63-301_5 Expedited Services

All CalFresh applications must be screened for ES as they are filed and at any time during the application process before the application is approved. To be entitled to ES, the household (HH) must meet one of the following three criteria:

1. HHs whose combined gross monthly income and liquid resources are less than their monthly rent or mortgage and utility costs;

2. HHs with less than $150 in gross monthly income and liquid resources of $100 or less; or

3. HHs with migrant or seasonal farmworkers who are destitute, and their liquid resources are $100 or less.

When the CalFresh HH meets one of the three ES criteria listed above, the HH is entitled to ES. Staff must:

· Process the HH’s application and issue benefits within three days following the application receipt date;

· Inform the customer of their option to receive their Electronic Benefits Transfer (EBT) card by mail or same day pick-up;

· Must mail or have EBT card available for pick-up and post benefits to the EBT account and issue a Personal Identification Number (PIN) the same day interview is completed and the HH is determined to be entitled to ES to ensure that the HH can access his/her benefits no later than the third day following the application receipt date. (If the HH already has an EBT card, ensure that card is active.)

Note: CalFresh HHs’ resource limit, when conferred Modified Categorically Eligible (MCE), is waived except when determining the ES entitlement.

State regulations allow up to three days following the application receipt date to process and issue CalFresh benefits. However, Departmental policy requires ES benefits to be issued the same day the application is received. Therefore, all reasonable efforts must be made to interview the applicant, verify the applicant's identity, and issue ES benefits on the same day.

When an application is submitted in person, staff must assess whether the applicant is homeless and/or has no access to a telephone. In such cases, the HH must be screened for ES while the applicant is still at the district office to complete the interview, verify their identity, and issue the EBT card and PIN if entitled to ES.

Note: ES must be evaluated when adding CalFresh to existing CalWORKs, General Relief (GR), Refugee Cash Assistance (RCA), Cash Assistance Program for Immigrants (CAPI), or Medi-Cal segments.

A HH may lose ES entitlement under the following circumstances:

1. The circumstances of the HH changed, and the HH no longer meets the criteria for ES entitlement; or

2. The HH is scheduled for an initial interactive interview within the expedited processing timeframe and misses the scheduled interview.

When the HH loses its ES entitlement under these two circumstances, the application should be processed under the normal CalFresh application processing timeframe (within 30 days). However, as noted above, HH must be screened for ES during the application process before the application is approved. If ES entitlement is discovered at a subsequent interview or any time during the application process, ES must be provided within three calendar days of the date of discovery, the discovery date being “Day 1.”

Note: CalFresh policy allows a Domestic Violence (DV) victim to apply for CalFresh as a separate HH from the abuser and receive an additional ES CalFresh benefit allotment in the same month, if otherwise eligible. Please refer to ePolicy: “Processing Domestic Violence Cases in the CalFresh Program.”

Agency Conference for HHs not Eligible for ES

Eligibility staff must offer an agency conference when the HH disputes their ES eligibility determination. The agency conference is a process that allows the CalFresh HH the right to request a meeting in-person or by phone with an Eligibility Supervisor to informally resolve any dispute as to whether the HH meets the ES eligibility criteria. The request for an agency conference can be made verbally, face-to-face, by telephone, or in writing. Eligibility staff and the Authorized Representative (AR) may also attend this meeting. The agency conference must be scheduled within two working days of the conference request unless the HH requests the conference to be scheduled later.

Note: If the Eligibility staff cannot contact the HH to schedule the agency conference, the application process must continue under the normal application process.

Screening Application for ES

All applications received must be screened for ES based on the information provided on the application and any documents/verifications provided along with the application.

Note: Applications submitted by phone or in-person must be evaluated for ES based on the information/verification provided by the applicant during the interview.

When the CalFresh application includes information indicating the HH meets one of the three ES criteria or provides sufficient information to determine ES entitlement, the HH is determined to be potentially eligible for ES. Eligibility staff must contact the HH the same day the application is received to conduct an interview, collect the identity verification (if not already available), assist the applicant in collecting identity verification, and postpone all other verification, if applicable. Issue benefits the same day the application is received.

