Eligibility and Employment Staff

Eligibility Workers

EWs are expected to review the TOA records for individuals at the time of application (Intake), Re-Evaluation (RE), case transfers and closings. Intake must contact other counties if the client and/or TRAC indicate the client received aid in another county. During this review, staff must ensure that CalSAWS and TRAC are accurate for the entire time of the individual’s time clock and to take any necessary corrective action.

In addition, it is expected that the 54+ tab of the DSR608 is reviewed on a monthly basis, as appropriate.

[Refer to Reports for detailed information on processing TOA reports.]

Eligibility Work Supervisors

It is imperative that Eligibility Work Supervisors (EWS) monitor their staff to ensure the reports are processed timely in order to avoid cumulative errors and to ensure a backlog does not occur. The supervisor case review must also focus on TOA issues and should review all CalWORKs adult clients’ TOA records when transferring and closing a case. In order to ensure appropriate referrals, all TOA requests to the TOA experts and MTOs must be reviewed and signed by the EWS.

Employment Staff

Since Employment staff are provided with access to view both TRAC and CalSAWS time clocks, there may be instances where Employment staff may be aware of sanction, exemption or an extender that is not being applied to a client’s TOA record. In such situations, Employment staff is to contact the assigned EW to determine if the client’s time clock is correct or if it requires correction.

Access

All Eligibility and Employment staff have inquiry access to the TRAC system. Any corrections that will require additions, deletions or modifications to TRAC must be requested via the “Request for Online Transaction” (SCD 1296) form to the MTO.

[Refer to Requests for Online Corrections.]

To contact other counties within California, go to the WDTIP County Contact page.

Reviews and Corrections

EWs are required to review the TOA for all adults in their CalWORKs cases at each RE, Intake and when adding an adult into an existing case. In addition, they must ensure that at the time of closing or transferring a case record, the TOA records are accurate and correct in both CalSAWS and TRAC. TOA (CalSAWS and TRAC) must be reviewed when EWs enter an exemption and apply or lift sanctions. In situations where the corrections needed are beyond the knowledge or ability of the EW and MTO, a TOA referral to the Expert TOA Worker may be required. For referral to the Expert TOA Worker, use the “TOA Review Referral” form (SCD 146).

[Refer to Referrals to TOA Experts.]

Case Transfers and REs

Once the case has been reviewed and the time clocks in both CalSAWS and TRAC are correct, KCAL, PSUM and ESUM screen prints must be imaged, when the case is transferred and at every RE.

Case Rejections

It is required that the KCAL, PSUM and ESUM screens be imaged prior to transfer. These screens must reflect accurate and correct TOA information also contained in the CalSAWS record. Missing or incorrect TOA information is considered a rejectable item.

Note: Ensure that all of the pagespages of the required screens are imaged into CalsAWS.

IDM 1

Reminder: Cases that do not contain the required TRAC screens or where TOA information is inaccurate may be rejected.

[Refer to “CalWORKs Case Rejection Criteria” in the DEBS Business Process Handbook for detailed information regarding case rejection criteria.]

Documentation

All TOA-related activities done by the EW must be clearly documented in CalSAWS Journal Detail page.