What's New!
Date New Feature
Post-Assessment Welfare-to-Work Activities Policy has been revised to include instructions in assisting a participant who enrolls in a private school for an education/training activity after completing vocational assessment.

The following policy section was revised:

911  KEY POINTS added the conditions when to allow a GAIN participant attend a private school after assessment.

911.16  Private Schools policy was created to guide GAIN Regional staff in processing a GAIN participant who self-enrolled in a private school after vocational assessment.

916  Exhibit: Accessing I-TRAIN/BPPE/WASC Websites
The overall policy was updated to include instructions for the Welfare-to-Work (WtW) 24-Month Time Clock as they relate to the Homeless Program.

Section 1912.14 - This section was updated to remove the Housing Locator instructions.
Section 1912.4 - This section was updated to explain the expedited handling of homeless referrals.
Section 1912.7 - This section was updated to reflect the handling of homeless participants who found permanent housing.
Section 1912.8 - This section was added to provide instructions on handling approved child care paperwork for homeless participants.
Section 1912.9 - This section was added to provide instructions on the proper monthly handling of child care payment request paperwork submitted by homeless participants.
Section 1914 - This chart was added to explain existing policy regarding required WtW participation of homeless CalWORKs participants who request participation in CalWORKs Homeless Programs.  This section also includes the responsibilities of the Homeless Case Manager and the Homeless Supportive Services GAIN Services Worker.
Section 1112.1.11 was revised to reflect South Bay Workforce Investment Board as the contact for adding new Community Service providers.
Section 1112.2.25 New required hours of participation were updated.
Section 1112.2.27 was updated with the new workman's compensation insurance information.
Chapter 1600 - Payments was revised to add policy on the use of the
GAIN Electronic Benefit Transfer (EBT) System to issue transportation and ancillary/work-related supportive services.
1611 Key Points
1612.1 Payments to Participants
1612.11 Cash Issuance in the Office
1612.12 Electronic Countywide Accounting & Purchasing System (eCAPS)
Replaces the Emergency Aid Requisitions (EARs)
1612.121 eCAPS Check Issuance in the Office
1612.122 eCAPS Warrants Centrally Issued by GEARS
1612.13 Electronic Benefit Transfer (EBT) System Issuance
1612.131 Participant's Eligibility to receive Supportive Services on EBT
1612.132 Regular EBT Issuances
1612.133 "Emergency EBT" Issuances
1612.134 Use of GAIN EBT 13 Form for "Emergency EBT"
1612.135 LEADER Screens for Viewing EBT Information
1612.136 LEADER EBT Account Benefit Status Terminologies on the EBT Case/Client Inquiry Screen
1612.137 LEADER EBT Terminologies on the Benefit Issuance/Issuance Summary Screen
1612.138 GEARS Payment Terminologies on MTRP and MAEA Screens
1612.139 EBT Transaction Fees
1612.2 Transportation & Ancillary/Work-Related Expenses via EBT/eCAPS/EARs Issuances
1612.21 Case Scenarios
1612.5 Payment Replacements
1612.51 Warrant Payment Replacement
1612.52 EBT Benefit/Payment Replacement
1612.735 Fraud Hotlines
The following EBT Decision Charts were added to the 1613 Decision Charts:
1613.15 GEARS eCAPS or EBT Issuance Procedures Decision Chart
1613.16 GSW Procedures for Lost/Stolen EBT Card and/or EBT Benefits Never Received
1613.17 DRD/Designate Procedures to Identify Stolen or Never Received EBT Payments on LEADER
1613.18 Cashier Procedures to Identify Stolen or Never Received EBT Payments on EPPIC
Chapter 700 Plocy Changes
The GAIN/REP Program Job Readiness & Career Planning Services has implemented new changes effective July 1, 2012.  The revised Job Club will be using more technology to assist GAIN/REP participants search for employment.  The revised Job Readiness & Career Planning Services has also implemented two tracks to assist participants recently unemployed and those who need more assistance in learning how to Job Search.
  • Chapter 700, Section 712.3.31.311 Track A Week 1

  • Track A, will service participants who are identified as "Advanced Prep".  Participants assigned to Job Club who clearly demonstrate "Advance Preparation" via specific indicators, can bypass the regular Job Club flow and begin supervised Job Search activities in the Workforce Center/Computer Lab.

  • Chapter 700, Section 712.3.31.313 Track B, Week 1

  • Track B, is for GAIN/REP participants who are participating in Job Club for the first time.  This group of participants follows the regular job club flow to include interviewing techniques, dress for success, goal-setting, practice online applications, complete resume, online data storage, money management skills and soft skills leading to job retention and promotion.
The four week Job Club for GAIN/REP participants has implemented two groups of Job Club services, Track A is designated for those participants that are Job Ready and Track B will service participants who will follow the regular Job Club flow.  Orientation/Motivation will continue to be held on day one.  Participants who have not obtained employment by the fourth week must participate in Vocational Assessment, which is now held on the fourth week.
Chapter 900 Policy Changes
912.3 The services for OJT and PWE/SWE are arranged by the South Bay Workforce Investment Board (SBWIB) with One-Stop Worksource Centers located throughout the County. The SBWIB enters into non-financial contracts with PWE employers and financial reimbursement contracts with OJT employers throughout the County to provide worksites for these activities.

912.3.31.311 OJT is subsidized employment in which a participant receives job skills training while working, for a private, for-profit, or non-profit employer. The employer receives partial reimbursement from the County through SBWIB for wages paid during the six-month assignment. At the end of the assignment, it is expected that the participant will be retained by the employer.

912.3.31.312 The private for-profit company or non-profit agency where the participant is assigned serves as the employer of record. Placements in OJT may last up to six months.

912.3.31.313 The County pays 100% of the wage costs for the first two months, with SBWIB as the employer of record. Thereafter, the hourly wage is determined by the OJT employer. The employer pays the wages, workers’ compensation, and FICA for the remaining four months, and is reimbursed a portion of the wages.
  • For participants working 20-31 hours per week, the employer is reimbursed $350 per month, per participant.
  • For participants working 32 hours or more per week, the employer is reimbursed $550 per month, per participant.
912.3.35.355 GAIN Regional Worksource Centers (RWC)

GAIN Regional offices will serve as GAIN Regional Worksource Centers (RWC) for placing participants in Customer Service Assistant (CSA) positions. CSAs are participants assigned to subsidized employment positions within DPSS under PWE. Contracted offices will continue to place participants in CSA slots through the regular sub-contracted Worksource Centers.

