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Handbook 90-03.12: General Assistance Quarterly Eligibility/Status Report Processing

Effective Date:  August 1, 2009

Revised Date:   January 5, 2010

Published By:    E111

Summary:

Newsletters, 07-02, 07-03, 07-04, and 07-05 are obsolete.

All recipients of General Assistance receive a Quarterly Eligibility/Status Report (QR 7). Exempt recipients are not required to provide a QR 7 for the General Assistance program; individuals are exempt if they are either 64 or older, or have mental disabilities precluding compliance with the QR 7 requirements. Individuals exempt for GA may still be required to provide a QR 7 for the Food Stamps program.

QR 7 discontinuances and sanctions will be automatically entered by CalWIN for recipients that fail to provide the required QR 7. The automated sanction action will still impact QR 7 reports received after the 15th of the submit month, unless removed by the Eligibility Technicians (ET).

ETs must update CalWIN for any QR 7s received after the 15th of the submit month or during the cure period on both the periodic report screen and the sanction screen to assure continued assistance.

 

General:

All GA recipients, unless exempt, must provide a QR 7 report.            
Recipients are allowed a cure period to provide the QR 7 by the 15th of the month, following the submit month; they may be eligible for continued aid without sanction dependent on the cause of the late report.  ETs must make a cause determination for good cause, negligence, or willfulness, when the QR 7 is received in the cure period.  


If Good Cause is established, no negative action should occur.   
If the failure was determined to be a Negligent act, a discontinuance and sanction will only be imposed if this event was the third negligent act within twelve (12) months.            
If the recipient willfully failed, or refused, to provide the QR 7, the recipient will remain discontinued and sanctioned.

 

SPECIFICS:

QR 7 Reporting

  1. All non-exempt recipients are required to provide a QR 7 every third month for their Data month. Reports are due by regulation on the fifth of the submit month. However, recipients are allowed an extension to the end of the Submit month, matching the Food Stamps requirement.   
    For the GA program only, recipients are also allowed a cure period to provide the QR 7, up to the 15th of the month following the submit month.     
    Note- The QR cycle is determined by CalWIN for new applications based on the application month. For GA applications in Add A Program status, the ET should match the GA QR cycle to any existing Food Stamp cycle.   
    See definition and cycle charts attached below.
  2. Recipients must provide all information on income, property, or other changes that occurred in the Data month. Recipients also must provide verification of all reported information (pay stubs, new Landlord Statement, etc.).     
    QR 7 reporting does not eliminate the requirement to report all changes within ten days of any changes.          
    On Question 1b, recipients are expected to report any anticipated changes in income or expenses for any of the following three months of the Payment Quarter.
    This information will be used to budget the grant payments for the next Payment Quarter, if it differs from the Data month report.   
    The report must be signed and dated by the recipient. It may not be signed until the first of the Submit month or it will be considered incomplete.

Definitions and Cycle periods:

 

Data Month

  • Is the second month of the quarter and
  • the month all information necessary to determine continuing eligibility is reported for.

Submit Month

  • Is the third month of the quarter and
  • the month the QR 7 is required to be submitted.

Payment Quarter

  • Is the 3-month period benefit payment period and
  • is the 3-month period immediately following the QR Submit month.

Beginning Date of Aid

QR Data Month

QR Submit Month

Cycle 1:

January

February

March

April

May

June

July

August

September

October

November

December

Cycle 2:

February

March

April

May

June

July

August

September

October

November

December

January

Cycle 3:

March

April

May

June

July

August

September

October

November

December

January

February

 

CalWIN Actions & QR 7 Processing:

  1. Report is received per CalWIN prior to the run date for X notice of the Submit month-
  • QR 7 reports will be sent to the ET for processing. ETs are to evaluate the current report for completeness. The ET updates the Periodic Report screen for the received report as complete or incomplete.
  • ET documents report is incomplete              
    ETs need to enter the reasons the report is incomplete in CalWIN to assure that the Notice is correct. This is accessed on the Maintain Periodic Reports. Click the Report Details button.



