Semi-Annual Report (SAR) Process

Policy

A semi-annual report (SAR) is a review to determine ongoing eligibility and the correct benefit amount for the next SAR payment period. The Eligibility Status Report (SAR 7 ) is the form that is used in this process. Accurate and timely processing of a SAR 7 can help reduce payment errors.

Timely Processing 

Processing a SAR 7 report is a priority and:

  • Clerical staff image and assign incoming SAR 7 reports to EW staff.
  • Continuing and Intake Eligibility Workers (EWs) must process all SAR 7 reports received.
  • All SAR 7 reports received, must be processed timely to generate a timely adverse notice of action (NOA).
  • The Eligibility Work Supervisor (EWS) ensures that the SAR 7 report is processed when the assigned EW is out on the day of NOA cutoff. 

SAR 7 Process

The following process must be adhered to when processing SAR 7s. For detailed program-specific SAR 7 policy refer to: CW HB Ch 10, CF HB Ch24, and GA HB Ch 17.

 

Who Action
Clerical

Scans the SAR 7 bar code and saves the document to CalSAWS Imaging.

 

Note: A SAR 7 Task will be auto-generated and auto-assigned to an EW.

 
EW
  • Receives the Task in CalSAWS.
  • Reviews SAR 7:
    • Compares with CalSAWS, the prior periodic report, (IEVS) or New Hire Report (NHR) Reports, Overpayments/Overissuances, previously reported changes including Voluntary Mid-Period Changes, etc.
    • Ensures all necessary signatures are present.
    • Confirms the SAR 7 is signed and dated (any date) by the person(s) specified by the assistance unit (AU), household (HH), or Authorized Representative (AR).
    • Reviews and confirms all required verifications are received.

 

If the SAR 7 is... Then
Complete,
  • Updates CalSAWS, as appropriate.
  • Documents action taken in the CalSAWS Journal Detail page. Refer to Case Narration Tool, in the DEBS forms library.
  • Updates Task status to Completed.

 

Incomplete, 

Attempts to call the client to complete the SAR 7 over the telephone.

 

Note: TS is acceptable when the original SAR 7 is altered (i.e., missing information, etc.) from what was originally submitted by the client.

 

  • If client contact is unsuccessful, follow the incomplete SAR 7 process as follows:
    • Updates CalSAWS, as applicable.
    • Updates Search for Periodic Report window status from Received to Returned and the date returned.
    • Sends reprint of SAR 7 and NA 960Y SAR, if SAR 7 is missing signature or incomplete. Refer to Chewable Byte CB 2023-22: How To Reprint SAR 7.

 

Note: Sends Client Correspondence and prints NOA in Immediate Mode if received before X NOA cut-off date.

 

  • Documents action taken in the CalSAWS Journal Detail page.
  • Updates Task Status to Completed.

Important: Verifications of any kind must not be submitted via email. If a client needs to submit verifications to their worker virtually, the EW must only provide the BenefitsCal website for uploading documents securely.

 

Note: If the ’X’ NOA has already been sent to the client, send SAR 90.

SAR 7 Telephonic Signature (TS)

The following process must be followed when a client contacts the county to complete the SAR 7 by telephone. For detailed program-specific SAR 7 policy refer to: CW HB Ch10, CF HB Ch 24, and GA HB Ch 17.

A SAR 7 may be completed by the EW with the client(s) on the telephone. When all the questions on the report have been answered and entered into the SAR 7, the EW will obtain and record the client’s verbal attestation and complete a telephonic signature (TS) by following the process below: 

