County of San Diego Health and Human Services Agency HHSACalFresh Program Guide SemiAnnual Reporting Form SAR 7 Process Number Page 63274 1 of 3 Revision Date 06012021 BackgroundCalFresh CF Households HH are required to complete SemiAnnual Reporting form SAR 7 in 6 12 18 or 24 month intervals after the Beginning Date of Aid BDA PurposeThis section includes policies on the SAR 7 process including Notices of Action NOAs late and incomplete reports timeliness completeness criteria good cause and restoration This section is being reformatted after sunset review PolicyCalFresh HHs must be provided a SAR 7 prior to the end of the data month HHs are asked to provide their SAR 7 by 5th day of the submit month to ensure timely processing The report will be considered late if it is received after the 11th day of the submit month 1 Missing or Incomplete SAR 7 Proper notifications must be provided if the SAR 7 has not been received or is incomplete An attempt to contact the HH to complete the report or obtain the missing information must be completed after the notification is sent The attempt must be documented in the case record Below is a description of the NOAs used when processing the SAR 7 Notice Description X NOA NA 960X Notifies the HH a SAR 7 has not been received This NOA is generated SAR when a SAR 7 is not received by the 11th day of the submit month Y NOA NA 960Y Notifies the HH a SAR 7 was received and determined to be incomplete SAR The NOA will include a list of the missing verifications what must be done to complete the SAR 7 and a deadline to avoid a discontinuance SAR 90 SAR 90 Notifies the HH of missing items for a complete SAR 7 This notice is sent after a Y or X NOA has been provided and the SAR 7 submitted continues to be incomplete Examples of when to mail a SAR 90 or Y NOA Example Sending a Y NOA Scenario A HH provides a SAR 7 on the 7th of the submit month it is assigned and processed on the same day The SAR 7 is determined to be incomplete due to missing verifications Outcome Staff must mail a Y NOA because the SAR 7 was submitted by the HH and processed prior to an X NOA being mailed Example Sending a SAR 90 Scenario A HH provides a SAR 7 on the 20th of the submit month it is assigned and processed on the same day The SAR 7 is determined to be incomplete due to missing verifications Outcome Staff must mail a SAR 90 because the X NOA was sent to the HH on the 12th of the submit month Example Sending a SAR 90 after a Y NOA Scenario A HH provides a SAR 7 on the 3rd of the submit month it is assigned and processed County of San Diego Health and Human Services Agency HHSACalFresh Program Guide Number Page SemiAnnual Reporting Form SAR 7 Process 63274 2of 3 on the same day The SAR 7 is determined to be incomplete due to missing verifications A Y NOA was mailed to the HH with a list of pending verifications The HH provides some missing items on the 8th of the submit month however the SAR7 remains incomplete Outcome The HH will be mailed a SAR 90 because the HH has been previously provided a Y NOA NOTE A SAR 90 and Y NOA will only be considered adequate when they contain the following information a list of missing verifications what must be done to complete the SAR 7 and deadline to avoid discontinuance 2 Prior to Termination An attempt to contact the HH will be made via automated contact after mailing X NOA Y NOA or SAR 90 A discontinuance is only valid if the attempt to contact is documented in case records Please refer to EPPG on Text Messaging Service as an option 3 Extended Filing Date Cases that have discontinued when a SAR 7 is not received or is incomplete will have an opportunity to provide a completed form on the extended filing date The extended filing date is identified as the first working day after the submit month 4 Benefit Decreases HHs are to be provided timely 10day notice to decrease or discontinue benefits When a late SAR 7 is received and there is insufficient time to provide 10day notice CF benefits will remain at the prior month level Refer to 63303 for more information on adequate and timely notice Below are some examples regarding decreasing and increasing benefits 5 Benefit Increase 10day notice requirements do not apply to HHs reporting information on the SAR 7 that cause an increase in benefits Adequate notice is still required The date eligibility receives verifications causing an increase in benefits will be the date considered as the month for applying a supplement Example Benefits decreased with timely notice Scenario A HH reports income increase on their SAR 7 on the 10th of the submit month this will cause a decrease in the HH benefit the form was processed as complete Outcome Considering there is sufficient time to provide the HH a 10day notice the reduction in benefits will take place at the start of the new SAR cycle and no overissuance will be applied Example Benefits decreased and no timely notice available Scenario A HH reports income increase on their SAR 7 on the 27th of the submit month this will cause a decrease in the HH benefit the form was processed as complete Outcome There is insufficient time to provide the HH a 10day notice benefits will not be reduced for the start of the cycle and will remain at the same level as the submit month An overissuance will be established Example Benefit increase Scenario A HH reports expenses for housing increase on their SAR 7 on the 28th of the submit month this will cause an increase in the HH benefit the form was processed as complete Outcome There are no 10day requirement rules for increases in a HHs benefits County of San Diego Health and Human Services Agency HHSACalFresh Program Guide SemiAnnual Reporting Form SAR 7 Process Number Page 63274 3 of 3 Supplements will be issued for the submit month and if needed for the month following 6 Good Cause Evaluation An evaluation of good cause must be made after the extended filing date prior to processing restoration and no later than the last day of the month following termination A verbal or written request for good cause can also be made by the HH presenting their explanation for not meeting reporting requirements Good cause may exist in the following situations The HH has a mental or physical condition that impedes them from submitting a timely and complete report Extenuating circumstances exist that might have contributed to the HHs inability to submit a timely report ie domestic violence Failure to submit a timely and complete report is directly attributable to county error The appeals issue is SAR 7 related Once good cause has been granted the discontinuance will need to be rescinded and benefits restored at prior level and determine if information provided will cause a decrease or increase in benefits Refer to 63303 for additional information on adequate and timely notice 7 Restoration of Benefits After discontinuance and determining good cause does not apply CF HHs are eligible to have their benefits restored at any time in the month following the discontinuance if the reason for the discontinuance is resolved and they were otherwise eligible Restoration will be applied effective the date the SAR 7 is considered complete Refer to 63306 for additional information on restoration References All County Letters ACL 2124 1818 and 1818E 1590 1542 1357 1326 1317 1308 1259 1225 1225E ACIN I5812 MPP 63509 MPP 63504 Sunset Date This policy will be reviewed for continuance by 06302024 Approval for Release Rick Wanne Director Self Sufficiency Services