ALL COUNTY INFORMATION NOTICE I-24-15

April 13, 2015

ALL COUNTY INFORMATION NOTICE NO. I-24-15

TO: ALL COUNTY WELFARE DIRECTORS

ALL CalWORKs PROGRAM SPECIALISTS

ALL CALFRESH PROGRAM SPECIALISTS

ALL COUNTY DISTRICT ATTORNEYS

ALL COUNTY CHILD CARE COORDINATORS

ALL COUNTY REFUGEE COORDINATORS

ALL COUNTY WELFARE TO WORK COORDINATORS

ALL CONSORTIA MANAGERS

ALL SPECIAL INVESTIGATIVE UNIT CHIEFS

ALL IEVS COORDINATORS

SUBJECT: CALIFORNIA WORK OPPORTUNITY AND RESPONSIBILITY TO

KIDS (CalWORKs) AND CALFRESH PROGRAM: IMPORTANT

INFORMATION REGARDING UPCOMING CHANGES IN SERVICES

PROVIDED BY THE SOCIAL SECURITY ADMINISTRATION

REFERENCE: CODE OF FEDERAL REGULATIONS (CFR) TITLE 45 SECTION 205.52;

WELFARE AND INSTITUTIONS CODE (W&IC) SECTION 11268;

MANUAL OF POLICIES AND PROCEDURES (MPP) SECTIONS

40-105.201(a), 40-105.212(b), 40-107(g)(1)(A)–40-107(g)(1)(C), 40-

105.21, 40-115.22, 40-209; 44-101(f)(1)(D), 63-300.5(e)(1), 63-300.5(i),

63-301.544, 63-404.6, 63-404.13, AND 21-115 All County Information

Notice (ACIN) No. 1-45-11

The purpose of this letter is to notify County Welfare Departments (CWDs) of the changes

in certain services offered by the Social Security Administration (SSA). The fact sheet from

the SSA website provides additional information regarding the changes in the verification

processes by the SSA and is available online at http://www.ssa.gov/pubs/EN-05-10544.pdf.

REASON FOR THIS TRANSMITTAL

[ ] State Law Change

[ ] Federal Law or Regulation

Change

[ ] Court Order

[ ] Clarification Requested by

One or More Counties

[X] Initiated by CDSS

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This letter is also to remind CWDs of the statutory requirements regarding verification of

Social Security Numbers (SSNs) and Social Security Income (SSI) in the CalWORKs

and CalFresh programs and to reaffirm the duty of the counties to make every effort to

assist clients in obtaining the documents necessary to determine eligibility for the CW

program.

Verification of Social Security Numbers

CalWORKs

In the CalWORKs program, applicants are required to furnish their SSN or submit

verification of a complete application for a SSN card, pursuant to W&IC section 11268

before aid may be authorized, including an immediate need request. Note, immediate

need cases are subject to the provisions of MPP Section 40-105.21. CWDs shall verify

the SSN by viewing the SSN card, or by other means of verification pursuant to

MPP Sections 40-107(g)(1)(A) through 40-107(g)(1)(C), when the SSN card is not

available.

According to MPP Section 40-105.212(a), if an applicant or recipient of aid cannot

furnish a SSN, the applicant or recipient shall apply directly to the local SSA office and

then submit verification of the complete application to the CWD within 30 days following

the date of application for CalWORKs. The applicant shall then furnish the SSN to the

CWD once received, per MPP Section 40-105.212(b).

If the applicant or recipient is unable to furnish the SSN or the complete application for

the SSN card on his or her own, then the CWD shall make every effort to assist the

individual in obtaining the documents necessary to submit a complete application for a

SSN card. This requirement may be met by furnishing the applicant or recipient with a

referral notice, such as the SSA Referral Notice, form MC 194, and/or by providing the

address of the local SSA office.

If the applicant or recipient cannot complete the application for a social security account

number because the necessary documentation is not immediately available, the CWD

shall determine if good cause exists as outlined in MPP Section 40-209.

CW 2200- Request for Verification Form

The CW 2200 form informs clients of their responsibilities, requirements, and rights in

regards to verifying their eligibility. It informs clients that they can ask for help if they are

having trouble getting verification and that counties can help pay for verification if

necessary. It also provides suggested types of acceptable verification and includes a

client authorization for release of information so that counties can work directly with a

third party to obtain verification when necessary. This form is not intended to be used to

verify hours of participation in work activities.

This form is recommended for statewide use by the CWDs. If counties choose not to

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use this form, the Department strongly recommends that counties ensure that the forms

they are using are adequate in providing all necessary information to clients. This form

may be programmed into county automation systems or printed and used as hard stock,

depending on county preference. This form may also be used when requesting

verifications for Medi-Cal-Only applicants and recipients and clients who are

categorically eligible for Medi-Cal, due to their eligibility for CalWORKs.

CalFresh

CalFresh does not require either of the SSA documents formerly provided as verification

of SSN or SSA income. ACIN No. 1-45-11, released October 28, 2011, provides

counties with guidance regarding acceptable verification of a SSN for the CalFresh

program [MPP Section 63-404.6].