912.3.35.359 CSA Participation Problems

Reports by the participant of problems at a County worksite of sexual harassment should be immediately reported by the worksite supervisor to the County Equity Oversight Panel (CEOP), implemented effective July 1, 2011, by the Board of Supervisors. Allegations shall be reported to the County Intake Specialist Unit, at 1-855-999-CEOP (2367) or website:, for initial review and assessment. The site supervisor shall report the incident to the TSE liaison to relay to the CalWORKs and GAIN Division.

912.3.38 Case Management Duties

When participation problems are reported, the GSW shall discuss the problems with both the Worksource Center and the participant, if appropriate. If a solution cannot be found, the participant is removed from his/her current assignment and documentation of the incident/performance problem shall be recorded.

If the participant alleges sexual harassment or a work-related injury (at a non-County site), the GSW shall ensure the incident was reported to the SBWIB by informing GAIN Program staff. The SBWIB will investigate and will take the needed actions.

03/28/12 Sections 612.29 thru 612.294 were added in Chapter 600 and 912.15 thru 912.155 were added to Chapter 900 to provide new policy for Online Education.

Online Education may be an approvable Welfare-to-Work (WtW) activity as long as they are included in the participant's WtW plan; hours of participation are verified by the educational provider.  The school and course is accredited by a reputable accrediting board such as the Western Association of Schools and Colleges (WASC).  Additionally, the participant must confirm that they have access to a computer.
03/21/12 Section 1214 Provides new policy that reduces the income eligibility limits for families to receive child care and development services to at or below 70% of the State Median Income. Let me know if you need anything else.
02/20/2012 Chapter 100 was updated to reflect the new 48-Month Time Limit change to the CalWORKs program pursuant to Senate Bill 72, effective July 1, 2011.

Chapter 1200 Section 1220 was revised to reinforce existing policy regarding transportation services and provide clarification to the GAIN/Contracted staff and our partners. In addition, the Chapter was renumbered due to the removal of policy on Vehicle Diagnosis and Repair Program (VDRP).

Section 1222.2.24.241, 1222.3, 1222.4.43.4311222.4.43.437 was updated with language for the Metropolitan Transit Authority (MTA) Transit Access Pass (TAP) card.

Section 1222.2.26.261 was updated with revisions to the resources used to determine the two-hour round trip rule. (TranStar Trip Planner deleted)

Section 1222.4.41.413 was revised with program name change.

Section 1222.4.42.423 was updated to include the current Foothill Transit toll free number and the current MTA toll free number.

Section 1222.4.44.441 was updated with the current mapping services and resources to get distance and approximate time when determining allowable costs for the use of a private vehicle by a participant.

Section 1222.4.44.444 was updated for clarity and provides the current website link to the California's Low Cost Automobile Insurance Program.

The following Decision Charts were revised to reflect the changes:

Offer and Issuance of Transportation Expense Payment Decision Chart
Documentation of Request and Payment Decision Chart
Application Procedures for an MTA Reduced Fare Transit Access Pass (TAP) Card Decision
Transportation for Child Care Decision Chart
County Issuance Approval (CIA) Process for GAIN Contracted Case Manager (CCM) Decision Chart
County Issuance Approval (CIA) Process for Refugee Employment Program (REP) Decision Chart
County Issuance Approval (CIA) Process for GAIN Contracted Case Supervisor (CCS) Decision Chart
County Issuance Approval (CIA) Process for County Review Staff Decision Chart

Chapter 1200, Section 1260 – CalWORKs Mental Health Services has been revised to reflect changes made to the Mental Health policy based on the New Direction for Specialized Supportive Services and Time Limit Extenders for participants who have reached their 48-month time limit and are in need of Mental Health services.

The following sections have been added to Section 1260:

1262.1.14 Screening for Mental Health
1262.1.15 Referral for Mental Health Clinical Assessment
1262.1.16 Notification from Clinical Assessor
1262.1.16.161 Clinical Assessment Process
1262.1.17 Dual Diagnosis Service Needs
1262.2.22 Request for Mental Health Services
1262.2.23 Supportive Services
1262.2.24 Refusing Mental Health Services
1262.2.25 Waiver of Mental Health Services
1262.3.31 Initial 90-Day Good Cause Period
1262.3.32 Full-Time and Part-Time Participation
1262.3.33 Exemption Due To Incapacity
1262.3.34 Status Determination Appointment
1262.3.35 Up-Front Mandatory Vocational Assessment
1262.3.36 Participation in Treatment and Concurrent Activities
1262.3.37 Maintain Specialized Supportive Services Tracking Resource (MSTR) Screen
1262.4.44 GN 6007A, Notification of Change from Specialized Supportive Services Provider
1262.4.45 GN 6007B, CalWORKs Supportive Services Enrollment Termination Notice
1262.6.63 Time Limit Extender
1262.6.63.631 Post 48-Month Time Limit
1262.6.63.632 Reverse Referral
1262.6.63.633 Time Limit Reviewer
1262.6.63.634 Two-Parent Households
1262.6.63.635 Supportive Services
1262.6.63.636 Compliance
1263.1 Decision Chart, Eligibility Specialized Supportive Services Flowchart
1263.2 Decision Chart, GAIN Specialized Supportive Services Flowchart
1263.3 Decision Chart, Specialized Supportive Services Activity Chart
1263.7 Decision Chart, 48-Month Time Limit and Mental Health Services

Existing Decision Charts and Exhibit in the sections listed below were revised:

1263.5 Decision Chart, Mental Health Service Flowchart
1263.6 Decision Chart, Welfare-to-Work Plan
1264.1 Exhibit, CalWORKs Contracted Mental Health Service Providers



Chapter 700, Section 712.5.51.514 Supervised Job Search Services has been updated to provide information regarding the NEW required field "Job Development Referral Date"on the MPRS screen.


