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.1 Normal Processing Standard
The CWD shall provide eligible households that complete the initial application process an opportunity to participate as soon as possible, but not later than 30 calendar days following the date the application was filed. See Table I. An application is filed the day the appropriate food stamp office receives an application containing the applicant's name and address, which is signed by either a responsible member of the household or the household's authorized representative. Households entitled to expedited processing are specified in Section 63-301.5.
.2 Opportunity to Participate
An opportunity to participate consists of providing households with coupons, an authorization document, or an access device and having an issuance facility open and available for the household to obtain its allotment. If the coupons, authorization document or access device are mailed, the CWD shall assure that the benefits can be transacted or the coupons are available for use after receipt but before the 30-day standard expires (see Section 63-102c.(5)). A household has not been provided an opportunity to participate if the coupons, authorization document or access device are mailed on the 29th or 30th day. Nor has an opportunity to participate been provided if the authorization document or access device is mailed on the 28th day but no issuance facility is open on the 30th day.
.3 Denying the Application
Households determined to be ineligible shall be sent a notice of action denying their application as soon as possible but not later than 30 days following the date the application was filed.
.31 The CWD shall not deny eligibility to a household due to failure to cooperate when the person(s) who fails to cooperate is outside of the household.
.311 Excluded household members specified in Section 63-402.22 shall not be considered outside of the household for the purposes of Section 63-301.31.
.32 If the household has failed to appear for one scheduled interview and has made no subsequent contact with the CWD to express interest in pursuing the application, the CWD shall send a NOMI as soon as possible. The CWD shall reschedule if the household requests another interview within 30 days of the initial application date. The CWD must not deny a household’s application prior to the 30th day as described in Section 63-300.45(a). The CWD must pro-rate benefits from the date of application if the household schedules a second interview within 30 days of the application date and is found eligible as described in Section 63-300.45(b).
CALIFORNIA-DSS-MANUAL-FS
MANUAL LETTER NO. FS-02-03 Effective 3/1/02
Page 125
FOOD STAMP REGULATIONS
63-301 (Cont.) APPLICATION PROCESS Regulations
63-301 APPLICATION PROCESSING TIME STANDARDS (Continued) 63-301
.33 In cases where the CWD was able to conduct an interview and request all of the necessary verification on the same day the application was filed, and no subsequent requests for verification have been made, the application may be denied if the CWD provided assistance to the household in obtaining verification when required as specified in Section 63-300.55 but the household failed to provide the requested verification. The CWD may send a notice of action denying the application on or before the 30th day following the date the application was filed, to be effective the 30th day following the date the application was filed.
.34
HANDBOOK BEGINS HERE
NORMAL PROCESSING AND DENYING THE APPLICATION
Filing of Application Starts 30 day process | Action | Action in Second 30 Day Period | Original Month of Application Benefits
o HH completed application, was interviewed, supplied necessary verification, regis - tered for work as appropriate. | Determine eligibility for month of application and ongoing If eligible certify and issue benefits by 28th day. . . . . . . . . . . . . . . . . One/two month certs, issue NEC/approval. | Eligibility continues . . . . . . . . . . . . . . . . (One/two month certs have reapplied timely and were processed.) | Yes, if eligible
HANDBOOK CONTINUES
CALIFORNIA-DSS-MANUAL-FS
MANUAL LETTER NO. FS-02-03 Effective 3/1/02
Page 126
FOOD STAMP REGULATIONS
Regulations APPLICATION PROCESS 63-301 (Cont.)
63-301 APPLICATION PROCESSING TIME STANDARDS (Continued) 63-301
HANDBOOK CONTINUES
o HH fails to show for first scheduled interview and does not contact agency to reschedule within 30 days of app. o HH schedules 2nd interview within 30 days of app. and is determined eligible. o HH fails to show for 2nd interview. o Request for verifica - tion on day applica - tion is filed, HH does not provide verification. Verifi - cation not received within 10 days of request. | NOMI must be sent to HH. If HH does not reschedule, denial notice must be sent on 30th day. Issue prorated benefits from date of appli -cation. Denial notice when administratively possible, but not before the 30th day of application. Send denial notice on or before 30th day to be effective 30th day after application. | HH must reapply. Issue benefits. Case is reopened with- out a new application if action taken within 30 days of denial. HH loses entitlement to benefits for 1st 30 days. Case reopened without new application if required action taken within 60 days of date of application. | No. Yes. No. No.
HANDBOOK ENDS HERE
CALIFORNIA-DSS-MANUAL-FS
MANUAL LETTER NO. FS-02-03 Effective 3/1/02
Page 126.1
FOOD STAMP REGULATIONS
63-301 (Cont.) APPLICATION PROCESS Regulations
63-301 APPLICATION PROCESSING TIME STANDARDS (Continued) 63-301
.4 Delayed Actions
If the county welfare department does not determine a household's eligibility and provide an opportunity to participate within 30 days of the date the application was filed, the county welfare department shall take the following action:
.41 Determining Cause
The CWD shall first determine the cause of the delay using the following criteria:
.411 A delay shall be considered the fault of the household if the household has failed to complete the application process even though the CWD has taken all the action it is required to take to assist the household. The CWD must have taken the following actions before a delay can be considered the fault of the household:
(a) For households that have failed to complete the application form, the CWD must have offered, or attempted to offer, assistance in its completion.
