.Purpose

Policy

Background

Release Date:

November 21, 2019

Definitions

Requirements

Verification Docs

GENERAL RELIEF

40-109.1 Processing General Relief Mail-In and e-Fax Applications

Purpose

(  ) To release a new policy

(  ) To release a new form

(  ) To convert existing policy to new writing style only – No concept changes

(X) Revision of existing policy

 

What changed?

 

1.    ABP 898-1, Application for General Relief (05/2015) is obsolete and was replaced by the General Relief (GR) 20, General Relief Application (07/2017).

2.    The GR 21, General Relief Rights and Responsibilities (07/2017) is to be submitted in addition to the GR 20 at the time of application, or during the interactive intake interview.

3.    Instructions have been provided for processing GR Mail-In and electronic fax (e-Fax) Applications using the GR 20.

4.    Customer Service Center (CSC) II staff will no longer be required to send a copy of the CSC II- Application Control Logs to GR Program.

5.    GR Deputy District Directors will no longer be required to send a copy of the Mail-in and Fax GR Application Daily Log to GR Program.

6.    All references to PA 2322-GR, Documents or Information Needed General Relief Applicants form have been replaced with CW 2200, Request for Verification Form.

7.    All references to the requirement for employable applicants to register for work with the Employment Development Department (EDD) have been eliminated.

8.    All language referencing fingerprinting as a condition of eligibility has been removed. There is no longer a fingerprint requirement. 

9.    Participants must provide valid photo ID if there is not one on file.

10.  ABP 532, Homeless General Relief Emergency Housing/Food Assistance Decision form is to be used as verification that the homeless GR applicant was offered emergency housing and/or food assistance by GR Eligibility Worker (EW).

 

Note: Changes are shown highlighted in gray throughout the document.

Policy

Applicants for GR have the option to apply for GR benefits via the Your Benefits Now (YBN) website, In-Person, United States (U.S.) Mail or e-Fax by completing the                          GR 20 (07/2017).  GR applicants choosing to submit an application via U.S. Mail may send their application to:

 

              Department of Public Social Services

              P.O. Box 1580

              Inglewood, CA 90308-1580

             ATTN: GR APPLICATION

 

Applicants choosing to submit an application via e-Fax may fax their application to:

 

          Department of Public Social Services
          Fax: (310) 215-8220

          ATTN: GR APPLICATION

             

Note:  GR applications faxed to the number above will be received electronically at a centralized location via a secure and protected method known as e-Fax.

 

GR applicants in need of emergency services must apply in person at any of the 14 GR district offices.

 

Enhancements to DPSS Websites

 

The GR and YBN web portals have been updated to inform the public of the option to submit GR applications and supplemental documents by mail or by e-Fax. GR applicants and DPSS staff can find this information on the following links:

 

·         DPSS’ GR Program Homepage:

                http://dpss.lacounty.gov/dpss/gr/default.cfm, or

·         DPSS’ YBN Homepage:

                https://dpssbenefits.lacounty.gov/ybn/Index.html

 

Additionally, the PA 6162, GR Mail-In/Fax Information Line Poster (Attachment I) informs the general public about the GR application process and of the GR               Mail-In/Fax Information Line available to assist applicants who have submitted a GR application via mail or fax.

 

Processing of Mail-In/e-Fax Applications

 

Applications received at the centralized site are to be processed the same day they are received.  Applicants who submit a GR application and whose previously discontinued case is eligible for rescission under the Extended Suspend period, will be given the option to:

 

1.    Resolve the noncompliance that resulted in the case termination and reinstate GR benefits, or

2.    Continue with the processing of the recently submitted application.

 

If an applicant chooses to rescind his/her discontinued case, he/she may do so with the CSC II eligibility staff. CSC II eligibility staff may rescind a case discontinuance and reinstate benefits if certain criteria are met.  An applicant may also choose to resolve his/her noncompliance with his/her previous case-carrying worker at the GR district office.

 

GR 20, General Relief Application

 

The GR 20 (07/2017) replaces the ABP 898-1. Applicants are required to submit a signed GR 21, General Relief Rights and Responsibilities (07/2017) in addition to the completed GR 20 at the time of application, or during the interactive intake interview. The GR 20 allows the applicant to indicate which district office will become the case-carrying district office.  Applications received via mail or e-Fax without a selected district office will be processed and forwarded to the Civic Center District Office to become the case-carrying office.

 

Applications that are received incomplete or contain insufficient information to establish a case are to be cancelled if attempts to contact the applicant by phone or mail fail, or applicant fails to respond to a request to provide additional information. The applicant will be notified by mail via a Free-Format Notice of Action (NOA).

 

General Relief Mail-In/e-Fax Information Line

 

The GR Mail-In/e-Fax Information Line – (866) 488-8482 is available to individuals who have mailed or faxed a GR application to the Department of Public Social Services (DPSS) centralized mailing address or e-Fax number and have questions about their application.  The information line is available Monday through Friday from 8:00 a.m. to 5:00 p.m.  Calls unrelated to the GR mailed or faxed applications will be forwarded to the main CSC call queue.

