CalWORKs

Documentation of reasonable accommodation in CalSAWS.

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The California Department of Social Services (CDSS) has issued guidance regarding documentation of reasonable accommodation in the California Statewide Automated Welfare System (CalSAWS).

This guidance applies to individuals with a “disability” as defined under the Americans with Disabilities Act (ADA). Some CDSS programs have their own definition of disability for purposes of determining eligibility, and may have their own requirements for documenting and qualifying disability. This ACL does not change program definitions or requirements, and meeting the requirements of this ACL does not fulfill any program-specific requirements and vice versa.

The County must document all disclosures of disability, requests for and offers of reasonable accommodations, and subsequent actions taken by the County, in the applicant’s/recipient’s case file. This also includes auxiliary aids and service. This documentation must include:

  • The fact that an applicant/recipient has a disability and/or has requested an The applicant/recipient is not required to provide a specific diagnosis;
  • The accommodation(s) requested by the applicant/recipient, if applicable, and
  • The accommodation(s) provided to the applicant/recipient.

Counties can learn about an applicant’s/recipient’s need for a disability-related accommodation in many ways, including but not limited to verbal request, case record information, and e-application responses. For example, a “yes” in response to the question “Are you a person with a disability” informs the county of a disability. Counties must offer reasonable accommodation when an individual’s disability is known or their need for reasonable accommodation is obvious.

The individual is not required to provide or verify a specific diagnosis to qualify as disabled under the ADA. An individual’s disability is considered documented in the case journal when the County has confirmed there is no need for accommodation, including documenting that reasonable accommodation was offered and declined.

When an individual needs a reasonable accommodation, Counties must document this information in the Special Circumstances Details page in CalSAWS if there is a request for an accommodation, and in the Case Journal if an accommodation is offered and provided. This includes documenting discussion about effective alternatives like “interactive process” if the requested accommodation is not immediately agreed upon.

All Counties can allow staff access to the CalSAWS Special Circumstances Detail page.

Counties must manually migrate all existing, active reasonable accommodation information from its current location to the Special Circumstances Detail page as soon as possible but in no case later than 18 months from the release of this guidance (by July 1, 2027). These updates must also be documented in the case journal.

A County may only deny a reasonable accommodation request when the requested accommodation would either:

  • fundamentally alter the nature of the program, service, or activity; or
  • impose an undue financial or administrative burden on the program, taking into account all resources available to the program, service, or activity.

If a reasonable accommodation request is denied, the County must inform the individual of that denial in writing. The County’s denial letter must notify that that the reasonable accommodation request is denied, the reasons for the denial, and any other accommodation(s) offered and/or provided.

Employees who perform Program Integrity functions, including Special Investigation Unit (SIU) investigators and individuals contracted to conduct investigative work, must check the CalSAWS case record for the Special Circumstances icon prior to any contact with the subject of a fraud referral.

If an individual named in a fraud referral discloses a previously unidentified disability-related need for accommodation to an SIU investigator or other staff member performing Program Integrity-related work, must offer reasonable accommodation to the individual and document this information in the Special Investigations section “Note Detail” page.

A decision to deny a reasonable accommodation request based on the limited permissible grounds must be made by the County Director or their designee. SIU investigators and other staff members performing Program Integrity functions should elevate such issues accordingly if they arise.

Contractors who receive federal or state assistance through a County must comply with the requirements of the ADA, MPP Division 21, and other civil rights laws and regulations, and are required to provide written assurance of nondiscrimination as part of their contract with the County. They are responsible for ensuring that the documentation requirements in this letter are met, including by developing workarounds with contracted service providers who do not have direct edit access to CalSAWS.

The CWD must establish procedures to ensure:

  • That the CWD notifies the contracted service provider in writing if an applicant/recipient has a need for a reasonable accommodation that must be provided by or in coordination with the contractor.
  • That the agreed-upon accommodation is provided in all applicable settings and program contexts, and that such provision is documented at each instance either in the CalSAWS case journal as instructed above or in a different record maintained by the contractor that the CWD deems appropriate to maintain civil rights compliance
  • That contractors who are unable to edit or notate the CalSAWS case record directly notify the CWD in writing if an applicant/recipient discloses a new disability-related need for a reasonable accommodation to them so CWD staff can add the information to the CalSAWS Special Circumstances Detail page, and
  • That clear communication channels, authority structures, and documentation responsibilities exist between the CWD and its contractors to address these and all applicable requirements covered in this letter.

There is no limit to the number of accommodations an individual may request, and requests may change over time. The County is required to train public contact staff, program managers, and supervisors upon hire and, at a minimum, annually thereafter, on providing reasonable accommodations to individuals with disabilities

County staff should copy all disability-related information from other CalSAWS locations like the “Medical Condition” page to the Special Circumstances Detail page. There is no automatic requirement to copy such information from one location to the other. but, if an applicant/recipient has disability information documented in another CalSAWS location, and that person also needs a reasonable accommodation because of the same disability, then the County must document the relevant information in the Special Circumstances Detail page.