(b) In cases where verification is incomplete, the CWD must have provided the household with the FS 8; assistance when required, as specified in Section 63-300.55; and sufficient time to provide the missing verification. Sufficient time shall be at least 10 days from the date of the initial request for the particular verification that was missing.
CALIFORNIA-DSS-MANUAL-FS
MANUAL LETTER NO. FS-02-03 Effective 3/1/02
Page 127
FOOD STAMP REGULATIONS
Regulations APPLICATION PROCESS 63-301 (Cont.)
63-301 APPLICATION PROCESSING TIME STANDARDS (Continued) 63-301
(c) For households that have failed to appear for an interview, the CWD must have attempted to reschedule the initial inteview within 30 days of the date the application was filed. However, if the household has failed to appear for the first interview and a subsequent interview is postponed at the household's request or cannot otherwise be rescheduled until after the 20th day, but before the 30th day following the date the application was filed, the household must appear for the interview, bring verification, and register members for work by the 30th day; otherwise the delay shall be the fault of the household. If the household has failed to appear for the first interview and a subsequent interview is postponed at the household's request until after the 30th day following the date the application was filed, the delay shall be the fault of the household. If the household has missed both scheduled interviews and requests another interview, any delay shall be the fault of the household.
.412 Delays that are the fault of the CWD include, but are not limited to, those cases where the CWD failed to take the action described above in Sections 63-301.411 (a through c).
.42 Delays Caused by the Household
If by the 30th day of the application processing period, the CWD cannot take further action on the application due to the fault of the household, the household shall lose its entitlement to benefits for the month of application. The CWD has the option either to deny or pend the application and to notify the household of the action taken by sending the household a notice of action either denying or pending the application. The option chosen by the CWD shall apply to all households within the county. If the application is to be denied, the CWD must send a notice of denial on the 30th day after application for missed interview, or by the 30th day if verification has not been received, to be effective on the 30th day. If the application is held pending, the CWD shall send the household a notice of pending status on the 30th day after application.
.421 If the application is denied, the CWD shall notify the household of the action it must take to reactivate its application; that the case will be reopened without a new application if the required action is taken within 30 days of the date the denial notice of action denying the application becomes effective (30 days after the date of application); and that if the household does not take the required action within the second 30-day period (60 days of the date of application), a new application must be submitted in order to participate in the Food Stamp Program.
(a) If the household fails to take the required action within 60 days following the date the application was filed, no further notice shall be provided by the CWD.
CALIFORNIA-DSS-MANUAL-FS
MANUAL LETTER NO. FS-02-03 Effective 3/1/02
Page 128
FOOD STAMP REGULATIONS
63-301 (Cont.) APPLICATION PROCESS Regulations
63-301 APPLICATION PROCESSING TIME STANDARDS (Continued) 63-301
.422 If the application is held pending, the CWD shall notify the household of the action it must take to complete the application process, and that if the household does not take the required action within 60 days of the date the application was filed, its application shall be denied and a new application must be submitted if the household wishes to participate in the Food Stamp Program.
(a) If verification has not been provided, the CWD has the option of pending the application for only 30 days following the date of the initial request for the particular verification that is missing.
(b) If the household fails to take the required action by the date specified on the notice of action, the CWD shall deny the application without providing further notice to the household.
.423 If the household responds and is determined eligible during the second 30-day period, the CWD shall provide benefits only from the date the CWD received verification that the household completed the required action.
.424 If the household responds and is determined ineligible during the second 30-day processing period, the CWD shall deny the application and provide the household with a notice of action informing them of the denial.
.43 Delays Caused By the CWD
.431 Whenever a delay in the initial 30-day application processing period is the fault of the CWD, the CWD shall take immediate corrective action. The CWD shall not deny the application but instead shall continue to process the application and send the household a notice of action informing them of the pending status of their application by the 30th day following the date the application was filed.
(a) If the case file is not complete enough to determine eligibility, the pending status notice of action shall indicate any action necessary by the household to complete the application process.
CALIFORNIA-DSS-MANUAL-FS
MANUAL LETTER NO. FS-98-02 Effective 6/1/98
Page 129
FOOD STAMP REGULATIONS
Regulations APPLICATION PROCESS 63-301 (Cont.)
63-301 APPLICATION PROCESSING TIME STANDARDS (Continued) 63-301
(b) If the household fails to respond, the CWD shall take action on the application during the second 30-day processing period as provided in Sections 63-301.422(a) and (b).
.432 If the household is determined eligible during the second 30-day period, the CWD shall provide benefits retroactive to the date of the application. If the household is determined ineligible during the second 30-day processing period the application shall be denied and the CWD shall provide the household with a notice of action denying their application.
.44 Delays Beyond 60 Days
.441 If the CWD is at fault for not completing the application process by the end of the second 30-day period, and the case file is otherwise complete, the CWD shall continue to process the original application and any supplemental information provided by the household until an eligibility determination is made.
(a) If the household is determined eligible, the CWD shall provide benefits to the household as follows:
(1) If the CWD was at fault for the delay in the initial 30-day period, the household shall receive benefits retroactive to the date of application.
(2) If the initial delay was the household's fault, the household shall receive benefits retroactive only to the date the CWD received verification that the household completed the required action.
(b) If the household is determined ineligible, the CWD shall deny the application and provide the household with a notice of action denying their application.
