Business Implementation Guide to Time on Aid
8.
Other How To’s
8.1
Entering TOA Information
page 8-1
Other How To’s
Time limit clock information for TANF 60-month and CalWORKs 48-month is
computed in CalWIN based on the programs authorized in the CalWIN System as
well as user-entered information. Intake workers need to record the TOA
information obtained from the sending county or state on the Collect Individual
Prior/Current Aid Detail window or Native TANF Program for the aided parent(s),
stepparents, and/or caretaker relative on the Collect Individual Time Limit Clock
Detail window.
When the time clock information is changed, the EDBC result must be authorized in
order to update the CalWIN time clocks and send a transaction to TRAC in the
nightly batch process.
8.2
Add New Time Clock Information
The CalWORKs 48-Month and/or TANF 60-Month Time Clock may need to be
created in instances where the client is new to California but has previously
received aid in another state, the client is an intercounty transfer from another
California county, or CalWIN conversion failed to create the clients time clock at the
time of conversion.
[Refer to “CalWIN Manual Entries,” page 5-1 for more information regarding
manual entries.]
8.2.1
Recording TOA months used outside of Santa Clara
County
1. Select the Display Individual Time Limit Clock Summary window from Data
Collection. Click on the “Add” icon on the toolbar, to obtain the Collect
Individual Time Limit Clock Detail window.
2. On the Collect Individual Time Limit Clock Detail window:
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Business Implementation Guide to Time on Aid
a. Enter the Begin Date and End Date.
Note: The TANF/CW Clock must be entered month by month and NOT as a
block period of time.
b. Select the Clock Type and Status from the drop-down fields.
c. Select State and County in which the aid was received from the drop-down
fields.
Refer to the CalWIN OLUM “Update Individual Time Clock Information” for detailed
instructions on how to add and update time clock information.
8.3
Ticking and Unticking TOA Clock
CalWIN will auto-tick and untick the TOA clocks when EDBC runs and the case is
authorized; however, in some rare instances this may not occur. The CalWORKs
48-Month and/or TANF 60-Month Clock may need to be manually unticked when an
aided parent or caretaker relative was:
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Other How To’s
• Sanctioned,
• Living in Indian Country or Alaskan Native Village, in which at least 50% of
the adults living in the Indian Country or in the Village are not employed,
• A former recipient of cash aid and is only receiving child care, case
management or supportive services and is employed.
• The recipient did not receive a cash aid payment for the month because
the grant amount is less than $10.
• The cash aid payment was fully reimbursed as a result of child support
collection whether collected in that month or any subsequent month.
• Any overpayment month, (an entire month of aid in which the recipient was
not entitled to cash aid), that is fully repaid.
[Refer to “Exempt TANF Months,” page 39-4 and “CalWORKs Individual Time Limit
Exemptions,” page 39-9 in the CalWORKs Handbook for further details regarding
policy.]
Note:
Applying child support recoupment to untick TOA Clocks requires intensive
review of child support collection history and records. Unticking the
CalWORKs 48-month clock due to child support payment collections or
repayment of overpayments must be done by the designated TOA workers
only.
8.4
Exemptions and Extenders
The exemption process is run using the case information Data Collection to make
determinations of ES Program Status. Do not override exemptions that could be
captured through the entry of case individual information in Data Collection (e.g.
Disability/Medical Conditions Detail window).
Note:
The Employment Services Subsystem data must match the Data Collection
data in order to not have a conflict with Exemptions and Effective Begin Dates.
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8.4.1
Business Implementation Guide to Time on Aid
System-Determined Exemptions/Extenders
The following are CalWIN System determined Employment Services exemptions
and the impact on both the CalWORKs 48-Month and TANF 60-Month time clocks.
Exemption Type
TANF 60
CalWORKs 48
Extender (Y/N)
Age- over 60 years old
Ticking
Non-ticking
Yes
Age- under 16 years old
Non-ticking
Non-ticking
No
Disability
Ticking
Non-ticking
Yes, if receiving
SDI, TDI, IHSS,
or SSP.
