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Code |
Effective |
ParaReg Text |
|
REVISED 8/04 |
Under MR/RB, the
county shall terminate a monthly reporting household's participation in the
FS Program if the household fails to submit a complete CA 7 form by the
extended filing date. (§63-504.361(b) prior to implementation of QR/PB in the
county) |
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|
221-2 |
REVISED 8/04 |
Under MR/RB, an
essential element of a complete CA 7 is that it be dated no earlier than the
first of the report month. This requirement is met when the date entered on
the CA 7, together with other dated material provided with the form, and the
date on which the county mailed or gave the form to the household clearly
establishes the month and year to which the CA 7 applies. (§63-504.321 prior
to the implementation of QR/PB in the county) |
|
221-2A |
REVISED 4/04 |
Under MR/RB, to be considered complete, the CW 7 must
be signed by the head of the household, authorized representative, or
responsible household member.
(63-504.323 prior to the implementation of QR/PB in the county) |
|
221-3 |
REVISED 8/04 |
Under MR/RB, all
questions and items pertaining to FS eligibility and benefit levels must be
fully answered on the CA 7 form and provide the county with the information
to correctly determine eligibility and benefit level (except those specified
in §§63-504.324(c) and (d), and 63-505.311 prior to the implementation of
QR/PB in the county). To be considered fully answered, the information on the
CA 7, together with attached documentation, must provide sufficient
information to allow for the determination of eligibility and/or benefit
level. (§63-504.324 prior to the implementation of QR/PB in the county) |
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221-4 |
REVISED 8/04 |
Under MR/RB, except
for certain designated households who are excluded from monthly reporting and
retrospective budgeting, all households participating in the FS Program shall
report household circumstances on the CA 7 as a condition of eligibility.
Households shall not be required to submit any reports of changes other than
on the CA 7. (§63-505.2 prior to the implementation of QR/PB in the county) |
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221-5 |
REVISED 2/05 |
The "extended
filing date" in a monthly reporting system is defined as the close of
business on the first working day of the issuance month and is the final date
by which the household must submit a complete CA 7, including all required
verification, without penalty of termination of eligibility or disallowance
of deductions. In a quarterly
reporting system, the "extended filing date" is the close of
business on the first working day of the new QR quarter and is the final date
the household must complete the QR 7 including all required verification,
without penalty of termination of eligibility or disallowance of deductions. (§63-102(e)(5)) |
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221-6 |
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Federal regulations
provide that the state agency shall provide special assistance in completing
and filing monthly reports (in states which adopt monthly reporting and
retrospective budgeting) to FS households whose adult members are all either
mentally or physically handicapped or are non-English speaking or otherwise
lacking in reading and writing skills such that they cannot complete and file
the monthly reports. (7 Code of Federal Regulations §273.21(c)(7)) |
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221-7 |
|
Federal regulations
provide that when an eligible FS household (HH) which has been terminated for
failure to file a complete monthly report, files the report after its
extended filing date, but before the end of the issuance month, the state
agency may choose to reinstate the HH and allow it to participate. |
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221-8 |
|
Federal regulations
require that the state agency's monthly report form shall meet the bilingual
requirements described in 7 Code of Federal Regulations (CFR) §272.4(b). (7
CFR §273.21(h)(2)(ii)) |
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221-9 |
REVISED 8/04 |
The
following households are excluded from monthly reporting and retrospective
budgeting prior to QR/PB and excluded from quarterly reporting when QR/PB is
implemented in the county: .211 "Migrant farmworker" households (§63-102(m)) .212 "Seasonal farmworker" households (§63-102(s)) .213 Households with no earned income, and in which all adult
members are "elderly or disabled" (§63-102(e)) .214 Households in which all members are "homeless"
(§63-102(h)(1)) .215 Households residing on Indian reservations. (§63-505.21) |
|
REVISED 8/04 |
Under MR/RB, the
county shall require households to submit verification of the items listed in
§63-504.341 with the CA 7. If the household submits the CA 7 by the date the
county mails the notice, but fails to provide the required
verification/information with the CA 7, the county shall notify the household
of the need to submit the missing verification by the extended filing date.