CALIFORNIA-DSS-MANUAL-FS
MANUAL LETTER NO. FS-98-02 Effective 6/1/98
Page 130
FOOD STAMP REGULATIONS
63-301 (Cont.) APPLICATION PROCESS Regulations
63-301 APPLICATION PROCESSING TIME STANDARDS (Continued) 63-301
(c)
HANDBOOK BEGINS HERE
DELAYED ACTIONS
30 Days After Filing of Application | Action on 30th Day | Action in Second 30 Day Period | Month of Application Benefits?
HH has not completed app OR HH has not registered for work OR HH has not supplied verification OR HH missed 1st interview and did schedule 2nd interview a. past 20th day and did not supply verification/register by 30th day b. past 30th day Verification requested on 2nd thru 20th day; HH does not supply verification CWD did not offer assistance; CWD did not give HH at least 10 days to supply verification, requested.* HH did schedule 2 nd interview within 30 days of application, but CWD did not follow through. | Denial or pending notice (option must apply to all households in county) Option to pend 30 days from request for verification Pending Notice If verification is lacking, option to pend 30 days from day of request for verification. | HH takes necessary action: reopen application HH takes no action: no action by CWD HH takes necessary action: reopen application HH takes no action: no action by CWD CWD must take action to complete certification HH must supply verification | No No No Yes, if eligible
* Note: 10 days is minimum not maximum period; CWD can deny by the 30th day after application was filed if the applicant did not provide requested verification within 10 days from the date it was requested.
HANDBOOK ENDS HERE
CALIFORNIA-DSS-MANUAL-FS
MANUAL LETTER NO. FS-02-03 Effective 3/1/02
Page 131
FOOD STAMP REGULATIONS
Regulations APPLICATION PROCESS 63-301 (Cont.)
63-301 APPLICATION PROCESSING TIME STANDARDS (Continued) 63-301
.442 If the CWD is at fault for not completing the application process by the end of the second 30-day period, but the case file is not complete enough to determine eligibility, the CWD shall continue to process the original application and send the household a notice of action informing them that the application is being held pending. The household shall be advised of the action necessary to complete the application process and of the possible entitlement to retroactive benefits as a result of the CWD's failure to process the application in the second 30-day period.
(a) The CWD shall allow the household at least 10 days to take the required action specified on the notice of action informing them of the pending status of their application. However, if the CWD has chosen the option of holding the application pending only until 30 days following the date of the initial request for the particular verification that was missing, and verification is not received by that 30th day, the CWD may deny the application without further notice to the household.
(b) If the household fails to take the required action specified on the notice of action informing them of the pending status of their application, the CWD shall deny the application without further notice to the household.
.443 If the household is at fault for not completing the application process by the end of the second 30-day period, the CWD shall deny the application and require the household to file a new application if it wishes to participate. If however, the CWD has chosen the option of holding the application pending only until 30 days following the date of the initial request for the particular verification that was missing, and verification is not received by that 30th day, the CWD may immediately deny the application. The household shall not be entitled to any lost benefits, even if the delay in the initial 30 days was the fault of the CWD.
CALIFORNIA-DSS-MANUAL-FS
MANUAL LETTER NO. FS-94-02 Effective 2/1/94
Page 132
FOOD STAMP REGULATIONS
63-301 (Cont.) APPLICATION PROCESS Regulations
63-301 APPLICATION PROCESSING TIME STANDARDS (Continued) 63-301
.5 Expedited Service
.51 Entitlement to Expedited Service
The following households, if otherwise eligible, are entitled to expedited service:
.511 Households with less than $150 in monthly gross income as defined in Section 63-502.1 provided their liquid resources as defined in Section 63-501.11 do not exceed $100;
.512 Migrant or seasonal farmworker households who are destitute as defined in Section 63-503.43 provided their liquid resources as defined in Section 63-501.11 do not exceed $100; or
.513 Households whose combined monthly gross income and liquid resources are less than the household's monthly rent or mortgage, and utilities.
.52 Identifying Households Needing Expedited Service
The CWD's application procedures shall be designed to identify households eligible for expedited service at the time the household files an application.
.521 A CWD employee or volunteer shall inform potential applicants orally of the right to expedited service for eligible households and how to initiate the process, the availability of assistance in filling out the application and shall be responsible for screening applications as they are filed. The CWD also shall advise individuals who inquire about the Food Stamp Program by telephone of the expedited service processing standards for eligible households. The CWD shall assist an applicant, upon request, in filling out forms and completing the application process.
.522 The screening shall consist of a review of the DFA 285-A1 or the SAWS 1 CA1/DFA 285-A1 if the applicant elected to complete the expedited service section. The CWD shall immediately forward the application for processing when it is determined that the applicant is entitled to expedited service.
CALIFORNIA-DSS-MANUAL-FS
MANUAL LETTER NO. FS-96-04 Effective 11/12/94
Page 133
FOOD STAMP REGULATIONS
Regulations APPLICATION PROCESS 63-301 (Cont.)
63-301 APPLICATION PROCESSING TIME STANDARDS (Continued) 63-301
.523 Households being recertified or reapplying after less than a one-month break in certification shall be entitled to expedited service if determined eligible as specified in Section 63-301.51.
.53 Processing Standards
All households receiving expedited services, except those receiving expedited services during months in which allotments are suspended or cancelled shall have the case processed in accordance with the following regulations. Those households receiving expedited services during a suspension or cancellation shall have their cases processed in accordance with Sections 63-107.862 and .863.