Student Status (exempt 16, 17 or 18 year
old)
Non-ticking
Non-ticking
No
Caregiver for ill or Incapacitated person in
household
Ticking
Non-ticking
Yes
Non-parent caretaker providing care for a
ward of the court or foster care risk
Ticking
Non-ticking
Yes
Pregnant and cannot work
Ticking
Ticking
No
Caring for a child under 6 months of age
(once in a lifetime)
Ticking
Ticking
No
2nd Exemption- Caring for a child under 3
months of age
Ticking
Ticking
No
Cal-Learn Non-Head of Household
Ticking
Ticking
N/A
Cal-Learn Head of the Household
Ticking
Non-Ticking
N/A
[Refer to “Exemptions and CalWIN Windows,” page 5-11 for a list of the associated
CalWIN windows to TOA exemptions and extenders.]
[Refer to “CalWORKs Individual Time Limit Exemptions,” page 39-9, “Exempt
CalWORKs Months,” page 39-10 and “Extenders - After the 48-Month CalWORKs
Time Limit,” page 39-11 for detailed policy information regarding exemptions and
extenders.]
8.4.2
Recording Exemptions
To send the exemption to TRAC, other corresponding windows in Data Collection
and the Employment Services Subsystems, if appropriate, must be completed.
Revised: 04/20/11
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1. After Running EDBC and Authorizing the data entries the information the Time
Limit windows will show the exemption.
2. From the Display Individual Time Limit Clock Summary window, click on the
month that the exemption begins. There should be a Y in the Exemption
column. Double click on the row, to open the Collect Individual Time Limit
Clock Detail window.
3. Click on the [Exemptions] button on the Collect Individual Time Limit Clock
Detail window.
4. On the Collect Individual Time Limit Clock Exemption Detail window,
ensure the reason for the exemption or extender from the Exemption Code is
correct.
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Business Implementation Guide to Time on Aid
5. Once the exemption ends the EW must go back into the appropriate CalWIN
window and end date the corresponding Data Collection and Employment
Services record, if appropriate, that caused the exemption.
8.5
Disability Exemption
Any month in which the parent or caretaker relative meets the following conditions
does not count toward the individual’s CalWORKs 48-month time limit clock due to
disability:
•
•
•
•
disabled as determined by a doctor’s verification and:
are actively seeking appropriate medical treatment, and
the disability is expected to last at least 30 days, and
the disability significantly impairs the individual’s ability to be regularly employed
or to participate in self-sufficiency activities.
8.5.1
Recording Disability Exemptions
Based on the doctor’s statement submitted by the client the client is exempt due to
disability.
1. From the Display Disability/Medical Conditions Summary window for the
disabled adult, open the Collect Disability/Medical Conditions Detail window
and enter all necessary data.
a. The Effective Begin Date is the onset date of the disability.
b. The Begin Date and End Date are the onset date and end date of the
disability.
c. The UEM date on the Collect Reporting Information for Data Changes
window is the month of the onset date.
d. Click on the [Diagnosis] button to go to the Collect Diagnosis Detail
window.
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Other How To’s
2. On the Collect Diagnosis Detail window, enter all necessary data.
a. The Effective Begin Date must be the same as the Effective Begin Date in
the Collect Disability/Medical Conditions Detail window.
b. The Diagnosis Date must be the same as the Effective Date in the Collect
Disability/Medical Conditions Detail window.
c. Save and close the window and Run EDBC from the month the disability
became effective.
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Business Implementation Guide to Time on Aid
3. On the Capture Discrepancy Information window, ensure that the Evaluate
Benefit Discrepancy [Y/N] switch for Cash is set to Y for all.
4. From the Display Eligibility Summary window, click on the [Initiate Wrap Up]
button to open the Initiate Wrap Up window.
5. On the Initiate Wrap Up window, ensure that Display Non-Financial
Eligibility Summary, Display Employment Services Exemption Results
and Authorize Eligibility Program Benefit Screen Names are checked off
and click the [Start Queue] button.
6. On the Display Non-Financial Eligibility Summary window, ensure the
individual is included and passing for CalWORKs for the appropriate payment
month(s).
7. On the Display Employment Services Exemption Results window, confirm
that the individual has the Exemption Reason of Exempt: Disabled, for the
WTW ES Program.
