CWES Fiscal - Returned Warrants

Returned Directly by the Client or Provider

When a client or provider hand delivers a warrant directly to the CWES district office, the following procedures must be followed:

A. The CWES Worker:

The CWES Worker accepts the warrant from the client or provider, per office procedures.
Writes “VOID” on the warrant.
Completes the “Fax Request for Benefits Issuance Action” (SCD 274)
Indicates on the SCD 274 if the warrant needs to be cancelled and /or replaced. The SCD 274 and voided warrant must be returned by fax to the Office Designee within two days from the date the warrant is voided.
Places completed paperwork in appropriate in-basket.

B. The Office Designee:

Views the Search for Issuance window in CalWIN to determine the status of the warrant and prints screen.
Faxes the completed “Fax Request for Benefit Issuance Action” (SCD 274) and voided warrant to the Benefit Issuance Unit @ Julian.
Forwards the original voided warrant and SCD 274 to the Benefit Issuance Unit @ Julian.
Forwards a copy of the SCD 274, warrant, and [Benefits Issuance] screen to the IDM for scanning.

C. The Benefits Issuance Unit:

Changes the “Issuance Status” per request to cancelled if it conforms to the County Fiscal policy and procedures.
Enters details (reason, date, amount, status change, effective month, etc.) for this change request in the Maintain Case Comments window in CalWIN after action has been completed.
Reissues warrant, if appropriate, either through Batch or online.
Contacts the Office Designee for clarification
Notifies the CWES Worker by email, with a copy to the Office Designee, that action was completed.

Lost Endorsed Warrants

When the client endorses a warrant, it becomes the same as cash for anyone holding it. If the client loses the warrant, it is agency policy that the warrant CANNOT be replaced until six (6) months from the date of issuance. The time frame of six months was selected because six months is normally the time it takes for an uncashed warrant to become invalid. As the warrant is still considered valid for six months, the county cannot recover the funds if the warrant was replaced during that six month period and later the original warrant is also cashed. If the endorsed warrant is negotiated by anyone other than the payee, the warrant is not replaced and is a loss to the client or provider.

A. The Payee:

Notifies the CWES Worker of the loss of the endorsed warrant.

B. The CWES Worker:

Informs the client or provider of the six month waiting period.
Enters an alert for six months from the date the warrant was issued to check the status of the warrant on the Search for Issuance window in CalWIN.

When the client or provider contacts the CWES worker after the six-month period, the CWES worker must review the status of the warrant to ensure the warrant is outstanding and it can be replaced.

The following procedures apply when a client or provider loses the warrant after endorsing it.

If...	Then...
The case is active, and CalWIN indicates the warrant was cancelled by the Benefit Issuance Unit,	The CWES worker re-authorizes the payment, if appropriate.
The case is active and CalWIN indicates the warrant was not cancelled by the Benefit Issuance Unit,	The CWES worker follows the procedures for “Outstanding Warrants and Unendorsed Warrants”. Refer to Agency Policy.
The case is closed and CalWIN indicates the warrant was cancelled by the Benefit Issuance Unit,	The supervisor of the last known worker determines which CWES worker re-authorizes the payment.
The case is closed, and CalWIN indicates the warrant was not cancelled by the Benefit Issuance Unit,	The supervisor of the last known worker determines which CWES worker initiates the process to replace the warrant. The CWES workers follows the “Outstanding Warrants and Unendorsed Warrants” procedures. Refer to Agency Policy.

Cashed (Forged) Warrants

The following procedures apply when a client or provider reports they lost or never received the warrant, and the CalWIN system shows the warrant was negotiated. Replacement of the warrant can ONLY be done by the Benefit Issuance Unit and is NOT done in the district office because the payee must view the cashed warrant before signing the forgery affidavit. The payee must pick up the replacement at the Benefit Issuance Unit at 333 West Julian Street, since these warrant replacements are not mailed. The CWES Worker/designee takes the following actions:

Reviews the warrant status. If the warrant has been negotiated, the CWES worker then schedules an appointment with the client or provider to complete the appropriate forms. There is no waiting period and no entries in CalWIN are made.

