A General The state and county provide systems as tools for the worker by providing information through various matches or database access The systems available are described in this section B Systems The table below shows the systems that are available as well as a description including the information available GRPG Letter 58 210 System Description Income and IEVS provides information from data matches with other agencies Eligibility including SSA EDD and Franchise Tax Board FTB Data is Verification accessed through the applicantrecipients SSN Make use of the System IEVS information available through IEVS especially in cases where there is conflicting information which may be resolved through this data match process For GR cases only the IEVS Applicant abstract can be requested through the CalWIN interface at Intake or redetermination Other information from the IEVS granted subsystems such as the Payment Verification System PVS is only available for GR if the information is received through a companion case with federal benefits or MediCal Refer to GRPG 901708 for more information on IEVS The Known to Welfare screen through the IEVS main menu through the MEDS network can be used to identify if an applicant recipient has received CalWORKs MediCal andor Homeless Assistance within California Systematic SAVE provides primary system information from CIS Access is by Alien entering the alien number in CalWIN or an online referral via the Verification for IEVS Menu on the MEDS network Entitlements SAVE The CalWIN interface automatically sends the applicantrecipients alien number to CIS The information returned from the primary SAVE system will indicate if the applicantrecipient has legal immigration status If the primary system indicates there is a problem with the applicantrecipients documentation refer the applicantrecipient to obtain valid documentation from CIS to verify legal immigration status Continued on next page Systems continued System Description MediCal MEDS identifies all recipients who receive MediCal in California Eligibility This includes SSISSP applicantsrecipients MEDS may be helpful Determination in preventing or identifying duplicate aid cases The MEDS System MEDS historical record is for 13 months including the current month A truncated record which only indicates a prior MEDS record is available after 13 months Central Data CDB is a statewide database within the MEDS network It is Base CDB available to verify current and historical receipt not amounts of CalFresh benefits anywhere in California for 13 months Like MEDS a truncated record is available after 13 months CalWIN The Countys eligibility system maintains case records for all aids in San Diego County Assessor County mainframe system indicating the owner of a County Secured property parcel the assessed value of the property or if the Property Inquiry property actually exists This helps to determine if the applicant ST1NST1S recipient is giving conflicting information regarding hisher address or resources GR Lien Inquiry AssessorRecorderCounty Clerk intranet system to see if there is a GR Lien on an applicantrecipients property Step Action 1 Go to httpustlgwcsd0014 2 Click Search by Name 3 Enter the GR applicantrecipients name as Last Name First Name 4 Look for document type of Grant of Lien and click Search 5 Click on the line of the document to view 6 The recorded lien will show If it is a GR Lien and there are no changes then a new lien is not required Jail Clearance Probation Clearance DF20DF05 DF34 County system indicating if an applicantrecipient andor spouse is in or out of jail in San Diego County or if on County probation Continued on next page Systems continued System Description Jail Clearance Probation Clearance DF20DF05 DF34 County system indicating if an applicantrecipient andor spouse is in or out of jail in San Diego County or if on County probation Recorders Office Vital Statistics RESSREP1 County mainframe system for the Recorders index files allowing verification of birth marriage and death within San Diego County DMV Access California DMV access indicates if an applicantrecipient may have unreported property in the form of a motor vehicle A DMV clearance will be completed when it is suspected the applicant recipient has a motor vehicle Individuals owning motor vehicles with a value in excess of that allowable in 90300 are ineligible to GR Additionally individuals failing to declare ownership of a motor vehicle will be subject to System Abuse Sanctions if the motor vehicle value makes or would have made the person ineligible Sheriffs Data A data match is made monthly with the San Diego County Sheriffs Match Department for HHSA public assistance records This match is to provide staff with information on recipients who have been incarcerated over 30 days The information is to be used to determine ongoing eligibility The data match report will be distributed to FRC Managers by the 10th of every month for necessary action Each match is to be reviewed and evaluated See 90500 for need determination Probation Data A data match is made monthly with the San Diego County Match Probation Department for HHSA public assistance records This match is to provide staff with information on recipients who have been detained by Probation over 30 days The information is to be used to determine ongoing eligibility The data match report will be distributed to FRC Managers by the 10th of every month for necessary action Each match is to be reviewed and evaluated See 90500 for need determination Continued on next page Systems continued System Description New Hire Match NHM The NHM provides information on recipients who have recently been hired rehired or returned to work It provides this information within two months of employment This match is considered a part of the Wage Match part of the recipient IEVS matches GR recipients are not