63284 Voluntary MidPeriod Reports
Table of Contents
Section
Evaluation of Voluntary MidPeriod Reports 2841
NoChange Notice of Action NOA 2842
Verified Upon Receipt VUR 2843
Recalculation of Benefits MidPeriod due to Voluntarily Reported Changes 2844
Examples Recalculation of Benefits MidPeriod 2845
Income Increases Reported MidPeriod 2846
Changes in Medical Dependent Care and Shelter Expenses 2847
Household Moving out of State or County 2848
Household Composition Changes 2849
Drug Felony Convictions Fleeing Felon Status and ParoleProbation Violations Reported MidPeriod 28410
Voluntary Request for Discontinuance 28411
632841 Evaluation of Voluntary MidPeriod Reports
A VOLUNTARY REPORTING
SAR households may voluntarily report changes in income and circumstances that may increase benefits any time during the certification period The household may report these changes in writing online verbally or in person Refer to 632831
Take midperiod action on voluntary reports that
Are considered Verified Upon Receipt VUR even if the change results in a midperiod decrease in CalFresh benefits 632843 or
Result in a midperiod increase in CalFresh benefits due to a change in household composition or a decrease in income that is verified 632849
Examples of changes that when reported may increase benefits include but are not limited to the following
When the households income decreases
When someone moves into or out of the home or
When allowable CalFresh deductions increase
B EFFECTIVE DATE TO INCREASE BENEFITS
The action to increase the allotment based on a voluntary report is based on when the change was reported not when the change actually occurred
The effective date of the benefit increase is determined differently for increases due to decreased income than for increases due to adding new household members
1
Increases due to decreased income are effective the first of the month in which the change occurs or is reported whichever is later Refer to 632844
2
Increases due to the addition of new household members are effective the first of the month following the report of the change Refer to 632849
Households are required to provide verification related to the change within the 10 days as listed on the request for verification Refer to 632842 NoChange Notice of Action NOA
C PUBLIC ASSISTANCE CALFRESH PACF HOUSEHOLDS
When a Public Assistance CalFresh PACF voluntary reports a change take action to reduce or discontinue benefits midperiod only if the report is considered VUR
Refer to 632838 for CalWORKs mandatory reports
Take action on all voluntary reports that are considered VUR as well as PACF households
Refer to 632843
NOTE In some cases voluntarily reported changes may result in an increase or no change in benefits for one program while decreasing benefits for the other program For example a client receiving CalWORKsPACF reports a person left the home midperiod This is considered VUR for CalFresh Therefore benefits will be reduced for CalFresh midperiod but benefits would not change for CalWORKs
632842 NoChange Notice of Action NOA
Send the NoChange NOA CF 3774 SAR when a voluntary midperiod report does not result in a change to the allotment to inform the household that the voluntarily reported information did not change their benefits This is true whether the voluntary report is regarding a change of income or any other voluntary midperiod report
If the voluntary report was not verified the NoChange NOA reminds the recipient of their reporting and verification responsibilities for the next SAR 7 or recertification
If the circumstances of the original voluntary report are still applicable in the SAR Data Month the recipient must report this information on the SAR 7 or recertification forms and provide the required verification
If the voluntary report was already verified no further reporting is necessary beyond what is already solicited on the SAR 7 and recertification forms
If information on the SAR 7 or recertification forms is inconsistent with what was previously voluntarily reported and not clarified in the report itself eg income increase not over the IRT take action to resolve the discrepancy and determine the current household situation
Contact the recipient first to resolve the discrepancy The SAR 7 is considered incomplete only if unable to contact the recipient or obtain resolution
NOTE The requirement to report changes within 10 days of the occurrence only applies to mandatory reports A voluntary report can never be late
632843 Verified Upon Receipt VUR
Take action on changes that are considered VUR to increase reduce or discontinue CalFresh benefits at any point during the certification period when the household voluntarily reports
1
Household composition changes and
2
Income changes that do not require additional verification or contact with the household verified upon receipt
This rule applies to both NACF and PACF households
A VERIFIED UPON RECEIPT VUR DEFINITION
A report is considered VUR when
1
The information provided is not questionable
2
The provider is the primary source of the information and
3
No further information is needed to take action
the household sends the verification it will be considered VUR when the verification is received
day the report would now be considered VUR
B INFORMATION FROM A PRIMARY SOURCE
Examples of information from the primary source considered VUR include but are not limited to
1
BENDEX and SDX from the Social Security Administration
2
SAVE from the United States Citizenship and Immigration Services USCIS
3
Unemployment insurance and disability insurance MPP 20006531 benefits from the state Employment Development Department EDD eg IEVSPVS and
4
