Refer to “Students,” page 30-1

CalFresh Handbook page 30-1Students

30. Students

30.1 Institutions of Higher Education

Most of the institutions of higher education in our area are listed below. This chart is updated each year. All questions regarding beginning and ending dates of school terms should be addressed by phone to the institution.

The number of months to average is determined by the actual number of calendar months included in the school term. It is not determined by the number of days or weeks in the school term. If at least one day of a school term falls in a month, that month is included in the number of months over which lump sum student income is averaged. Income received during any part of a month is counted for the entire month.

INSTITUTION TERMSTART DATE

END DATE

NO. OF MONTHS TO AVERAGE

1/2 TIME DEFINITION

Cañada College (650) 306-3100

Fall Spring

08/19/13 01/13/14

12/18/13 05/23/14

5 5

6 Units

De Anza College (408)864-5678

Fall Winter Spring

09/23/13 01/06/14 04/07/14

12/13/13 03/28/14 06/27/14

4 3 3

Less than 12 units

Evergreen Valley College (408)270-6441

Fall Spring

09/03/13 01/27/14

12/19/13 05/23/14

4 5

6 Units

Foothill College (650) 949-7777

Fall Winter Spring

09/23/13 01/06/14 04/07/14

12/13/13 03/28/14 06/27/14

4 3 3

6 Units

Gavilan College (408) 848-4735

Fall Spring

08/26/13 01/27/14

12/21/13 05/23/14

5 5

6 Units

Mission College

(408) 988-2200

Fall Spring

08/26/13 01/25/14

12/14/13 05/23/14

5 5

Less than 12 units

National Hispanic University (408) 254-6900

Fall Spring

09/03/13 01/06/14

12/22/13 04/25/14

4 4

6 Units

Update #15-08 Revised: 10/09/15

page 30-2 CalFresh HandbookStudents

Ohlone College (510) 659-6100

Fall Spring

08/26/13 01/27/14

12/13/13 05/24/14

5 5

6 Units

Olivet University (415)371-0002

Fall Winter Spring

09/12/13 01/06/14 04/07/14

12/01/13 03/21/14 06/20/14

4 3 3

6

San Francisco State University (415) 338-2350

Fall Spring

08/26/13 01/23/14

12/21/13 05/24/14

5 5

Less than 12 units

San Jose City College 288-3700

Fall Spring

09/03/13 01/20/14

12/20/13 05/23/14

4 5

6 Units

San Jose State University (408) 924-6350

Fall Spring

08/19/13 01/22/14

12/20/13 05/27/14

5 5

6 Units

Santa Clara University 554-4000

Fall* Winter* Spring*

09/23/13 01/06/14 03/31/14

12/13/13 03/14/14 06/06/14

4 3 4

6 Units

Stanford University (650) 723-2091

Fall* Winter* Spring*

09/23/13 01/06/14 03/31/14

12/13/13 03/21/14 06/05/14

4 3 4

All students are considered full-time.

UC at Berkeley (510) 642-6000

Fall Spring

08/22/13 01/14/14

12/20/13 05/16/14

5 5

6-7 Units-Undergrad. [Call the school at (510) 642-1883 for graduate students.]

UC at Santa Cruz (831) 459-0111

Fall Winter Spring

09/21/13 01/03/14 03/31/14

12/12/13 03/21/14 06/12/14

4 3 4

Less than 12 units

West Valley College (408) 867-2200

Fall Spring

08/24/13 01/25/14

12/15/13 05/24/14

5 5

6 Units

* For undergraduates only. For graduate students, call the school because schedules vary.

INSTITUTION TERMSTART DATE

END DATE

NO. OF MONTHS TO AVERAGE

1/2 TIME DEFINITION

Revised: 10/09/15 Update #15-08


30.2 Definitions

30.2.1 Student [63-406.11 & .12]

Follow the chart below to determine whether an individual is considered a “student” for CalFresh.

A STUDENT* IS... A NON-STUDENT** IS...

• Age 18 through 49, AND

• Physically and mentally fit for employment***, AND

• Enrolled at least half-time in an “institution of higher education”. [Refer to “Institution of Higher Education [63-406.111(a)],” page 30-4].

• Age 17 and under, or

• Age 50 and over, or

• Physically or mentally unfit for employment***, as defined for work registration requirements [Refer to “Physically or Mentally Unfit,” page 27-3], or

• Attending high school, or

• Participating in ACTUAL on-the-job training, or

• Not at least a half-time student in an institution of higher education which is a business, trade, technical or vocational school, or

• Not enrolled at least half-time in a regular curriculum at an institution of higher education which is a junior, community, 2-year or 4-year college or university, or graduate school, or

• Enrolled full-time student in a school or training program which is NOT an “institution of higher education” [Refer to “Institution of Higher Education [63-406.111(a)],” page 30-4], or

• Enrolled in correspondence school.