If the household fails to provide the missing verification pertaining to
deductions by the extended filing date, the county shall not consider the CA
7 incomplete, but shall instead disallow any deduction for which the
household has not provided verification. (§63-504.34 prior to the
implementation of QR/PB in the county) |
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|
222-2 |
REVISED 8/04 |
Under
MR/RB, the household shall provide verification of the following items with
the CA 7: (a) Dependent care costs which have changed, or when there is
questionable information. (b) Medical expenses, if those expenses would increase the
household's allotment. (c) Utility costs which entitle the household to the Standard
Utility Allowance (SUA) when first allowed and when the household moves. (d) Actual utility costs if the household is claiming the
actual expenses, when first allowed as a deduction, or if a change in amount
is reported, or when there is a move. (e) Expenses incurred in producing
self-employment income. (f) Residency, when changed. (g) Social Security numbers, or citizenship or alien status
when there is a change. (h) A change in the legal obligation to pay child support to a
person not in the FS household, or an increase in the amount of child support
payments. (§63-504.341 prior to
implementation of QR/PB in the county) |
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222-3 |
REVISED 8/04 |
Under MR/RB, if the
household submits information and/or verification with the CA 7 which the
county determines to be questionable, in accordance with §63-300.53 [actually
§63-300.5(g), effective February 21, 2002], the county shall notify the
household and allow the household until the extended filing date to submit
the necessary verification/clarification. If the household fails to submit
the necessary verification/clarification by the extended filing date, the
county shall act on the reported verification if it results in a decrease in
benefits, or not act on the reported information if it results in an increase.
(§63-504.343 prior to the implementation of QR/PB in the county; 63-300.53,
revised to §63-300.5(g)) |
|
222-4 |
REVISED 8/04 |
Under MR/RB, a
complete CA 7 form must include verification of gross nonexcluded earned
income each month and verification of nonexcluded unearned income when first
reported and when there is a change. This requirement does not apply to
child/spousal support disregard payments or PA, GA, FC, RCA, or ECA payments
paid by the county. (§63-504.325 prior to the implementation of QR/PB in the
county) |
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222-5 |
REVISED 8/04 |
Under MR/RB, if the
Standard Utility Allowance is claimed, the CA 7 shall provide verification
when the Standard Utility Allowance is first allowed and when the household
moves. (§63-504.341(c), as renumbered effective January 1, 2002 prior to the
implementation of QR/PB in the county) |
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222-6 |
|
In
order to comply with the Saldivar v. McMahon court order,
counties must ensure that any CA 7 which is complete, as defined by
§63-504.32, be processed. This
includes the processing of a reported and verified income change. In all cases where the CA 7 is complete for
FS, the county shall take the appropriate action on all reported and verified
income changes or other eligibility factors. If the
CA 7 is complete, but missing information/verification of a deduction(s), the
county shall use either Option 1 or 2. Option
1: The county must act upon a complete
CA 7 which reports changes in income or other eligibility factors, but will
not disallow any unverified deduction(s). If
income or other eligibility factors are involved, send a timely Notice of
Action (NOA) informing the household that the allotment has changed, based on
reported and verified information. The
allotment amount should be computed using previously verified deduction
amount(s). Also check the “Proposed
Change in Benefits” box as a reminder to the household that
verification/information of a claimed deduction is missing. - If
verification/information is received too late to effect any resultant
decreases, the county shall issue the amount shown on the timely notice
without disallowing the unverified deduction. If no
change in income has occurred, send a timely NOA, checking only the “Proposed
Change in Benefits” box as a reminder to the household that verification/information
of deduction(s) is missing. - If
verification/information is received too late to effect any resultant
decreases, issue previous month’s allotment. Option
2: The county must act upon a complete
CA 7 which reports changes in income or other eligibility factors, and will
disallow any unverified deduction(s). If
income or other eligibility factors are involved, send a timely NOA (may be a
combination NOA and reminder notice) informing the household that the
allotment has changed because of increased income and also reflects the
disallowance of the unverified deduction(s). - If
verification/information is received before the extended filing date, issue a
supplement to reflect correct deduction amount(s) if the county cannot
include the supplement in the household’s normal issuance. If no
change in income has occurred, send a timely NOA informing the household of
the effect of the disallowance of the unverified deduction(s) on the
allotment amount. - If
verification/information is received before the extended filing date, issue a
supplement to reflect the correct deduction amount(s) if the county cannot
include the supplement in the household’s normal issuance. Each
county using Option 2 must ensure that the NOA is timely, and the explanation
is adequate. This means that the
notice must inform the household in easily understood language, of the reason
for the proposed change; how to remedy the negative action, if appropriate,
and the effect the remedy will have on the allotment level; what the extended
filing date is; and that the county will do to assist the recipient, if
necessary. (All-County Letter No. 84-74, July
11, 1984) |
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222-7 |
REVISED 8/04 |
Under MR/RB the county
may elect to require verification of housing costs when first allowed as a
deduction, and when there is a move, "as specified in Section
63-300.52". (§63-504.342, effective January 1, 2000 prior to the
implementation of QR/PB in the county. There has been no §63-300.52 since
February 21, 2002.) |
|
REVISED 8/04 |
Under MR/RB, the
county shall require households to submit verification of the items listed in
§63-504.341 with the CA 7. If the household submits the CA 7 by the date the
county mails the notice, but fails to provide the required
verification/information with the CA 7, the county shall notify the household
of the need to submit the missing verification by the extended filing date.