Revised: 04/20/11
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8. Authorize the case on the Authorize Eligibility Program Benefit window.
9. From Data Collection, select the Display Individual Time Limit Clock
Summary window. From the Display Individual Time Limit Clock Summary
window, click on the month that the exemption begins. There should be a Y in
the Exemption column. Double click on the row, to open the Collect Individual
Time Limit Clock Detail window.
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Other How To’s
10. On the Collect Individual Time Limit Clock Detail window, click on the
[Exemptions] button to open the Collect Individual Time Limit Clocks
Exemption Detail window.
11. On the Collect Individual Time Limit Clocks Exemption Detail window,
ensure Disabled is displayed as the Exemption Code.
12. From the Employment Services Subsystem, on the Display Case
Employment Services Participation window, select the WTW row for the
appropriate month(s) and double click to open the Maintain Employment
Services Participation window.
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Other How To’s
13. On the Maintain Employment Services Participation window, ensure that
the individual has an Exempt Status for the WTW program.
14. Two days after authorization in CalWIN, review the ESUM and KCAL screens
to ensure that the time clock accurately reflects the disability exemption.
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Business Implementation Guide to Time on Aid
ESUM will show the 302 Reason Code for Disabled for the exempt month(s).
KCAL screen will have “E” for the exempt months on the CalWORKs 48-Month
Calendar.
Revised: 04/20/11
Update # 2011-01
Business Implementation Guide to Time on Aid
8.5.2
page 8-13
Other How To’s
Terminating Disability Exemptions
When a Disability ends:
1. On the Collect Diagnosis window, enter the Effective End Date
2. On the Collect Disability/Medical Conditions Detail window, enter the
Effective End Date.
3. The UEM must be the month after the exemption ends. In this example it would
07/2009.
4. On the Collect Employability Detail window, change the Status to
Employable and enter the Begin Date.
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5. On the Collect Reporting Information for Data Changes window, enter the
the month of the effective begin date as the UEM date, save and close the
window.
6. Run EDBC.
7. On the Display Employment Services Exemption Results window, ensure
that the individual is no longer exempt, confirm, save and authorize.
8.6
Cal-Learn Exemption
Any month in which the parent or caretaker relative meets the following conditions
does not count toward the individual’s CalWORKs 48-month time limit clock due to
Cal-Learn:
• Eligible for and participating in or exempt from the Cal-Learn program, and
• Head of the household.
Revised: 04/20/11
Update # 2011-01
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8.6.1
page 8-15
Other How To’s
Recording Cal-Learn Exemptions
1. On the Collect Individual Demographic Detail window, ensure that the
individuals “Birth Information” is correct.
2. On the Collect Student Detail window:
a. On the [School Information] tab, enter an N in the
Certificate/Degree/Diploma Obtained [Y/N] field.
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Business Implementation Guide to Time on Aid
b. On the [Attendance Information] tab, ensure the individual has an Enrolled
Status of Full Time and is attending school regularly.
3. Run EDBC and Initiate Wrap Up.
4. On the Display Employment Services Exemption Results window, confirm
the individual has the Exemption Reason of No Exemption: Already
Registered for the Cal-Learn ES Program and Authorize the case.
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5. From Data Collection, select the Display Individual Time Limit Clock
Summary window. From the Display Individual Time Limit Clock Summary
window, click on the month that the exemption begins. There should be a Y in
the Exemption column. Double click on the row, to open the Collect Individual
Time Limit Clock Detail window.
6. On the Collect Individual Time Limit Clock Detail window, click on the
[Exemptions] button to open the Collect Individual Time Limit Clocks
Exemption Detail window.
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Other How To’s
7. On the Collect Individual Time Limit Clocks Exemption Detail window,
ensure Cal-Learn Head of Household is displayed on the Exemption Code
field.
8. From the Employment Services Subsystem, open the Display Case
Employment Services Participation window.
9. On the Display Case Employment Services Participation window, select the
Cal-Learn row for the appropriate month(s) and double click to open the
Maintain Employment Services Participation window.
Revised: 04/20/11
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Other How To’s
10. On the Maintain Employment Services Participation window, ensure that
the individual has a Registered Status for the Cal-Learn program.
