Intake

Intake Responsibility

Intake workers are fully responsible for all case activity while the case is assigned to them. Any work associated with the case (that is not rejectable to the previous worker) must be processed in Intake prior to transferring the case to Continuing. This includes but is not limited to any re-evaluations (RE) due in the future month or income reports that require processing. Full case responsibility is for all benefit programs in the case.

Case Assignment Tracking

Case assignment is tracked using the office schedule in CalSAWS, which interfaces with business objects in real time to track and determine an Eligibility Worker's case assignment.

Work Out of Class (WOOC)

No assignments will be given when an Intake EW is WOOC for the Supervisor.

Erroneous Denials

All rescissions for erroneous denials for any program are to be processed in Intake by the EW who made the error.

Applications

The CalSAWS system is person-based, and once data is entered for one program, it is available in the system to evaluate eligibility and the benefit amount for all programs. The goal during the Intake process is to fully utilize CalSAWS for this purpose.

During the intake interview, all categorical aids are explored, and there may be instances where a new Application for Cash Aid, CalFresh and/or Medical Assistance (SAWS 1) or Application for CalFresh Benefits (CF 285) is required, and a separate beginning date of aid may be established. When this occurs, this is still considered “work performed under the same case.”

There may be instances in which applicants either decline to be screened for all programs or undergo changes in their personal circumstances and later make a request for an eligibility determination in other programs. If such a request is made while the case is still assigned to the Intake EW, the eligibility determination will be completed by that Intake EW with no additional “credit” given. (If the case is pending and unassigned to an Intake EW, clerical staff can register the application using the following information in the chart below.)

 

Note: Applicant requests to add an additional program(s) may be added via various application methods, but not limited to: Telephonic Signature, DocuSign, or by an interactive interview followed by a signed Statement of Facts that requires signature (unless it is a single-signature application, such as CalFresh).

 

The following chart will assist in determining if a new application is required:

If the client applied for...	And during the initial interview the client requests...	Then...
CalWORKs/RCA,	CalFresh and/or Medi-Cal,	The original application may be updated by checking the boxes to reflect the additional programs requested, and The original date on the application may be used as the beginning date of aid. CalSAWS Journal Detail page must be updated to reflect what occurred.
CalFresh and/or Medi-Cal,	CalWORKs/RCA,	The original application may be updated by checking the boxes to reflect the additional programs requested, and The original date on the application may be used as the beginning date of aid. CalSAWS Journal Detail page must be updated to reflect what occurred.
CalFresh,	Medi-Cal,	The original application may be updated by checking the boxes to reflect the additional programs requested, and Separate beginning dates of aid may be established for both CalFresh and Medi-Cal. CalSAWS Journal Detail page must be documented to reflect what occurred.
Medi-Cal,	CalFresh,	If a SAWS 2 Plus or SAWS 1 was filed for the Medi-Cal application, the original application may be updated by checking the boxes to reflect the additional program requested. Otherwise, a new CalFresh application CF 285 must be taken and signed the date of the interview. Separate beginning dates of aid may be established for both CalFresh and Medi-Cal. CalSAWS Journal Detail page must be updated to reflect what occurred.
Any other cash aid,	CalFresh and/or Medi-cal,	A new SAWS 1 must be taken and signed the date of the interview. Separate beginning dates of aid may be established for cash aid and both CalFresh and Medi-Cal. CalSAWS Journal Detail page must be updated to reflect what occurred.
CalFresh and/or Medi-Cal,	Any other cash aid,	A new SAWS 1 must be taken and signed the date of the interview. Separate beginning dates of aid may be established for any cash aid requested. CalSAWS Journal Detail page must be updated to reflect what occurred.

CalFresh Failure to Provide Denials

Any information or verifications received on a CalFresh case that was closed less than 60 days from the original application date must be reviewed by the closing intake EW. If CalFresh was denied due to the applicant’s failure to provide information or verification, the case will be reassigned to the closing EW to determine if the case can be approved based on the verification received. During this period, all programs must remain with the Intake EW as stated in the Intake Responsibility section at the top of this topic. For additional reference, see the Processing Time Frames topic in the CalFresh handbook.

 

Example Example An application is submitted on 9/7 for CalFresh benefits. The applicant has an intake interview on 9/9. The worker still needs a pay stub to determine if the applicant meets the income limits. The worker notifies the applicant that the income verification is due by 9/21. On 9/22, the worker hasn’t received the requested verification. A denial notice is sent to the applicant for failing to provide requested verification by the due date of 9/21. If new information on the status of the application request is received but the missing verifications are not, the case will remain denied and the task must remain open until 60 days from the application date have passed. If the applicant provides the requested verification anytime within 60 days from the original date of application, the original intake worker who denied the case is still responsible for reopening the case. 

Failure to Provide Task

If benefits are denied for failure to provide, then create a Failure to Provide task:

• Category: Manual
• Type: Failure to Provide
• Due Date: 60th day from the original date of application

CalWORKs Failure to Cooperate Denials

Any information or verification received on a CalWORKs case that has been closed for 30 days must be reviewed by the closing EW. If CalWORKs was solely denied due to the applicant's failure to provide previously requested verification to establish eligibility, the case will be returned to the closing EW to determine CWs eligibility from the original application date.

The case will remain denied for 30 days after the date of denial unless the previously requested verification is submitted. During this period, all programs must remain with the Intake EW as stated in the Intake Responsibility section at the top of this topic. For additional reference, see the Denials topic in the CalWORKs handbook. 

 

Example Example The application is submitted on 2/4 for CalWORKs. The applicant has an interview on 2/7. The worker needs a pay stub to determine if the applicant meets income limits. The worker notifies the applicant that the income verification is due 2/17. The applicant does not provide the requested verification by the due date. On 2/18, a denial notice is sent to the applicant for failing to provide the requested verification. If new information on the status of the application request is received, but the requested verifications are not, the case will remain denied, and the task must remain open for 30 days from the date of the denial NOA. If the applicant provides the requested verification anytime within the 30 days from the date of denial NOA, the original intake worker that denied the case is responsible to reopen the case. 

Failure to Provide Task

If benefits are denied for failure to provide, then create a Failure to Provide task:

• Category: Manual
• Type: Failure to Provide
• Due Date: 30th day from the original date of application

Related Topics

Case Responsibility, Transfers, & Closed Cases Overview