40-103 DEFINITIONS AND DESIGNATIONS - GENERAL

.1 Public Social Services (See definition in Section 11-003.1.)

.2 Services (See definition in Section 10-010(j).)

.3 Aid

.31 Cash grant for maintenance needs and medical assistance under the California Medical Assistance Program.

.32 Medical Assistance only for others who are determined eligible under the California Medical Assistance Program. Aid is not interrupted by a change in recipient status from a cash grant to medically needy individual or family under the same program. The change requires no new application.

.4 Applications for Aid

An application is a request for aid in writing made to the county welfare department on the SAWS 1 (Rev. 9/90) either by the applicant or on his or her behalf.

Applications are as follows:

.41 New -- The applicant has not previously applied for the same aid in the same county.

.42 Restoration -- The applicant was a recipient of the same category of aid in the same county and his or her grant has been discontinued for 12 months or less at the time of the current application. See Section 40-125.9 Request for Restoration of Aid.

.43 Reapplication

.431 The applicant's previous application for the same aid in the same county was withdrawn or denied, or

.432 The applicant is a former recipient of the same aid in the same county whose grant has been discontinued for more than 12 months at the time of the current application.

.44 Appropriate Action on an Application -- Appropriate action on an application includes authorization of a cash grant and certification for medical assistance to persons determined to be eligible; certification as a medically needy person or family eligible for medical assistance, or such other disposition as is indicated by the investigation, i.e., denial, cancellation, etc. (See Section 40-171.)

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(SAR)

.5 Semi-Annual Reporting Cycle – The semi-annual reporting (SAR) cycle is comprised of six consecutive months which constitute a SAR Payment Period. The following terminology is used to describe the months and the period of an individual SAR cycle:

(SAR) .51 SAR Payment Period – the six month period for which cash aid is paid/issued. A SAR Payment Period is comprised of six consecutive calendar months. The SAR Payment Period begins the first day following the SAR Submit Month. The SAR Payment Period can be the six months following the submittal of the SAR 7 or the completion of the SAWS 2 Plus/Statement of Facts.

(SAR) .52 Next SAR Payment Period – the SAR Payment Period immediately following the SAR Submit Month.

(SAR) .53 SAR 7 Data Month – the month for which the recipient reports all information necessary to determine eligibility on the SAR 7. The SAR Data Month is the fifth month of each SAR Payment Period, when the SAR 7 is due. Only information from the Data Month and any known changes must be reported on the SAR 7.

(SAR) .54 SAR Submit Month – the month in which the SAR 7 or the annual redetermination of eligibility is required to be completed and submitted to the county. The SAR Submit Month is the sixth month of each SAR Payment Period. When completing the annual redetermination on the 6th month when the SAR 7 is not due, the recipient shall provide information on the SAWS 2 Plus/Statement of Facts about income received during the 30 days prior to submission. All other known changes and information must also be included on the SAWS 2 Plus/Statement of Facts when completing the annual redetermination.

(SAR) .55 SAR Reporting Period – The SAR Submit Month and the five preceding months. The SAR Reporting Period generally refers to the period of time since the last mandatory report (SAR 7 or SAWS 2 Plus/Statement of Facts) was completed.

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(SAR) The following table illustrates how months are arranged in a SAR cycle. Note that the SAR cycles are based on the Beginning Date of Aid (BDA) in order to ensure the SAR cycle is aligned with the redetermination/recertification date.

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First SAR Payment Period

January | February | March | April | May | June Month 1 BDA Payment Period Begins | Month 2 | Month 3 | Month 4 | Month 5 Data Month | Month 6 Submit Month/SAR 7 is due End of Payment Period

Second SAR Payment Period

July | August | September | October | November | December Month 7 Second Payment Period Begins | Month 8 | Month 9 | Month 10 | Month 11 | Month 12 Redetermination is due End of Payment Period

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.6 Inquiries -- An inquiry is a request for information or a general request which is not an application. It is usually made without the individual indicating he/she is in need. It may include a request for information from a potential applicant or any other person or agency who desires information regarding public assistance, eligibility requirements, points of agency policy, etc.

.7 Aid Programs

The aid programs in these regulations are defined in terms of basic program purposes as follows:

.71 Has been deleted.

.72 Repealed by Manual Letter No. EAS-86-01 (effective 1/17/86).

.73 Has been deleted.

.74 Repealed by Manual Letter No. EAS-91-14, effective 10/1/91.

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.75 Medical Assistance Program -- to provide health care services on an individualized basis for recipients of aid under the assistance programs under Section .81 through .84 above and to other eligible persons thus promoting better health for those persons who are unable to pay in full for the cost of their medical care. Requirements and definitions for the California Medical Assistance Program are set forth in Medical Assistance Regulations, Title 22, California Administrative Code, Division 3.

.76 State Supplemental Program -- to provide money payments to eligible aged, blind, or disabled California residents. (See Division 46.)

.8 IEVS - Means the Income and Eligibility Verification System. (See Section 20-006.1.)

(AR/CO)

.9 Annual Reporting/Child Only – An Annual Reporting/Child Only (AR/CO) case is a CalWORKs Assistance Unit (AU) that does not include an eligible adult, with the exception of an adult who has been sanctioned due to non-compliance with welfare-to-work (WTW) requirements per Section 42-721. AR/CO cases are subject to annual reporting requirements. The following terminology is used to describe the months and the period of annual reporting:

(AR/CO) .91 AR/CO Payment Period – the twelve month period for which cash aid is paid/issued. An AR/CO Payment Period is comprised of twelve consecutive calendar months. The AR/CO Payment Period begins the first day following the AR/CO Submit Month. The AR/CO Payment Period is the twelve months following the completion and submittal of the SAWS 2 Plus/Statement of Facts.

(AR/CO) .93 AR/CO Submit Month - the month in which the recipient reports all information necessary to determine eligibility on the SAWS 2 Plus/Statement of Facts which is required to be completed and submitted to the county. The AR/CO Submit Month is the twelfth month of the AR/CO Payment Period. The recipient shall provide information on the SAWS 2 Plus/Statement of Facts about income received during the 30 days prior to submission. All other known changes and information must also be included on the SAWS 2 Plus/Statement of Facts.

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(AR/CO) .94 AR/CO Reporting Period – The AR/CO Submit Month and the eleven preceding months. The AR/CO Reporting Period generally refers to the period of time since the last SAWS 2 Plus/Statement of Facts was completed and submitted.

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(AR/CO) The following table illustrates how months are arranged in an AR/CO Payment Period. The AR/CO Payment Period is based on the Beginning Date of Aid.

When a CalWORKs case begins in AR/CO, it is still necessary to assign the case a SAR cycle, as the case may transition between AR/CO and SAR.

AR/CO Payment Period

January BDA | Feb | March | April | May | June | July | Aug | Sept | Oct | Nov | Dec 1 Payment Period Begins | 2 | 3 | 4 | 5 | 6 | 7 | 8 | 9 | 10 | 11 | 12 Redetermination is due End of p ayment p eriod

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NOTE: Authority cited: Sections 10553, 10554, and 10604, Welfare and Institutions Code. Reference: Sections 10553, 10554, 10604, 11056, 11265, 11265.1, and 11265.45, Welfare and Institutions Code; and 45 CFR 206.10(a)(1)(ii).

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