If the household fails to provide the missing verification pertaining to
deductions by the extended filing date, the county shall not consider the CA
7 incomplete, but shall instead disallow any deduction for which the
household has not provided verification. (§63-504.34 prior to implementation
of QR/PB in the county) |
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|
223-3 |
REVISED 8/04 |
The Notice
of Action sent when the household fails to file a CA 7/QR 7 by the 11th of
the report/submit month or files an incomplete CA 7/QR 7 shall include: (a) That the CA 7/QR 7 is overdue or
incomplete. (b) What the household must do to
complete the CA 7/QR 7. (c) What verification is missing and the effect on the
household's benefit level. (d) That the SSN of a new member must be
reported. (e) The extended filing date. (f) That the county will assist the
household in completing the report. (§63-504.271 prior to the implementation of
QR/PB; §63-508.61 effective July 1, 2004 ) |
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The
following households are excluded from monthly reporting and retrospective
budgeting prior to QR/PB and from quarterly reporting with the implementation
of QR/PB in the county: .211 "Migrant farmworker" households (§63-102(m)) .212 "Seasonal farmworker" households (§63-102(s)) .213 Households with no earned income, and in which all adult
members are "elderly or disabled" (§63-102(e)) .214 Households in which all members are "homeless" (§63-102(h)(1)) .215 Households residing on Indian reservations. (§63-505.21) |
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|
226-1A |
ADDED 8/04 |
Change
reporting household means a household consisting of seasonal and/or migrant
farmworkers, all elderly or disabled individuals or households with all homeless
individuals. These household are
required to report income, resource and household circumstance changes within
10 days of the occurrence. Benefits are increased or decreased based on these
reported changes. (§63-102(c)(11) |
|
ADDED 2/04 |
AB 444
requires the CDSS to replace the current monthly reporting/retrospective
budgeting system (MRRB) with a Quarterly Reporting/Prospective Budgeting
system (QR/PB) for CalWORKs. This bill
also requires CDSS to adopt the QR/PB system in the food stamp program to the
extent permitted by federal law and regulations. AB 444 also directs the
Department to implement the statute initially through All County Letter
followed by emergency regulations. (All-County Letter No. 03-18, April 29,
2003, pages 1-2) |
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|
227-1A |
ADDED 8/04 |
Monthly
Reporting/Retrospective Budgeting (MR/RB) subsections shall become
inoperative and Quarterly Reporting/Prospective Budgeting (QR/PB) subsections
shall become operative in the county on the date QR/PB becomes effective in
that county pursuant to the California Department of Social Services CDSS
Director's QR/PB declaration. With
the exception of nonmonthly reporting households (now called change
reporting), all QR/PB regulations must be applied to food stamp households no
later than July 1, 2004. (§63-034.2,
.3) |
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227-2 |
REVISED 5/05 |
The
following terms apply in the QR/PB reporting system: CWD Initiated Mid-Quarter Actions-Changes in eligibility
status based on case information that the county is required to act on
mid-quarter. (63-102(c)(13)) Income Reporting Threshold (IRT)-A mandatory mid-quarter
reporting requirement for CalWORKs cases only. The IRT is 130% of the Federal
Poverty Level (FPL) or the level at which the assistance unit becomes
financially ineligible. It applies
when anyone in the assistance unit or person who is included in the family
MAP has earned income or begins receiving earned income. In such case, the assistance unit must
report within 10 days when combined earned and unearned income exceeds the
IRT. (§63-102(i)(6)) Mandatory Recipient Mid-Quarter Reporting-Reports the
recipient is required to make within 10 days of the date the change becomes
known to the household. (§63-509(b)(1)) QR/PB Implementation Month-The month all county cases are
converted to prospective budgeting. (§63-102(q)(1)) QR Data Month-The month for which the recipient reports
all information necessary for the county to determine eligibility. It is the second month in the quarter.