  • Verify the client(s) name, case number, address, and report month on the SAR 7.
  • Ask the client(s) each question as they are listed on the SAR 7 and make appropriate entries. 
  • Refer to Chewable Byte CB 2023-43: Telephonic Signature-Non Contact Center for system entries. 
  • The following three steps must be recorded via eSign in CalSAWS: 
  1. Read the "Certification - Fraud Warning" section exactly as written on the SAR 7 form to the client(s):
  2. Ask the client(s) if they understand the "Certification - Fraud Warning" section just read to them. 
  3. Inform the client that a signature over the phone has the same legal effect and can be enforced in the same way as a written signature. 
  • After the recording has been completed and the telephonic signature has been captured, ask the client(s) if they have any questions. 
  • Inform the client(s) that they must submit any missing verification(s) within 10 days and send the client a CW 2200 with a return envelope. If applicable, inform client(s) that the case will not be restored until the required verification(s) are received.
  • Make necessary changes in CalSAWS based on the answers provided by the client(s).
  • The completed TS SAR 7 must be added to CalSAWS imaging.
  • Enter applicable case information in the CalSAWS Journal Detail page.

 

Reminder: CalWORKs two-parent AUs require two telephonic recorded signatures.

SAR 7 Not Received by the 11th of the Submit Month

The SAR 7 is due to the County between the 1st and the 5th of the submission month.

  • If the recipient fails to return a correctly completed SAR 7 within this period, the county is required to contact the client by the 15th of the month to determine current eligibility.
  • On the first working day after the 11th calendar day of the submit month, or on the first working day following the 11th, if the 11th falls on a weekend or holiday, an ‘X’ NOA will be generated through the Auto-X Hold process in CalSAWS.

Personal Contact Assembly Bill (AB) 79

Personal Contact Assembly Bill (AB) 79 mandates that the county must contact the household after the X Discontinuance NOA has been sent to complete the SAR 7. For specific policy information regarding AB79 Personal Contact requirements, refer to the CW policy, Processing a SAR 7, and for the CF policy, refer to Processing the SAR 7.

CalSAWS Automation

As of April 24, 2025, CalSAWS put into production the AB 79 (Personal Contact) IVR Call campaign for SAR 7s not received or incomplete.

  • This automation meets the personal contact requirement before the discontinuance of benefits.
  • Each month, an automated call attempt will be completed before CW/CF discontinuance for cases with SAR 7s that were not received or are incomplete.
  • The one-time call attempt is made on the 6th business day (Monday through Saturday) before the end of the month, regardless of the current IVR Call Campaign opt-in status.
  • The following message is the script for the AB 79 (Personal Contact) IVR Call Campaign:
    • This call is to notify you that we have not received your Semi-Annual <Report Type> report or the report was incomplete, which was due on <Due Date>.  Please submit the completed <Report Type> report and supporting documents at your earliest convenience to avoid discontinuance of your program or benefits. If you have recently submitted your report and documents, please disregard this message.
  • An automated Case Journal is entered into CalSAWS, indicating that the IVR Call campaign contact was made. 

Robo-messages 

The following robo-messages are currently being sent by the county to comply with AB79 Personal Contact requirements. For specific policy information regarding AB79 Personal Contact requirements, refer to the CW policy, Processing a SAR 7, and for the CF policy, refer to Processing the SAR 7.

  • On the 5th of the month, when a report is due: 
    • From Santa Clara County Social Services: Keep your benefits! Please remember to return your completed report with any required verifications. If you need help, call your worker at 408--758-3800.
  • On the 14th of the month, to all who have not returned their report that is due that month: 
    • From Santa Clara County Social Services: We have not received your report that is due. To continue getting benefits, please return the completed report. If you need help, call your worker at 408--758-3800.
  • On the 2nd of the following month, when the case has been discontinued for failure to report: 
    • From Santa Clara County Social Services: We have not received your report that is due. To continue getting benefits, please return the completed report. If you need help, call your worker at 408--758-3800.

Reminder Letters

For clients who do not have a working phone number, the Reminder Letter (SAR 90) for an incomplete SAR 7 must be sent. The reminder contact letter must be scanned into CalSAWS Imaging. For specific policy information for the SAR 90 policy, refer to the CW policy, Processing a SAR 7, and for the CF policy, refer to Processing the SAR 7.