Workers Compensation from the state agency
Refer to 632858 Data and Income and Eligibility Verification System IEVS Matches
considered VUR and must be acted on Refer to 632849
C INFORMATION FROM THE INTERNAL AGENCY
Examples of internal agency information that is considered VUR include but are not limited to
1
State agency determination of an IPV
2
Actions taken by other programs within the county agency that affect CalFresh expenses
3
Information from a state county or local work agency that a client failed to comply with work requirements
If you request verification in order to act on a change in another program such as MediCal then by definition it is not VUR Documentation may constitute verification for another program without being considered VUR in CalFresh
D
INFORMATION NOT CONSIDERED VUR
Information not considered VUR includes but is not limited to
1
Quarterly wage match data eg IFD
2
New Hire Registry NHR matches
3
Unearned income matches from the Internal Revenue Service
4
Wage data from the Social Security Administration Refer to 632856
Example 1
Scenario The certification period is January through December 2015 On March 15 2015 the worker receives an SDX report indicating that a SAR household has been determined eligible for 300 in Social Security benefits and the first regular payment will be April 3 2015
Outcome This information is considered VUR because it was reported by the party that is responsible for the income Add the 300 to April 2015s budget enter in case comments and send timely notice to reduce benefits
Example 2
Scenario The certification period is January through December 2015 On March 15 2015 a mother reports she is eligible for Social Security and the first payment of 300 will be received April 3 2015 She does not send verification
Outcome Since the household did not send verification the report is not considered VUR Since the income is not over the IRT Do not count the Social Security amount in the CalFresh budget Do not request verification Send out the NoChange NOA Enter case comments and Note the information as a Held Change in Maintain Held Change Notes page in CalWIN for
follow up with the next SAR 7 or recertification NOTE If the household sends verification of the SSA income or you receive the IEVS showing the SSA amount the information is now VUR Add the 300 to the CalFresh budget and decrease benefits with timely notice See 632858
Example 3
Scenario The certification period is January through December 2015 On April 7 2015 the household reports in writing that a household member is eligible for Social Security benefits and sends in a copy of the first payment of 300 that was received April 3 2015
Outcome This information is considered VUR because no further information is needed to verify the change Take action to change the May 2015 allotment narrate the information in case comments and send timely notice of reduce benefits
632844 Recalculation of Benefits MidPeriod due to VoluntarilyReported Changes
Refer to 632844 and 5 below for additional information and examples
All midperiod reports of income changes except for income over the CalFresh Income Reporting Threshold IRT are considered voluntary reports
When a household voluntarily reports a change in income take action only if the report is considered VUR or the change increases the households benefits
A ACTION ON REPORTED INCOME DECREASES
When the household reports a decrease in income request verification of the income change immediately in writing using the InformationVerification Needed CF 3776 allowing 10 days to provide Do not increase benefits until the required verification is received
1
If the requested verification is not received by the due date document in case comments and send a NoChange NOA to the household as explained in 632842 Note the information as a Held Change for follow up with the next SAR 7 or recertification whichever comes first
2
If verification is received within 10 days issue a supplemental
payment for the month of the report
3
If verification is received after the 10 days the date the verification is received will be considered the new report date
Example 1
Scenario A household voluntarily reports a midperiod decrease in income on March 25 The worker requests verification on March 28 with a 10day due date of April 7 The verification is received on April 5
Outcome Recalculate the allotment for March and issue a supplement for March because the household provided the verification timely within 10 days of the request
Example 2
Scenario Same scenario as Example 1 above However the verification is not received until April 15 after the 10day due date
Outcome Send the NoChange NOA to the household Since the household provided the verification after the 10day timeframe April 15 is now considered the new report date Supplement April and change the budget for the remaining months of the certification period
Refer to 632845 for additional examples of income decrease reports and the issuance of supplemental benefits
B INCOME DOCUMENTATION
Acceptable income verification includes but is not limited to paycheck and benefits stubs ie unemployment or disability benefits stubs or a letter from the employer
1
Accept the verification unless there is a documented reason to doubt its validity If verification is not accepted document the reason in case comments
2
If the household is attempting to obtain the verification but is having difficulty obtaining it you must offer assistance With the recipients signed release eg 0721 Employment Verification contact the employer to verify the recipients statement
3
Accept as a last resort an affidavit or sworn statement of income if verification does not exist or is not available
