Update : CalWORKs Employment Services (CWES) Miscellaneous Revisions (Chapters 38 and 40)

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1 Santa Clara County Social Services Agency page 1 Date: 02/18/07 References: Cross-References: Clerical: Handbook Revision: N/A Common Place Handbook Update # , # and # CalWIN Announcement #CA-155 Yes Yes Miscellaneous Revisions (Chapters 38 and 40) Background Due to the implementation of CalWIN in June of 2005, it is necessary to update the CalWORKs Employment Services (CWES) Handbook to reflect new terminologies and business processes, and provide general clean up of handbook chapters. Changes This Update contains changes/revisions to: Chapter 38 - CWES Fraud Referrals Chapter 40 - CWES Fiscal All Chapters The following revisions are included in the chapters referenced in this Update: Where appropriate, the term self-sufficiency has been changed to welfare-to-work to match with state terminology. Changed customer or participant to client. Replaced references to documentation on the Contact-Action Summary (SC 163) with instructions to document in the Maintain Case Comments window in CalWIN. Replaced references to filing instructions in the physical case file with Integrated Document Management (IDM) scanning information. Deleted all references to GAIN Information System (GIS) application and inserted references to CalWIN Online User s Manual (OLUM) processes, where appropriate.

2 page 2 Chapter 38 The following changes are made to Chapter 38, CWES Fraud Referrals : Procedures are revised to reflect that the CalWIN Client Referral sub-system to make ALL CWES Fraud Referrals to the District Attorney s (DA) Office. The manual process is obsoleted in this chapter. As a result of use of the online referrals to the DA, the completion of the CWES Overpayment/Underpayment Worksheet and Referral (SC 1798) is no longer for Fraud referrals to the DA. After the DA has secured a conviction resulting from a fraud referral, Collections is contacted by the Probation Department for the Overpayment balance(s) so that a specific restitution order can be made. Therefore, it is important that the CWES overpayment referral be made to Collections. The Child Care Provider Overpayment Notice (SC 1788) manual form is used to inform child care providers and must be scanned into IDM when referring an overpayment referral to Collection as a result of fraud. Added definition and referral process for Suspected Employee Fraud. Revised the Community Complaint (SC 16) process for CWES due to the implementation of scanning and use of the CalWIN Client Referral sub-system. Updated the section Time Frames to align with the Common Place Handbook. Revised the procedures for Overpayments as a Result of Fraud to reflect use of the CalWIN Client Referral subsystem. The procedures for request for closed CWES cases that have not been scanned into IDM are revised. [Refer to CWES Fraud Referrals, page 38-1.] CWES Fraud Designees A CWES Fraud Designee has been assigned for each CWES Office listed below: North County South County 1888 Senter Rd Las Plumas 1870 Senter Rd Central Intake Unit (CIU)

3 page 3 Chapter 40 The following changes are made to Chapter 40, CWES Fiscal : Updated the CWES Fiscal procedures to reflect the County s decision to continue to use the Declaration of Lost or Destroyed Warrant affidavit (SC 382). Aligned, as much as possible, the CWES warrant replacement procedures to those outlined in the Common Place Handbook. Changed Warrant Control to Benefit Issuance Unit. Removed section Multiple Payments on a Single Warrant. Revised procedures to conform to CalWIN functionality. Removed references to the Authorization for Disposition of Returned Warrants (SC 723). [Refer to CWES Fiscal, page 40-1.] Implementation Most of the changes in this Update have been implemented through prior Updates, Program Directives, CalWIN Announcements, and Business Processes. New information outlined in this Update is effective upon receipt. Data Systems GAIN Information System (GIS) application information is deleted and references to CalWIN Online User s Manual are made, where appropriate. New/Revised Forms The following forms are new/revised: SC 274 The SC 274 form is revised and renamed Fax Request for Benefit Issuance Action. It is to be used to request a warrant/check be held, cancelled or released from hold. The SC 274 is available on the SSA intranet website to be printed on a need ONLY basis. SC 382 The Declaration of Lost or Destroyed Warrant affidavit (SC 382) MUST be used when replacing an outstanding check. The County has decided to use the SC 382 instead of the CalWIN affidavit (CSF 1) because it explains our county s specific fiscal policies. Obsoleted Forms The following forms are obsolete:

4 page 4 SC 54 The Fraud Referral to Special Investigative Unit (SC 54) form is now obsolete. CWES and Eligibility staff members are to use the CalWIN client referral subsystem to make all fraud referrals. CSF 1 The CalWIN Standard Form (CSF 1) Affidavit to Obtain Duplicate of Lost/Stolen/Destroyed Warrant is removed from the SSA intranet website. The CSF 1 affidavit which can be generated in the Client Correspondence and Benefit Issuance subsystems is NOT to be used by staff to replace a warrant. The SC 382 affidavit must be used to replace all outstanding warrants, whether lost, stolen or destroyed. Supervisors Supervisors must review this update with their Units at their next unit meeting. Clerical Office Management Coordinators (OMCs) must ensure that revised forms are available, where appropriate, and prior revisions are recycled per district office policy. Kudos Thanks to Aster Cajes, Irene Jew, Marisol Elliott, Reyna Sanchez, Elizabeth Sykes, Donald Hunter, Natalie Allen, Eva Vasquez-Schaffer, Marie Moreland, Gus Vargas, Yolanda Camacho, and Kristine Nguyen for their contributions. KATHERINE BUCKOVETZ, DIRECTOR Department of Employment and Benefit Services UMESH POL, DIRECTOR CalWIN Division Contact Person(s): Tony Acosta, Program Coordinator,

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