Any request for a change in the normal policies, practices, or procedures because of a disability, should be treated as a reasonable accommodation request. This applies at intake, redetermination, and any time a client makes contact with county staff. Individuals are not required to use a specific form to request an accommodation. Staff may also offer to assist an individual in self-identifying the disability and/or appropriate disability-specific accommodations when there is actual knowledge of an individual’s disability, or when an individual’s need for an accommodation is obvious.
Important: Any accommodations requested and/or made (and the reason(s) why) must be documented in a CalSAWS Journal Entry.
Refer to "Services to People with Disabilities" in the Common Place Handbook for more details.
CAPI applications are processed at the GA Office of the Santa Clara County Social Services Agency. Applications may be submitted in the following ways:
Note: If a CAPI application is received in a District Office other than the GA office, it must be date-stamped and immediately forwarded to the GA office.
Most CAPI recipients will be eligible for Medi-Cal, and may also qualify for CalFresh. Eligibility for these programs must be evaluated at the time of the CAPI application.
Related Medi-Cal and CalFresh only cases are maintained in the GA office with the CAPI cases.
Note: CAPI payments are considered exempt income for Medi-Cal, but are NOT exempt in CalFresh budget computations.
The “Statement of Facts Cash Assistance Program for Immigrants (CAPI)” (SOC 814) is the required CAPI application form.
Date of the CAPI application or Protected Application Date is determined as the date the application was submitted (e.g. mail, fax, in person, email, phone).
Note: The SOC 814 must be stamped the date that it's received. In the case of phone applications, it must be stamped the date the application is completed with the client over the phone.
If the application is signed, and all the necessary information to determine eligibility has been verified, an interview is not required.
If an interview is determined to be necessary for a particular case (e.g. inconsistencies on application, etc.) the EW may conduct a face-to-face, phone, or virtual interview.
A CAPI application must be processed within 30 days from the date the SOC 814 is date-stamped by the Social Services Agency. An application may be held in a pending status for 30 days from the date of the application, to allow the applicant to obtain required verifications.
A CAPI application must be processed as soon as possible and a decision to approve or deny an application must be done no later than 30 days following the date of application.
When an SSI/SSP application is required, the applicant/recipient must apply within 30 days of the CAPI application.
Exception: When a Medi-Cal determination is required from the DDSD, the 30-day processing time begins on the day that the county obtains a disability determination from DDSD. However, if the applicant is ultimately found to be disabled, the county must provide the applicant with retroactive CAPI benefits extending back to the first day of the month following the protected application date.
If an application is denied for failure to provide essential information, and the applicant provides the required form and/or verification within 30 days of the application date, the denial must be rescinded and the original application processed. A new SOC 814 is NOT required.
The beginning date of aid for CAPI is the first of the month following the date of application or the date the client would otherwise become eligible for benefits, whichever is later.
Mr. Nguyen will turn 65 years old on March 29. He can file an application as early as February 1st, but his CAPI benefits will not be effective until April 1st.
Reminder: Even if the applicant files an application on the FIRST of the month, aid payment is not effective until the first of the NEXT month.
There are NO immediate needs in the CAPI program.
The first 2 months of aid are budgeted prospectively. Subsequent months are budgeted retrospectively.
If there is a break in aid of 30 days or more, the budget must be calculated prospectively for the first 2 months of restored aid, then changed to retrospective budgeting for the third and subsequent months. Refer to Income chapter.
If an applicant decides to withdraw their CAPI application, a “Informal Application Refusal/ Withdrawal of Application” (SCD 166) MUST be completed and an adequate NOA issued.
Reminder: The EW must inform the client of other benefit program he/she may be eligible. If the client refuses to apply, the SCD 166 must be completed and signed by client, and scanned to Imaging.
Per state requirements; basic case information, changes, and EW actions must be thoroughly documented in a CalSAWS Journal Entry. Failure to do so may adversely affect the outcome of state audits.
If an EW determines that an interview is necessary for a certain case , the CAPI application must be denied if the client fails to attend their scheduled interview appointment. However, if the client requests to reschedule the appointment within 30 days, the original application date is granted.
If the client misses the second appointment, the CAPI application must be denied if the 30 days are over. If the client fails two scheduled appointments and calls to reschedule one more time, the client must be informed that the application is denied and must submit a new application.
The CAPI application must be signed by the applicant or Authorized Representative (AR) .
In the case of a telephone application, the designated staff must sign the “Remarks” section of the application, indicating the reason for this signature [Refer to Application Process]. A signature from the applicant or AR is still necessary to determine eligibility.
In the case of an applicant who can only sign with an “X” mark, the EW must witness the action and confirm the applicant’s identity.
Each person applying for CAPI or certifying continued eligibility for CAPI benefits must complete his or her own CAPI application forms and comply with all requirements. If both members of a married couple are found eligible for CAPI, the benefit amount will be determined using the couples’ payment standard and the monthly payment will be divided evenly among the spouses. (MPP §49-055.4). Each of the spouses will receive his or her own CAPI payment each month. When CAPI benefits are approved, denied, suspended, terminated or reinstated, a separate Notice of Action must be sent to each of the spouses at his or her address of record.