.531 Expedited Service Households
(a) For households entitled to expedited service at initial application, the CWD shall make the authorization document, access device or coupons available to the recipient either by mail or for pickup at the household's request, no later than the third calendar day following the date the application was filed. For purposes of this section, a weekend (Saturday and Sunday) shall be considered one calendar day. However, if the third calendar day is a nonworking day when coupons cannot be issued, the CWD shall make coupons available on or before the working day immediately preceding the nonworking day. Whatever system a CWD uses to ensure meeting this delivery standard shall be designed to allow a reasonable opportunity for redemption of an authorization document or use of an access device no later than the third calendar day following the day the application was filed.
HANDBOOK BEGINS HERE
(1) For example, if the application is filed on Thursday, coupons must be made available to the households on Monday. However, if Monday is a holiday, coupons must be made available on Friday or Saturday if coupons are issued on that day.
HANDBOOK ENDS HERE
CALIFORNIA-DSS-MANUAL-FS
MANUAL LETTER NO. FS-94-02 Effective 2/1/94
Page 134
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FOOD STAMP REGULATIONS
Regulations APPLICATION PROCESS 63-301 (Cont.)
63-301 APPLICATION PROCESSING TIME STANDARDS (Continued) 63-301
(b) For households that are being recertified or applying after less than a one-month break in certification and which are entitled to expedited service, the CWD shall make the authorization document, access device or coupons available to the recipient either by mail or for pick up at the household's request, no later than the third calendar day following the date the application is filed or by the household's normal issuance cycle in the new certification period, whichever is later. The third calendar day shall be determined in accordance with Section 63-301.531(a).
.532 Out-of-Office Interviews
If a household mails an application and it contains sufficient information to indicate that the household is entitled to expedited service and out of office certification, the CWD shall conduct the interview (unless the household cannot be reached), and complete the application process within the expedited service standards, as specified in Section 63-301.5. The first day of the count is the first calendar day following the filing of the application. If the application is not complete, and the CWD conducts a telephone interview of the applicant, the CWD shall mail the application to the household for signature. The mailing time involved shall not be calculated in the expedited service standards. Mailing time shall only include the days the application is in the mail to and from the household and the days the application is in the household's possession pending signature and return mailing.
.533 Late Determinations
If the prescreening required in Section 63-301.52 fails to identify a household as being entitled to expedited service and the CWD subsequently discovers that the household is entitled to expedited service, the CWD shall provide expedited service to the households within the processing standards described in 63-301.531, except that the processing standards shall be calculated from the date the CWD discovers the household is entitled to expedited service and not the date the application was filed.
CALIFORNIA-DSS-MANUAL-FS
MANUAL LETTER NO. FS-91-03 Effective 3/1/91
Page 135
FOOD STAMP REGULATIONS
63-301 (Cont.) APPLICATION PROCESS Regulations
63-301 APPLICATION PROCESSING TIME STANDARDS (Continued) 63-301
.54 Special Procedures for Expediting Service
.541 The CWD shall use the following procedures when expediting certification and issuance:
(a) In all cases, the identity of the individual making application shall be verified through a collateral contact or readily available documentary evidence as specified in Section 63-300.51(c).
(b) All reasonable efforts shall be made to verify within the expedited processing standards, the household's residency, as specified in Section 63-300.515, income statement (including a statement that the household has no income), liquid resources, and all other factors required by Section 63-300.51 through collateral contacts or readily available documentary evidence. However, benefits shall not be delayed beyond the delivery standards prescribed in 63-301.53 solely because these eligibility factors have not been verified. Verification of these eligibility factors shall be postponed if unobtainable within the expedited processing standards.
(1) If a household eligible for expedited services reapplies after 95 days from the end of the annual review period in which the household had refused to cooperate with a nonfederal QC reviewer or reapplies after seven months from the end of the annual review period in which the household had refused to cooperate with a federal QC reviewer, the CWD shall issue one month's benefits in accordance with the processing standards and procedures in Section 63-301.53. Before a second month's benefits are issued, the household shall provide verification of all household circumstances that could affect eligibility as specified in Section 63-505.11.
(c) Households entitled to expedited service shall be subject to the social security number provisions of Section 63-404.2.
CALIFORNIA-DSS-MANUAL-FS
MANUAL LETTER NO. FS-95-06 Effective 10/1/95
Page 136
FOOD STAMP REGULATIONS
Regulations APPLICATION PROCESS 63-301 (Cont.)
63-301 APPLICATION PROCESSING TIME STANDARDS (Continued) 63-301
(d) The applicant and all other household members shall be registered for work prior to certification unless exempt from this requirement per Section 63-407.2. The CWD shall attempt to verify questionable work registration exemptions, but shall postpone these efforts if they cannot be accomplished within expedited service time frames.
.542 Once the household has supplied the name of a collateral contact or has asked the CWD for assistance in locating a collateral contact, the CWD shall promptly contact the collateral contact or otherwise assist the household in obtaining the necessary verification.
.543 Households that are certified on an expedited basis and have provided all necessary verification required by Section 63-300.5 within the expedited services time frame as specified in Section 63-301.531 shall be assigned a normal certification period.
(a) Households which apply for benefits after the 15th day of the month and have been determined eligible to receive benefits for the initial month and the subsequent month shall receive both allotments at the same time, in accordance with Section 63-503.16.