11. Two to three days after authorization in CalWIN, review the TSUM, ESUM and
KCAL screens to ensure that the time clock accurately reflects the Cal-Learn
exemption.
TSUM will show Time Clock months used and exception months.
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Business Implementation Guide to Time on Aid
ESUM will show the 308 Reason Code and Description for Cal-Learn Head of HH
for the exempt months.
KCAL screen will have “E” for the exempt months on the CalWORKs 48-Month
Calendar.
Revised: 04/20/11
Update # 2011-01
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8.7
page 8-21
Other How To’s
Caring for an Ill Family Member
Any month in which the parent or caretaker relative meets the following conditions
does not count toward the individual’s CalWORKs 48-month time limit clock due to
caring for an ill family member:
• Caring for an ill or incapacitated person residing in the home, and
• The ability to be regularly employed or to participate in self-sufficiency activities
is impaired.
8.7.1
Recording Caring for an Ill Family Member Exemptions
When a client is determined to meet the exemption criteria due to caring for an ill or
incapacitated family member the following steps must be followed:
1. From the Display Employability Summary window, open the employability
record for the individual and complete all mandatory and relevant information
on the Collect Employability Detail window, and set the UEM from the month
the exemption began.
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Business Implementation Guide to Time on Aid
2. Run EDBC and on the Capture Discrepancy Information window reevaluate
CalWORKs from the month the exemption began.
3. From the Initiate Wrap Up window, ensure that Display Individual Eligibility
Summary, Display Non-Financial Eligibility Summary, Display
Employment Services Exemption Results and Authorize Eligibility
Program Benefit Screen Names are checked off and click on the
[Start Queue] button.
4. On both the Display Individual Eligibility Summary and Display
Non-Financial Eligibility Summary window, for the appropriate Payment
Month(s), ensure the individual is included and passing for CalWORKs.
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5. On the Display Employment Services Exemption Results window, confirm
that the individual is has the Exemption Reason of Exempt: Caregiver of ill or
Incapacitated Household Member.
6. Authorize the case on the Authorize Eligibility Program Benefit window.
7. From Data Collection, select the Display Individual Time Limit Clock
Summary window. From the Display Individual Time Limit Clock Summary
window, click on the month that the exemption begins. There should be a Y in
the Exemption column. Double click on the row, to open the Collect Individual
Time Limit Clock Detail window.
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8. On the Collect Individual Time Limit Clock Detail window, click on the
[Exemptions] button to open the Collect Individual Time Limit Clocks
Exemption Detail window.
9. On the Collect Individual Time Limit Clocks Exemption Detail window,
ensure Caring for Ill or Incapacitated Person is displayed as the Exemption
Code.
Revised: 04/20/11
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10. From the Employment Services Subsystem, on the Display Case
Employment Services Participation window, select the WTW row for the
appropriate month(s) and double click to open the Maintain Employment
Services Participation window.
11. On the Maintain Employment Services Participation window, ensure that
the individual has an Exempt Status for the WTW program.
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Business Implementation Guide to Time on Aid
12. Two to three days after authorization in CalWIN, review the TSUM, ESUM and
KCAL screens to ensure that the time clock accurately reflects the exemption.
TSUM will show Time Clock months used and exception months.
ESUM will show the Reason Code and Description for Caring for Ill or Incap for the
exempt months.
Revised: 04/20/11
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KCAL screen will have “E” for the exempt months on the CalWORKs 48-Month
Calendar.
8.8
Domestic Abuse Exemptions and Extenders
There are three areas in CalWIN to record Domestic Abuse information:
(1) Data collection - Collect Domestic Abuse Detail window
(2) Employment Services- Maintain Employment Services
Participation window
(3) Employment Services- Maintain Registration Status Reason
window
Information entered in Data Collection is for informational purposes only and does
not affect the CalWORKs Time Clock calculations. As EDBC runs in CalWIN, the
client must be in a registered status and have a Domestic Abuse service activity.
EDBC then checks the Individual Time Clock Summary tables to untick their
CalWORKs time clock based upon the entries made by the worker in the
Employment Services subsystem. If there is a manually entered exemption in the
Collect Time Clock Summary window, EDBC will not override the manually
entered data regardless of the ES record.