The following scenarios will guide Eligibility staff when screening the application for potential ES eligibility.

1. The applicant selected Yes on one of the three ES criteria questions.

2. The applicant did not select any of the ES criteria questions but answered questions on income, resources, shelter, and/or utilities that provide sufficient information to determine potential eligibility for ES.

3. The applicant selected Yes on one of the ES criteria questions and answered some of the questions on the application that may or may not indicate ES entitlement.

When the CalFresh application does not meet any of the three ES criteria or does not provide sufficient information to determine ES entitlement, the applicant is determined not potentially eligible for ES. The application must be scheduled for normal processing by scheduling an interview appointment within six to ten calendar days from the application receipt day.

The following scenarios will guide the Eligibility staff with screening the application when the HH is not potentially eligible for ES.

1. The application was received with only their name, address, and signature, and the applicant did not select any of the ES criteria questions.

Note: For CalFresh purposes, the minimum required information is the applicant’s name, address, and signature.

2. The applicant selected Yes on one of the three ES criteria questions and provided answers on income, resources, shelter, and/or utilities that do not meet the ES criteria.

3. The applicant did not select any of the ES criteria questions, but the applicant provided answers on income, resources, shelter, and/or utilities that do not meet the ES criteria.

The initial ES entitlement determination process includes:

· Informing the applicant over the phone or in-person that they may be eligible to receive ES CalFresh benefits the same day they apply or within three days following the day they apply if they meet the requirements;

· Screening the application for ES entitlement on the day the application is received;

· If the HH is determined to be potentially eligible for ES, attempt to call the applicant twice within three to five minutes interval. If the HH is available for the same-day interview, conduct an interview. If the HH is unavailable for the same-day interview and the call attempts are unsuccessful, schedule the interview appointment for the third day following the application receipt date via a GEN 102, Appointment Letter, add the flexible interview language, and leave a message for the applicant with the appointment date and time during the second call;

· Conducting the interview, verifying the identity of the applicant, and postponing all other verification, if the call is successful;

· Processing the application, approving/authorizing the application, and issuing benefits onto the EBT card the same day;

· Providing the applicant the option of having the EBT card mailed to them or pick up the same day at their local district office;

· If the HH is determined not potentially eligible for ES, schedule the interview within six to ten calendar days following the application receipt date via a GEN 102 and add flexible appointment language;

· Journaling all actions taken on the case. Please refer to Attachment V for sample ES Journal Templates.

Note: The requirement for the Day 1 and Day 2 calls following the application receipt date to reach the applicant to evaluate the HH for ES has been eliminated and is no longer required.

CalFresh benefits must not be delayed because of pending cash aid benefit approval/denial. However, the CalFresh application must still be processed, and ES evaluated.

Note: See below for further information about assisting applicants with identity verification.

Background

Assembly Bill (AB) 2384 (Chapter 1293, Statutes of 1987) changed certain provisions of the CalFresh Program concerning ES procedures. The bill requires counties to:

1. Orally inform potential applicants of the right to ES entitlement and initiate the process.

2. Process applications for HHs eligible for ES within three days.

3. To conform State law with federal regulations requiring only the applicant’s identity verification to issue CalFresh benefits under ES.

4. Collect and report data regarding ES processing, mandated to determine the effect of this legislation.

AB 1359 (Chapter 468, Statute of 2012) amended Welfare and Institution (W&I) Code Section 18914 to require that the County screen all CalFresh applications to determine if applicants meet the criteria for ES entitlement.

