Re-Evaluation (RE) Alignment for the CalWORKs, General Assistance, CalFresh and Medi-Cal Programs

Re-evaluation (RE) is a generic term used in the system for all public assistance renewal terminology. Each of the benefit programs has its specific renewal terminology. Refer to the Re-Evaluation (RE) Processes for the business process and the policy-specific handbooks for RE requirements for each benefit program.

Public Assistance Renewal Terminology

Both CalWORKs (CW) and Medi-Cal (MC) refer to annual renewals as redeterminations (RD’s).
General Assistance (GA)refers to renewals as reinvestigations (RV’s).
CalFresh (CF) certifies households/individuals for varying periods and when the certification period ends, clients may apply for a recertification (RC) of their CalFresh benefits.

Program	Renewal Terminology
CalFresh (CF)	Recertification (RC)
CalWORKs (CW)	Redetermination (RD)
General Assistance (GA)	Reinvestigation (RV)
Medi-Cal (MC)	Redetermination (RD)

For CW and CF, the beginning date of aid (BDA determines the month in which the RD or RC is due.

SAR Cycle and RD/RC Dates

The BDA for CW and CF determines the SAR cycle for a case. The program that is granted first, CW or CF, will set the SAR cycle for the case. Once set, the SAR cycle applies to both programs. The SAR cycle assigned to CW/CF determines what month the RD/RC is due. The RD/RC is due in month six of the SAR payment period in which a SAR 7 is not due. Refer to Semi-Annual Reporting Cycles in Program reference materials.

CalWORKs (CW)

A redetermination (RD) of all circumstances affecting the eligibility of a recipient must be completed at least once every twelve (12) months. Redeterminations may be made more frequently than normal if unexpected changes in income, property, or other circumstances occur that affect the eligibility or benefits.

CalFresh (CF)

The CF certification period must be established for a period no longer than 12 months except for households (HHs) in which all adult members are elderly or disabled or other HH types that may be eligible for longer certification periods. Refer to Establishing Certification Periods in Chapter 8 of the CalFresh Handbook for more information on certification periods and other types of HHs that may be eligible for longer certification periods.

Non-Assistance (NA) CF Households

CF HHs who are currently receiving NA CF may have their CF recertified to align with the CW RD due date if the HH agrees. This means that an EW must ensure that the information pertaining to the CF program is obtained during a CW interview and the client is informed and has agreed to recertify their CF. It must be documented in case narration that the client agreed to be recertified. Refer to Changing the Certification Period in Chapter 8 of the CF Handbook.

This may also be applicable when the CF HH is applying to other benefit programs (i.e., GA or MC). If the CF HH agrees to have their CF recertified to align with the newly applied for program then the EW must ensure the information pertaining to the CF program is obtained along with the appropriate application forms. Refer to Changing the Certification Period in Chapter 8 of the CF Handbook and to Application Forms in Chapter 4 of the CF Handbook.

General Assistance (GA)

A GA Reinvestigation (RV) of aid must be completed at least once annually, but more frequently if deemed necessary to determine ongoing eligibility.

Joint CW/CF or GA/CF Applications

Joint CW/CF or GA/CF applications that are processed at the same time must be aligned to have the same RD/RC or RV/RC due dates.

CalWORKs Households Applying for CalFresh Benefits

A Public Assistance (PA) CalFresh household may be initially certified for less than 12 months in order to align with the existing CW RD due date and to ensure that the RD/RC is completed in the correct month of the SAR cycle.

A NACF household that becomes a PACF household is still responsible for completing the SAR 7 report.

GA Households

If An Existing...	Then...
CF RC is within 3 months of the GA application,	The CF certification period can be recertified to align with the GA RD IF the client agrees to recertify the CF RC period and provides completed DFA forms.
CF RC is more than 3 months ahead from the GA application month,	Align the GA RD due date with the existing CF RC due date.
GA RD is within the 3 months of the month of CF application,	Complete the GA RD at the time of processing the CF application and align the RD/RC due dates.
GA RD is more than 3 months ahead of the month of CF application,	Certify CF for less than 12 months to align the RC date with the existing GA RD due date.