Update # 2011-01
Revised: 04/20/11
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[Refer to “Domestic Abuse,” page 42-1 for detailed policy information regarding
Domestic Abuse.]
8.8.1
Recording Domestic Abuse Exemptions and Extenders
1. The EW or EC refers the adult claiming Domestic Abuse to the CalWORKs
Social Work unit via the Referral subsystem in CalWIN.
2. The EW or EC receives the completed “CalWORKs Participation Status”
(SCD 1554) form from the assigned CalWORKs Social Worker.
IF...
THEN...
The Domestic Abuse
exemption/extender is denied,
No further action is required.
The Domestic Abuse
exemption/extender is approved,
Proceed to the next step.
3. The EW updates the Collect Domestic Abuse Detail window from the
Display Domestic Abuse Summary window.
a. The Effective Begin Date and Effective End Date are based on the dates
indicated on the SCD 1554.
4. The EC navigates to the Display Case Employment Services Participation
window and opens the Maintain Employment Services Participation
window.
5. On the [Registration] tab changes the Status Program to Exempt and clicks on
the [Reasons] button.
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6. On the Maintain Registration Status Reason window, selects Manual
Exemption: Domestic Abuse (CalWORKs 60-month time limit waiver) from the
Reason field.
b. Enters the Planned Start Date and Planned End Date indicated on the
SCD 1554.
c. Updates the Actual Start Date to reflect the first day of attendance.
7. The EW receives notification (via email) from the EC that Exemption entries
have been made.
a. Runs EDBC (online or batch) for the months in which the exemption is
applicable, saves and closes the results.
b. Sets the Discrepancy switch to “Y” for each of the applicable months and
authorizes the results.
c. Reviews the CalWIN CalWORKs 48-Month Time Clock Summary and
validates the correct months are unticked with the correct exemption reason.
8. After two days, the EW reviews the information on the ESUM screen to ensure
it matches with CalWIN. If the information in TRAC is not correct, submit an
SCD 1296 to the MTO to request that the information be updated online.
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Business Implementation Guide to Time on Aid
Note:
In TRAC, 403 is the Reason Code for Domestic Abuse.
8.8.2
Extending/Terminating DA Exemptions/ Extenders
Domestic Abuse exemptions are reviewed every three months by the CalWORKs
Social Worker. The Exemption may be approved for an additional three months or
may be terminated. A new SCD 1554 will be routed to the EW and EC to notify
them of the outcome.
Extending the DA Exemption/ Extender
To update the DA Exemption:
EC will...
EW will...
1. Obtain a new SCD 1554 from the
CalWORKs Social Worker,
1. Update the Effective End Date on the
Collective Domestic Abuse Detail
window to match the new date on the
SCD 1554
2. Update the Planned End Date field on the
Maintain Participation Activity window to
match the new end date on the SCD 1554,
and
3. Leave the Actual End Date field blank to
continue the exemption.
Revised: 04/20/11
2. Enters case narration in the Maintain
Case Comments window, and
3. Submits the SCD1554 to be scanned into
IDM.
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Terminating the DA Exemption/ Extender
In the month in which the DA Exemption ends, select “Completed” from the DA
activity Status drop-down menu on the Maintain Status History window. CalWIN
will automatically update the Actual End Date field.
8.9
Manual ES Exemptions
There are some Employment Services (ES) exemptions that will NOT be
determined when running EDBC or running the exemptions process from the ES
Subsystem. These are referred to as manual exemptions and must be set by the
user in the ES Subsystem by overriding the system-determined exception. When a
user enters a manual exemption in the ES Subsystem, CalWIN updates the time
clocks appropriately for each month covered by the manual exemption based on
the exemption reason and the Begin and End Date of the exemption. The following
are exemptions that require manual overrides:
• Indian Country or Alaskan Native Village where unemployment is 50% or
above,
• Unable to maintain Employment or Participate in Welfare to Work Activities,
and
• Full-time VISTA (Volunteers in Services to America) Volunteers.
