CalWORKs Cal-OAR Cal-CQI process

The California Department of Social Services (CDSS) has issued guidance about the Cal-OAR California Continuous Quality Improvement (Cal-CQI) process.  Cal-OAR establishes a local data-driven management system to facilitate improvement to county CalWORKs programs.  The Cal-CQI occurs in three-year cycles using data gathered from Cal-OAR.  During each three-year cycle, counties must conduct a self-assessment, develop a system improvement plan, implement and evaluate strategies for improvement and report progress.

Each county must conduct a self-assessment to 1) comprehensively evaluate services, program implementation, and outcomes; 2) identify strengths and challenges of current program practices and 3) describe how local operational decisions and systemic factors affect outcomes.  Counties are required to work with local stakeholders in the Cal-OAR process.  Counties must also have a peer review component.  Based on this information, counties develop a plan for improvement in which they select a measure or set of measures for focused improvement and develop strategies to improve performance on the chosen measures.

When the self improvement plan is approved by the Board of Supervisors and CDSS, the county will work to implement its improvement strategies.  Counties must do a progress report on implementation progress of the self improvement plan.

CDSS will provide training on the Cal-OAR process in a variety of formats.  (ACL 19-108, November 27, 2019.)

Social Security and SSI COLA

Social Security and Supplemental Security Income (SSI) recipients will receive a 1.6% cost of living adjustment (COLA) effective January 1, 2020.  The California Department of Social Services has issued instructions regarding how the COLA will impact CalWORKs and CalFresh Grants.

For new CalWORKs and CalFresh applicants, the anticipated amount of the Social Security or SSI benefits, including the COLA, will be used to determine eligibility and grant amount starting for January, 2020.

For CalWORKs and CalFresh households in their final month of their semi-annual reporting period, counties will reasonably anticipate the increase in Social Security and SSI income for January, 2020 and thereafter.

For all other CalWORKs and CalFresh households, counties must adjust benefits beginning in January, 2020 to include the COLA amount because COLA adjustments cause mandatory mid-period changes in grant amounts.  Counties must give timely and adequate notice of grant amount changes caused by the COLA.  (ACIN I-67-19, November 25, 2019.)

CalWORKs overpayment collection threshold and discharge

The California Department of Social Services (CDSS) has issued guidance regarding the CalWORKs overpayment collection threshold and discharge policies.  This guidance supersedes ACL 19-19.

Effective July 1, 2019, the overpayment collection threshold for closed CalWORKs cases is increased from $35 to $250. Counties cannot demand collection of any non-fraudulent overpayments with a balance of $249 or less if the liable individual is no longer receiving CalWORKs.  The $250 threshold includes claims related to Welfare-to-Work supportive services.  The overpayment collection threshold applies to each individual claim, not to the total of multiple overpayment claims.

There is also a new discharge process for CalWORKs overpayments.  If the liable individual has not received CalWORKs for 36 consecutive months or longer, the county must deem a non-fraudulent CalWORKs overpayment uncollectable and must discharge it.  This rule applies even when there is a repayment agreement or a civil judgment if the overpayment is non-fraudulent.  This discharge rule applies to each individual overpayment claim, not to the total of multiple overpayment claims.  Counties must send a notice of action informing individuals when they are no longer liable for the overpayment.

The discharge policy does not apply to cases where fraud is alleged.  If a fraud investigation is pending when the 36 month timeframe occurs, collection is placed in suspense until the result of the investigation.  Collection can restart if the investigation determines there was fraud.

The discharge policy is not effective until it is programmed into the new single statewide computer system CalSAWS. However, when the discharge policy is programmed into CalSAWS, counties must apply it retroactively to any outstanding non-fraudulent CalWORKs overpayments established on or after December 1, 1996.

In addition, effective July 1, 2019, counties must now report any mass overpayment of CalWORKs benefits to CDSS.  A mass overpayment is an overpayment caused by the same action or inaction that impacts either eight percent of the county’s CalWORKs caseload or more than 1,000 CalWORKs recipients, whichever is greater.