Note: It is important for the payee to know that signatures are compared and that the forgery will be referred to our Special Investigative Unit for investigation. The payee will be required to cooperate in the investigation and prosecution of the forgery; this may include testifying in court.

Prepares the following forms:
- “Declaration of Lost or Destroyed Warrant” (SCD 382)
- “Replacement of Cashed County Warrant” (SCD 1156)
- “Warrant Replacement Five Day Waiver” (SCD 1456).

Calls the Benefit Issuance Unit at 333 West Julian Street at 755-7242 or 755-7244 to schedule an appointment for the client or provider for the FIFTH working day after the date the SCD 382 is signed. The phone call must be made while the payee is still in the office.

Note: THIS TIME FRAME HAS BEEN ESTABLISHED BY STATE LAW AND MUST BE STRICTLY FOLLOWED.

Writes the appointment date, time, and address on the SCD 1456.

ADDRESS:

Santa Clara County

Social Services Agency

Benefit Issuance Unit

333 West Julian Street, 2nd Floor

San Jose, CA 95110

Explains the SCD 382 and the SCD 1456 to the client or provider and has the client or provider initial and sign the SCD 382 and SCD 1456.
1. Signs the SCD 382.

Note: The client or provider is required to bring a picture ID. Representatives from child care centers are required to bring a picture ID and a letter of authorization indicating the person is acting as the representative of the child care center. A copy of the client’s, provider or child care representative picture ID must be scanned into IDM.

Instructs the client or provider to take acceptable ID (valid driver’s license or other picture ID) to the appointment with the Benefit Issuance Unit. If the client has no ID, completes the “Certification of Identification Document” (CSF 54).

Provides the client or provider with copies of the SCD 382, SCD 1156, and SCD 1456 for the appointment with the Benefit Issuance Unit.
Photocopies ten signatures from different documents in the case file. Copies of signatures such as:
1. Rights and Responsibilities (WTW 1)
2. Activity Agreement (WTW 2)
3. Employment Plan (SCD 1760)
4. Attendance and Child Care Billing (SCD 1755)
5. Employment Verification Release (SCD 1838)
6. Other documentation available with the client’s or provider’s signature. If ten signatures are not available, send as many as possible.

Forwards copies of the SCD 382, SCD 1156, and SCD 1456 to IDM for scanning.
Places the following forms in an envelope and routes to the Benefit Issuance Unit at 333 West Julian Street via pony:
1. Original SCD 382
2. Original SCD 1156
3. Original SCD 1456
4. Copies of ten signatures of the payee and other supporting documentation.

No further activity is necessary by the CWES Worker/designee, unless the replacement appointment must be rescheduled. The CWES Worker/designee must instruct the client or provider to contact him/her if there is a problem with the appointment. The CWES Worker/designee will reschedule the appointment with the Benefit Issuance Unit at Julian, if necessary.

UNDER NO CIRCUMSTANCES IS THE CWES WORKER/DESIGNEE TO GIVE THE CLIENT THE TELEPHONE NUMBER OF THE BENEFIT ISSUANCE UNIT AT JULIAN.

Refer to “Cashed (Forged) Warrant Replacement,” page 32-17, in the Common Place Chapter for detailed information on Benefit Issuance Unit and District Attorney (DA) responsibility.

Note: If a copy of the forged/cashed warrant is needed by the worker prior to taking steps 1-8, contact your office designee.

Warrants Returned to Benefit Issuance Unit

The following procedures apply when a warrant is returned to the Benefit Issuance Unit:

A. The Benefit Issuance unit:

Changes the “Issuance Status” of the warrant on the Issuance Detail window in CalWIN from “Issued” to “RETURNED IN MAIL.”
Enters reason for return in the Maintain Case Comments window in CalWIN.
Sends an email alert to the CWES Worker that the warrant was returned.
Files the original warrant separately by warrant number.