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General Assistance Procedure 90-01.70: Required Documentation and Verification in the General Assistance (GA) Program

Effective Date:      July 1, 2011

Published Date:     July 29, 2011

Published By:        E113

Revised Date:       October 27, 2014

Summary:

This handbook is being revised to reflect program changes to the Housing Assistance Vendor Program. Effective October 1, 2014 the Housing Assistance Vendor Agreement form 90-9 will no longer be required for all applicants or recipients.

General:

This procedure identifies the documentation required to complete processing for an Intake or Redetermination (RRR) application. All applicants must verify their identity, assets, income, and need for benefits to determine their eligibility for assistance.

All continuously aided recipients must verify their eligibility on an annual basis, including their assets, income, and need. The Housing Assistance Vendor Agreement, Form 90-9 is no longer required for every applicant or recipient. A Housing Assistance Vendor Program (HAVP) packet shall be provided when an applicant or recipient requests to have their rent paid directly to their landlord. Refer to GA Handbooks 90-01.84 and 90-01.841 for detailed information.

Both applicants and recipients may need to verify additional information, based on the applicant/recipient’s reported information on the Statement of Facts or other information known to the SSA.

Specifics:

Eligibility Technicians (ETs) must clear all addresses and vendors in CalWIN.

  • The address must be cleared to establish if any other recipients are known to reside at the same address. This needs to be completed at Intake and RRR.
  • Vendors must be cleared to determine if they have a taxpayer identification number (TIN; may be the Social Security number) on file.      
    A W-9 is included in the Housing Assistance Vendor Program packet. (Refer to Handbook 90-01.841, Substitute IRS Form W-9 for General Assistance Applicants and Recipients).

ETs must inform all individuals who are 62 or older that they must apply for Social Security (OASDI); all individuals who are 65 or older should apply for SSI or CAPI benefits, as applicable. Review at Intake and RRR.

At RRR, ETs must review prior year applications for any resources that have not been currently reported. ETs must give, or send, a written request for all necessary information that was not provided with the application or RRR.

A. Required documentation for all applicants:

  • All application documents.  
    This includes a completed Application For General Assistance (90-16) and a completed Authorization For Reimbursement Of Interim Assistance Initial Payment (SSP 14).
  • Identification, preferably with picture ID.
  • Social Security card or proof of application.
  • Verification of residence in Alameda County.
  • A Housing Assistance Vendor packet for all applicants who request to have their rent paid directly to their landlord.
    Refer to Handbook 90-01.84, Housing Assistance Vendor Program, for further information regarding the 90-9.
  • Applicants must be finger-printed/ photo-imaged (SFIS) to complete their application.  
    An appointment for SFIS will be given to the applicant prior to meeting with the ET. The applicant is required to complete SFIS within 10 days of the application date.  
    If the ET is unable to document that the applicant has completed SFIS within ten days, the application should be denied for failure to complete the application process.  
    If the applicant contacts the ET to request an extension of time to provide any of the above documentation or for SFIS, allow the applicant a reasonable time period to comply.
  • All applicants must be referred to the Program Integrity Division (PID) prior to approval:
  •          PID will notify the assigned EBD staff to take appropriate action on all individuals who are determined to be avoiding arrest, or have violated probation or parole.

    B. Required documentation for RRR:

  • Report and verify all income and property changes that have occurred since the last application:    
    The recipient must report and verify any other essential information needed to determine current eligibility.
  • A new 90-9, if the statement on file is over twelve months old:     
    All 90-9s must be reviewed for the recipient’s current rent amount, the number of persons sharing the residence, and any changes in ownership of the property.
  • For recipients determined to be permanently unemployable:    
    A new Medical Report–Physician’s Confidential Report (90-2) or Mental Health Clinician’s Confidential Report (90-2MH) must be provided every thirty-six (36) months.
  • For recipients determined to be temporarily disabled:    
    If, at the time of the Re-determination, verification of continued disability if there are anticipated changes to the unemployable status and the recipient reports their disability status is continuing.
  • All active GA-only or GA/ Medi-cal recipients must be referred to PID to review the individual’s current outstanding warrants, parole, and probation status:
  •          PID will notify the assigned EBD staff to take appropriate action on all individuals who are determined to be avoiding arrest or have violated probation or parole.

    C. Other documentation that may be required at Intake or RRR, as applicable:

    • Applicants reporting they are unable to work:    
      A Medical Report–Physician’s Confidential Report (90-2) or Mental Health Clinician’s Confidential Report (90-2MH).If the county determined the client as permanently unemployable, the client does not have to provide a new medical report for 36 months.
    • Overpayments on applications from prior aid periods that were referred to Central Collections:
      During the processing of a new application, the Intake worker should contact Central Collections to verify if the outstanding CalWIN balance is correct, or if Central Collections has made any collections during the unaided period.
    • Non-citizens:
      All eligible non-citizens and verifying documentation are identified in the Handbook 90-03.50, Citizens and Eligible Non-Citizens.
    • Individuals reporting income from any source:        
      Proof of all income is required.     
      Earnings (wages, commissions, etc.), State Disability Income (SDI), Unemployment Benefits (UIB), Social Security benefits (OASDI), Supplemental Security Income (SSI), Veteran’s Benefits, Pension or Annuity income, any other regularly received income or currently available contributions (including loans), whether from organizations or other individuals.
      If the applicant or recipient indicates that they are a chore provider for an IHSS recipient, verification of their earnings can be requested directly from IHSS. Refer to GA Newsletter 08-17 for instructions.      
      If the applicant reports they are receiving SDI or UIB, IEVS verification must be requested to verify benefit amounts.
    • Individuals reporting that recent employment ended:  
      Verify when the employment ended. Verify that all available employer benefits were paid to the applicant or recipient.
    • Individuals who have reported prior income or work history:    
      Application for any potentially available source of income, such as SDI, UIB, OASDI, SSI, etc. Request prior year tax forms, if applicable.
    • Account statements from all sources for individuals reporting resources:      
      Verification of any bank accounts, stocks, or other cash-related assets.  
      Verification of any cash surrender value of insurance policies.           
      Verification of any real estate, whether the property is owned individually, ownership is shared, or is being purchased.

            Note: Effective 7/1/11, vehicles are exempt from the property evaluation.

    • Individuals reporting they are, or were, married:      
      Verification of marriage, legal separation and/or divorce, as well as divorce settlements.
      Refer to Handbook 90-04.0, Support Responsibilities, for individuals who are (or were) married or domestic partners.
    • Account statements from all sources for individuals reporting they have disposed of resources (may have been reported on prior applications):    
      Verification of the sale, transfer, closure of account, etc, for all resources disposed of within the past twelve months.
    • Individuals reporting that they have drug felonies:      
      Individuals residing in a related CalWORKS household, who are ineligible for CalWORKS due to their drug felony, are also ineligible for General Assistance.
    • Questionable information reported by individual, or known to the Agency:      
      Any additional documentation needed to clarify information pertinent to the applicant’s eligibility.    
      This may include Special Investigations (SIU) actions, as necessary.

    References:

    9-1-4, 9-1-5, 9-1-7, 9-1-8, 9-1-9

     

     




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