Refer to 631174 631177 and 631172832
C CALWORKS GRANT SUPPLEMENTS
When the CalWORKs grant is recalculated midperiod the new CalWORKs grant amount is used in the CalFresh budget effective the first of the month for which timely notice can be provided to the household The receipt of CalWORKs benefits is considered KnowntoCounty information Refer to 632855
D TIMELINE TO INCREASE BENEFITS
To determine whether the change results in increased benefits midperiod recalculate benefits for the current and remaining months of the certification period using the new income that the household reasonably expects to receive
If the newly reported income results in an increase in benefits
1
Increase benefits within 10 days of receiving the required verification and provide adequate notice The increase is effective for the entire month in which the change was reported
2
Supplement benefits in the month the change was reported as appropriate and change the benefit amount for any remaining months of the certification period
E VOLUNTARY QUIT AND REDUCTION OF WORK HOURS
Impose a sanction when the household voluntarily reports a decrease in earnings that resulted from a job loss voluntary quit or reduction in hours of employment when determining that the recipient did not have good cause for the job quitreduction in hours
Process the report for an increase in benefits if verification is received while requesting information needed to determine whether the quitreduction was for good cause unless the initial report provided sufficient information to make the determination
A sanction for voluntary job quit or reduction of work hours without a good cause is considered a CountyInitiated Action
Refer to 63159 Voluntary Quit and Reduction of Work Effort and 63285 CountyInitiated Action
632845 ExamplesRecalculation of Benefits MidPeriod
income on June 7
Outcome Recalculate the households benefits for the month of June and issue a supplement for June The new reasonably anticipated income is budgeted for the remaining months of the certification period because it is anticipated to continue
Example 2
Scenario The certification period is January through December On the May SAR 7 the household reports and provides verification of income which is the same and from the same source as reported on the last recertification However the household says that their current income is decreasing but does not say if income is decreasing for the submit month and does not provide verification that the income actually decreased in the submit month The SAR 7 is processed as complete based on the information provided that was verified The worker requests verification on June 17 of the income decrease in the submit month The household provides verification of the income decrease on July 1 which is past the 10day timeframe
Outcome Refigure the households benefits starting in July and supplement benefits for July The new reasonably anticipated income is budgeted for the remaining months of the certification period because it is anticipated to continue
Example 3
Scenario The certification period is January through December The household submits a timely May SAR 7 on June 4 reporting that her income decreased beginning in May Verification was received timely on June 7
Outcome Recalculate benefits for June and the remaining months of the certification period Issue supplemental benefits for June However do not issue a supplement for May because the decreased income was not reported until the June Submit Month
Example 4
Scenario The certification period is January through December
The mother earns 1000month On March 25 she reports that she missed two weeks of work due to an illness and only anticipates receiving 500 in March and provides verification Her normal monthly income of 1000 will resume in April
Outcome Issue a supplemental payment for the month of March and keep her benefits at the previous level for the remaining months of the certification period
632846 Income Increases Reported MidPeriod
CalFresh households are only required to report midperiod when their income exceeds the IRT Refer to 6328323
A If a household voluntarily reports midperiod an income increase that is less than the IRT and is not VUR do not request verification midperiod unless the income exceeds the IRT
1
Narrate in case comments the details about the change
2
Enter the information in the Maintain Held Change Notes page in CalWIN as a Held Change for followup action with the next SAR 7 or recertification whichever comes first and
3
Send out a NoChange NOA CF 3774 SAR
B Take action to reduce benefits when a household voluntarily provides undisputed verification afterwards that requires no further inquiry VUR
As a general rule a voluntary midperiod report that is not over the IRT and is not considered VUR will be recorded in case comments and in the Maintain Held Change Notes in CalWIN when the households eligibility is not in question Issue the NoChange NOA CF 3774 SAR to the household when no action is taken on a voluntary report
C HOUSEHOLD ELIGIBILITY IN QUESTION
Request informationverification anytime the households eligibility is in question
The households eligibility is in question when you determine the household could be over the IRT or you are unable to determine if the household is no longer eligible based on a clients verbal or written report or third party information
Refer to 632835 and 6 for additional information and action that you are required to take when the households eligibility is in question Refer to 632849 for household composition changes
