28. Homeless Mailing Address

Transcription

1 Common-Place Handbook page Social Services Agency s (SSA) applicants and recipients who are homeless may either provide SSA with a temporary mailing address of their choice or use the U.S. Postal Services General Delivery service in San Jose or use the district office mailing address. The General Delivery service is a temporary service and is free to anyone needing to use it. The service must be renewed at the post office every 30 days by the client. It is not intended for persons who have a permanent home address and want to use a different mailing address. Note: At no time shall an out-of-county address be used nor c/o address to another agency. The resident must visit the main post office at 105 N. First Street, San Jose to apply for General Delivery services. A picture ID is required to pick up the mail. This service is good for 30 days. The resident must reapply for General Delivery service every 30 days. Post Office Address 105 North First Street* San Jose, CA General Delivery Hours M - 8:30 am - 12 pm T - F 8:30 am - 5 pm No Saturday hours Note: *General Delivery must NOT be addressed to 105 North First Street. Always use the format described below. Correspondence must be addressed as follows with the client s name, General Delivery, San Jose, CA : Example: John Doe General Delivery San Jose, CA The Post Office will retain mail for 30 days, and if not claimed, return the mail to SSA marked Unclaimed. The Agency District Office, upon receipt of the unclaimed, returned mail, will ID the returned mail and forward it to an EW for processing. The unclaimed correspondence and the envelope must be imaged in IDM. Update # Revised:11/12/15

2 page 28-2 Common-Place Handbook 28.1 Social Services Mail Request/Agreement (SCD 1483) Procedures Eligibility Workers must use the Social Services Mail Request/Agreement (SCD 1483) for clients who are homeless, do not have a mailing address, and receive aid from any of the programs listed below: Adoptions Assistance Program (AAP), CalWORKs, Cash Assistance Program for Immigrants (CAPI), CalFresh, Foster Care, General Assistance (GA), Kin Gap, Medi-Cal and Refugee Cash Assistance/Entrant Cash Assistance (RCA/ECA). Note: If a CalWORKs, RCA, ECA or Medi-Cal client who is not homeless wishes to use a different mailing address, the SCD 1483 is not required Social Services Mail Request/Agreement (SCD 1483) Form The SCD 1483 serves as: A request that SSA mail be sent to the U.S. Post Office General Delivery service in San Jose or Social Services North and South County offices or another temporary address. The SCD 1483 also serves as an agreement to: Pick up their Semi-Annual Report (SAR 7) or Quarterly Eligibility Report (QR 7) by the third (3 rd ) working day of the Submit month. Pick up their Medi-Cal card and /or informing notices. Revised:11/12/15 Update # 15-24

3 Common-Place Handbook page 28-3 Report any changes within ten (10) days when the recipient is not required to complete a periodic report. Renew their General Delivery service with the Post Office every 30 days. Pick up all Social Services mail weekly. Notify the County when they get a home address or a mailing address. The SCD 1483 advises the client that their aid may be discontinued if they do not pick up their mail Processing the SCD 1483 The EW must follow these instructions to process the SCD 1483: STEP ACTION 1. Screen the applicant/client carefully to ensure that using an alternate mailing address is necessary. 2. If... Then... Post Office General Delivery is chosen, Explains the General Delivery requirements, (i.e., picture ID, pick up mail within 30 days, etc.). Completes the SCD 1483 with the applicant/client. Gives a copy of the SCD 1483 to the applicant/client. District Office is chosen, Explains that they must come in to pick up their mail every 7 days, AND District office address may NOT be used for any other mail than from Social Services Agency. Completes the SCD 1483 with the applicant/client. Gives a copy of the SCD 1483 to the applicant/client. An Other mailing address is chosen, Complete the SCD 1483 with the applicant/client. Gives a copy to the applicant/client. 3. If the client does not have an EBT card, issue an EBT card to the client in the office and allow him/her to select a Personal Identification Number (PIN). Update # Revised:11/12/15

4 page 28-4 Common-Place Handbook STEP ACTION 1. Record the General Delivery mailing address in CalWIN as follows: Click Intake & Case Maintenance Click Data Collection Select Display Individual Demographics Summary window from the Action group Box, enter the case number and click [Open]. The Collect Individual Address Detail window appears. Complete all necessary fields. Click on the Address button. In the Maintain Address window, click on the General Delivery button and complete the rest of the fields. Revised:11/12/15 Update # 15-24

5 Common-Place Handbook page 28-5 STEP ACTION 2. Have the completed SCD 1483 scanned into the IDM system under Benefits: F5 - Food Stamps/Medi-Cal Unclaimed Mail Procedures The Post Office keeps General Delivery mail for 30 days. If the addressee fails to pick up the mail within 30 days, the mail is returned to the sender. Follow the procedures below when mail for a homeless individual is returned to the District Office: Stage Who Action 1. Clerical Support ID s client correspondence. If the... Then... Case is open, Scans client correspondence into IDM, Fastener 6. Creates TMT ticket, noting returned correspondence in F-6. Case is closed, Scans client correspondence into IDM, Fastener 6. (Chart page 1 of 2) Update # Revised:11/12/15

6 page 28-6 Common-Place Handbook Stage Who Action 2. EW Receives TMT ticket. Reviews CalWIN data, IDM, and other information for possible change of address or contact information for the client. If... A new address is recorded in CalWIN, No new address, but a phone number is recorded, Unable to contact the client, Then... R s the client correspondence to the new address. Documents in Case Comments. Contacts the client to verify his/her address or homelessness. Corrects address in CalWIN, if necessary. R s client correspondence to new address or General Delivery if client is contacted. Documents in Case Comments. Terminates the program(s) except for CalFresh for whereabouts unknown. [Refer to FS Update Whereabouts Unknown, page -1] Documents in Case Comments. (Chart page 2 of 2) Revised:11/12/15 Update # 15-24