.544 Households that are certified on an expedited basis and whose verification is postponed shall be assigned certification periods as follows:
(a) One-Month Certification
Section 63-301.544(a)(MR) shall become inoperative and Section 63-301.544(a)(QR) shall become operative in a county on the date QR/PB becomes effective in that county, pursuant to the Director's QR/PB Declaration.
(MR) Nonmonthly reporting households that apply on or before the 15th day of the calendar or fiscal month shall be certified for one month only.
(1) Benefits for the initial month shall be prorated from the date the application was filed to the end of that calendar or fiscal month.
(2) Households shall reapply and complete the verification which was postponed, unless they have been certified under normal processing standards since the last expedited certification.
(QR) Change reporting households that apply on or before the 15th day of the calendar or fiscal month shall be certified for one month only.
CALIFORNIA-DSS-MANUAL-FS
MANUAL LETTER NO. FS-04-07 Effective 7/1/04
Page 137
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FOOD STAMP REGULATIONS
Regulations APPLICATION PROCESS 63-301 (Cont.)
63-301 APPLICATION PROCESSING TIME STANDARDS (Continued) 63-301
(b) Longer Than One-Month Certification
(1) Section 63-301.544(b)(1)(MR) shall become inoperative and Section 63-301.544(b)(1)(QR) shall become operative in a county on the date QR/PB becomes effective in that county, pursuant to the Director’s QR/PB Declaration.
(MR) Nonmonthly reporting households applying after the 15th day of the calendar or fiscal month shall be certified only for the month of application, and the subsequent month.
(QR) Change reporting households applying after the 15th day of the calendar or fiscal month shall be certified only for the month of application, and the subsequent month.
(2) Section 63-301.544(b)(2)(MR) shall become inoperative and Section 63-301.544(b)(2)(QR) shall become operative in a county on the date QR/PB becomes effective in that county, pursuant to the Director’s QR/PB Declaration.
(MR) Monthly reporting households shall be assigned a normal certification period as specified in Section 63-504.1.
(QR) QR households shall be assigned a normal certification period as specified in Section 63-504.1.
.545 When a certification period of longer than one month is assigned, the CWD shall notify the household, in writing that:
(a) No further benefits will be issued until the postponed verification, except as specified in Section 63-301.545(a)(2), is completed and the household's participation shall be terminated if the verification for income, resources, residency (except for homeless households), or any deduction, except for unverified child support, is not completed within 30 days following the date the application was filed.
CALIFORNIA-DSS-MANUAL-FS
MANUAL LETTER NO. FS-04-07 Effective 7/1/04
Page 137.1
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FOOD STAMP REGULATIONS
Regulations APPLICATION PROCESS 63-301 (Cont.)
63-301 APPLICATION PROCESSING TIME STANDARDS (Continued) 63-301
(1) Migrant households shall receive the second months benefits if the only missing verification is from an out-of-state source. However, the out-of-state verification shall be completed within 60 days following the date the application was filed or if not the household's participation shall be terminated.
(2) A household with an unverified child support obligation and/or amount of child support paid shall not be terminated, but instead have its eligibility and benefit level determined without a child support deduction as specified in Section 63-300.51(j).
(b) The individual household member's participation shall be terminated if proof of alien or student status has not been provided or if a SSN or proof that one has been applied for has not been provided within 30 days following the date the application was filed. Benefits to the remaining household members shall be recalculated and issued as otherwise eligible.
(1) Migrant household members shall be treated as specified in Section 63-301.545(a)(1), if the missing verification is from an out-of-state source.
(c) If verification results in changes in the household's eligibility or level of benefits, the CWD shall act on those changes without advance notice.
CALIFORNIA-DSS-MANUAL-FS
MANUAL LETTER NO. FS-04-07 Effective 7/1/04
Page 138
FOOD STAMP REGULATIONS
63-301 (Cont.) APPLICATION PROCESS Regulations
63-301 APPLICATION PROCESSING TIME STANDARDS (Continued) 63-301
.546 Households which apply for benefits after the 15th of the month and have been determined eligible to receive benefits for the initial month and the subsequent month but have had their verification postponed shall receive both allotments at the same time, in accordance with Section 63-503.16.
HANDBOOK BEGINS HERE
a) When a household has provided the required postponed verification, the CWD hall issue the third month’s benefits within five working days from receipt of the verification or by the first day of the third month, whichever is later. For staggered issuance this shall be the first working day of the third month. If verification is not provided before the end of the third month, the CWD shall terminate the household’s participation and shall issue no further benefits. This shall also apply to migrant farmworker households needing out-of-state verification as outlined in Section 63-301.545(a)(1).
HANDBOOK ENDS HERE
.547 Migrant farmworker households shall be entitled to postpone out-of-state verification only once each migrant farm season.
(a) The CWD shall grant a postponement of the out-of-state verification for only the initial month, if a migrant farmworker household requesting expedited service has already received this exception during the current migrant farm season.
(b) For purposes of this section, a migrant farm season is defined as having a clear beginning point and ending point between which migrant farmworkers travel. When they are not migrating to work they are residing at one location which they regard as home. In this case, the season would be the period during which the migrants are traveling to work. If a migrant farmworker travels constantly with no break period, the season shall be considered the calendar year.