(§63-102(q)(2)) QR Payment Quarter-The future quarter in which benefits
are paid/issued. It begins the first
day following the QR Submit Month. (§63-102(q)(4)) QR Submit Month-The month in which the recipient must
submit the QR 7 to the county. It is
the third month in each quarter. (§63-102(q)(5) Reasonably Anticipated Income-Income that has been or will
be approved or authorized as of a date within the upcoming QR Payment
Quarter, or household is otherwise reasonably certain that the income will be
received within the quarter; and the amount of income is known. (§63-102(r)(1) also includes reasonably
anticipated expenses) Voluntary Recipient Mid-Quarter Reports-Mid-quarter
changes in income and circumstances that the recipient may make in writing,
verbally or in person during the quarter.
Counties may only take action to increase benefits based on voluntary
mid-quarter reports. Counties may not
decrease benefits based on voluntary mid-quarter reports. (§63-509(d)) |
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227-2A |
ADDED 8/04 |
Mid-quarter
change means any change reported during the QR Payment Quarter that is
outside the QR 7 report process. There
are two types of mid-quarter reports: (1) mandatory reports the household
must make within 10 days and (2) voluntary reports the household may make at
any time during the quarter. The
county shall only take action to increase benefits as a result of a voluntary
report and shall take no action to decrease benefits. (§63-102(m)(7)) |
|
227-3A |
ADDED 8/04 |
Under QR/PB, except for certain designated households who are
excluded from quarterly reporting, all households participating in the FS
Program shall report household circumstances on the QR 7 as a condition of
eligibility. Households will also be required to report changes as specified
in §§63-508 and 63-509, other than on the QR 7. (§63-505.2 effective July 1,
2004) |
|
227-3B |
ADDED 8/04 |
Eligibility
and benefit amounts will be determined on a quarterly basis from information
reported by the recipient on the QR 7, using prospective budgeting. The QR 7 will be required to be submitted
once per quarter, in the third month of the quarter. (§63-508.11,.12) |
|
227-3C |
ADDED 8/04 |
Counties
shall ensure that households receive the QR 7 at the end of the QR Data Month
and no later than the first day of the QR Submit Month. Information reported on the QR 7 shall be
used to determine eligibility and to prospectively budget income to determine
the benefit level for the upcoming QR Payment Quarter. (§63-508.31) |
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227-3D |
REVISED 11/05 |
Recipients
will be required to report on the QR 7 all income received for the QR Data
Month, any changes in household composition or property since the last Data
Month and any changes in income the recipient anticipates will occur in the
upcoming QR Payment Quarter.
(§63-508.321) |
|
227-3E |
ADDED 8/04 |
An essential element of a complete QR 7 is that it be dated no
earlier than the first of the submit month. This requirement is met when the
date entered on the QR 7, together with other dated material provided with
the form, and the date on which the county mailed or gave the form to the
household clearly establishes the month and year to which the QR 7 applies. This requirement shall not apply when the first day of the QR
Submit Month falls on a non-postal delivery day; the QR 7 is mailed for
delivery on the last postal delivery day of the QR Data Month; and the
recipient signs and dates the QR 7 on or before the last day of the QR Data
Month. (§63-508.411) |
|
227-3F |
ADDED 8/04 |
To be considered complete, the QR 7 must be signed by
the head of the household, authorized representative, or responsible household
member. (63-508.43) |
|
227-3G |
ADDED 8/04 |
All questions and items pertaining to FS eligibility and benefit
levels must be fully answered on the QR 7 form and provide the county with
the information to correctly determine eligibility and benefit level (except
information regarding child/spousal support disregard payments) To be
considered fully answered, the information on the QR 7, together with
attached documentation, must provide sufficient information to allow for the
determination of eligibility and/or benefit level. (§63-508.44) |
|
227-3H |
ADDED 8/04 |
The QR 7 form must include verification of gross nonexcluded
earned income for the Data Month and verification of nonexcluded unearned
income when first reported and when there is a change. This requirement does
not apply to child/spousal support disregard payments or PA, GA, FC, RCA, or
ECA payments paid by the county. (§63-508.45) |
|
227-3I |
REVISED 11/05 |
Questions
on the QR 7 shall not be considered fully answered if situations such as, but
not limited to the following exist: ·
The QR 7 does not include information on changes that the household
has previously reported to have occurred; for example, an actual change that
the household reported to the county by telephone mid-quarter was not
included on the QR 7. ·
The QR 7 does not include information that was reported on the
previous QR 7 and the household does not indicate a change has occurred
(e.g., the household previously reported earnings from two sources and only
reported income from one source on the current QR 7). ·
If elements pertaining to one program’s requirements are missing from
the QR 7, the QR 7 shall be considered incomplete for that program only. ·
The county shall not consider the QR 7 incomplete if information
regarding child support/spousal support disregard payments has not been
included. (§63-508.44) |
|
227-4B |