Communication Systems Overview

BenefitsCal

BenefitsCal CalSAWS is a web application that allows the general public and clients to self-screen for potential eligibility, apply for benefits and complete their periodic reports and redeterminations/recertification online for CalWORKs/RCA, CalFresh, and Medi-Cal programs. BenefitsCal, located at https://www.mybenefitscalwin.org/, is the web version of the paper application, periodic report and redetermination/recertification process.

Benefits of BenefitsCal

BenefitsCal provides clients with around the clock access to the following benefits:

Basic screening for potential eligibility,
Apply for benefits
- CalWORKs
- CalFresh
- GA and,
- Medi-Cal
Complete their periodic reports and recertification
Attach verifications online.
Access current and last six (6) months of benefits information
Check EBT balance
Check case status
BIC Medi-cal card replacement
Verification of benefits
Request automated password resets
View renewal/recertification due date
Access the National Voter’s Registration website
Contact a worker by email (emails will be sent to a centralized email box)
Access to the EBT website through a link
Review and print documents sent by their worker
Verify information on a document is correct
Notify worker when the information on a document is incorrect
Sign a document by agreeing with the terms.

Note: Applications submitted during after hours, weekends or holidays will be marked “Received” the next business day, the same as dropped off or mailed in applications.

Languages

BenefitsCal is currently available in eighteen languages, including English, Chinese, Russian, Spanish, and Tagalog.

BenefitsCal User Accounts

Users must create BenefitsCal accounts in order to access the BenefitsCal services. When setting up the account, users are required to choose a User ID and Password.

Contact a Worker by Email

After a client has been approved for public assistance benefits, or becomes a recipient, the client is able to send the county an email message. The client must have created a BenefitsCal account.

The following table shows the process for a client to submit a request for a county representative to contact them.

The Client:
1. Logs into their BenefitsCal account and selects [Benefits] tab.
2. Selects [Contacts] tab under the [Benefits] tab.
3. “Have a County Representative Call Me” box will appear.
  1. Client will select one of the seven predefined reasons:
  2. Your case is in discontinued status, your benefit amount has changed or your BIC/EBT card is not working.
  3. You applied for benefits and need to know whether your benefits have been approved or denied.
  4. You received a letter in the mail from the county and do not understand the letter.
  5. You have not received your check for Books, School Supplies, Transportation or Child Care referral.
  6. You cannot make it to a scheduled appointment.
  7. You have left messages for a county representative to call and have not received a call back, and you need to speak to someone about your case.
  8. Other reasons.
4. Enters phone number where they can be reached.
The BenefitsCal generates an email and routes it to the appropriate District Office based on caseload number.
The Automated Process auto-creates a Task request under category “DOCPROCESSING.MyBCW” for assignment to an assigned EW or bank caseload for each contact request received.
The EW calls the client within two (2) business days from the date the email is received by the county.

Note: The OMC or SSPM must include an email address for routing of BenefitsCal generated email when submitting Unit Registration Form, SCD 191 or the CalWIN Security Change Request Spreadsheet, for all new or changed caseload numbers and submit to CATS to ensure all BenefitsCal generated emails are routed to the appropriate District Office.

BenefitsCal Actions

BenefitsCal CalSAWS Actions allow workers the ability to create a Case Level Action in CalSAWS for clients to view and complete in BenefitsCal. There are three different BenefitsCal Actions:

Information to Client,
Request Information from Client, and
Signature Needed.

“Information to Client” Action

Workers may send information/documents to the client from CalSAWS to BenefitsCal. To begin the action of sending information to a client, the worker will open the Maintain Case Actions window, select the type of action needed from the Action Type field and choose Information to Client from the drop down menu.

The types of documents that can be sent to clients are:

CalSAWS generated correspondence,
County related documents saved as PDF files from the workers’ computer, or
Forms available on the DEBS Forms Library.