Medi-Cal RD Alignment Examples

If...	Then...
A joint CW/CF/MC or GA/CF/MC application is processed at Intake,	RD/RV/RC due dates must be the same. ExampleExample A CW/CF/MC application is received on 1/2021. MC is granted effective 1/2021. CF is granted effective 2/2021. CW is granted effective 3/2021. SAR Cycle 2 is assigned to the case based on the beginning date of aid (BDA) of CF. CW will be assigned SAR Cycle 2 as that is the established cycle for the case when the CF was granted. Note: The RD/RC due dates for CW/CF must be in the same month which is month six of the SAR Cycle in which SAR 7 is not due.
CW program is being added to an existing CF/MC case,	The CW RD due date must align with the existing CF RC due date which should be in the sixth month of the established payment period in which a SAR 7 is not due. Example #1Example #1 A case has active CF/MC with the RC/RD due in 5/2021 (SAR Cycle 6). A CW application is approved in 8/2020 (SAR Cycle 2).The CW RD must be set to 5/2021 (SAR Cycle 6) to preserve the established case cycle. Note: A CW RD must be completed at least once every 12 months but can be completed in less than 12 months in order to align with the CF RC due date. Example #2Example #2 A case has active CF/MC with an RC/RD due in 2/2021 (SAR Cycle 3). The SAR 7 is due 8/2020. A CW application is approved in 5/2020. CW will be assigned SAR Cycle 3 because that is the established cycle for the case when CF was originally granted. The household is still responsible for completing the SAR 7 due in August and the RC/RD, for all programs, in 2/2021. Example #3Example #3 A CF/MC RC/RD is due in 9/2020 (SAR Cycle 4). A CW application is received on 8/2020. During the CW interview, the client must be informed that the CF RC period can be recertified to avoid multiple interviews and the completion of duplicate forms. If the client agrees to recertify the CF RC period, then the EW must ask the client to answer the CF questions on the SAWS 2. Upon approval of CW, the RC/RD due month for all 3 programs is 9/2021 to preserve the previously established case cycle. Note: The client’s answers to the CF-related questions and the agreement to recertify their CF must be documented in Case Narration.
CF program is being added to an existing CW/MC case,	Set the initial CF certification period to align with the existing CW/MC RD date. ExampleExample CW/MC RD is due in 11/2020. The client is approved for CF in 7/2020. The EW will process the application, and certify the CF HH for 5 months to align it with the existing CW/MC programs and preserve the previously established case cycle.
GA program is being added to an existing MC case,	During the GA interview, the client must be informed that their MC RD can be aligned with the GA RV due date. Determine if there are any changes (i.e. income) reported on the GA application. If client reports changes, then follow the process directly below. If there are no reported changes, then do not align MC and GA RD/RV due dates. Determine if the MC case is MAGI MC, Non-MAGI MC, or mixed MC. If the MC case is... MAGI MC Only, then... Enter new information into the system. Process Change in Circumstance (CIC) and align the MC RD with the GA RV. Refer to MC HB ch 8 for policy information. Document actions in Case Comments. Non-MAGI MC Only, then... Determine if client provided verification of income and property. (The client must provide verification of income and property to process CIC for Non-MAGI MC cases.) Enter new information into system. Process CIC and align the MC RD with the GA RV due date. Refer to MC HB ch 8 for policy information. Document actions in Case Comments. NOTE: Do not process CIC if client does not provide verification of income and property. Mixed MC, then... Determine if client provided verification of income and property. (The client must provide verification of income and property to process CIC for Mixed MC cases.) Enter new information into system. Process CIC and align MC RD with GA RV. Refer to MC HB ch 8 for policy information. Document actions in Case Comments. NOTE: Don’t process CIC if client doesn’t provide verification of income and property.
GA program is being added to an existing CF/MC case,	Align the GA RV date with the CF submit month in order to match an established case cycle, but not to exceed 12 months. Follow same steps above as adding GA to an existing MC case.
CF program is being added to an existing MC case,	Set the initial CF certification period to align with the existing MC RD due date if there are no reported changes that would cause a CIC. If the client reports changes on their CF application that causes a CIC for MC, then don’t align MC and CF RD/RC due dates. NOTE: If the MC RD due date is outside of the established CF case cycle, then do not align MC and CF RD/RC due dates. ExampleExample MC RD due date is in 12/2020. Client submits CF application with no reported changes and it is approved in 7/2020. CF RC due date is aligned to 12/2020.
