PD 23-08: (Obsolete) CalFresh Temporary Waivers

Date:	03/29/23
To:	DEBS Eligibility Staff
From:	Michelle Demetrius
Reference:	ACWDL
Obsolete:	04/01/24

Background

The US Department of Agriculture, Food and Nutrition Service (FNS) has approved waiving certain federal regulations to support the timely processing of CalFresh applications due to the end of the public health emergency set to expire on May 11, 2023. These waivers are intended to provide counties temporary administrative relief while transitioning to regular CalFresh policy and operations.

Interview Waiver at Intake and Recertification

The interview requirement at Intake and Recertification (RC) can be waived for CalFresh only cases if the household's identity and all mandatory verifications have been verified. During the interview waiver period:

EW can contact the household if any information on the initial and RC application is questionable.
An interview for recertification can only be waived if the household returns a completed paper RC application.
If the household requests a telephone or in-person interview, the EW must schedule an interview with the household.

Staff must follow the below procedures even if the interview is waived:

Send a written explanation of the SAR rule (SAR 7A) to all households:
- Ensure the Intake Informational Packet stated in DEBS Business Handbook 2.5.1 is provided to clients when an application has been approved.
- SAR 7A is included in the RE packet that CalSAWS mails 45 days prior to the RE due.
Screen all households subject to the CalFresh work requirements for exemptions for work requirements and ABAWD time limit, which includes referring individuals to CalFresh E&T.

Expedited Service (ES)

Households entitled to ES and whose identify has been verified within the three-day ES time frame will have their interview waived.

Note: This waiver does not change the requirement to issue benefits within the three-day ES time frame and postponed any mandatory verifications. If an ES-entitled household whose interview has been waived does not provide the required mandatory verifications, the household will be discontinued per the existing CalFresh policy.

Standard Processing

For the regular 30-day processing, the interview requirement can be waived if the applicant's identity and all other mandatory verifications have been verified.

If the EW deems any information provided on the application is questionable or cannot verify identity and/or other mandatory verifications, the EW must contact the client to inquire about the ID and verifications. If the EW cannot get hold of the client, an interview must be scheduled.

Adding CalFresh to Existing CalWORKs

When an existing CalWORKs client applies for CalFresh, the EW must follow the above mentioned process.

Verification Flexibility

The guidance regarding ID and verifications are as follows:

Identity (ID)
EWs must accept any readily available documentary evidence which
reasonably establishes the applicant’s identity (i.e., MEDS). If documentary
evidence is not readily available, may verify identity through a collateral contact.

Mandatory Verifications
Electronic data match should be used when available, including wage
verification if necessary, through sources such as Work Number®.

RC/RE processing:

The process below should be followed to avoid a delay in processing RE while maximizing the interview waiver:

EWs schedule an RE interview in CalSAWS prior to the 15th of each month
CalSAWS sends an RE packet on the 15th of each month
If a complete CF 37 is returned and it satisfies the waiver criteria (i.e. meeting ID and verification requirements):
- Cancel the scheduled interview and complete the case flag information (refer to the CalSAWS section below);
- Contact the client by phone, text, email, or send an SCD 50 to inform them that their interview appointment is no longer needed. The following script can be used:
  - Your interview for annual recertification has been waived and your benefit will be renewed without an interview.
If the CF 37 is not returned by the scheduled appointment date, follow the exiting DEBS Business process to complete the RE processing, including conducting the interview.

Report of Address Change Mid Period

When a household reports a change in address during their certification period but does not report their updated shelter costs, the EW must send a CalFresh Request for Information (CF 387) encouraging the household to report any changes in shelter costs.

If the household responds with the updated shelter cost information, the information must be updated in the case.
If the household does not respond to the notice, no change to the household's shelter cost will be made at that time. The new shelter cost information must be followed up at the next recertification or SAR 7 report, whichever comes first.

A change of address reported through the United States Postal Service (USPS):

For CalFresh-only cases, no action should be taken, and the EW must follow up at the next recertification or SAR 7, whichever comes first.
A change of address reported to Medi-Cal, such as through USPS return mail with a forwarding address, should be updated as the "Information Known to the County," and a CW 2200 must be sent to the household to inquire about the new shelter expense. If the household does not respond to the CW 2200, the EW must follow up at the next RC or SAR 7, whichever comes first.

Quality Control Face-to-Face Interview Waiver

The waiver of the requirement to conduct a face-to-face interview for QC active case reviews is extended through September 30, 2023. The waiver allows counties to conduct telephone interviews regardless of the sample month.

Implementation

Except for the QC FtF interview, these waivers are effective from 4/1/2023 through 3/31/2024. The interview waiver can be applied to pending CalFresh applications submitted before 4/1/2023 but processed after.

CalSAWS

The following case flag must be entered in CalSAWScase flag must be entered in CalSAWS for each waiver applied:

Initial interview waived
Recertification interview waived
Address change report waiver

Case Journal

When applying for these temporary waivers, adequate case journal is essential. A case journal, including a reference to the specific waiver, will allow case reviewers to determine that all CalFresh requirements have been met under the waiver policy.

Supervisors

EW Supervisors must ensure that their staff adheres to the changes addressed in this Program Directive.

Kudos

Many thanks to Brenda Tran-Luc and Loan Nguyen for creating the case flags and providing the CalSAWS instruction.