POLICY INTERPRETATION : General Assistance Subject: Shared Housing Chapter: 27 Date: October 27, 2009

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1 POLICY INTERPRETATION : General Assistance Subject: Shared Housing Chapter: 27 Date: October 27, 2009 Information Clarification is needed on how to establish shared housing. Questions Scenario: 1. Two unrelated single adults living under one roof studio apartment paying $ for monthly rent. They have separate GA cases (open) they are receiving $ each with two GA 2 for each case signed by the landlord. Per GA handbook the living arrangement is assumed to be shared and the ceiling on shared housing is applicable (which in this case should be $ only we assume). Please confirm. 2. What is the amount of the ceiling i.e. housing assistance for this household? Reference: State Manual: Handbook: PIs or Updates: Chapter 1, Sections 1.65 & 1.67, Chapter 6, Section , Chapter 17, Section , Chapter 25, Section , Chapter 27, Secrtion , and GA Charts Handbook, Section GA Update and Update Answer to Question # 1 CalWIN will calculate the budget, when the Living Arrangement tab in the Collect Individual Attributes Detail window is completed. The ceiling (meaning maximum) Grant Level for Shared with 1 other person is $287, using GA Charts Handbook, Chapter 4. The following processes must be taken in order for CalWIN to calculate the shared housing:

2 page 2 Process #1: Assign CWIN for Excluded Unaided Roommate POLICY INTERPRETATION : General Assistance 1. The roommate is added to the case as an excluded person and assigned a CWIN number through the Index Clearance Process, ONLY if the roommate is NOT requesting aid. If Roommate is requesting aid you must use the actual names and date of birth. 2. Review the Display Individual Demographics Summary window. If the unaided roommate is not listed click the Add icon. If the aided or unaided roommate is listed double-click on the name, the Collect Individual Demographics Detail window appears. 3. Enter the Effective Begin Date for the individual you are adding to the case. 4. The Demographics Detail tab is already displayed: Enter the individual s Last and First name in the Name group box. Select the Sex, Ethnicity and Race /Ethnic from the drop down fields. Complete the Birth Information including the appropriate Verification and Source from the drop down fields. Select Primary Language from the drop down field. 5. Click the SSN Detail Tab: Enter the SSN for the aided roommate if tab does not already show the SSN. Do not enter the SSN for unaided roommate(s). Complete the Verification from the drop down field. 6. Click the Identification Detail Tab: Complete the US Citizen [Y/N] group boxes, if applicable. Complete the Status, Verification and Sources from the drop down field, if applicable. Note: Both bullets above may be auto populated when client is known to CalWIN. Enter an N in the Identification group box. Complete the Reason for not providing ID box, by selecting Not Required from the drop down menu. Click SAVE on the Toolbar. After Saving you may get a message: Clearance related information has changed. Please click on the Index Clearance button in order to update the record. Click OK and Click on the [Index Clearance...] button at the bottom of Collect Individual Demographics Detail window.

3 POLICY INTERPRETATION : General Assistance page 3 7. For an aided roommate it is not necessary to assign a CWIN number the aided roommate already has a CWIN number. CalWIN must be checked to ensure aided roommate has CWIN number. For an unaided roommate - If the [Index Clearance] button at the bottom of the window is enabled click the button. The Clear Individual through CalWIN response window appears. When the pop-up message appears stating No data found for the entered search criteria click OK. The [New CWIN] button becomes enabled. Click [Search SCI...] bottom at the bottom to see if unaided roommate is known to CalWIN. If you get a match click the [Select] button at the bottom. When the pop-up message appears Are you sure you want to generate a new CWIN?, click Yes. The Clear the Individual through SCI window appears. When the pop-up message appears No data found for the entered search criteria. click OK. The [New CIN button becomes enabled. Click on the [New CIN] button. When the pop-up message appears Are you sure you cant to generate a new CIN? click NO. Close the window. The Clear Individual through CalWIN window reappears. Note: Unaided roommates do not need to be assigned a CIN number. By assigning a CIN number, a MEDS record will be created for a fictitious person. When the message appear for the fictitious roommate You have not obtained a CIN from SCI. Do you still want to create a CWIN? click Yes. You must create a CWIN number but not CIN. Document the unaided roommates CWIN number. Click OK on the pop up window and close. The Collect Individual Detail window appears. SAVE and close the window. Process #2 Adding the Excluded Unaided Roommate When adding an unaided roommate(s) it is important that the following entries are made on the Tabs located in the Collect Case Individual Detail window: 1. Move forward in the queue to the Collect Case Individual Detail window: Select the roommates name from the drop down menu from the Collect Case Individual Detail window. Select General Assistance from the Program Type drop down field from the Program Requested Tab. Enter N from the Requesting Assistance [Y/N] drop down field. Select Not Requesting Aid from Reason drop down field. Complete the Request Date and Report Date drop down fields, these dates will be the date the unaided roommate was added to the case. 2. Click on the Other Information Tab, enter Y in the In Home [Y/N] field. Enter Received in the Verification field. Enter Client Statement in the Source field. Click Save on the toolbar. Move forward in the queue.