Definitions

Term	Description
Expedited Services (ES)	ES is approving CalFresh benefits to HHs that meet ES criteria within three calendar days from the application receipt date. These criteria are: 1. HHs whose combined gross monthly income and liquid resources are less than their monthly rent or mortgage and utility costs; 2. HHs with less than $150 in gross monthly income and liquid resources of $100 or less; or 3. HHs with migrant or seasonal farmworkers who are destitute, and their liquid resources are $100 or less. The Department’s policy is to issue ES on the same day the application is received, provided the HH is eligible for ES, applicant’s identity is verified, an interview is completed, and it is administratively possible. If the HH is not eligible for ES, the CalFresh application must be processed within 30 calendar days following the application's date. If the third calendar day falls on a non-working day, such as a holiday or weekend, ES must be authorized, and the EBT card must be issued to the HH no later than the business day before the non-working day.
Late Discovery	Applications determined not entitled to ES must be routed for normal processing. However, if at any point during the application process, before application approval/authorization, it is discovered that the HH is entitled to ES, the ES time clock starts from the date the County became aware the HH was entitled to ES. Late Discovery may apply when: · The application is screened out because the HH did answer questions related to ES determination or did not answer “Yes” to any of the three ES-related questions on the application. At any point during the application process, it is still determined that the HH is entitled to ES during or after the interview. · The application is determined ineligible for ES based on the information provided on the application. During or after the interview, it is still determined that the HH is entitled to ES due to a change in circumstance. · Eligibility staff fails to identify a HH as entitled to ES and subsequently discovers that the HH is entitled to ES. · The HH misses the initial interview appointment but later completes the application process and is determined entitled to ES. If the HH is found ES entitled, ES must be provided the same day, if administratively possible, or within three calendar days of the date of discovery. The date of discovery is considered “Day 1.”
Normal Processing	A determination of eligibility must be made as soon as administratively possible, but no later than 30 calendar days following the application receipt date. The day the application is received is considered “Day 0.”
Agency Conference	Agency conference is a process that allows a CalFresh HH the right to request a meeting with an Eligibility Supervisor in-person or by phone to informally resolve any dispute as to whether the HH meets the ES criteria. The request for an agency conference can be made verbally, in writing, face-to-face, or by telephone.
Destitute	Destitute means that the migrant or seasonal farmworker HH’s only income for the month of the application was: a) Received before the date of application and it was from terminated sources; or b) Received from a new source and no more than $25 will be received ten days after the date of application; or c) A combination of (a) and (b).
Postponed Verification	All eligibility factors, except identity verification, can be postponed when processing an application for ES entitlement. ES processing must not be delayed because of any other missing verification(s). The postponed verification(s) must be received no later than the 30th calendar day following the application receipt date. The HH’s CalFresh participation is discontinued if the postponed verification is not received within 30 days following the application receipt date. HHs are given ten calendar days following the date of the request, via a CW 2200, to provide the required postponed verification(s). Note: If the only missing verification was income, and the HH provides the missing income verification after the 30th calendar day but within 60 calendar days following the application receipt date, the application must be reopened. If HH is eligible, prorated benefits must be issued from the date of compliance.
Collateral Contact	A verbal confirmation of a HH’s circumstances by a person outside the HH who can furnish accurate and reliable third-party verification of the HH’s statements. The contact may be made by telephone, mail, or office interview. Examples of collateral contacts are employers, landlords, social services agencies, neighbors, friends, relatives of the HH, etc. Once an applicant provides collateral contact information, they must be contacted promptly. If the applicant has no readily available documentation to verify identity, Eligibility staff must assist the applicant in identifying a collateral contact who can verify their identity, or assist them in obtaining documentary identification, including assisting with obtaining an ID or Social Security card. Note: Collateral contact is a method of verification that is used when documentary evidence is not readily available. Collateral contacts must be documented on the case Journal page.

Requirements

Requirement

Limit/Condition

Verbally informing HHs of ES entitlement

When applicants apply in person at the district, Case-Opening Clerk and Eligibility staff must verbally inform all applicants that they may be entitled to receive their CalFresh benefits within three days following the day they apply if they meet the ES criteria and are found eligible for benefits. CalFresh ES Script, Attachment I, must be used for this purpose.