Chapter 700, Section 712.9.92 In-House Job Search has been updated to provide information regarding the NEW required field "Job Development Referral Date"on the MPRS screen.  Also, the In-House Job Search policy has been moved to this new location.


Sections 612.24, 612.25 and 613.5 have been revised to remind staff not to close the SIP component when a participant is being referred to a bridging activity and to add a link to the Employment and Development Department California Occupational Employment Projections Listing to assist in the evaluation of the SIP Program.


Chapter 800 was revised to reflect the change in the CalWORKs Welfare-to-Work Time Limits from 60 months to 48 months. GAIN participants can now participate in Welfare-to-Work activities for up to 48 months.


Enhanced sections of existing GAIN policy pertaining to Time Limit Extenders and Time Limit Reviews were moved from Chapter 400 to Chapter 2100, with a limited description retained in Chapter 400. It also clarifies existing policy pertaining to Exemptions.

Sections 412.82, Domestic Violence, 412.83, Time Limit Exemption/Extender Review, 412.831, Time Limit Liaison, 412.84 Time Limits on Specialized Supportive Services, 412.841, Learning Disabilities, 412.842 Mental Health and Substance Abuse, and 412.833 Elimination of Records were moved to Chapter 2100.

Enhanced versions of the following sections were incorporated into Chapter 2100, with a limited description retained in Chapter 400:

412.8  Time Limit Extenders and Time Limit Reviews
412.8.81  Extender Criteria, clarifies existing policy on the types of time limit extenders and reasons under the Unable to Maintain Employment extender category.
412.8.82  Two-Parent Household, provides reference to Chapter 2100.
412.8.83  Time Limit Reviews, provides reference to Chapter 2100.

Section 412.5.51  Exemption processing, was revised to clarify which exemptions are initiated by the GEARS and LEADER systems. Section 412.832, Records Retention was revised and moved to Section 412.5.54.

Exhibit, 414.3, Exhibit III - Exemptions, Clock Stoppers, and Extenders Chart, was added to identify which exemptions are also clock stoppers, and/or extenders.

08/01/11 Section 1112.2 was revised to ensure that the Community Service assignment is consistent with and adheres to the participants Welfare-to- Work Plan. Also the Community Service Participant Select Worksite Agreement (GN 6381) is now required for all Community Service Participant Select Providers.


Section 2111 Key Points was updated to include information on Time Limit Extenders and Time Limit Workshops.

Section 2112.1 was updated to emphasize the availability of PTL services to participants for 12 months from timed-out date.

Policy was added to Section 2112.112 reinforcing Time Limit reviews for clock stoppers and time limit extenders during Time Limit Workshops.

Section 2112.1.11.115 on Missed Appointment was modified for clarity.

Section 2112.1.11.112 was updated to clarify PTL services eligibility.

New Policy was added to Section 2112.6 further defining the Work Participation requirements for timed-off adults in single parent and two-parent households.

Section 2112.7 was added defining the Time Limit Review process.

Section 2112.7.71 describes the forms used to initiate a Time Limit Review.

Policy was added in Section 2112.7.72 defining the role of the Time Limit Liaison.

Section 2112.7.73 provides policy on the records retention for documents supporting or verifying extenders and exemptions.

Time Limit Extender policy was added to the chapter under Section 2112.8. The Unable to Maintain Employment extender policy, Section 2112.8.817, was revised to clarify the criteria for this extender.

The following Decision Charts were revised: 2113.1, Time Limit Review Decision Chart, 2113.22, Post-Time Limit Services/ Activities Decision Chart – Part I, 2113.23, Post-Time Limit Services/ Activities Decision Chart-Part II, 2113.3, Domestic Violence Services for Timed-off Participants Decision Chart, and 2114.1, Exhibit I-Post-Time Limit (PTL) Employment Services, PTL Services and Post-Employment Services (PES) Eligibility Chart.

The following Decision Chart was added: 2113.4, Mental Health/ Substance Abuse Services for Timed-Off Participants Decision Chart.

07/26/11 Chapter 1200, Supportive Services, Section 1210, CalWORKs Stage 1 Child Care, has been updated to add definitions for the following:
  • Child Care Request
  • Enhanced Referral
  • Referral for Licensed Child Care
The change is found in Section 1210, Stage 1 Child Care, and in Section 1212, Definitions.

Policy was also added to Section 1213.1.114, to define when an Enhanced Referral should be requested by the GSW/CCM. Additionally, in Section 1214.1.114, policy was revised for the Resource & Referral/Alternative Payment Program agencies to define when an Enhanced Referral should be provided.

07/21/11 Chapter 1200, Supportive Services, Section 1210, CalWORKs Stage 1 Child Care, has been updated to reflect a reduction in the Regional Market Rate (RMR) ceilings for license-exempt child care providers from 80 percent of Family Child Care Homes (FCCHs) to 60 percent.

The change is found in Section 1214.3.31.313.

04/21/11 Table of Contents for Sections 1012.2.21, 1012.2.22, 1012.2.23, 1012.2.24, 1012.2.25, and 1012.2.26 have been shifted and/or combined for a better flow of the chapter. The sections were changed or combined as follows: 1012.2.21, Current CalWORKs Participants, 1012.2.22, Former CalWORKs Participants, 1012.2.23, Employment Services Criteria, 1012.2.24, Post-CalWORKs 60-Month Limit.

Section 1011 Key Points were updated to eliminate the 3 Month Post-Employment Services (PES) policy and add policy regarding the new limited 12 month PES that is available to former CalWORKs participants.

Section 1012.2.21 has been revised to reinforce existing policy for current CalWORKs participants.

Sections 1012.2.22, 1012.2.22.221, and 1012.2.22.222 have been revised to remove any policy regarding the 3 month PES and add the new policy regarding the limited 12 month PES.

Section 1012.3.33 was revised to remove any policy regarding the 3 month PES and reinforce existing policy regarding PES offers.

Due to policy changes and clarifications, Decision Charts 1013.1, 1013.2, 1013.3, 1013.4, 1013.5, and 1013.52 have been revised to remove any 3 month PES procedures and add procedures regarding the new limited 12 month PES.

