SAR 7

Posted by Patria Henriques on Wednesday, May 29, 2024

Process of a Complete SAR 7

When processing a complete SAR 7, the EW must:

  • Compare the current SAR 7 to the last SAR 7 that is stored in Imaging and to the information in the case record, and resolve any discrepancies if appropriate.
  • Enter the correct information in CalSAWS to ensure clients receive accurate grants and timely notices.
  • All entries must be double-checked to ensure accuracy. 
  • Review the following income information:
  • Check social security number listed on the pay stubs against social security numbers listed in the case.
  • Verify that the client is reporting the date income is received as opposed to the pay period ending date.
  • Determine the source of the income reported on the SAR 7. Is it recurring or nonrecurring income?
  • Review and process pending IEVS alerts.

    • Reminder: For purposes of the GA Program, the income and needs are always prospectively budgeted. This is NOT new. SAR/PB does NOT change income and budgeting policies and procedures for GA.

    Clarifying Information

    When information on the SAR 7 needs clarification, the EW must: 

  • Follow up on reported changes.
  • Use a “Request for Employer Information” (SCD 549) to verify with the employer the ending date of all terminated employment. The (SCD 549) requires the client’s signature prior to sending it to the employer.
  • Be alert for possible UIB, DIB, RSDI or any other potential unearned income when earnings cease.
  • Verify the change when unearned income stops or is increased or decreased from previous amount reported.
  • Verify by viewing the appropriate notice, (i.e., UIB, DIB) and have a photocopy scanned to Imaging.
  • If the change cannot be verified by collateral contact, (i.e., casual labor) the client's statement documented on a “General Affidavit” (CSF 2) is sufficient. The (CSF 2) is scanned to Imaging.
  • Any address changes must be acted on by:
  • Obtaining new housing verification (GA 31 or GA 11) if client has housing costs. 
  • Verifying cost of utilities, if appropriate.
  • Entering the address change in CalSAWS.
  • Determining if there is a change in household composition. 
  • Sending “Shelter Cost Statement” (CSF 47) if CalFresh benefits are active.
  • Recalculate the GA budget, if appropriate.
  • Document the following in a Journal Entry:
  • All work completed.
  • Set any appropriate case alerts if necessary.

    • Reminder: The SAR 7 completeness criteria for GA is different than for the CalFresh Program. 

    Complete SAR 7 Received After NOA Cut-off

    Process the SAR 7 as if it had been received before NOA cutoff. Follow the chart below when determining the amount of benefits.

    IF BENEFITS WILL...THEN...
    Increase or remain the same,Revise the budget.
    Issue benefits in a timely manner.
    Send an automated NOA, if applicable.
    Decrease,
    • Issue benefits for at least the same amount as was indicated on the last valid NOA sent.
    • Make the budget changes for the following prospective month to decrease benefits.
    • Establish an overpayment for the 1st month of the SAR payment period which occurred due to the inability to decrease benefits with a 10-day notice.

    Completion of SAR 7 by Telephone

    Eligibility Workers (EWs) shall complete the SAR 7 for clients and obtain their telephonic signature (TS) when the clients contact us in the following situations:

    • Their SAR 7 was submitted timely, but it is incomplete,
    • they submitted their SAR 7, but we have no record of it or are unable to locate it,
    • they receive an ‘X’ NOA and call their EW,
    • their case is discontinued for failure to turn in their SAR 7 during the submit month and they contact us in the month following discontinuance.

    Refer to Periodic Report Process section for completion process.

    If the incomplete SAR7 can not be completed by phone/electronic signature the EW must:

    • Mark the SAR 7 as incomplete in CalSAWS. 
    • Circle the incomplete and/or incorrect areas of SAR7.
    • Have incomplete SAR 7 scanned to Imaging.
    • Document in a Journal Entry the reason(s) the SAR 7 was unacceptable. 
    • Return the SAR7 to client along with incomplete “Y” NOA. The notice will specify the reporting deadline.

    When an incomplete income report contains information which would make the case totally ineligible, the EW must:

    • Enter information into CalSAWS and ensure the correct results. 
    • Incomplete SAR 7 procedures do not apply.

    Incomplete SAR 7 Received After “X” NOA Mailed

    When an incomplete SAR 7 is received after the X NOA has been sent, the EW must attempt to contact the client to complete the SAR 7 for clients and obtain their telephonic signature (TS). The SAR 7 will not be considered complete until all missing information and verifications are received.

    A “Y” NOA sent with less than a 10 day notice is invalid and will invalidate the previous “X” NOA that was sent out in a timely manner. The “X” NOA is still valid as it requires the client to submit a COMPLETE SAR 7 to stop the discontinuance action.

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