Application

For CalFresh purposes, the minimum required information for an application is the applicant’s full name, address (if homeless, district office address is acceptable), head-of-HH, spouse, any other responsible HH member, or AR’s signature. If an applicant refuses or does not have time to answer any other questions on the application, or an application is submitted with this information only, Eligibility staff must still accept the application and process it.

The day the application is received is considered “Day 0.” A weekend (Saturday and Sunday) is considered one calendar day for ES.

The United States Department of Agriculture– Food and Nutrition Service approved a waiver, set to expire June 30, 2024, which requires that the county offer HHs that complete an online electronic application in person at the local district office a paper copy of the application upon request.

A copy of the completed system-generated SAWS 2 PLUS application must be provided to all applicants who apply by phone and sign the application telephonically after the interview to include all information provided over the phone so they may review the information that has been recorded electronically.

After completing the interview, a copy of the completed system-generated SAWS 2 PLUS application must be offered to all applicants for their review or records. If requested, a copy should be provided or mailed if a telephone interview is completed.

Identity

Applicant’s identity verification is the only verification needed when the application is processed for ES and cannot be postponed. A picture ID is not required. Eligibility staff must accept any documents that reasonably establish the applicant’s identity, and no requirement for any specific document may be imposed. All reasonable efforts must be made to assist the HH in obtaining verification through collateral contact or readily available documentary or electronic verification. (Please refer to the Verification Documents under the Category Identity.)

Note: When an AR applies on behalf of a HH, the identity of both the AR and the head of HH must be verified.

Interactive Interview

All applicant HHs must be interviewed before determining CalFresh Program eligibility. Eligibility staff must ensure that the interactive interview (face-to-face or telephone) is conducted in the applicant’s primary language. CalFresh Intake interviews must be completed via telephone. However, a face-to-face interview may be scheduled if the applicant:

· Requests a face-to-face interview;

· Is in the district office;

· Is also applying for another program, such as CalWORKs or General Relief (GR), that requires a face-to-face interview; or homeless, if deemed necessary, to clarify a condition of eligibility.

Scheduling Interview Appointment

The Applicant is …	Then schedule the interview appointment for …
Potentially eligible for ES	The third day following the day the application is received. The application receipt date is “Day 0.”
Not potentially eligible for ES	Six to ten calendar days following the application receipt date, not exceeding the ten-day timeframe.

Note: A weekend (Saturday and Sunday) is considered one calendar day. If the third day falls on a Saturday/Sunday or a holiday, schedule the interview for the business day before the Saturday/Sunday or holiday. For example, suppose an application is received on Wednesday and is screened as potentially eligible for ES. In that case, the interview is to be completed by Friday, and benefits are issued the same day if determined to be eligible for ES.

Verification

After conducting the interview, any requests for mandatory verification from the applicant must be made in writing. The HH must be sent the CW 2200, Request for Verification, to request mandatory verification. The applicant HHs must be allowed ten calendar days to provide requested verification(s).

Note: If the tenth calendar day falls on a weekend or holiday, the applicant is given until the first workday after the ten-day deadline.

Eligibility staff must not request verification that has already been provided or verified. With mandatory verifications, a specific type of verification must not be required. All reasonable efforts must be made to assist the HH in obtaining verification through collateral contacts, or readily available documentary or electronic verification.

Eligibility staff must:

· Check all available electronic sources to verify the missing information (e.g., Medi-Cal Eligibility Data System (MEDS), Income Eligibility Verification System (IEVS), Electronic Document Management System (EDMS);

· As a last resort, accept a self-attestation from the HH.

Eligibility staff must not send a request for missing verification or deny an application based on missing verification unless they have first checked all available electronic sources or determined whether the customer’s statement is an allowable option. This must be documented in the case Journal.

Gross non-exempt income

When applying, the HH must provide verification of income received in the last 30 days before the application receipt date unless the HH just started working. Income received from the last 30 days from the date of application must be used to:

· Determine the CalFresh benefit amount for the application month, and

· Anticipate income for the payment period.