.548 There is no limit to the number of times a household can be certified under expedited service procedures, as long as prior to each expedited certification, the household either completes the verification requirements that were postponed at the last expedited certification or was certified under normal processing standards since the last expedited certification.
.549 Households requesting, but not entitled to expedited service shall have their applications processed according to normal standards.
CALIFORNIA-DSS-MANUAL-FS
MANUAL LETTER NO. FS-08-04 Effective 9/1/08
Page 139
FOOD STAMP REGULATIONS
Regulations APPLICATION PROCESS 63-301 (Cont.)
63-301 APPLICATION PROCESSING TIME STANDARDS (Continued) 63-301
.6 PA Households
Households in which all members are applying for public assistance (PA) shall be informed that they may apply for food stamp benefits at the same time and shall be required to complete only a single application for both programs. The food stamp eligibility and benefit levels for these households shall be based solely on food stamp eligibility criteria, except as specified in Section 63-301.7. Households, whether jointly processed and/or eligible because of their PA status, shall be certified in accordance with the notice, procedural and timeliness requirements of the food stamp regulations.
.61 Single Interview
The CWD shall conduct a single interview at initial application for both public assistance and food stamp purposes, except as provided in Section 63-301.611. PA households shall not be required to see a different eligibility worker or otherwise be subjected to two interview requirements to obtain the benefits of both programs. Following the single interview, the application may be processed by separate workers to determine eligibility and benefit levels for food stamps and public assistance. A household's eligibility for food stamp out-of-office interview provisions in 63-300.42 and .43 does not relieve the household of any responsibility for a face-to-face interview to be certified for PA.
.611 The CWD may hold a separate food stamp interview if necessary to prevent any delay in the processing of expedited service.
.62 Verification Procedures
For households applying for both public assistance and food stamps, the verification procedures described in Section 63-300.5 shall be followed for those factors of eligibility which are needed solely for purposes of determining the household's eligibility for food stamps. For those factors of eligibility which are needed to determine both PA eligibility and food stamp eligibility the CWD may use the PA verification rules. However, the CWD shall not delay the household's food stamp benefits if, at the end of 30 days following the date the application was filed, the CWD has sufficient verification to meet the verification requirements of Section 63-300.5 but does not have sufficient verification to meet the PA verification rules.
CALIFORNIA-DSS-MANUAL-FS
MANUAL LETTER NO. FS-90-01 Issued 7/1/90
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.63 Application Processing Standards and Procedures
When all members of a household apply for both Food Stamps and PA, the application shall be made on the SAWS 1 CA1/DFA 285-A1 and BC JA 2 CA 2/DFA 285-A2. PA applicant households not applying for Food Stamps shall enter a signed statement to this effect on the SAWS 1 CA1/DFA 285-A1 or check the appropriate box on the BC JA 2 CA 2/DFA 285-A2. If a PA applicant household does not check the box marked Food Stamps or specifically indicate that they do not wish Food Stamps, the household's application shall be considered a request for both PA and Food Stamps unless it is determined otherwise during the interview.
.631 In order to determine if a household will be eligible due to its status as a recipient PA household, the CWD shall be permitted to postpone the food stamp eligibility determination within the 30-day processing standard if the household is not entitled to expedited service and appears to be categorically eligible.
(a) If the PA determination is made within the 30-day processing standard and the household is considered categorically eligible as specified in Section 63-301.7, the CWD shall provide food stamp benefits for the initial month from the date of the food stamp application.
(1) Benefits shall not be provided for any month in which a household is determined ineligible for receipt of PA benefits, unless the household is eligible to participate as a nonassistance (NA) case.
(b) If the PA determination of eligibility is not made by the 30th day, the CWD shall process the application as a NA case using all food stamp eligibility and benefit criteria. However, the CWD shall not deny a potentially categorically eligible household until the 30th day.
CALIFORNIA-DSS-MANUAL-FS
MANUAL LETTER NO. FS-94-02 Effective 2/1/94
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(1) If the NA case is denied, the notice of action shall inform the household to notify the CWD if its PA benefits are approved.
(2) The CWD shall ensure that the denied application of a potentially categorically eligible household is easily retrievable in the event that PA benefits are subsequently approved.
.632 If any potentially categorically eligible household is denied and later determined eligible to receive PA benefits, the CWD shall provide food stamp benefits using the original application and any other pertinent information occurring subsequent to that application.
(a) The CWD shall not reinterview the household but shall:
(1) Use any available information to update the application; and
(2) Contact the household or its authorized representative by mail or telephone to explain and confirm changes made by the CWD and to determine if any other changes in circumstances have occurred.
(b) If any information obtained from the household differs from that which the CWD obtained from available information or the household provided additional changes in information, the CWD shall arrange for the household or its authorized representative to:
(1) Initial all changes;
(2) Re-sign and date the updated application; and
(3) Provide necessary verification.
CALIFORNIA-DSS-MANUAL-FS
MANUAL LETTER NO. FS-94-02 Effective 2/1/94
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(c) Benefits for the initial month shall be prorated from the date the PA benefits are effective, or the date of the original food stamp application, whichever is later.
(d) The CWD shall act on reevaluating the original application either at the household's request, or when it becomes otherwise aware of the household's PA eligibility. For example, the CWD normally becomes aware when the PA benefits are approved.
.633 For all households, the CWD shall anticipate with reasonable certainty the amount and date of receipt of the initial PA payments. Initial PA payments include the first month's basic grant and any immediate need or other PA payments that were issued prior to the authorization of the first month's basic grant.