4 page 4 Process #3 Entering the Client s Information POLICY INTERPRETATION : General Assistance Enter the clients information not the excluded roommate(s): 1. Click the Display Individual Attributes Summery window and double click on the clients Name. 2. The Collect Individual Attributes Detail window appears with the Employment tab displayed. Click on the Living Arrangement tab and complete the following fields: Enter N in the Personal Needs Met [Y/N] field. Enter N in the Food Needs Met [Y/N] field. Enter N in the Housing Needs Met [Y/N] field. Select Shared Housing with one other-single (or select the number of persons sharing) from the Housing Situation drop down field. Click Save from the toolbar to save the changes. 3. Select the Display Shelter/Food Expense Detail window from Data Collection group box. The Display Shelter Food Expenses Detail window appears: Enter the Effective Begin Date - if this is a NEW Effective Begin Date then the date is the date the information on the window started or became relevant to the case. Select Apartment/House/Condo/Trailer/Etc. from the Type drop down field. Complete the fields in the Landlord Information group box. This is important when the rent is to be paid directly to the landlord as a vendor payment. Select the Shared radio button in Contribution Options group box. The Collect Shelter Contribution Information response window appears. - Enter the effective Begin Date. - Select either the Known to this CalWIN case, radio button. Select the Name of the contributor from the drop down filed. - Enter the Amount, and complete the Verification and Source from the drop down fields. - Click Save and close the window. Click [Billing and Payment...] button at the bottom f the window. The Collect Billing Payment Detail response window appears. - Enter the Effective Begin Date in the Billing Information group box. - Enter the Amount (rent) and Date of billing. - Select the Month from the drop down fields. - Select Monthly from the Frequency drop down field. - Select the Verification and Source from the drop down fields. - Click Save.and close the window. You return to the Display Shelter/Food Expense Detail response window. Click [Payment Details...]. The Collect Payment Details response window appears. - Enter the Effective Begin Date in the Payment Information group box. The date entered must match the previous window. - Enter the Amount (of rent) and Date paid. - Select the Verification and Source from the drop down fields. Click Save. Authorize/Run EDBC. When Authorizing Split Payments MUST be set up for all cases that need a landlord payment issued. Move forward in the queue to Collect Household Relationships Detail window.

5 POLICY INTERPRETATION : General Assistance page 5 4. Complete the following mandatory fields for all the individuals listed on the Collect Household Relationship Detail window. From the Relationship field: Enter the Effective Begin Date applicable to the relationship. Select Unrelated from the Relationship field. Select Received from the Verification field. Select Client Statement from the Source field. Click Save. Run EDBC and preform the Split Payment process. Document actions taken in the Maintain Case Comments window. [Refer to Process for CalWIN to Calculate the Shared Housing, page 27-8.] Answer to Question # 2 The amount of the ceiling (meaning the maximum grant) is the clients grant level found in the GA Charts Handbook, Section and is based on the clients living situation.the ceiling for housing could be the entire Maximum Aid Payment if the client wishes to do so. The client must specify the amount of rent to be paid on the Housing Assistance Verification (GA 2), Section V Personal Needs option. [Refer to GA Handbook Chapter 27, Personal Needs Option, page 27-2, and Update : General Assistance: Shelter Payment - Personal Needs Option.] Reminder: If the total rent that the client(s) are responsible to pay exceeds the maximum grant amount, the EW must obtain a collateral letter from the person who will be responsible for paying the difference in rent. ORIGINATOR Name: Kassim Kadiro, GA EW Supervisor & Liaison District Office: General Assistance PROGRAM Program Manager: Tomás Dolcini Contact: Eva Vasquez-Schaffer Phone #: (408)