Exhibit 1014.2 Post-Time Limit (PTL) Employment Services and Post-Employment Services (PES) Eligibility Chart, has been revised to remove any information regarding the 3 month PES.

02/08/11 Section 1214.1.13 policy for Resource and Referral/Alternative Payment Program (R&R/APP) Agencies to rescind terminated Stage 1 Child Care cases for cash-aided CalWORKs families or cash aid-terminated families within 30 calendar days of the effective date of the child care termination.

  • Previous Policy Updates
  • Date Update
    10/04/10 Section 1214.2.27.272 and 1214.2.27.273 provides policy requiring Resource and Referral/Alternative Payment Program (R&R/APP) Agencies to review individualized education plans (IEPs) or Individualized Family Service Plans (IFSPs) annually.

    07/08/10 Chapter 1700, Section 1712.8 REP Time Limits, has been revised to provide policy regarding REP time limits. Effective July 1, 2010, REP services for CalWORKs participants are limited to a maximum of thirty-six (36) months from participant’s date of entry into the United States. Refugees who continue to receive CalWORKs beyond their 36th month in the U.S. must be transferred to GAIN. In addition, refugee CalWORKs eligible participants in an approvable SIP shall no longer receive REP services under the REP program and must be transferred to GAIN.


    Chapter 1200, Supportive Services, Section 1210, CalWORKs Stage 1 Child Care, has been updated to add a definition for “Stable.”

    The change is found in Section 1210, Stage 1 Child Care, and in Section 1212, Definitions.

    07/07/10 Chapter 900, Section 912.32.324 has been revised to provide new policy regarding TSE participants who are seeking unsubsidized employment and to specify the actions to be taken by Work Source Centers. TSE participants who are assigned to a worksite and actively engaged in interviews for unsubsidized employment can be paid for up to 8 hours of job search during a two week pay period.

    04/28/10 Chapter 700, Section 712.913 has been revised to provide information on the verification process for In-House Job Search utilizing the new GN6367-3. The chapter was also updated to reflect that all references to JobSMART have been removed due to the permanent suspension of the system in January 2009.

    03/03/10 Section 1214.25.252 provides new policy in the Regional Market Rate (RMR) ceilings for daily rate reimbursements.

    Section 1214.34.342 Effective immediately, the family fee requirement no longer applies to CalWORKs families receiving cash aid.

    02/24/10 The Ancillary/Work-Related expenses overpayment and underpayment time lines were updated and renumbered as 1612.651 for clarifications. The Transportation overpayment and underpayment time line was added as 1612.652. These sections will help the GSW/CCM determine the appropriate timely actions after the month of discovery.

    02/01/10 Chapter 700-Orientation/Job Club/Vocational Assessment has been revised to provide information on when it is appropriate to make referrals to Flex Job Club and that all referrals must be for 10 hours or more per week.

    12/07/09 Section 1213.1.13.133 provides policy regarding the eligibility requirements for CalWORKs Stage 1 Child Care for Registered Domestic Partners and same-sex spouses in accordance with the requirements of Assembly Bill 205.

    9/15/09 Sections 612.21 and 912.14 have been updated to provide policy on unsupervised study time.
    Up to one hour of unsupervised study time for each hour of class time will be counted toward the WTW participation requirement.


    Section 411 Key Points and 412.11 were updated to emphasize existing policy that a disability diagnosis shall not be requested or documented.

    Section 412.113 and 412.313 were updated to clarify existing policy on the use of the CW 61, Authorization to Release Medical Information, CW 61A, Physical Capacities, CW 61B, Mental Capacities forms, and third party documentation.

    Section 412.314 was added. The GSW will notify the GAIN Coordinator when information is received that the participant or ill household member is no longer disabled.

    New policy was added to Section 412.318 and Section 412.326. In-Home Supportive Services (IHSS) and the potential opportunity to become an IHSS provider must be explained to participants granted an exemption to care for an ill or disabled household member.

    Section 412.32, verification of child’s school attendance status is no longer needed.

    New policy was added to 412.325. Services available through the CalWORKs Supplemental Security Income Advocacy Program (SSIAP) for ill household members must be discussed with participants as appropriate.

    Section 412.41 and 412.45 were updated to clarify existing policy on Code 08 and 12 exemptions for two-parent household cases.

    New policy was added to Section 412.424, 412.425, and 412.426 on Code 09 (Pregnancy) exemption changes, and 412.42 was revised.

    Section 412.43 and 412.45 have been revised to reflect a policy clarification regarding the calculation of self-employment earnings at Federal minimum wage. The following sections have been moved to Chapter 1000, Post-Employment Services: 412.432, Minimum Wage Requirement, 412.433, Self-Employment, 412.434, Net Earnings Calculation for Self-Employment, 412.435, Adding New Employments to GEARS, 412.436, Transfer of CalWORKs Participant’s Employment Information from LEADER to GEARS,  412.512, LEADER Employment Information Transfer to GEARS and Decision Chart 413.33, GEARS Employment Data Alerts Decision Chart.

    Section 412.44, 412.441, 412.442, 412.443, and 412.444 were added to reflect policy for exemption Code 11 (Full-Time Volunteer in the Volunteers in Service to America (VISTA) Program).

    Section 412.6 was added to clarify existing policy on Exempt Volunteers.

    Due to policy changes and to clarify existing policy, the following decision charts have been updated: 413.11, Evaluation of Exemption Decision Chart, 413.12, Evaluation of Exemption By Case Carrying GSW Decision Chart, 413.2, Exemption Process By Contracted Case Managers Decision Chart, Employment Decision Charts – Tracking Code 10 Exemption Decision Chart, 413.31, Tracking Code 13 Exemption for CalWORKs Two Parents Decision Chart, 413.32, and Supplemental Security Income (SSI) Advocacy Decision Chart, 413.5. Exhibits, 414.1, Exhibit I – GAIN Exemption Guidelines and 414.2, Exhibit II – Employment Tracking Codes were revised.


    The Alert Glossary has been updated with two new alerts, CU01: "Curing Period End Approaching" to notify GSWs if the Curing End Date is not updated after 30 days of the Curing Start Date; and SS04: "Reverse Referral Component Added" to alert GSWs when the Reverse Referral Component 008 has been added to GEARS by the PA 1923 Centralized Unit staff.