It is recommended that Counties use other CalSAWS locations such as county-created Flag Detail pages to document applicants’/recipients’ non-ADA-related information with the exception of a non-disability related literacy issue.  (ACL 25-87, December 22, 2025.)

CalWORKs pregnancy verification form

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The California Department of Social Services has issued a new form for third party pregnancy verification. People pursuing financial benefits from CalWORKS must prove they are pregnant. This can be done temporarily by the pregnant applicant providing a sworn statement or verbal attestation and upon payment providing a signed Statement of Facts. Medical verification is still needed within 30 working days from the sworn statement. This new form allows a third party to provide pregnancy verification. Pregnant recipients with other eligible children in the home still need to verify their pregnancy with these methods. If a pregnant applicant has made an effort in good faith but is unable to provide verification, the County must assist the applicant. The County should use the new form to get the required third party verification. This form is not required if the individual is trying to get verification on their own.  (ACL 25-86, December 8, 2025.)

CalWORKs definition of fleeing felon

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People who are fleeing to avoid prosecution, or custody and confinement after conviction, for a crime or an attempt to commit a crime that is a felony, are ineligible for CalWORKs.  Effective January 1, 2024, the definition of a fleeing felon for CalWORKs purposes changed.  Now, a person is considered a fleeing felon for CalWORKs purposes only if they have an outstanding felony warrant which contains the National Crime Information Center Offense Classification Codes Escape, Flight to Avoid, and/or Flight-Escape.

Counties must initiate action on a CalWORKs case when they receive information from law enforcement, or from the Fleeing Felon Match that an applicant or recipient is a fleeing felon pursuant to this definition, and law enforcement presents the felony arrest warrant to the county.

The county must process an application while waiting for verification of fleeing felon status and must process the case within required processing timeframes.  If fleeing felon status is verified later, there will be an overpayment.

Counties must continue to use the Fleeing Felon Match report to identify potential fleeing felons.  When the county receives information about a case, the county must verify the identity and that the warrant is active.  There is no requirement that the individual knows about the warrant.  For probation or parole violators, the county must verify the identity, whether the violation is current, and whether the issuing agency is actively seeking the individual.

Because of federal and state confidentiality rules, information about potential fleeing felons or probation or parole violators can only be released to local, state, or federal law enforcement officers, unless release is otherwise authorized.  (ACL 24-70, October 25, 2024.)

CalWORKs Homeless Assistance Questions and Answers

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The California Department of Social Services (CDSS) has issued questions and answers about CalWORKs Homeless Assistance (HA).

HA serves eligible CalWORKs recipients or applicants who are apparently eligible for CalWORKs, who are homeless or at risk of homelessness.  HA benefits include HA, which helps pay the cost of temporary shelter, and permanent HA, which helps families secure permanent housing or prevent eviction.  Temporary HA is available for up to 16 days.  Temporary HA is issued in an initial payment for three days, follow by payments of up to seven days at a time. \

Permanent HA can used for up to two months of rental arrearages if the housing cost does not exceed 80% of their income.  Permanent HA can also be used for security deposit, last month rent, any legal payment, fee, deposit, or charge, including pet deposit, credit check fee and application fee, which are a condition of securing housing.  Permanent HA can also be used for utility deposits required for gas, electricity, and/or water.

Eligible families may receive temporary HA, permanent HA, or both, once every 12 months with exceptions.

Counties must issue or deny temporary HA within the same working day as the applicant submits the CW 42 request form.  Counties cannot require that the CW 42 be submitted by a specific time of the day.  If the CW 42 is submitted after the close of business, it is considered received the next working day.

Counties must issue or deny permanent HA within one working day of the client submitting the CW 42 form and evidence of the rental agreement.  That evidence includes a written rental agreement or a sworn statement when the rental agreement is questionable or not readily available.  When the rental agreement is questionable or not readily available, the county must try to contact the landlord (with the family’s consent) or verify the permanent housing another way.  That verification cannot delay the issuance of permanent HA.

The CW 42 must have a valid physical or electronic signature to be considered complete.

If the family uses their initial three days of temporary HA, and returns later for an additional seven days of temporary HA, the county cannot require a new CW 42.  The county cannot require a new CW 42 when the family returns for following an initial payment of domestic violence HA as long as the family meets the eligibility criteria.

The county is not required to conduct an in-person or face-to-face interview to process a CW 42. Counties can complete the CW 42 over the phone or have then sign by electronic means.  Counties can also record a verbal attestation.

Counties must issue a notice of action when they grant or deny permanent or temporary HA.

When a family has received the initial three days of temporary HA and requests additional temporary HA, the family must provide verification of the amount spent on temporary shelter, such as receipts.  When a family cannot provide verification, counties are strongly encouraged to accept a sworn statement or grant good cause.  The family must also provide documentation of their permanent housing search unless the county grants good cause.