The following is a table of the Employment Services manual exemptions per
CalWIN, and the impact on both the CalWORKs 48-Month and TANF 60-Month
time clocks.
Exemption Type
TANF 60
CalWORKs 48
Extender (Y/N)
Domestic Abuse
Ticking
Non-Ticking
Yes- if good cause is
determined
Living in Indian Country or
Alaskan Native Village
Non-Ticking
Non-Ticking
No
Unable to maintain employment
Ticking
Ticking
Yes
Full-time VISTA volunteer
Ticking
Ticking
No
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8.9.1
Business Implementation Guide to Time on Aid
Recording Manual Exemptions
1. From the Initiate Wrap Up window, select the Display Employment Services
Exemptions Results window, override (by unclicking the confirm checkbox)
the exemption determination results on this window.
2. On the Maintain Registration Status Reason window, the EC select the
appropriate manual exemption reason from the Reason drop-down field.
Refer to CalWIN OLUM “Override Nonexempt Status” for detailed instructions.
Revised: 04/20/11
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8.10 CWES Sanctions
If an individual is removed from the AU as a result of a sanction, the months of the
sanction do not count towards the individual’s 60-month lifetime limit.
[Refer to “CalWORKs Employment Services (CWES) Sanctions,” page 56-1 for
detailed policy information regarding CWES sanctions.]
8.10.1
Recording CWES Sanctions & TOA
Once the EW receives the email from CWES requesting that a sanction be
implemented:
1. Ensure that the Collect Sanction/POI/Penalty Detail window has been
completed by the Employment Technician (ET).
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Revised: 04/20/11
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2. Run EDBC.
3. On the Initiate Wrap Up window, ensure that Display Individual Eligibility
Summary, Display Non-Financial Eligibility Summary, Display Sanctions
and Penalties, Display Grants and Authorize Eligibility Program Benefit
screen names are checked off and click the [Start Queue] button.
Revised: 04/20/11
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4. On both the Display Individual Eligibility Summary and Display
Non-Financial Eligibility Summary windows, ensure that the sanctioned
individual has a Participation Status of Sanctioned and Eligibility Result of
Fail for the sanction month(s).
5. On the Display Sanction Penalties window, sanction is accurately recorded.
6. On the Display Grant window, compare the sanction month with the previous
month to ensure that the grant is decreased appropriately for the sanction
month.
Update # 2011-01
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In this example, the month prior to the sanction month has an AU person size of 3
and grant amount of $723.
The sanction month has a reduced AU person size of 2 (due to the sanctioned
individual) and a decreased grant amount of $561.
Revised: 04/20/11
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7. On the Display Employment Services Exemption Results window, confirm
that the individual has the Exemption Reason of Failed Eligibility Test.
8. Authorize the case on the Authorize Eligibility Program Benefit window.
9. From Data Collection, select the Display Individual Time Limit Clock
Summary window. From the Display Individual Time Limit Clock Summary
window, click on the month that the exemption begins. There should be a Y in
the Exemption column. Double click on the row to the open the Collect
Individual Time Limit Clock Detail window.
Update # 2011-01
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10. On the Collect Individual Time Limit Clock Detail window, click on the
[Exemptions] button to open the Collect Individual Time Limit Clocks
Exemption Detail window.
11. On the Collect Individual Time Limit Clocks Exemption Detail window,
ensure NonCoop Work Participation... is displayed on the Exemption Code
field.
12. From the Employment Services Subsystem, on the Display Case
Employment Services Participation window, select the WTW row for the
appropriate month and double click to open the Maintain Employment
Services Participation window.
Revised: 04/20/11
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13. On the Maintain Employment Services Participation window, ensure that the
individual has a Sanction Status for the WTW program.
14. The month after the sanction is effective in CalWIN, review the TSUM, ESUM
and KCAL screens in TRAC to ensure that the time clock accurately reflects the
sanction.
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Business Implementation Guide to Time on Aid
TSUM will show the time clock months used and exception months.
ESUM will show either the 200 Reason Code for the Sanction - 1st Non-Comply
Description, 201 Reason Code for the Sanction - 2nd Non-Comply Description or
202 for the Sanction - 3rd Non-Comply Description for the exempt months.