NOTE The requirement to report changes within 10 days of the occurrence only applies to mandatory reports A voluntary report can never be late If the reported change was not verified midperiod the household must report it on the SAR 7 or recertification whichever comes first
632847 Changes in Medical Dependent Careand Shelter Expenses
A MEDICAL AND DEPENDENT CARE EXPENSES
If the household voluntarily reports an increase in medical andor dependent care expenses midperiod the new deduction amount must be determined for the current and remaining months in the certification period Issue a supplement for the month in which the increased expense was reported once verification has been submitted increase benefits for the remaining months of the period
If verification is required and not submitted with the voluntary report send a request for verification allowing 10 days If the verification is not received send the NoChange NOA CF 3774 SAR to the household
Households reporting medical expenses during their certification period with no specified payment schedule may elect to have a onetime only deduction or to have the expense averaged over the remaining months of their certification period Refer to 63253312
Example
Scenario The household is certified for January through December In February the household reports and verifies a onetime medical expense of 1000 for February The recipient chooses to average the expense over the remaining months of the certification period starting in February February through December
Outcome There are 11 months from February through December 100011 9090month Allow a medical deduction of 9090 in the CalFresh budgets from February through December If the deduction results in increased benefits for February issue a supplemental benefit for February
Refer to 6328213 Reasonably Anticipated Expenses
B SHELTER EXPENSE CHANGES
Shelter expenses will be determined at application and at recertification and will remain at the same fixed amount during the certification period unless a recipient reports a change CalFresh households are not required to report changes of address andor shelter expense changes midperiod these are considered voluntary reports
Shelter expenses must be verified only at application when first
632848 Household Moving Out of State or County
reported and when questionable 6311722 Therefore shelter expense changes reported midperiod are considered VUR
Change the shelter expense deduction and decrease or increase benefits midperiod unless the change is considered questionable If the household voluntarily reports a change of address or shelter cost midperiod and you considers the address change andor increase in shelter cost questionable request verification
If the household provides the verification change the shelter deduction and increase benefits starting the month the house hold reported the change
If the household does not provide the verification recalculate benefits without the shelter deduction Decrease benefits with timely notice
NOTE CalFresh households are required to report changes of address and the associated shelter cost changes on the SAR 7 and recertification if the change has not been reported midperiod
If the household reports moving out of State discontinue benefits midperiod at the end of the month in which an adequate notice can be sent A 10day notice is not required 6330313
If a PACF household moves out of the County discontinue CalFresh benefits at the same time the CalWORKs case is discontinued at the end of the InterCounty Transfer ICT period Send the CalFresh Informing Notice of Sending InterCounty Transfer NA 1268 to the household A 10day notice is not required Refer to 633594
If a NACF household moves out of the County transfer the CalFresh case to the new county ICT Send the CalFresh Informing Notice of Sending InterCounty Transfer NA 1268 to the household A 10day notice is not required Refer to 633595
Refer to 6315235 for residence requirements and 631528 for whereabouts unknown policy
632849 Household CompositionChanges
A Household composition changes reported by the head of household or responsible adult household member are considered VUR and must be acted on
2 If the household voluntarily report a new household member the households eligibility is considered in question and further information is needed to determine continuing eligibility
Step Action
1 Determine if the new person purchases and prepares PP meals together with the household and confirm that the new person is a mandatory restricted household member 631011
2 If the new member PPs with the household or is a restricted household member 631014 obtain their Social Security Number date of birth and immigration status
3 Determine if the new members income combined with the households current income exceeds the IRT This may be determined during the telephone call
If the income
reported by the Then
household
Is not questionable Request verification via the CF
and the combined 3776
households income does not If the client Then
exceed the IRT Does not provide the Send a NoChange NOA
required CF 3774 SAR
verification and enter as a
Held Change for follow up with the next SAR 7 or recertification whichever comes first
Provides the
Add the new verification
member effective the first of the month following the report of the change Provide timely NOA if benefits will decrease or discontinue
Is not clear or it is
Request verification via the CF 32 questionable or
If
Then
you are unable to The client does not Discontinue determine if the provide the required the case combined information with timely households notice for
Example 1
Scenario A mother calls and reports one of her children has left the home