(a) If a PA payment will not be received until a subsequent month, the CWD shall vary the household's benefit level according to the anticipated receipt of the payment and send the household a notice of action.
(b) If the amount or date of receipt of the initial PA payment cannot be anticipated with reasonable certainty at the time of the Food Stamp eligibility determination, the PA payment shall be handled as a change in circumstances. However, the CWD is not required to send a notice of action if the receipt of the PA grant reduces, suspends or terminates the household's Food Stamp benefits, provided the household is notified in advance that this may occur when the grant is received. Termination of the case shall be permitted if the household is not categorically eligible.
CALIFORNIA-DSS-MANUAL-FS
MANUAL LETTER NO. FS-94-02 Effective 2/1/94
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Regulations APPLICATION PROCESS 63-301 (Cont.)
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HANDBOOK BEGINS HERE
(c) See Handbook Section 63-503.212(a)(1)(A) for an example.
HANDBOOK ENDS HERE
.634 For all households, portions of initial PA payments intended to retroactively cover a previous month shall be disregarded as lump sum payments as specified in Section 63-502.2.
.7 Categorically Eligible PA Households
Any household, except those specified in Section 63-301.73, in which all food stamp eligible members receive or are authorized to receive PA benefits, shall be considered eligible for food stamps because of their status as PA recipients [Section 63-102(p)]. The following shall also be considered categorically eligible:
.71 Section 63-301.71(MR) shall become inoperative and Section 63-301.71(QR) shall become operative in a county on the date QR/PB becomes effective in that county, pursuant to the Director's QR/PB Declaration.
(MR) Households subject to retrospective budgeting that have been suspended for PA purposes or that receive zero benefits.
(QR) Households subject to QR that receive zero benefits.
.72 The eligibility factors which shall be accepted for food stamp eligibility without verification are the resource, gross and net income limits; social security number information; sponsored alien information; and residency.
.73 When determining whether a household is to be considered PA categorically eligible, the CWD shall verify the following factors, only when questionable, as specified in Section 63-300.53.
.731 The household shall contain only food stamp eligible members that are PA recipients as defined in Section 63-102(p).
.732 The household shall meet the definition of a household as specified in Sections 63-102(h) and 63-402.
CALIFORNIA-DSS-MANUAL-FS
MANUAL LETTER NO. FS-04-07 Effective 7/1/04
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.733 The household shall include all persons who purchase and prepare food together in one food stamp household regardless of whether or not they are separate units for PA purposes.
.734 The household has not been disqualified or does not include persons who have been disqualified as specified in Section 63-301.73.
.74 The following households shall not be considered categorically eligible and are subject to all food stamp eligibility and benefits provisions if:
.741 Any household member is disqualified for an intentional Program violation as specified in Section 63-805;
. 742 Section 63-301.742(MR) shall become inoperative and Section 63-301.742(QR) shall become operative in a county on the date QR/PB becomes effective in that county, pursuant to the Director's QR/PB Declaration.
(MR) The household fails to comply with the monthly reporting requirements specified in Section 63-504.32, and Sections 63-505.2, .3, and .4;
(QR) The household fails to comply with the QR requirements specified in Sections 63-508.4 and .613;
.75 The following persons shall not affect the eligibility of an otherwise categorically eligible PA household:
.751 Ineligible non-citizens as defined in Section 63-403.1;
.752 Ineligible students as defined in Section 63-406;
.753 SSI recipients as defined in Section 63-102(s);
.754 SSN-disqualified persons as defined in Section 63-102(s);
.755 Persons institutionalized in an unauthorized facility as defined in Section 63-402.4;
.756 Household members who are disqualified for failure to comply with work requirements as specified in Section 63-407.4; or
.757 GA recipients who receive benefits from a GA program appropriate for categorical eligibility.
CALIFORNIA-DSS-MANUAL-FS
MANUAL LETTER NO. FS-04-07 Effective 7/1/04
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.76 For purposes of work registration, the exemptions specified in Section 63-407.2 shall apply to individuals in PA categorically eligible households. Any individual who is not exempt from work registration is subject to the work requirements specified in Section 63-407.
.8 GA Households
.81 CWDs shall advise all GA applicant households of their potential categorical eligibility for Food Stamp benefits and provide these households with a DFA 285-A1 and DFA 285-A2 or the joint application forms. GA households shall not be considered categorically eligible for Food Stamp benefits unless they receive, or are authorized to receive, benefits from a GA program appropriate for categorical eligibility as specified in Section 63-301.82.
.811 CWDs shall allow households in which all members are applying for GA benefits to leave a signed Food Stamp application, which contains, at a minimum, the household's name, address, and signature, at the GA office. The GA office shall forward the application that same day to the appropriate Food Stamp office for processing.
.812 The procedural and timeliness requirements that apply to the non-PA application process shall begin when the Food Stamp office receives the application. Since there may be a delay involved in the transferring of applications from GA offices to food stamp offices, households shall be advised that they may receive faster service if they take the application directly to the Food Stamp office.
.82 Categorically Eligible GA Households
.821 Any household, except those specified in Section 63-301.824, in which all food stamp eligible members receive or are authorized to receive GA benefits from a GA program which meets the following criteria, shall be considered eligible for food stamps because of their status as GA recipients.