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KCAL screen will have “E” for the sanction months on the CalWORKs 48-Month
Calendar.
8.11 Out of County Request for TOA Information
8.11.1
Description
When workers from other counties request TOA information and/or actions from
Santa Clara County, certain CalWIN windows and TRAC screens must be reviewed
and/or updated as appropriate.
Example:
A request is received from Merced County indicating that TRAC shows that the
client has been aided in Santa Clara County since 03/1998 to 03/2007 without
any exemptions. If this is correct, the client is over the 60 months time limit.
Corrections to UPRG screen in TRAC must be done.
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Business Implementation Guide to Time on Aid
1. the TOA worker will review the [Time on Aid Summary] tab on the Inquire on
Individual Details window in CalWIN to view the time clock counts. Based on
CalWIN’s data, this client only has used 30 months of aid and was not aided
between 10/1998 and 05/2005
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2. Review the Benefit Issuance on the Search for Issuance window. To
determine if any payments were made for that time period.
3. Review the PSUM screen in TRAC. Based on the data in TRAC the client has
been continuously aided in Santa Clara County from 03/1998 to 03/2007.
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Business Implementation Guide to Time on Aid
4. Review the ESUM screen in TRAC to view any extenders and/or exemptions
that may have been granted to the client. According to the ESUM screen there
were no exemption or extenders for this client.
5. Review the CDS Archives to see if the CDS case has a period of time that was
not recorded to CalWIN. According to the CDS case aid started in 05/05.
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6. Once it is confirmed that the TRAC needs to be corrected, the Program
participation record will need to be modified. In order to do this, select the row
which needs to be modified.
Note: Users are only allowed to modify records for Santa Clara County (43).
On the UPRG, screen select [F8] to modify the record to match the data in
CalWIN by changing the Program Start Date to 05/01/2005 and the Program
Start Month to 05/2005. Once entered, the system will prompt an entry of either
“Y” or “N” to ensure entries are correct.
8.12 Time On Aid Notices of Action
8.12.1
42-Month and 46-Month NOA
CalWIN is set to automatically trigger both the 42-month TOA NOA and the
46-month TOA NOA informing the individual that his/her aid will discontinue at 48
months of aid. When the trigger is successfully set, the notices will be sent on the
42nd month and 46th month. However, it is the worker’s responsibility to ensure the
notices are indeed generated and sent to the client. If the NOAs are not
auto-generated, the NOAs must be manually generated and a GadWIN Ticket must
be created.
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Business Implementation Guide to Time on Aid
Exception:
Do not create a GadWIN Ticket, if:
• Manual corrections to the TOA Time Clocks (i.e. adding out of county months,
child reimbursements, etc.) are done in the 42nd and 46th month, CalWIN will
not auto-generate the informing notices., or
• The CalWORKs case is rescinded in the 42nd or 46th month of aid, CalWIN will
not auto-generate the informing notices.
In these instance the notices must always be manually generated.
8.12.2
Manually Generating the TOA NOA
If the 42-Month TOA NOA and the 46-Month TOA NOA is not auto-generated, the
user must manually generate the notice.
1. From the Client Correspondence subsystem select the Print NOA Manually
window and click on the [Advance Search] button.
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2. On the Search NOA window, select Approval from the Action drop-down field
and click on the [Find] button for the NOA/Form#.
3. On the Select Correspondence window,
a. Enter “M40-107” in the Correspondence # field.
b. The “M40-107-CalWIN 1, CalWORKs 48 Month Time Limit Informing Notice”
row will be highlighted. Click on the [Select] button.
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Business Implementation Guide to Time on Aid
4. On the Search NOA window:
a. Click the [Search] button.
b. Select an appropriate Reason Code:
Reason
Code
Description
CAN 224
When a client has reached the 42nd month of aid and the client was
exempt for at least one month due to child support collection.
CAN 225
When a client has reached the 42nd month of aid and no child support
was collected for children in the Assistance Unit (AU).
CAN 226
When a client has reached the 46th month of aid and the client was
exempt for at least one month due to child support collection.
CAN 227
When the a client has reached the 46th month of aid and no child
support was collected for children in the AU.
c. Click on the [Select] button.