“Request Information from Client” Action

Workers may request information and/or verifications from their clients by sending a request from CalSAWS to the client’s BenefitsCal account. To do this, the worker will open the Maintain Case Actions window and enter the type of action needed for the client in the Action Type field. Select Request Information from Client, set a due date, provide instructions for the client to follow, and Save.

Clients will have the ability to review the Informational Action and will be navigated through the steps provided in BenefitsCal to complete the action.

Actions submitted by clients from BenefitsCal will be transmitted to CalSAWS and incorporated in the Search for Received Documents page. The worker will be able to view the generated agree/disagree document and any other uploads from the client. The worker will have the opportunity to review the material in real-time, validate the action is complete, and navigate to the Action to update the status. Also, a case comment is created for each Action from BenefitsCal.

“Signature Needed” Action

The “Signature Needed” Action allows the worker to send documents that the client needs to sign from CalSAWS to the client’s BenefitsCal account. To view and sign the document(s) sent by the worker the client will navigate through the steps provided in BenefitsCal to complete this action.

When a client has completed this action, the document will be transmitted to CalSAWS into the Interface Activities Subsystem, Search for Received Documents page. The worker will be able to view the generated agree/disagree document and any other uploads the client may have submitted. This will provide the worker the opportunity to review the material real-time, validate the action is complete, and navigate to the Action to update the status.

Mailing Address in BenefitsCal for Homeless Clients

BenefitsCal allows a homeless individual without a mailing address to complete and submit his/her application online.

My Benefits CalSAWS will:

Prompt the applicant to enter the BAC address as his/her mailing address.
Auto-populate the address “Homeless, CA 00000” if the applicant does not enter the mailing address, as instructed.
Request that the applicant enter contact information, such as phone number or email address.
Inform the client to contact the BAC if no contact information is given or if they have not heard from the Agency within 24 hours of submitting an application.
Inform the client that an appointment letter will be sent to them at the mailing address provided.

Note: A “Social Service Mail Request/Agreement” (SCD 1483) is still required as per current policy.

Refer to “Homeless Mailing Address,” page 28-1 for more information.

Reminder: EWs must follow current No Show policy if the client fails to appear to their interview.

Refer to CalFresh Handbook, “Missed Initial Interview 63-301.32,” page 3-24 and CalWORKs Handbook, “Application,” page 2 and “Denial,” page 6-10 for more information.

BenefitsCal Questions and Answers

This section contains commonly asked questions regarding BenefitsCal that are not addressed above. The intent is to provide staff with a greater awareness and preparedness of the application.

Q1: Can the client apply for benefits online if he/she does not have a Social Security or phone number?

A1: Yes. Phone number and SSN are not mandatory fields in BenefitsCal. Clients can apply for all programs, including CF Expedited Services, even if they do not have a phone number or SSN.

Q2: Will the clients be able to submit verifications via BenefitsCal?

A2: Yes. Clients who have access to a scanner may submit their verifications(e.g., rental agreement, paystub, etc.) online. Other clients can mail the verification separately after they submit their online application, SAR 7 or RRR.

Q3: Can a client choose to stop receiving SAR7/RRRs in the mail now that the online option is available?

A3: No. All clients will continue to receive SAR7/RRRs in the mail as usual even though they prefer to complete the reports in BenefitsCal.

Q4: Will BenefitsCal know the SAR cycle and RRR month so that the client does not submit in the wrong month?

A4: Data is only loaded to BenefitsCal when the SAR7 and RRR are due. If the client whose SAR7 or RRR is not yet due, he/she will receive a message when trying to submit the information via BenefitsCal.

Q5: Will BenefitsCal allow clients to submit SAR7/RRRs online for a closed case?

A5: No. Clients cannot submit a report if their case is in closed status. SAR7/RRR data are only loaded onto BenefitsCal for those clients with a report due.

Q6: Will the client be able to submit a duplicate SAR7/RRR?

A6: No. Once a SAR7/RRR is submitted for that household, client will not be able to enter/change data on the reports submitted.