When permanent HA is for rental arrearages, the county must verify that arrearage payment is a reasonable condition of preventing eviction.  When permanent HA is for new housing, the family must provide verification of the amount spent on permanent housing, and verification that the money was paid to the landlord, within 30 days of receiving the payment.  The county must verify that the family’s rent does not exceed 80% of their income.  The family income includes income of Assistance Unit members and any other person whose income is used to calculate the CalWORKs grant.

Child only cases are eligible for HA.  This includes child only cases with a non-needy caretaker relative.

Refugee Cash Assistance recipients are not eligible for HA.  They may be eligible for the Afghan Support and Investment Program, Housing Assistance for Ukrainians, or Refugee Housing Support Program.

Clients are not required to use all 16 days of Temporary HA for the same instance of homelessness.

If the county suspects fraud, it must still process the HA application in the required timeframe.  The county can refer the case to their Special Investigation Unit.  If the Special Investigation Unit makes a fraud finding, the county must assess an overpayment.

Initial eligibility for domestic violence HA is only for CalWORKs applicants.  However, a family can use their second 16 days of domestic violence HA after their CalWORKs application is granted.  The County must accept a sworn statement that the family is experiencing homelessness because of domestic violence.

For the disaster exception to the once per 12 month period limit on HA, the county must verify that there is a declared disaster where the family’s residence is located.  The uninhabitability exception must be verified through a third-party governmental or private health and human services agency such as a police department, fire department, or health department.  The physical or mental illness exception must be verified through a third-party governmental or private health and human services agency.

Families can receive benefits for more than one HA exception during a 12 month period.  HA for a state or federally declared disaster is limited to once per disaster.

Mismanagement of funds exists when the recipient does not meet certain program requirements.  For HA, mismanagement exists, unless there is good cause, when (1) the county determines a temporary HA payment was not used for temporary shelter; (2) the family does not provide verification that the temporary HA payment was used for shelter; (3) After more than 30 calendar days, the family has not provided verification of the amount spent for permanent housing and/or that the payment was made to the landlord; or (4) the recipient’s homelessness is the result of a failure to pay rent, other than for a rent increase over 80% of the recipient’s income, reasonable withholding of rent, or domestic violence.  (ACIN I-57-25, November 3, 2025.)

Overview of Transforming CalWORKs changes

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The California Department of Social Services has informed counties about changes to the CalWORKs program from the Transforming CalWORKs initiative encompassed in SB 119 and SB 146.

Effective immediately, the county must gather the recipients determination of their skills, prior work experience, and employability as part of the appraisal.  Participants whose Welfare-to-Work (WTW) activity is not immediately available will not longer be required to participate in job search.  Participants who do not obtain unsubsidized employment at the end of their WTW plan will no longer be required to do a reappraisal and are not limited in the WTW activity they can choose.

Effective July, 2026, or when any required automation is completed, orientation and appraisal will be combined.  Participants will be able to complete the appraisal independently.  The appraisal will be available online.  Job search and job club will not longer be required for participants following orientation and appraisal.  Participants will be able to complete their WTW plan independently.  If the participant does not complete the appraisal and WTW plan within 45 days, or if the participant asks for help, the county will set an appointment to help them.  Counties will review and update participants’ WTW plan regularly.

There will be several more allowable WTW activities, including mental health, substance abuse, CalWORKS home visiting, and domestic violence services; financial literacy classes and coaching; activities that develop and enhance workplace skills, activities to help ensure child well-being, health, education and welfare; activities that lay the foundation for employment; and activities related to legal issues or housing stability.

All transportation supportive service payment will be required to be advanced to the participant.  Participants will not be able to be sanctioned if child care was not available during a missed activity.

There will be no sanctions during the first 90 days receiving CalWORKs.  A sanctioned participant will be able to cure their sanction by stating verbally or in writing that they want to participate in WTW activities.  (ACL 25-78, October 31, 2025.)

Impact of Social Security COLA on CalWORKs and CalFresh

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Effective January 1, 2026, Social Security and Supplemental Security Income (SSI) benefits will increase by a 2.8 percent cost of living adjustment (COLA).  For new CalWORKs and CalFresh applications, the actual amount of Social Security, including the COLA, must be used beginning for January, 2026.

For CalWORKs Assistance Units and CalFresh households in their final month of their semi-annual reporting period, counties must reasonably anticipate the increase in Social Security and SSI.

The amount of the Social Security COLA is considered to be known to the county, and must be acted upon mid-period.  This means that benefits must be adjusted to reflect the new Social Security and SSI amounts effective January 1, 2024.

If the county cannot change the CalWORKs or CalFresh amount to reflect the Social Security COLA, counties must decrease the benefit amount after it gives timely and adequate notice.  In that case, January benefits will need to be recalculated and there may be overpayment or overissuance.

These rules also apply to Refugee Cash Assistance, Entrant Cash Assistance, and Trafficking and Crime Victims Assistance Program applicants and recipients who receive Social Security or SSI.

These rules do not apply to CalFresh households with at least one member who receives SSI.  (ACIN I-56-25, November 17, 2025.)