    Chapter 1200 - Supportive Services, Section 1220 - Transportation and Section 1230 - Ancillary/Work-Related Expenses has been revised to include the following changes:


    The following Sections have been revised to reflect new streamlined procedures for GAIN/REP Contracted Regions and County Issuance and Approval staff when approving transportation and ancillary payments: Chapter 1220, Sections 1222.426, 1222.44; Chapter 1230, Section 1232.413 and Decision Charts, 1223.8 1223.9, 1233.5 and 1233.6.


    Chapter 1200, Supportive Services, Section 1210, CalWORKs Stage 1 Child Care, has been updated to add new policy to address the approval of CalWORKs Stage 1 Child Care at child care centers when the participant is also employed at the same center.

    The change is found in Section 1214.334.


    Chapter 1200, Supportive Services, Section 1210, CalWORKs Stage 1 Child Care, has been updated to add new policy to address handling an accepted PA 1923, “CalWORKs Treatment/Services Verification,” when the participant identifies a need for child care.

    The change is found in Section 1213.14, Specialized Supportive Services “Back-Door Referral.”


    Section 1111 was updated to reflect that Community Service as an allowable Welfare-to-Work (WtW) core activity can be used concurrently with other allowable activities.

    Court-Ordered Community Service can be an allowable activity, if it is aligned with the Community Service definition.

    Section 1112.2was updated to reflect the current State minimum wage of $8.00 an hour. The minimum wage affects the Simplified Food Stamp Program (SFSP) formula which is used to determine the maximum number of hours participants may be assigned to a Community Service work activity.

    Section 1112.4 was added to clarify that Court-Ordered Community Service activities need to be aligned with the participant's vocational assessment or WtW plan.


    Due to extensive changes in Post-Time Limit (PTL) services, policy on the PTL Program formerly in Chapter 1400, Section 1412.5, has been enhanced and incorporated in the new Chapter 2100 – Post-Time Limit Services.

    Eligibility for all PTL services is now limited to 12 months after the participant has reached his/her 60 countable months limit on cash aid.

    Additions to PTL services policy include Section 2112.11, PTL Services Offer, outlining outreach and GEARS update requirements, and Section 2112.4 Monthly Participant Contact, adding monthly contact guidelines for PTL to ensure participant’s service needs are met and to confirm work and WtW activity hours.

    Revisions to Post-Time Limit (PTL) services policy include Section 2112.2, Job Intern (JI) Participation, clarifying JI participation requirements, Section 2112.52, Manual Compliance Process, clarifying participation requirements, and Section 2112.6, Two-Parent Contribution to the Work Participation Requirement; clarifying contribution of a two-parent household consisting of an aided and timed-off parent to meet the minimum weekly participation requirement for the family.

    Due to policy changes and clarifications, new decision charts were added including, 2113.1, Time Limit Liaison (TLL)/Time Limit Review Decision Chart, 2113.2, GAIN Services Worker (GSW) Procedural Decision Chart, 2113.21 Post-Time Limit Services Procedural Decision Chart, 2113.22 Post-Time Limit Services/Activities Decision Chart - Part I2113.23 Post-Time Limit Services/Activities Decision Chart - Part II , and 2113.3, Domestic Violence Services for Timed-Off Participants Decision Chart.

    Finally, Exhibit 2114.1, Post-Time Limit (PTL) Employment Services, PTL Services and Post-Employment Services (PES) Eligibility Chart, was added to clarify the difference between Post-Time Limit and Post-Employment Services.

    04/27/09 Chapter 900, Post-Assessment Welfare-to-Work Activities, has been revised to restore Transitional Subsidized Employment (TSE) to its original configuration, with the only exception being removal of vocational training as one of the constituent elements available under TSE. Effective with these releases, vocational training will not be part of TSE. Please note that vocational training will continue to remain available, just not under the TSE umbrella. For these changes, please refer to Section 912.3 and the corresponding Decision Chart in Section 913.3.

    04/13/09 The Alert Glossary has been updated with a new alert, CP30: "GN 6365 Report Due" as a reminder to GSWs that the new Monthly Attendance Report is due.
    03/24/09 The following Sections have been revised to reflect certain approved recommended actions from the Child Care Utilization Workgroup: Child Care Sections 1213.13, 1214.12, and 1214.39.

    03/19/09 Sections6 12.5, 912.8, 1012.36 and corresponding Decision Charts 613.8, 913.11 and 1013.6 have been revised and added to provide new policy on the California’s Work Verification Plan (WVP) requirements. The WVP states that participation hours for all activities must be monitored and verified on a monthly basis. This policy introduces the new GN 6365, Monthly Attendance Report form, which is used to obtain verification of actual hours of participation for education and training WtW activities.

    03/02/09 Chapter 1000, Post-Employment Services (PES) was updated to add new policy and revise existing policy for clarification. Changes include, but are not limited to three month limits on post-termination PES eligibility with exceptions, qualifying employment, documentation and verification of employment, self-employment, PES eligibility, monthly contact, PES offer and outreach, GEARS updates, and PES case assignment.

    These changes are found in Sections 1012.1, 1012.12, 1012.123, 1012.15, 1012.2, 1012.3, 1012.33, 1012.35, 1012.4, 1012.5, and 1012.712.

    Due to policy changes and clarifications, Decision Charts 1013.2 and 1013.3 were revised. New decision charts were added: 1013.1, 1013.11, 1013.31, 1013.4, 1013.5, 1013.51 and 1013.52.

    Exhibit 1014.1 Quarterly Reporting (QR7) Guidelines, was added to enhance communication between GAIN and Eligibility. Additionally, identifying the QR 7 Submit Month will assist the GSW in preventing an over-issuance of supportive services, making an early determination of changes in the participant's employment status.

    03/02/09 Chapter 1300, Compliance/Sanctions/Resolution and Participant Complaints, has been revised to provide clarification on the responsibilities of the GAIN Sanction Home Visit Outreach (GSHVO) GSW and the Case-Carrying (CC) GSW regarding the completion of the GAIN Appraisal activities and updating GEARS.