included in recipient IEVS matches However information obtained from companion cases such as CalFresh included in recipient IEVS is to be shared with GR If the match is completed and the information is sent to GR after the GR case has been closed the information is to be retained in the closed GR case for potential future overpayment determination and collection should the GR case reopen Deceased The Deceased Person Match DPM matches SSN last and first Person Match names and date of birth The match is run in April and October of Data System each year The reports are sent to PAFD and they compare it with CalWIN records When PAFDs investigation reveals a person on the DPM report is receiving aid they will notify the worker Take the following actions Step Action 1 Denydiscontinue the individual with timely notice 2 Process any overpayments identified by QESD 3 Notify all other workers with active cases for mutual recipients Sheriffs Want Matches for people with outstanding warrants as fugitive felons or Warrant System probationparole violators or for misdemeanors are made with the Fugitive Felons WantWarrant System of the San Diego County Sheriffs and Department These matches are to be made for all GR applicants Misdemeanors at preapplication and Intake Automated matches are made for MA09MA10 recipients These matches are made automatically when a new felony or misdemeanor warrant or warrant for probationparole violation is added to the WantWarrant system GRPG Letter 65 611 Continued on next page C The GR Program cannot be used to provide assistance to any Policy for individual if that person Sheriffs Is fleeing to avoid prosecution custody or confinement after Clearance conviction for a crime or attempt to commit a crime which is a felony under the laws of the place from which the individual flees Is violating a condition of probation or parole imposed under Federal or State law or Has an outstanding misdemeanor warrant Note If a misdemeanor warrant has not been cleared by the Intake appointment and the applicant is taking steps to clear the warrant the application will be held pending for 10 work days to allow additional time for clearing the warrant In the event of an emergency situation a FRC Manager may grant up to 30 days of emergency aid pending the clearance of the warrant This only applies to misdemeanor warrants Recipients who cooperate in clearing outstanding warrants or provide verification of a future court date prior to the effective date of the NOA may continue to receive GR For future court dates a Case Alert must be set for followup and the individual recleared after the court date to verify the warrant has been recently cleared Note The WantWarrant screens are updated periodically and in some instances may not reflect a warrant that has been recently cleared If a recipients court date has passed and heshe has proof the warrant has been cleared this can be noted on the screen print A copy of the verification or warrant clearance is to be imaged in the case Information regarding parole violators is not available on the WantWarrant screens However individuals who selfdeclare they are parole violators will have their benefit denied or discontinued with timely and adequate notice Note Selfdeclaration means the individual volunteers the information in the course of conversation Do not directly ask individuals if they are currently violating parole D The table below shows the responsible individuals and the actions that Applicant each must take for the Sheriffs clearance for GR applicants Procedures for Sheriffs Clearance Continued on next page Applicant Procedures for Sheriffs Clearance continued Step Responsibility Action 1 Designated Staff At preapplication and again at Intake use the 1694 HHSA Welcome Form 2 Clear Sheriffs MA09 and MA10 screens 3 Produce a screen print if the applicant has a record on MA09MA10 and attach the screen print to the 1694 HHSA or note no outstanding warrant on the 1694 HHSA if no record 4 Attach the confirmation slip to the 1694 HHSA 5 Clear or reclear and print the Sheriffs MA09MA10 screens upon request 6 Return the information to the preapplication or Intake worker 7 Preapplication Worker Review the Date of Birth DOB race and any akas on the MA10 screen prints against the case information If Then The applicant appears to be the same person with a fugitive felony warrant Deny the application and send a fax See Appendix C to Lieutenant Nyman Do not inform the applicant that the Sheriff was notified The applicant has an outstanding misdemeanor warrant The applicant is a selfdeclared paroleprobation violator Deny the application denial notifications may be sent through the mail It does not appear to be the same person Document in Case Comments or the screen print and complete the preapplication 8 Image the MA10 screen print along with the clearance information in the case 9 Request designated staff clear MA09MA10 prior to the Intake If the applicant is identified as having a record on MA09MA10 follow the actions in Step 7 Continued on next page E The table below shows the responsible individuals and the actions that Recipient each must take for the Sheriffs clearance for GR recipients Procedures for Sheriffs Clearance Step Responsibility Action 1 SheriffISD Match against the CalWIN Masterfile whenever a new wantwarrant record is issued 2 Generate a report for any felony or misdemeanor matches and send to the worker of record 3 Worker Request designated staff clear and print the MA09MA10 screens 4 Check the violators DOB race and any akas against the case information If the recipient Then And violator are the same person and the warrant has not been cleared Discontinue the person with timely and adequate notice Does not appear to be the same person Document Case Comments or the MA10 screen print and take no further action 5 Image the report and screen prints in the case