5. On the Print NOA Manually window,
a. Enter the Case Number in the Case # field.
b. Select CalWORKs from the Program drop-down field.
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c. Select Immediate from the Print Mode drop-down field.
d. Select the individual’s name from the Individual Name drop-down field.
e. Highlight the appropriate Reason Code line.
f. Preview the NOA to ensure that all variables are complete and the
information on the NOA is correct.
g. If the variables are not correct or complete, Click on the [NOA Variables]
button to enter the correct data.
h. Click on the [Print] button.
6. The informing NOA M40-107-CalWIN 1 will be generated in batch and sent to
the client in batch.
8.13 Mismatch Records
In instances where the number of months used and/or exempted in CalWIN do not
match the records in TRAC, it will be necessary to do a comparison to determine
what action needs to be taken.
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Business Implementation Guide to Time on Aid
Reminder:
CalWIN is the system of record and therefore it is assumed that CalWIN
contains the correct information. However, all relevant data in CalWIN must be
researched to ensure that the mismatch months of the Time Clock in CalWIN
are correct.
Example:
In this situation, the client’s record in CalWIN shows that she has used 6
months on her CalWORKs Clock; however, the client’s record in TRAC shows
that she has used 16 months on her CalWORKs Clock.
1. Compare the information contained in the CalWIN window Display Individual
Time Limit Clock Summary with the information in the TRAC screen KCAL to
determine which months are missing or inaccurate in TRAC.
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2. Below is a comparison of all the months contained in the two records. This
comparison shows that there is a mismatch of records from 12/2007 to
09/2008. For this situation CalWIN has recorded the months with an Exemption
while TRAC recorded the same months as Ticking.
Months
CalWIN Record
TRAC Record
11/2007
Ticking
Ticking
12/2007
Non Ticking
Ticking
01/2008
Non Ticking
Ticking
02/2008
Non Ticking
Ticking
03/2008
Non Ticking
Ticking
04/2008
Non Ticking
Ticking
05/2008
Non Ticking
Ticking
06/2008
Non Ticking
Ticking
07/2008
Non Ticking
Ticking
08/2008
Non Ticking
Ticking
09/2008
Non Ticking
Ticking
10/2008
Non Ticking
-- (TRAC has no data for this month)
11/2008
Ticking
Ticking
12/2008
Ticking
Ticking
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Business Implementation Guide to Time on Aid
01/2009
Ticking
Ticking
02/2009
Ticking
Ticking
03/2009
Ticking
Ticking
3. Review the mismatched months in both CalWIN and TRAC. In this situation,
the mismatched months are from 12/2007 to 10/2008. CalWIN has recorded
these months as “Non Ticking” yet they are recorded as ticking in TRAC.
a. In CalWIN these months (12/2007 to 10/2008) are Non Ticking because they
are all Exempt with the Reason of Cal-Learn Head of Household based on
the information in both the Collect Individual Time Limit Clock Detail and
Collect Individual Time Limit Clock Exemption Detail window.
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b. In TRAC, the ESUM screen shows that only 10/2008 has been recorded as
an exemption due to Cal-Learn Head of HH.
4. Because the exemption was not recorded in TRAC, an SCD 1296 must be
completed and given to the MTO to record these months as exempt due to
Cal-Learn Head of Household. Since this is a request to add exemptions, the
ESUM screen must be attached to the SCD 1296 request.
Note:
Refer to Chapter 4, section 4.3, “WDTIP Exemption/Extender Codes,” page
4-16 for a complete list of the Exemption/Extender codes in TRAC.
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Business Implementation Guide to Time on Aid
5. From the UPEX screen, the MTO, will:
a. Select the appropriate function key to either add, modify or delete the
record. In this case, select F7 to Add exception records.
b. Enter the missing exceptions for each month (must be entered one month at
a time).
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c. Enter “Y” in the ADD RECORD (Y/N) field displayed at the bottom of the
screen.
d. Once all the months that are being requested to be exempted are entered,
they will be displayed on the ESUM screen.
6. After two working days have passed, review the KCAL screen to ensure that
the TRAC clock now matches the CalWIN clock.
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