    Section 1612.665 - Participant Repayment of Overpayment, has been updated to reflect new interim policy on repayments made by participants on closed cases. The Deputy Regional Director (DRD) or designee shall use his/her GAIN Regional (GR) profile when applying the repaid amount to the participant’s GAIN Overpayment Record. When repayment monies are received in the regional office, it shall be accepted by the Regional Cashier and a receipt provided to the participant.

    Appeals and State Hearing (ASH) will send the GSW/CCM an ASH 411 or decision with instructions to adjust (reduce) or cancel an overpayment. The GSW/CCM will take action to adjust the participant’s overpayment record immediately. See Overpayment Adjustments Per ASH, 1612.67. The reason code 3, Fair Hearing – Balance Adjusted/Reduced or code 4, Fair Hearing – Balance Cancelled should be selected on the Overpayment Recalculation screen. See Decision Chart, Overpayment Adjustments Per ASH, 1613.14.

    01/12/09 Section 1214.62 has been updated with a link to the newly created
    Exhibit VIII - CalWORKs Child Care Programs Indicators of Potential Child Care Fraud; an instructional guide that can assist in identifying and preventing participant and child care provider fraud.

    12/29/08 There is a new GAIN Alert Glossary available. The new GAIN Alert Glossary provides an updated list of the currently used alert codes, names and descriptions.

    12/04/08 The Main Table of Contents has been revised to include a privacy statement. This privacy statement reinforces that all participant case records and associated information are confidential by law. All DPSS, other County employees and employees of agencies contracted by the County, have a legal obligation to protect this confidential information.


    Chapter 1300, Compliance/Sanctions/Resolution and Participant Complaints, has been revised to emphasize the role of the Case-Carrying GSW before and during the compliance process. Additionally, new policy and procedures are included for the GAIN Sanction Home Visit Outreach (GSHVO) GSW on completing GAIN Appraisal, scheduling the Orientation/Job Club/Assessment (JCO) appointment, initiating child care services, and outreaching to participants in sanction status over 90 days. Lastly, sections pertaining to the County Designated GSW/Contracted Staff and complaints and state hearings have been revised. To provide additional support Flow Charts have been revised and broken-down into sub-charts and forms have been added as Exhibits.


    Chapter 1400, Changes in CalWORKs Eligibility Status Affecting GAIN was updated to add and revise policy for clarification. Most notable were revisions to Sections .4, Post-Time Limit (PTL) Services and Section 1412.5 Family Preservation Program (FPP) and Family Reunification Program (FRP). Other changes are found in Section 1412.14 Participant Contact.

    PTL policy was expanded and moved to new Chapter 2100, Post-Time Limits. Section 1412.6 was revised due to the expansion of the Linkages project; both the FPP and FRP policies have been moved to the new Chapter 2000, Linkages

    07/09/08 Section 1214.5 Child Care Services for Victims of Domestic Violence has been revised to clarify policy for establishing, authorizing, and maintaining child care cases for domestic violence (DV) participants. Additionally, the revised language establishes protocol for the exchange of written communication between Resource and Referral/Alternative payment Program (R&R/APP) agency staff and DV service providers. R&R/APP agency DV Case Managers may authorize child care for DV participants based on the DV or legal services provider’s written statement confirming the total number of child carehours needed or used for a specific period.

    06/23/08 Due to the County wide implementation of the Linkages project, a sharing of resources between the Department of Children and Family Services and DPSS, policy on the Family Reunification Program and the Family Preservation Program, formerly in section 1412.6, has been enhanced and incorporated in the new Chapter 2000 – Linkages. Chapter 2000 also contains new protocols developed during the Linkages pilot.

    06/11/08 Chapter 800-Vocational Assessment has been revised to provide information on when it is appropriate to make referrals to Assessment as a stand-alone activity. Included is new policy on providing a return contract negotiation appointment during the referral process to ensure Post-Assessment activities are initiated timely. In addition, language has been updated to reflect Orientation/Job Club/Assessment (JCO) is the new name for what was formerly called Enhanced Job Club.

    05/06/08 Chapter 1700, Refugee Employment Program, provides new policy for the implementation of the redesigned Refugee Employment Program (REP). REP policy will mirror GAIN Welfare-to-Work policy with the addition of specialized services for the refugee population. REP will be administered by GAIN Program Division through six community based refugee agencies.

    04/16/08 The following Sections 1222.16, 1222.221(e), 1222.72, have been revised to reflect a new policy on the authorization of Transportation for designated long-term components.

    For Specialized Supportive Services, Linkages, Educational and/or Refugee components, transportation payments including mileage may be authorized for up to five (5) months in the future if appropriate or to the expected end date of the activity, which ever is shorter.

    For all other components, transportation may only be authorized for up to three (3) months in the future or the expected end date of the activity, which ever is shorter.

    04/14/08 Chapter 1500, provides updated policy on the Transfer of Participant Records to receiving county. The GSW must obtain written permission from the participant prior to forwarding a Learning Disability (LD) Evaluation to the CalWORKs ICT Eligibility Worker.

    04/08/08 Section 1214.4 and the corresponding Decision Chart (1215.5) on subsidized child care for 11 and 12-year old children have been updated to replace references to the After School Education and Safety (ASES) and 21st Century Community Learning Centers (21st CCLC) programs with “before and after school” programs.

    02/5/08 Section 911 and 912.65 has been revised to provide new policy on the expansion of the Transitional Subsidized Employment (TSE) hours. Participants can be assigned to a paid work experience activity for up to 32/35 hours per week for up to four months.


    New Trustline requirements for license-exempt child care providers take effect on 2/1/08. A license-exempt child care provider, who is not Trustline exempt, must complete the Trustline registration process before Stage 1 child care payments will be authorized. Great grandparents, great aunts and great uncles are no longer Trustline exempt.

    The following sections have been changed to reflect the Trustline changes: Child Care Sections 1211, 1212, 1213.12, 1213.42, 1213.44, 1213.45, 1213.46, 1214.32, and Decision Chart. 1215.12.


    Section 812.51 has been added to provide new policy on Assessment Payments.