(a) The GA program must have income criteria equal to, or more restrictive than, the food stamp gross income test; and
(b) The GA program must provide benefits as defined in Section 63-102g.(1)(A) and must not provide only one-time emergency payments; and
(c) A signed certification that the county's GA program is appropriate for categorical eligibility is on file with the CDSS; or
CALIFORNIA-DSS-MANUAL-FS
MANUAL LETTER NO. FS-04-07 Effective 7/1/04
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(d) The GA program has been certified by FNS as an appropriate program.
.822 The eligibility factors which shall be accepted for food stamp eligibility without verification are the resource (except resource transfers); gross and net income limits, sponsored noncitizen information; and residency.
HANDBOOK BEGINS HERE
(a) Sponsored noncitizens shall continue to cooperate in providing sponsor information, as specified in Section 63-405.7, for use in determining benefit level.
HANDBOOK ENDS HERE
.823 When determining whether a household is to be considered GA categorically eligible, the CWD shall verify that the household contains only food stamp eligible members who are receiving, or are authorized to receive, GA from a GA program appropriate for categorical eligibility.
(a) Where household composition is questionable, the CWD shall determine that the household meets the definition of household as specified in Section 63-402 and contains no individuals disqualified as specified in Section 63-301.825.
.824 A household shall not be considered categorically eligible and is subject to all food stamp eligibility and benefit provisions if:
(a) The household refuses to cooperate in providing information to the CWD that is necessary for making an eligibility determination or for completing any subsequent review of eligibility;
(b) The household is disqualified because the head of household fails to comply with a work requirement as specified in Section 63-407.1;
(c) The household is ineligible under the striker provisions as specified in Section 63-402.8; or
(d) The household is ineligible because they knowingly transferred resources for the purpose of qualifying or attempting to qualify for the program as specified in Section 63-501.6.
CALIFORNIA-DSS-MANUAL-FS
MANUAL LETTER NO. FS-01-02 Effective 6/1/01
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Regulations APPLICATION PROCESS 63-301.93
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.825 The following individuals shall not be included as a member of an otherwise categorically eligible household if that person:
(a) Is disqualified for intentional Program violation;
(b) Is not the head of household and disqualified for failure to comply with the work requirements specified in Section 63-407.1;
(c) Fails to provide or apply for a social security number;
(d) Is an ineligible alien;
(e) Is an ineligible student;
(f) Is an SSI recipient; or
(g) Is institutionalized in a nonexempt facility as specified in Section 63-402.4.
.9 Mixed Food Stamp Households
Mixed food stamp (FS) households are FS applicant households in which some, but not all, members are in the PA assistance unit (AU).
.91 CWDs may use the joint application processing procedures in Section 63-301.6 for mixed FS households. This decision shall not be made on a case-by-case basis, but shall be applied uniformly to all households of this type in the county.
.92 Mixed FS households shall not be considered categorically eligible for food stamp benefits.
.93 CWDs shall exclude any resource of FS household members receiving PA. If a resource is jointly held by a Food Stamp household member who is receiving PA and a Food Stamp household member who is not receiving PA, then exclude the amount that was counted in determining the PA eligibility.
CALIFORNIA-DSS-MANUAL-FS
MANUAL LETTER NO. FS-92-10 Effective 11/24/92
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.94 Mixed FS households must meet the food stamp gross and net income standards of eligibility.
NOTE: Authority cited: Sections 10554, 11265.1, .2, and .3, 18904, and 18910, Welfare and Institutions Code. Reference: Sections 10554, 11265.1, .2, and .3, 18901, 18904, and 18910, Welfare and Institutions Code; Section 11349.1, Government Code; 7 Code of Federal Regulations (CFR) 271.2; 7 CFR 272.3(c)(1)(ii); 7 CFR 273.2(d)(1), (e)(3), (h)(1)(C), (h)(1)(i)(B) and (D), (h)(2)(i)(A), (i)(4)(iii)(B), (C) and (D),(j), (j)(1), (j)(1)(iv), (j)(2)(iii) and (iv), (j)(3), (j)(4), and (j)(4)(vi); 7 CFR 273.4; 7 CFR 273.7 and .7(g)(1)(i); 7 CFR 273.8(e)(17); 7 CFR 273.9(d)(7) as published in the Federal Register, Vol. 59, No. 235 on December 8, 1994; 7 CFR 273.10(c)(1) and (g)(1)(ii); 7 CFR 274.2; (Court Order re Final Partial Settlement Agreement in Jones v. Yeutter (C.D. Cal. Feb. 1, 1990) [Dock. No. CV-89-0768].); Public Law (P.L.) 102-237, Sections 902 and 905, as specified in Federal Administrative Notice 92-12, dated January 9, 1992; USDA, Food and Consumer Service, Administrative Notice 97-105, dated August 21, 1997; and P.L. 104-193, Sections 815 and 838 (Personal Responsibility and Work Opportunity Reconciliation Act of 1996); Food and Consumer Service Waiver dated May 24, 1996; Food and Nutrition Service Quarterly Reporting/Prospective Budgeting waiver dated April 1, 2003; Federal Food Stamp Policy Memos 82-9 dated December 8, 1981, and 88-4 dated November 13, 1987, and Federal Register, Vol. 66, No. 229, dated November 28, 2001.
CALIFORNIA-DSS-MANUAL-FS
MANUAL LETTER NO. FS-08-04 Effective 9/1/08
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