Also effective July 1, 2019, a civil or criminal welfare fraud action cannot be commenced if case record, or any consumer credit report used in the civil or criminal case for the purpose of determining the overpayment, has not been made available or has been destroyed after the three year retention period.

These policies also apply to Refugee Cash Assistance, Entrant Cash Assistance and Trafficking and Crime Victims Assistance Programs.  (ACL 19-102, November 12, 2019.)

CalWORKs additional income exemptions

The California Department of Social Services (CDSS) has issued guidance regarding AB 807 that exempts awards and scholarships provided by a private or public entity to, or on behalf of, a dependent child, and income earned from temporary work related to the census.

Prior to AB 807, awards or scholarships provided for academic or extracurricular achievement were exempt from being considered income.  Now any award or scholarship provided to a dependent child is exempt from being considered income for CalWORKs.

Prior to AB 807, income from census work was counted for CalWORKs if it was reasonably anticipated.  Now, any census-related income or stipend earned during the year preceding a census and the year of a census is not income for CalWORKs.

Counties must implement these changes manually until the changes are automated.  (ACL 19-106, November 12, 2019.)

CalWORKs eligibility for disaster victims and evacuees

The California Department of Social Services (CDSS) has issued a reminder about regulations an policies for processing CalWORKs applications and documents on behalf of disaster victims and evacuees.

For evacuees who apply for CalWORKs, if the applicant and the county make a good faith effort to obtain verification and are unable to do so, the county must accept the evacuee’s statements signed under penalty of perjury in lieu of verification.

When an individual or family displaced by fires applies for CalWORKs, counties must establish that the evacuee was living in a county designated as a federal disaster and/or state-declared emergency zone and ask if the evacuee or anyone else in their family is receiving CalWORKs from that county or another disaster county.

Counties are encouraged to offer CalWORKs diversion to evacuees to address their specific crisis or item of need.

Disaster assistance from federal, state or local government or disaster assistance organizations is excluded from consideration as income.

For new applicants, counties should pay special attention to homeless assistance, including that evacuees are entitled to an exception to the once in twelve months limitation, and to eligibility for immediate need payments.  A written statement from the applicant is sufficient to establish intent to establish residency in California and in the county of application for the foreseeable future.  For income, it is expected that some evacuees will no longer have reasonably anticipated income because of the disaster.  For property and resources, counties must consider the applicant’s ability to access, occupy or sell their property at the time of application because of the disaster.

For families temporarily separated because of the disaster, a family member is considered temporary absent if they expect to reunite within one full calendar month.  CalWORKs recipients can maintain a home in a different county than the county they are physically residing in if they intend to return to that home within four months.

Evacuated families should make a good cause determination for nonparticipation in welfare-to-work activities.  Counties should also determine if an applicant needs barrier removal services such as mental health services or housing stabilization program services and provide these services as expeditiously as possible.  (All County Welfare Directors Letter, October 29, 2019.)

CalWORKs Home Visiting Program

The California Department of Social Services (CDSS) has issued instructions about the Home Visiting Program (HVP) which is a voluntary program that connects new parents with a nurse or other trained professional who makes regular visits to the client’s home to provide guidance, coaching, access to prenatal and postnatal care, and other health and social services.  HVP also encourages clients to enroll their child, and volunteer in, an early learning setting.

In order to be eligible for HVP, in a county where HVP is offered, an individual must be pregnant or the parent or caretaker relative of a child under age 24 months and one of the following: a member of a CalWORKs assistance unit, the parent or caretaker relative in a child-only case, applied for CalWORKs within 60 days of reaching the second trimester or preganacy or apparently eligible for CalWORKs.

HVP participants can be either mandatory or voluntary welfare-to-work participants.  All HVP hours and any time spent volunteering in an early learning setting must be assigned in the welfare-to-work plan and count toward welfare-to-work participation requirements.  However, HVP participants are not required to participate in welfare-to-work or to have a welfare-to-work plan.  CalWORKs time on aid limits do not prevent accessing HVP services.

HVP clients in welfare-to-work are entitled to supportive services.

(ACL 19-42, July 11, 2019 and ACL 19-42E, October 7, 2019.)