    GSWs are to ensure that a payment invoice is generated to the assessor by updating GEARS upon receiving the GAIN Vocational/Career Disposition, GN 6013 and GAIN Vocational/Career Assessment Summary /Employment/Career Plan, GN 6014 from the assessor indicating the participant has completed assessment. GSWs must request the designated Deputy Regional Director or Regional Director to update GEARS to generate the invoice if the assessment was completed and the case is in the X-File, previously-issued invoice has been blocked, and/or payment has been made to an incorrect service provider.

    12/18/07 Chapter 1200, Section 1270, provides GAIN staff with policy, decision charts, and exhibits on CalWORKs Substance Abuse Services. The policy can be searched by the use of links within the section.

    12/18/07 Chapter 1200, Section 1250, provides GAIN staff with policy, decision charts, and exhibits on CalWORKs Domestic Violence Services. The policy can be searched by the use of links within the section.


    Sections 912.19 and 912.191 have been added to provide new policy on Life Skills Classes (LSC) and Gang Prevention Parenting Classes.

    The classes may be assigned as a bridging activity, a concurrent post-assessment activity, and as a concurrent activity with a Self-Initiated Program (SIP) to meet the minimum participation requirement of 32/35 hours per week.


    Chapter 500- Appraisal policy, procedures and decision charts have been revised to reflect the implementation of the new Orientation/Job Club/Vocational Assessment (JCO) component. Appraisal appointments are now an hour long and participants who do not attend their scheduled appointment are contacted by telephone by his/her assigned GAIN Services Workers.


    The Welfare-to-Work Flow Policy and Decision Chart have been moved from Chapter 300 into Chapter 100-Introduction and the GAIN Welfare-to-Work Flow. Chapter 100 has been revised to incorporate the new Orientation/Job Club/Vocational Assessment (JCO) component. Chapter 300 only contains Policy for the "Role of the GAIN Services Worker". The exempt volunteer's (EV) eligibility requirements have been clarified. The EV may participate in WtW activities any number of hours per week. The EV is not subject to the 20-hour core activity, nor the 32/35 hours per week, participation requirement rules. (See Chapter 100, Section 112.2).


    Chapter 700, “Enhanced Job Club/Vocational Assessment” has been changed to “Orientation/Job Club/Vocational Assessment (JCO).” Policy and procedures have been revised to reflect the new JCO component and the Telephone Call Follow-up policy. Orientation is now the first day of JCO. Policy and procedures for Supervised Job Search, Flex, and Dual Track have also been revised. Decision charts have also been revised to incorporate new changes.


    Sections 1233.7 and 1233.8 have been added to Section 1230 as decision flowcharts to reflect the process for the automated Community College Ancillary Request Systems on GEARS.


    Chapter 1200, Section 1260, provides GAIN staff with policy, decision charts, and exhibits on CalWORKs Mental Health Services. The policy can be searched by the use of links within the section.


    Effective 11/1/07, the Learning Disabilities (LD) GEARS screens have been modified to improve the LD GEARS update process, expedite provider payments, and avoid overpayments. The policy instructions for these modifications have been added in Chapter 1280, Section 1282.28 and all the Decision Charts in Section 1283.


    Section 1213.22 provides instructions to the Child Care Coordinators (CCC) in the GAIN/Contracted Regional offices as it relates to the outreach efforts that will be undertaken to assist employed, deregistered participants in accessing child care services.


    The number of days to process a request for Transportation and/or Ancillary/Work-Related expenses has been changed from the three (3) workday rule to four (4) workdays.  The approval process must now be completed within four (4) workdays from the date all documentation/verification is received.

    The following sections have been changed: Transportation Sections 1221, 1223.1, 1223.6, and 1223.7, and 1223.8.  Ancillary Sections 1231, 1232.16, 1233.3, 1233.4 and 1233.5.

    09/13/07 Effective 10/1/07, a “No Return Policy” for Inter-Region case transfers has been added in Chapter 1500, Section 1512.12 and Decision Chart 1513.2 The receiving Region is responsible for continued case management upon receipt of an active GAIN Participant Record File, regardless of missing documents or pending action needed on the case.

    09/13/07 Section 912.19, 912.62 and 912.65 have been added to provide new policy on the expansion of the Transitional Subsidized Employment (TSE) components. Participants assigned to a TSE component are now randomly assigned to either Tier One or Tier Two. Tier One provides subsidized employment in which the regions are solely responsible for case management and job placement services. Tier Two provides subsidized employment and co-case management and co-job development by the One-Stop WorkSource Centers. A decision chart has been included in the chapter to assist with assigning participants to TSE (see Section 913.3).

    07/26/07 Section 1112.3 was added to promote Community Service as a supplemental activity to the participant’s education/training activity when there is a need to fulfill his/her 32/35 hours of participation. Community Service is intended to be used as a bridging activity when a participant is waiting for his/her Welfare to Work (WtW) activity to begin, or to supplement a concurrent activity or part-time employment.

    07/17/07 When multiple Good Cause requests because of Incapacity (Code 05) or Caring for an Ill Household Member (Code 07) are received, the GSWs shall contact the health care providers to discuss future end dates of medical conditions. GSWs shall approve a retroactive Code 05 or Code 07 exemption, if appropriate. See Chapter 400, Section 412.84.


    Section 1012.32, Three-Month Evaluation of Post-Employment Services, was revised to remove obsolete policy pertaining to GSW field visits to the participant’s job and/or home. Further study indicated that such visits were minimally effective.


    Due to the increased cost for an MTA daily bus pass from $3.00 to $5.00, the maximum cash limit issuance in office has increased to $5.00. See Section 1612.11-Cash Issuance in Office.


    Chapter 1900 Homeless GAIN Services Policy was added to provide policy to GAIN staff on identifying and coordinating GAIN Welfare-to-Work activities with housing search activities. If the participant's housing situation precludes participation, the participant is given Good Cause for up to three months. In addition, when the homeless indicator flag is on LEADER/GEARS, noncompliance/sanctions are blocked on GEARS.


    Sections 311, 312.1, 312.2 and 313.1 have been added to provide new policy and a decision chart for the Role of the GSW and Monthly GAIN Participant Contact. GSWs are to contact all participants in their caseloads on a monthly basis.


