CalWORKs Vendor Payment

Informs the sanctioned client of the VP and/or Designated Alternate Cardholder (DAC) requirements:

• Because you have been sanctioned for failure to comply with the Work Registration requirements for 3 or more consecutive months, your CalWORKs grant must be:

  • Issued directly to your landlord to pay for your rent/housing costs, or
  • Issued to a DAC that you choose.

  • Note: If your rent amount is less than your CalWORKs grant amount, the remaining grant amount must be paid to a DAC.

• For additional information, please carefully read the Vendor Payment Agreement (SCD 2254). If you fail to complete the required forms within 10 days, your entire CalWORKs grant will be terminated or denied.

Sends the client the following forms:

• Housing Assistance Verification for CalWORKs Sanctioned Client Vendor Payment (SCD 2252)
• Important Information for Landlords (SCD 2253)
• Vendor Payment Agreement (SCD 2254)

  • Note: In a two-parent case, both parents must sign the SCD 2254.

• Vendor Direct Deposit Enrollment Form (SCD 2640)
• Request for Taxpayer Identification Number and Certification (W-9)
• Electronic Benefit Transfer (EBT) Request for a Designated Alternate Cardholder/Authorized Representative (CSF 64).

Informs the client on the SCD 2254 that:

• For VP, the W-9 and SCD 2252 must be completed by their landlord and returned to the SSBS within 10 days.

  • Reminder: It is the client’s responsibility to ensure that the forms are completed, signed by the landlord, and returned timely to the SSBS.

• If DAC requirements must be applied, the completed CSF 64 must be returned to the SSBS within 10 days.

Instructs the client to contact the assigned Associate Employment Counselor (AEC)/Employment Counselor (EC) to determine what the client needs to do in order to cure their sanction. If the case is unassigned, instructs the client to call CWES at (408)758-3500.

• While the client and CWES take the appropriate steps to cure the client’s sanction, the client must still choose either VP or DAC for the children’s portion of the CalWORKs benefits.

• Note: If both parents are sanctioned, both must have their sanctions cured. However, on a case-by-case basis, an exception may be made where only one parent is required to participate full-time. The CWES Supervisor will determine if the client meets this exception and will notify the SSBS via email.

• Explains the VP process to the client.
• Reviews the forms listed in the Initiating CalWORKs VP section for completeness.
• Forwards all forms to Imaging.
• Verifies that the property parcel number and the name of the legal owner is correct by checking online and by calling the Assessor’s Office (AO) at (408) 299-5550, if appropriate.

Upon receipt of the W-9 and SCD 2252:

• Enters the required landlord information into the RDB within three working days.
• Notifies the SSBS via email that the landlord’s information has been entered into the RDB.

• Confirms that the landlord information is in the RDB and makes VPs. Refer to Chewable Byte 23-70: How to Make a Vendor Payment for CalWORKS for CalSAWS instructions.

  • Note: The landlord can choose to receive warrants or direct deposits for VP. For any changes to the landlord's information or issuance method, the SSBS must send a request to the RDB Team at RDBSantaClara@ssa.sccgov.org.

  • Important: For direct deposits, a completed SCD 2640 must be on file. Refer to Common Place Handbook EFT - Direct Deposit Overview for instructions on how to complete the SCD 2640.

• Until the Voucher/Vendor Payment, Other (M44-307A) is added to the CalSAWS Template Repository, sends the Free Format Notice of Action (NOA) (CSF 166).
  • As of <MM/DD/YYYY>, the County has <started> your <voucher/vendor payment>.
  • Here’s why (fill out as appropriate)

    • All or part of your cash aid will be in the form of a voucher or vendor payment. This means that the county will use your cash aid to pay your landlord and/or utility company directly. The county may also use your cash aid to pay for other living expenses you need.

      Here's why:

      [ ] You asked for a voucher/vendor payment.

      [ ] You have reached your CalWORKs 60-month time limit.

      [ ] The law requires that a voucher/vendor payment be made for at least rent and utilities when a parent or caretaker relative will be sanctioned for at least 3 months in a row.

