PD 25-08: Findings and Observations from the 2024 CalWORKs Case File Review

Ensure there is a Statement of Cash Aid Mother and Unrelated Adult Male (UAM) (CW 71) or a sworn statement on file when there is a UAM living in the home.

(MPP 43-107.11 through .113)

CWHB Evidence Required and Referrals to DA-Welfare Fraud now specifies that a CW 71 or a sworn statement limited to the fiscal and monetary arrangements between the mother and the UAM is required.

CW 71 has been added to DocuSign templates and CWHB Case Record Forms.

Ensure the EW signs the Notice and Agreement for Child, Spousal and Medical Support (CW 2.1 N&A).

(MPP 82.508.1 through .3)

Common Place Handbook (CPHB) Required Forms has been updated to reflect that the Eligibility Worker (EW) must complete the County Worker section of the CW 2.1 N&A since it serves as county certification that the client has been informed of their rights and responsibilities.

Ensure self-employed clients are informed of their options to choose one of two self-employment deductions.

(MPP 44-113.212)

CWHB Income Determination has been updated to reflect that the EW must inform the self-employed client that they can choose:

• The 40% standard deduction from gross self-employment income, OR
• Actual verified expenses to be deducted from gross self-employment income.

This topic also now specifies that verification regarding the client's preferred deduction must be on file.

Ensure that the client’s resources are reviewed to determine income potential.

(MPP 44-103.111 and .112)

An Income Potential section has been added to CWHB Property Verifications.

A Resources sub-section has been added to CWHB Income Determination stating that when clients use banking institutions and/or money transfer apps (e.g., CashApp or Venmo) to receive their self-employment income, they must provide a valid form of verification, such as a monthly statement of transactions.

Ensure that income in kind (IIK) is correctly applied or exempt in the CalWORKs budget.

(MPP 44-101(h), MPP 44-111.45, MPP 44-115.3)

Additional examples of how to determine IIK values have been added to CWHB Income In Kind.

• Refer to Chewable Byte 25-129: How to Enter CalWORKs In-Kind Income Based on AU Size for CalSAWS instructions.

Ensure that clients eligible for Pregnancy Special Needs (PSN) payments receive this payment.

(MPP 44-211.1 and .63, ACIN I-72-19)

Examples of PSN payments at application and mid-period have been added to CWHB Pregnancy Special Needs.

Ensure that the separate Initial Application for CalFresh, Cash Aid, and/or Medi-Cal/Health Care Programs (SAWS 1) is appropriately used.

(ACL 13-96)

The note in the SAWS 2 Plus section of CWHB Application Forms has been revised to clarify that when the applicant cannot complete the full Application for CalFresh, Cash Aid, and/or Medi-Cal/Health Care Programs (SAWS 2 Plus) on the same day, either through an interactive interview, online via BenefitsCal, or hardcopy, counties may use the separate SAWS 1 to initiate the application and establish the beginning date of aid.

Ensure a complete and signed Statement of Facts (SOF) is on file when the client reapplies, and benefits were approved.

(MPP 40-128.11)

An example has been added to CWHB Application Forms to illustrate that a SOF is required at every application and reapplication.

• Refer to Chewable Byte 25-120: How to Generate SAWS 2 Plus Form with the Correct Case Data for CalSAWS instructions.

Ensure a signed Rights, Responsibilities and Other Important Information (SAWS 2A SAR) is in every case file.

(MPP 40-181.1(e), ACL 13-96)

CWHB Application Forms and Redetermination Forms have been updated to reflect that the EW must complete the Eligibility Worker section of the SAWS 2A SAR since it serves as county certification that the client has been informed of their rights and responsibilities.

Ensure the Self-Certification Form for Motor Vehicles - CalWORKs (CW 80) is on file for all vehicles owned by the AU.

(MPP 42-215.412, ACL 15-27, ACL 18-76, ACIN I-42-23)

A note has been added to CWHB Vehicles to use CW 80 at application or annual redetermination (RD) instead of the Vehicle Information and Self-Certification of Equity Value (Appendix E) of the SAWS 2 Plus, while the latter is being updated to remove the teen exemption.

CW 80 has been added to DocuSign templates and CWHB Case Record Forms.

Ensure homeless applicants are not denied due to failure to provide an address.

(MPP 44-211.5, MPP 40-125, ACL 10-01)

EWs must determine if an AU is considered homeless.

• Refer to CWHB Homeless Assistance Program Eligibility.

It is only necessary to determine the county where the family is living to establish county responsibility for continued payment of aid.

• Refer to CWHB Residence.

Securing verification is the joint responsibility of the applicant and the EW, and for certain types of verification, the applicant/recipient may sign a sworn statement.

• Refer to CWHB Verifications.