As a reminder, households entitled to expedited service are not required to furnish or

apply for a SSN until after they have received their first allotment. However, these

households are required to furnish or apply for a SSN before their next issuance in

accordance with MPP Section 63-301.544.

Social Security Number Printouts

As of August 2014, the SSA discontinued providing SSN printouts. The purpose of this

ACIN is to remind CWDs that CalWORKs and CalFresh applicants and recipients are

not required to supply a SSN printout as verification of an SSN. Once the county

verifies the SSN in accordance with MPP Sections 40-107(g)(1)(A) through

40-107(g)(1)(C), no additional documentation is required from the applicant or recipient.

Therefore, the CDSS does not foresee any impact to the CalWORKs and CalFresh

programs based on the changes in certain services offered by the SSA.

The CWDs are further reminded of their responsibility to assist applicants or recipients

who need to obtain a SSN by referring them to the local SSA office, per

MPP sections 40-107(g)(1)(D) and 63-300.5(i). The CDSS strongly encourages CWDs

to review and provide clients the following fact sheets when referring clients to their

local SSA field office to apply for a new or replacement Social Security card:

 Application for a Social Security Number:

Learn what documents you need to get a Social Security Card

 U.S. Citizen/Adult - Replacement Social Security Card:

http://www.ssa.gov/pubs/EN-05-10512.pdf

 U.S. Citizen/Child - Replacement Social Security Card:

http://www.ssa.gov/pubs/EN-05-10514.pdf

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 Non-U.S. Citizen/Adult - Replacement Social Security Card:

http://www.ssa.gov/pubs/EN-05-10515.pdf

Verification of Social Security Income

In the CalWORKs program, Social Security Disability Benefits are classified as disability

based unearned income. CalWORKs applicants and recipients are responsible for

providing information necessary to determine income and eligibility, pursuant to

MPP section 40-115.22.

In CalFresh, this SSA policy change did not impact the verification rules of gross

nonexempt income, [MPP section 63-300.5(e)(1)]. SSA income is, with the exception of

SSI/SSP which is excluded, considered nonexempt gross unearned income.

SSA reminds clients and CWDs that SSA benefit verification letters may be obtained by

clients instantly through their My Social Security account. CWD’s are encouraged to

inform the applicant and recipients to visit www.socialsecurity.gov to log-in to their

account or to create an account. Clients who are unable to go online may call

1-800-772-1213 or (TTY 1-800-325-0778) to request a letter by phone, SSA will provide

interpreter services as needed. Information on how clients may access their My Social

Security account to verify SSA benefit income can be found online at:

http://www.ssa.gov/pubs/EN-05-10552.pdf.

The CDSS has determined that the July 2014 announcement of changes in verification

of SSA benefit income issued from the SSA office does not change or impact the

income verification requirements for CalWORKs and CalFresh applicants or recipients.

CWDs shall continue to follow current processes to collect and verify SSA income,

pursuant to MPP Sections 40-115.22 and 63-300.5(e)(1).

CAMERA-READY COPIES AND TRANSLATIONS

CW 2200

For a camera-ready copy of the English version of the CW 2200 form, contact the

Forms Management Unit at [email protected]. If your office has internet access, you

may obtain this form from the CDSS web page at:

http://www.dss.cahwnet.gov/cdssweb/FormsandPu_271.htm.

Since this form will be used in the CalFresh Program, the Be Vu court mandates apply,

and the form must be translated into the 17 designated languages. When translations

are completed, they are posted on an ongoing basis on the CDSS web site for use by

the counties pursuant to MPP section 21-115.2. Copies of the translated forms and

publications may be obtained as they become available at:

http://www.dss.cahwnet.gov/cdssweb/FormsandPu_274.htm.

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For questions on translated materials for the CW 2200, please contact CDSS Language

Services at (916) 651-8876. Until translations are available, recipients who have

elected to receive materials in languages other than English should be sent the English

version of the form or notice along with the GEN 1365- Notice of Language Services

and local contact number.

The CWDs shall ensure that effective bilingual services are provided. This requirement

may be met through utilization of paid interpreters, qualified bilingual employees, and

qualified employees of other agencies or community resources. These services shall

be provided free of charge to the applicant/recipient. In the event that CDSS does not

provide translations of a form, it is the county’s responsibility to provide translation

services if an applicant or recipient requests them. More information regarding

translations can be found in MPP section 21-115.

MC 194

A camera ready copy of the English version of the MC 194 form may be obtained from

the California Department of Health Care Services web page at:

http://www.dhcs.ca.gov/formsandpubs/forms/Pages/Index-MC100.aspx.

The MC 194 is only available in English. The preceding paragraph explains the CWDs

responsibilities for providing translations.

This ACIN and other CDSS Letters and Notices are available on the internet at:

http://www.dss.cahwnet.gov/lettersnotices/default.htm

For questions regarding the CalWORKs requirements within this letter, please contact

your county consultant or the CalWORKs Eligibility Bureau at (916) 654-1322. For

questions regarding the CalFresh requirements within this letter, please contact your

county consultant or the CalFresh Policy Bureau at (916) 654-1896.

Sincerely,

Original Document Signed By:

KÄREN DICKERSON, Branch Chief

CalWORKs Employment and Eligibility Branch

c: CWDA

CSAC