      $______ will go to rent, $_____ will go to utilities, $______ will go to other living expenses (such as food, clothing, and transportation), which leaves $______ for you.

      If you plan to withhold all or part of your rent to make repairs so that your home is fit to live in, you must notify your worker 14 days before your next rental payment.

      If you plan to withhold your rent until your landlord fixes your home so that it is fit to live in, you must notify your worker 14 days before your next rental payment. 

      If you plan to move, you must notify your worker of your new landlord’s name and address, and how much your rent is, 14 days prior to your move.

      Your county worker cannot give you legal advice. If you plan to withhold all or part of your rent, you should speak to a legal aid attorney or tenant’s rights advocate.

  • Rules
    • MPP 44-307
• Selects "WTW" drop-down Journal Type in the Journal Detail page. In the Short Description, enters "Vendor Payment" and adds a journal entry that VP was set up.
• Any time the amount of VP to the landlord changes:
  • Updates the Payment Amount Used By EDBC section of the Money Management Detail page.
  • Runs EDBC.
  • Until the Voucher/Vendor Payment, Change (M44-307B) is added to the CalSAWS Template Repository, sends the Free Format NOA (CSF 166).
    • As of <MM/DD/YYYY>, the County has <changed> your <voucher/vendor payment amounts>.
    • Here’s why (fill out as appropriate)

      • Your rent and/or utilities have changed.

        $______ will go to rent, $_____ will go to utilities, $______ will go to other living expenses (such as food, clothing, and transportation), which leaves $______ for you.

        If you plan to withhold all or part of your rent to make repairs so that your home is fit to live in, you must notify your worker 14 days before your next rental payment.

        If you plan to withhold your rent until your landlord fixes your home so that it is fit to live in, you must notify your worker 14 days before your next rental payment.

        If you plan to move, you must notify your worker of your new landlord’s name and address and how much your rent is, 14 days prior to your move.

        Your county worker cannot give you legal advice.  If you plan to withhold all or part of your rent, you should speak to a legal aid attorney or tenant’s rights advocate.

    • Rules
      • W&IC 11274, 11453.2, MPP 44-307
  • Selects "WTW" drop-down Journal Type in the Journal Detail page. In the Short Description, enters "Vendor Payment" and adds a journal entry that the amount of VP to the landlord changed.

Explains the importance of curing the client’s sanction and that the VP/DAC requirement will end if the client cures their sanction. 

Reminder: The client may cure their sanction at ANY time by contacting CWES.

Discontinues/denies the case:

• On the Eligibility Non-Compliance List page, select "Cash" from the Program drop-down list, then click the [Add] button.
• On the Eligibility Non-Compliance Detail page, select:
  • The sanctioned individual's name from the Name drop-down list,
  • "Failure to Provide" from the Type drop-down list,
  • "Vendor Information" from the Reason drop-down list,
  • The appropriate Vendor Type and Begin Date.
• Click the [Save and Return] button.
• Run EDBC.

Until the Voucher/Vendor Payment, Change (M44-307C) is added to the CalSAWS Template Respository, sends the Free Format NOA (CSF 166).

• As of <MM/DD/YYYY>, the County has <stopped> your <voucher/vendor payment>.
• Here’s why (fill out as appropriate)

  • Your cash aid payment will be paid to you directly.

    [ ]  You are now meeting your work requirements.

    [ ]  is no longer subject to sanction.

    [ ]  Other ________________________________

• Rules
  • W&IC 11274, 11453.2, MPP 44-307

Sets up DAC. Refer to Client Chooses to Appoint a DAC.

Note: The remainder of the grant that is not issued as a VP to the landlord will be in the EBT account, which must be set so that only the DAC can access the cash.

Reminder: Any time the amount of VP to the landlord changes, the Payment Amount Used By EDBC section of the Money Management Detail page must be updated, and an M44-307B must be sent. Refer to Step 3 of Client Chooses VP. The remainder of the grant will be in the EBT account for the DAC to access.