Outcome NACF or PACF Discontinue the child at the end of the month with timely notice This report is considered VUR because the report originates from the primary source
Example 2
Scenario A mother calls to report her newborn
Outcome The report is considered VUR because originates from the primary source Add the newborn to the case the following month See 6311711 and 631611
Example 3
Scenario A 23years old household member who is included in his mothers CalFresh case comes into the office to
request CalFresh He reports no longer purchasing and preparing PP with his mother
Outcome To establish eligibility inquire about the living situation household composition and evaluate if the applicant PPs with the family Verify any factor concerning household composition when deemed questionable by collateral contact when possible or documentary evidence Refer to 631011 and 6311728 If the 23year old is determined to be eligible and does not PP with the mother he can be discontinued from the mothers case with timely notice to be approved for his own case
NOTE The rules to add new household members when voluntarily reported during the certification period even if the benefits decrease midperiod applies to NACF and PACF cases
Example 4
Scenario A household of three mother and two children with certification period of January through December 2015 has no income In February 2015 the mother voluntarily reports that her husband who is working moved into the home The client does not provide verification of the income
Outcome 1 The worker determines that the new members income combined with the current households income is not over the IRT 2 Request income verification via the CF 3776 If the household does not provide the verification 3 Send a NoChange NOA reminding the household to report the father and his income on their next SAR 7 and enter the information in the Maintain Held Change Notes page in CalWIN as a held change for follow up with the next SAR 7 When the household submits the May 2015 SAR 7 in June 2015 there is no mention of the father or his income 4 Try to call the mother to resolve the discrepancy 5 If unable to reach the mother consider the SAR 7 incomplete and send a Y suspense notice
Example 5
Scenario Same situation as Example 4 but the mother cannot provide clear information about her husbands income
Outcome 1 Request verification of income via the CF 32 and allows 10 days to provide the information
The client sends verification of the income which can be reasonably anticipated for the remaining of the certification period
2 Add the husband to the case effective March 1 2015 and send timely notice to decrease benefits
NOTE If unable to add the husband and his income effective March 1 2015 because you cannot provide timely notice add the husband effective April 1 2015 Do not establish an overissuance for March 2015
B TIMELINE TO ADD A NEW HOUSEHOLD MEMBER
1 Ongoing Households
Add a new household member to the CalFresh household effective the first of the month following the report of the change after the household provides the required verifications unless
a
Timely notice is required For example timely notice is required if the new members income will decrease benefits or
b
Verification is not returned timely or
c
The new household member is active on another case
2 Application
If the new household member is reported Then add the new household member
During the month of application Effective the same month of application
In the month following the month of application but before the application is approved Effective the first of the month following the month of application the month the household reported the new household member
In the month following the month of application but after the application is approved The first of the following month
C HOUSEHOLD COMPOSITION CHANGES REPORTED BY A THIRD PARTY
When a household composition changes is reported by another source third party the report is not considered VUR
If the households eligibility is in question contact the household to verify eligibility Example A father applies for CalFresh with a child who is receiving benefits with the mothers household
6328411 Voluntary Request for Discontinuance
reports
CalFresh households may voluntarily request midperiod to discontinue
The entire household or
Any individual member of the household who is no longer in the home
A request to discontinue the entire household or a household member is considered VUR when requested by a responsible member of the household Take action midperiod as follows
If the household or the individuals request is made verbally a 10day NOA is required before discontinuing or decreasing benefits
If the request is made in writing discontinue or decrease benefits at the end of the month with adequate notice A 10day NOA is not required
The person requesting discontinuance could be the person that left the CalFresh household who no longer wishes to receive CalFresh The individuals request for discontinuance will take precedence over the households decision to not voluntarily report the change in household composition
The report of the death of a household member will be treated as a request for discontinuance If the report is verbal take action to discontinue the case or decrease benefits at the end of the month in which timely notice can be provided If the report is in writing decrease or discontinue the household member at the end of the month with adequate notice
NOTE The household is not required to report household composition changes midperiod If the household does not report that a household member has left or has died until the next SAR 7 or recertification do not establish an overissuance and do not make a
fraud referral