The exceptions are when there is a job loss and:

· The last check is received in the month before the application month. Zero income must be counted to determine ES CalFresh benefits, and zero income must be used to anticipate income for the payment period.

· The last check(s) is received in the month of application. Only the income received in the month of application must be counted to determine ES CalFresh benefits. Zero income would be used to anticipate income for the rest of the payment period.

CalFresh regulations do not require mandatory verification of job loss when applying. When a HH member claims to have recently lost a job, verification of job loss is not required unless questionable.

Utility Expenses

During the determination for entitlement to ES, the type of utility expenses the HH reported are to be considered as follows:

· If the HH is billed for heating or cooling expenses separately from rent/mortgage, Eligibility staff must include the Standard Utility Allowance (SUA) amount released every year via Cost-of-Living Arrangement (COLA) Administrative Release.

· If the HH does not qualify for the SUA but incurs an expense for at least two separate utilities other than heating and cooling and is eligible for the Limited Utility Allowance (LUA), include the LUA amount. Allowable utilities include telephone, water, sewer, and garbage.

· If the HH is not eligible for SUA or LUA but incurs a telephone expense or, in its absence, an equivalent form of communication, for example, internet costs, they can receive a Telephone Utility Allowance (TUA) amount.

Note: If the HH is not billed separately for utilities, only the amount of rent/mortgage that the HH is billed will be used to determine entitlement for ES.

Upon approval of the application, the HH may be eligible for the State Utility Assistance Subsidy (SUAS) payment and the SUA deduction if it meets the SUAS-based SUA eligibility criteria.

Note: When a HH is eligible for the SUAS-based SUA, the SUA amount will not be used in the ES entitlement determination.

Benefit Issuance

1. If an application was filed on or before the 15th day of the month, the HH must be issued CalFresh benefits for the month of application only;

2. If an application was submitted after the 15th day of the month, the HH must be issued CalFresh benefits for both the application month and the subsequent month at the

same time; and

3. No further benefits will be issued until the postponed verification, if any, is received.

Number of times a HH can be certified for ES

There is no limit to the number of times a HH can be found entitled to benefits through ES procedures. Before each expedited benefit issuance, the HH provided all postponed verification from the previous request or has had received benefits under normal processing. Staff must ensure that the HH has provided all postponed verification before issuing the HH benefits under the ES criteria on a different application.

Example: A CalFresh application dated 03/01/2021 was approved for ES. Income verification was postponed, and the HH did not provide the income verification requested, which resulted in discontinuing the case for failure to provide income verification.

The HH re-applies on 08/01/2021 and is determined eligible to ES, but the income verification is not provided. The income verification cannot be postponed again. The EW must ensure that the HH has met the income verification requirement for the application submitted on 08/01/2021 before issuing the HH benefits under ES processing on this new application.

Social Security Number (SSN)

HHs eligible for ES are not required to provide or apply for an SSN until they have received their first benefit allotment. However, these HHs must provide or apply for an SSN before their next issuance. A Social Security card is not required.

· T and U Visa populations are exempt from this requirement.

· All SSNs should be provided if an individual has more than one SSN.

· If the HH cannot provide an SSN for a newborn, the HH must provide the SSN or proof of application at its next recertification (renewal) or within six months following the baby's birth, whichever is later. Staff must evaluate for good cause if SSN is still not provided.

Notice of Missed Interview (NOMI)

Denials of applications due to missed interviews cannot occur before the 30th calendar day following the application receipt date. HHs that fail to keep their scheduled interactive interview appointment must be sent a CF 386, Notice of Missed Interview (NOMI). The NOMI informs the applicant of the following:

· The HH failed to keep their initial interview appointment;

· The HH must contact the County to schedule another interview appointment to complete the Intake process; and

· The HH must be interviewed within 30 days following the application date.

Note: If the HH does not reschedule the interview, a denial Notice of Action (NOA) must be sent on the 30th day following the application date.

Verification Documents