    Section 1213.6 provides the duties and responsibilities of the Child Care Coordinators (CCC) and back-ups in GAIN/Contracted Regional Offices, and CalWORKs Districts. The CCCs act as liaisons between the Department, participants and the R&R/APP agencies to troubleshoot child care-related issues/problems that arise and need further research with CalWORKs eligibility and/or GAIN Regional staff.


    The CW 61, Authorization to Release Medical Information, replaces the GN 6051, Verification of Exemption. The CW 61 with Coversheet, CW 61A, Physical Capacities and CW 61B, Medical Capacities forms are now provided to participants requesting medical (physical, mental or pregnancy conditions) or Provides Continuous Care for an Ill Household Member exemptions. A diagnosis is not required and shall not be requested by the GSW. These changes are in Written Third Party Documentation, Section 412.111-114, Code 05: Incapacity, Section 412.311 (a), Provides Continuous Care for an Ill Household Member, Section 412.321, Pregnancy, Section 412.421. Also, the following Decision charts were updated: Evaluation of Possible Exemption Pre-Appraisal Decision Chart, Section 413.11, Evaluation of Possible Exemption Post Appraisal Decision Chart, Section 413.12, Exemption Process for Contracted Case Manager Decision Chart 413.2 and Exhibit I, GAIN Exemption Guidelines, Section 414.1.

    The GSW shall use the CW 61A and/or CW 61B, if completed, to determine WtW activities that do not exceed the number of hours allowed or interfere with the participant’s condition. See Medical Exemption Approval, Section 412.313.

    The exempt volunteer participation requirements have been clarified. The exempt volunteer is not required to participate 32/35 hours per week or meet the 20-hour core activity requirement. See Exemption Guidelines, Section 412.5.

    The GSW/DEW explains CalWORKs SSI Advocacy Services (CWSSIAP) to participants who request a medical (physical or mental or pregnancy conditions) exemption. If a participant requests CWSSIAP services, the GSW/DEW will call the CWSSIAP supervisor at the Glendale District to make a referral. The CW 61 forms are useful in determining referrals to the CWSSIAP. See Supplemental Security Income Advocacy Program, Section 412.314, Designated Exemption Worker (DEW) Outreach, Section 412.61, Designated Exemption Workers’ Decision Chart, 413.4, and a new Supplemental Security Income (SSI) Advocacy Decision Chart, Section 413.5.

    Responsibilities for GSWs regarding record retention and elimination of documents used to track participants’ time on aid and time limit review have been clarified. See Records Retention, Section 412.732 and Elimination of Records, Section 412.733.

    04/19/07 Section 1312.147 was updated to reflect that action to impose noncompliance/sanction will be blocked on GEARS if the Estimated Worked Hours per Week (EWHPW) equal or exceed 32/35 hours.

    03/29/07 Policy and decision charts have been updated throughout the Chapters to clarify when to input information to GEARS "within one workday." Updates were added to the following chapters:
    · Chapters 500-700
    · Chapters 1000-1800


    Sections: 128, 612.28, 613.7, 912.18, 912.54, 912.7, and 913.10 were added to provide policy and decision charts for referring GAIN participants to the new Work Study component.

    Sections: 612.21, 912.16, and 912.32, Study Time, were added to GAIN Policy. Study time counts towards participation hours in education-related activities. Non-credit study time that can be documented also counts toward meeting participation hours in education-related activities.

    Section 912.53, Confidentiality Guidelines, has been added to ensure that WtW participants assigned to District/GAIN Regional Offices for Work Experience, Work Study and Community Services components acquire valuable work experience without compromising any confidential information while on assignment.

    03/22/07 Section 1213.14 provides new policy and procedures to GAIN Child Care Coordinators (CCCs), including contracted GAIN case management CCCs, and the Resource and Referral/Alternative Payment Program (R&R/APP) agencies’ staff on how to process child care requests for children not known to GEARS or LEADER. GEARS has been modified to allow CCCs the ability to add to GEARS a new child not known to GEARS or LEADER who is born into or added to the household of former CalWORKs participants.

    02/08/2007 The Designated Exemption Worker (DEW) will provide services to participants with expiring exemptions prior to GAIN registration. The DEW will assist participants to register for GAIN or continue their exemption. Changes were made to sections 412.61 Designated Exemption Workers' (DEW) Outreach, 412.62 GEARS Updates, and 413.8 Expiring Exemption Decision Chart was added.

    02/08/2007 As an aid to enhancing participation rates, GAIN regions will receive monthly reports from the New Hire Registry (NHR) listing participant employment not reported on either LEADER or GEARS. Once verification is obtained and the job is posted on MEPF, the district IEVS unit is notified. The Dedicated GAIN Sanction Worker shall also use the NHD listing as an aid to resolving sanctions. Changes were made to Section 1312.45 Resolving Sanction, 1412.26 Notification from New Hire Registry (NHR), and decision charts 1013.1 Post-Employment Services (PES) Decision Chart, 1013.2 Employment Reporting and GEARS Updates, and 1413.2 Participant Employment Decision Chart. A new Decision Chart was added, section 1413.3 New Hire Registry Listing Decision Chart.

    02/08/2007 Section 1312.442 (f) and 1313.9 Curing Sanction Decision Chart has been updated to reflect the need to include a self-addressed stamped envelope when mailing a WTW 29 to the participant for signature.

    02/08/2007 Policy and decision charts for referring GAIN participants to Bridging Activities have been added.
    02/08/2007 As an incentive for participants to attend their Orientation appointment, the Los Angeles County Office of Education (LACOE) now administers a drawing for a $25 gift certificate upon the completion of Orientation. See Section 312.11, Motivational Training.

    02/07/2007 Section 1214.34, Assessment of Family Fees, provides new policy and a decision chart to the Resource and Referral/Alternative Payment Program agencies (R&R/APP) regarding assessment of family fees for CalWORKs Stage 1 Child Care services.

    09/20/2006 GAIN Policy is now automated and available on the DPSS Portal.
    • Notice of new updates will be added here as they are made available.
    • The policy can also be searched using the above link.
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