An existing CW RD is set prior to CF RC,	Inform the client of the possibility to recertify CF. If the client agrees, complete RD/RC at the same time and align the RD/RC due dates. ExampleExample CW RD is set for 9/2020 with CF RC set for 12/2020. During CW RD, EW informs client of the possibility to process both RD/RC at the same time. If client agrees, EW must collect information pertaining to CF during an interactive interview and align RD/RC due dates, preserving the established case cycle. Note: The client’s answers to the CF-related questions and the agreement to recertify CF must be documented in Case Narration. In addition to the case narration, EWs are encouraged to document the client’s answers in the County Use Section of the SAWS 2 form.
An existing CF RC is set prior to CW RD,	When a CF RC interview is being scheduled, send the SAWS series forms to the client. Upon receipt of the completed forms, conduct CW/CF interviews at the same time and align the RD/RC due dates. If SAWS forms are not available at the time of the CF interview, then certify the HH for less than 12 months in order to align RD/RC due dates. ExampleExample CF RC is due in 9/2020 and the CW RD is due in 12/2020. If SAWS series forms are available in 9/2020, process the CW/CF RD/RC at the same time and set future RD/RC due dates to 9/2021. If SAWS series are not available, certify the CF HH for 3 months only, and set the CF RC date to 12/2020.
Existing CF and MC RC/RD due dates are not aligned,	Whenever a MC RD due month falls on the CF Submit Month of the established CF case cycle and... the MC RD comes first, then the EW must contact client to seek an agreement to recertify CF. Upon client’s agreement, send them the DFA series forms and conduct RC/RD at the same time to align RD/RC due dates. Note: EW must document in Case Narration that the client has agreed to recertify CF. If the CF RC comes first, then ask the client if he/she would like to align their CF and MC RC/RD due dates. If the client reports changes, then follow process directly below. If there are no reported changes, do not align MC and CF RD/RC due dates. If the MC case is... MAGI MC Only, then... Enter new information into system. Process CIC and align the MC RD date with the CF RC due date. Refer to MC HB ch 8 for policy information. Document actions in Case Comments. Non-MAGI MC Only, then... Determine if client provided verification of income and property. (The client must provide verification of income and property to process CIC.) Enter new information into the system. Process CIC and align the MC RD with the CF RC due date. Refer to MC HB ch 8 for policy information.] Document actions in Case Comments. NOTE: Do not process CIC if the client does not provide verification of income and property. Mixed, then... Determine if the client provided verification of income and property. (The client must provide verification of income and property to process CIC.) Enter new information into the system. Process CIC and align the MC RD with the CF RC due date. [Refer to Chapter 10, Section 10.6 "MC RD for Intake,” page-46] Document actions in the Search Case Comments window. NOTE: Do not process CIC if the client does not provide verification of income and property. Example 1Example 1 Cycle 1 MC RD is due in 12/2020 and CF RC is due in 6/2021. When the EW is processing the MC RD in 12/2020, the EW should ask the client if he/she would like to align the MC RD and CF RC due dates. If client agrees, EW sends DFA forms to the client for them to complete. Upon receipt of the completed forms, RD/RC is conducted at the same time and the future RD/RC due date is set for 12/2021. Example 2Example 2 Cycle 4 CF RC is due 3/2020 and MC RD is due 9/2021. If the client does not report any changes that would cause a CIC while processing the CF RC, then the EW must certify the CF HH for 6 months and set CF RC due date to 9/2021 to align with the MC RD due date. However, if the client reports changes that would cause a CIC while processing the CF RC, then the EW must certify the CF HH for 12 months and process the CIC for MC ([Refer to Chapter 10, Section 10.6 "MC RD for Intake,” page-46]); therefore, both CF RC and MC RD will be aligned to 3/2021. Example 3Example 3 Cycle 5 CF RC is due in 10/2020 and MC RD is due in 2/2021. Since the MC RD due date is outside of the established CF case cycle, do not align MC and CF RD/RC due dates.