    Select General Assistance on the Report Program tab.



    Then select the Report Program Details tab.






    Enter the report status in the drop box. Then go to the Incomplete Reasons tab and select the appropriate reasons.






    CalWIN will put the case into Y status for an incomplete report and will generate a notice for batch processing.

    1. ET documents report is complete on the Report Detail screen, similar to the incomplete process. Follow the same steps to the Report Detail tab. Select Completed. Do not complete the Incomplete Reasons tab.          

      ETs are to evaluate the current report for any impact on eligibility. The current report should be compared with the prior report and the case record. The budget for the Payment Quarter will be adjusted based on the reported information. Notice should be sent for any changes to the grant computation.

    2.  Report is not received per CalWIN prior to the run date for X notice of the Submit month-

    • CalWIN will automatically place the case in X status and will generate notice for batch processing. ETs can find their cases currently in X status by viewing the Periodic Reports screen for their worker number and selecting Not Received. To view the QR 7s, click on the Report Name header, and scroll down to the QR listing. This will include all cases that are required to submit a QR report for the requested report month.

    • CalWIN will also automatically impose a sanction for willful failure to submit the report when the case is next run for EDBC, whether by the ET or the system. This sanction will prevent the case from releasing the automatic discontinuance when a completed report is documented and will prevent a rescind action in the following month, unless the ET updates it.

    3.  Report is documented received in CalWIN after the run date for X notice of the Submit month, but by

         the end of the month-

  • The ET updates the Periodic Report screen, indicating that a complete report was received. The case will not auto-release, however.
  • The ET must also delete the sanction from the Collect Sanction/POI/Penalty Detail screen that was entered by CalWIN.

  • Rescind and run EDBC. Aid should pass for the future month.
  • 4.  Report is received in the month following the Submit month, by the 15th (the cure period)-

    • QR 7 reports will be sent to the ET for processing.
      ETs are to evaluate the report for completeness and whether the QR 7 non-compliance was due to Good Cause, Negligence, or Willfulnes.If the ET determines there is good cause, no negative impact should occur; see 4b.
      If good cause is not established, then the non-compliance may be considered negligent. If it was a negligent act, the ET must determine how many negligent acts have occurred within the current 12 month period; see below on Negligent Act Counted.
    • Good Cause for delayed report
      If the delay was due to a good cause reason, the recipient’s aid will be restored with no impact to their continuing aid.
    • The ET updates the Periodic Report screen, indicating that the report was received. The ET will also enter any good cause reasons for the report delay, on the Maintain Periodic Reports Program Details, Good Cause screen.

    • The ET must delete the sanction that CalWIN entered from the Collect Sanction/POI/ Penalty Detail screen.



    • Enter Case comments documenting that no negligence occurred, and if Other Reason was selected, why good cause was found.
    • Rescind and run EDBC. Aid should then be restored.
  • Negligent Act Counted
    If the delay was due to negligence, the recipient’s aid will be restored if the recipient has less than 3 negligent acts within the past 12 months. All negligent acts, whether eligibility or employment related, are considered for this determination.
  • The ET updates the Periodic Report screen, indicating that the report was received.
  • The ET must delete the sanction from the Collect Sanction/POI/ Penalty screen.



  • The ET must also change the Collect Individual Compliance Detail screen, changing the sanction status to reflect that a negligent act occurred. The radio button will show a status of Willful as entered by CalWIN; the worker must change it to Negligent. Complete the remainder of the screen to list the negligent event.



  • Document the negligence in Case Comments.
  • Rescind and run EDBC. Aid should then be restored.
  • Negligent Act, Third instance
  • The ET updates the Periodic Report screen, indicating that the report was received.
  • The ET will document that this is the third negligent act on the Collect Sanction/POI/Penalty screen, and the case will remain discontinued with a sanction in effect.


  • Document the determination that the case will remain discontinued in Case Comments.
  • References:

    9-1-2, 9-2-5, 9-3-1.2

     

    Yolanda Baldovinos, Interim Director
    Social Services Agency




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