If fraud is suspected, EWs must refer the application to the county Special Investigative Units (SIU) for investigation. Negative action cannot be taken until fraud is confirmed by SIU.

• Refer to Program Integrity Business Processes Handbook Intake Investigation Referrals (FRED).

Ensure there is a completed CW 2.1 N&A and Support Questionnaire (CW 2.1Q) on file for each absent parent or alleged parent at initial application.

(MPP 82-510.1, ACL 20-109)

Intake EWs must request a Child/Medical Support packet as listed in CPHB Required Forms every time a client applies or reapplies for CalWORKs and/or Medi-Cal, and there is an absent parent or alleged parent.

• Refer to CPHB Referral Process.

Ensure a complete and signed SOF is on file for each application and annual RD.

(MPP 40-128.11, MPP 40-181.1)

When both parents are in the home, the SOF must be reviewed with both, and both parents must sign and date the SOF.

• Refer to CWHB Application Forms and Redetermination Forms.
• Refer to Chewable Byte 25-120: How to Generate SAWS 2 Plus Form with the Correct Case Data for CalSAWS instructions.

Ensure the SAWS 2 Plus/SOF is completed to its entirety with accurate and up-to-date information.

(MPP 40-181.217)

All questions on the SAWS 2 Plus/SOF must be answered, and the answers must accurately reflect the client’s circumstances.

• Refer to CWHB Application Forms and Redetermination Forms.
• Refer to Chewable Byte 25-120: How to Generate SAWS 2 Plus Form with the Correct Case Data for CalSAWS instructions.

Ensure up-to-date immunization records are on file for children under six years of age, unless there is an exemption or good cause.

(MPP 40-105.4)

Age-appropriate immunizations for children under the age of six must be verified at application, at annual RD, and when adding a child under six to the AU.

• Refer to CWHB Immunization Requirement.

Ensure that sufficient bank verification is on file when a bank account is reported.

(MPP 40-115.22, MPP 40-126.3, MPP 40-181.217(a))

Verify all personal or real property, whether excluded or countable property, prior to payment.

• Refer to CWHB Property Verifications.

Ensure a client reporting domestic violence is referred to a social worker and that resources are provided and verbally explained.

(MPP 42.715.13, ACL 23-109)

When a client discloses domestic abuse, create a referral in the DEBS Referral Application for the CalWORKs Social Worker (SW)/Domestic Violence (DV) Advocate.

All CalWORKs clients must be informed verbally and in writing of the availability of services.

• The Important Notice About Domestic Abuse (SCD 830) must be verbally explained and provided to each CalWORKs AU during the intake process, at annual RD, when the client enters the CalWORKs Employment Services (CWES) Program, and anytime the client requests domestic abuse information.

  • Note: The SCD 830 is included in the Intake and RD Informational Packets via a link on the Informational Notices (SCD 2304).

• There must be documentation on the Journal Detail page that domestic abuse information was verbally explained and provided.
  • The Case Narration Tool (CNT) has been updated to include this.
• Refer to CWHB Domestic Abuse and Domestic Abuse Referral Process. 

Ensure an Immediate Need (IN) Denial Notice of Action (NOA) is provided when the IN request is denied.

(MPP 22-001(a)(1), MPP 40-129.531)

EWs must review the CalSAWS Distributed Documents Search page for automatically generated IN Denial NOAs or Imaging for manually issued IN Denial NOAs to confirm that the correct IN denial reason was used.

• Refer to CWHB IN Request Procedures and IN Denial.
• Refer to CPHB NOAs Overview, Providing Information and Writing NOAs, and CalSAWS and NOAs.

Ensure a NOA for Denial is provided when aid is denied.

(MPP 22-071.1)

EWs must review the CalSAWS Distributed Documents Search page to see if a Denial NOA was automatically generated with the correct denial reason when aid is denied. If it was not, EWs must manually generate a Denial NOA.

• Refer to CPHB NOAs Overview, Providing Information and Writing NOAs, and CalSAWS and NOAs.

Ensure a timely and adequate NOA is provided when grant is decreased.

(MPP 22-001(a)(1), MPP 22-001(t)(1), MPP 22-072.1)

EWs must review all NOAs before they are released to ensure clients receive timely and adequate notice before aid is decreased.

• Refer to CPHB NOAs Overview, Providing Information and Writing NOAs, and CalSAWS and NOAs.

Ensure a NOA to Discontinue Grant is provided when aid is discontinued.

(MPP 22-071.1)

EWs must review the CalSAWS Distributed Documents Search page to see if a Discontinuance NOA was automatically generated with the correct discontinuance reason when aid is discontinued. If it was not, EWs must manually generate a Discontinuance NOA.

• Refer to CPHB NOAs Overview, Providing Information and Writing NOAs, and CalSAWS and NOAs.