Background

Existing GR policy permits applicants to apply for GR via YBN, in-person, by mail and by fax.  The Department continually strives to improve the customer’s experience as they apply for various programs and is committed to implementing enhancements to improve this process.  In keeping with these goals, the GR Mail-In/e-Fax application process has been centralized to ensure that applications received via mail and fax are processed as seamless and expeditiously as possible. To support this effort, the GR 20 has been modified to be more user-friendly and includes easy to understand language. 

Definitions

 

Term

Description

Rescinding Discontinuance or Rescission

To reverse a discontinuance or a proposed discontinuance and reinstate benefits.  A discontinued case is rescindable effective the date the individual resolves all outstanding noncompliance issues.  Benefits are reinstated as listed below: 

a.    If all issues are resolved prior to or at the scheduled hearing, the proposed discontinuance is rescinded and the individual will continue to receive benefits with no break in aid. 

b.    If all issues are resolved in the month after the discontinuance date, but prior to the end of the Extended Suspend period, the discontinuance is rescinded and the individual is eligible effective the first of that month.

Extended Suspend

Individuals (except those whose benefits are discontinued for time limits or duplicate filing) are provided an extended suspend period through the third Thursday of the month following discontinuance where they can resolve certain noncompliance issues.  If they cannot resolve all their noncompliance issues during this period, aid remains discontinued.

LEADER Replacement System (LRS)

DPSS’ web-based eligibility determination and reporting system that has replaced the previously existing Los Angeles Eligibility Determination Evaluation and Reporting (LEADER) System. 

Electronic Fax (e-Fax)

A secure electronic method of sending and receiving faxes without using a standard phone line.  The GR application centralized location has the capability of receiving documents via e-Fax. 

GR Mail-in/Fax Information Line –

(866) 488-8482

An Information line available to receive applicant inquiries regarding mailed or faxed GR applications sent to the centralized CSC II – La Cienega site.  The information line is accessible Monday through Friday, from 8:00 a.m. to 5:00 p.m.  Calls are answered by designated CSC II GR Mail-In/e-Fax information line staff.

Electronic Document Management System (EDMS)

An electronic document management system that manages the creation, storage and control of documents electronically.  Documents scanned by DPSS or by a DPSS customer via the point of service scanning are routed to the EDMS repository.

Warm Hand-off

Personally taking or guiding an applicant to the next appropriate worker and notify the staff person the individual requires personal and immediate assistance.

Requirements

GR applicants will be required to complete additional forms and provide verification as appropriate in support of the application to determine initial eligibility.  All required verification and forms must be received by DPSS prior to benefit approval.  If a GR applicant or participant is not able to comply with DPSS policies, practices or procedures due to a qualified disability under the Americans with Disabilities Act (ADA), DPSS must provide “reasonable modifications” to the policies, practices, or procedures when necessary to accommodate people who have disabilities.

Verification Documents

The following forms are required during the GR application process to determine initial and ongoing eligibility:

 

Category

Acceptable Documents

Form GR 20

General Relief Application (07/2017)

Form GR 21

General Relief Rights and Responsibilities (07/2017)

Form SSP 14

Authorization for Reimbursement of Interim Assistance Initial Claim or Post Eligibility Case

 

The following forms may be required, depending on the situation, during the GR application process to determine initial and ongoing eligibility:

 

Category

Acceptable Documents

Form PA 1815

Important Notice Regarding Mailing Address form

Form PA 6091

Household Member Information form

Form ABP 532

Homeless General Relief Emergency Housing/Food Assistance Decision

Photo Identification (ID)

Individuals applying for GR must provide verification of their identity at the time of application. If it is a new application or if the individual has never provided a Photo ID, the Photo ID must be provided in person. Individuals without an acceptable Photo ID will be assisted by the EW with obtaining a Photo ID. If all other eligibility requirements are met, applicant may be aided on an interim basis for 60 days, pending receipt of a Photo ID.

 

If proof of identity is already on file, the applicant is not required to provide it again. A Photo ID (expired or not) that was saved in EDMS is acceptable verification and can be used to verify identity.

Applicant and Household Verification

1.    Social Security Number (SSN).

2.    Citizenship/Naturalization documentation.

3.    Application for disability and/or unemployment benefits.

4.    School or training enrollment documentation (if applicable).

5.    Doctor’s statement of incapacity/disability (if unable to work):

a.    ABP 1676-1, Physical Health Assessment for General Relief;

b.    ABP 1676-2, Authorization for Use and Disclosure of Protected Health Information;

c.    ABP 1676-3 GRMH, Mental Health Assessment for General Relief; and/or

d.    ABP 1676-4 GRMH, Authorization for Use and Disclosure of Protected Health Information. 

6.    Rent receipts/mortgage statements.

 

Note: Employable applicants are no longer required to provide verification of work registration from EDD as a condition of eligibility. 

Income Verification

1.    Pay stubs.

2.    Employers statement.

3.    Unemployment insurance benefit/disability insurance benefit award letters.

4.    Social security and/or veteran income award letters.

5.    Statement of contribution provided to applicant.

6.    Statement of lottery winnings or legal settlement.

Personal Property and/or Resource Verification

1.    Automobile (car) registration.

2.    Checking and/or savings account statement. 

 

A PDF version of these forms can be downloaded from the GR website by visiting https://dpssbenefits.lacounty.gov/ybn/GRDownloads.html.