
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