* Anyone defined as a student for CalFresh must meet the “Student Eligibility Criteria”. [Refer to “Student Eligibility Criteria,” page 30-7.]

** Treat educational scholarships, loans, grants, work study income or other benefits received by a “non-student” as student income. [Refer to “Income,” page 30-12.]

*** Verify if questionable. [Refer to “Questionable Information [63-300.5(g)],” page 6-8.]



30.2.2 Institution of Higher Education [63-406.111(a)]

To be considered a student at an institution of higher education, a person enrolled in a business, trade, technical or vocational school need only be enrolled at least half-time; whereas a person enrolled in a college, university or graduate school must be both enrolled at least half-time and enrolled in a regular curriculum.

An “institution of higher education refers to:

1. A business, trade, technical or vocational school at the post-high school level that normally requires a high school diploma or equivalency certificate for enrollment; or

2. A junior, community, two-year or four-year college or university, or graduate school, regardless of whether a high school diploma or equivalency certificate is required.

Note:If a college/university normally requires a high school diploma or equivalency certificate, but does not require either of these for a particular program or course, enrollment in such a program or course does not constitute enrollment in an institution of higher education (e.g., ESL classes, GED classes).

Local schools/colleges which are considered institutions of higher education include, but are not limited to, the following:

• All the community junior colleges• Bryman College• Cogswell College• College of Notre Dame• Healds College• Institute for Business and Technology• Lincoln University• Masters Institute• Northern California Bible College• Palmer College of Chiropractic-West• St. Mary's College• Santa Clara University• San Jose Christian College• San Jose State University• Stanford University• Sysorex Institute• University of San Francisco, Cupertino



30.2.3 Regular Curriculum

A regular curriculum at an institution of higher education is defined as the standard requirements which must be completed for graduation, for a certification or for qualification in a particular field of study.

30.2.4 Institution of Post-Secondary Education [63-502.2(e)(3)]

An institution of post-secondary education is defined as any public or private educational institution which is authorized or recognized by the state to provide:

• An educational program beyond secondary (high school) education in the state, or

• A program of training to prepare students for gainful employment.

An institution of post-secondary education which does NOT normally require a high school diploma or equivalency certificate for enrollment is NOT considered an institution of higher education. Some institution which may meet this criteria include:

• Beauty or worker colleges• Bartending schools• Welding schools

The EW must call the institution to find out if it is considered an institution of higher education (i.e, Does it normally require a high school diploma or equivalency certificate for enrollment?).

30.2.5 Beginning Date of Student Status

Student status begins in the month after the school term begins, unless:

• The school term begins on the first of the month, or• A new applicant household applies after the school term started.



Follow the chart below to determine the beginning month of student status for an individual enrolled in an institution of higher education or post-secondary education.

IF THIS IS A...AND THE SCHOOL TERM BEGINS...

THEN “STUDENT” STATUS BEGINS...

New Applicant HH Before the date of application, In the application month.

In the application month, but after the date of application.

The month after application,

The first day of the month after application,

The month after application.

The second day or later in the month after application,

The month after the school term began.

Continuing HH The first day of the month The same month.

After the first day of the month. The following month.

Example:Applicant graduates from high school on 6/10, enrolls in college on 8/16, applies for CalFresh on 8/17. College classes begin on 8/30. The applicant would be considered a nonstudent from 8/17 through 8/29. On 8/30, the applicant would be considered a student and would have to meet Student Eligibility Criteria to remain eligible. The case would be set up treating the applicant as a nonstudent for August, and as a student in September.

30.2.6 School Vacations

Once a student begins classes he/she shall be considered to be a student through vacation and school recess unless the student graduates, is suspended, expelled, or drops out.

30.2.7 ESL and Community Service Classes

If a college/university normally requires a high school diploma or equivalency certificate, but does not require either of these for a particular program or course, enrollment in such a program or course does not constitute enrollment in an institution of higher education (e.g., ESL classes, community service classes).



30.2.8 CIU Refugees

Refugees referred by Central Intake Unit (CIU) to the community college system for training programs must meet the Student Eligibility Criteria, except when they are enrolled exclusively in courses/programs that do not require a high school diploma/equivalency certificate. [Refer to “Institution of Higher Education [63-406.111(a)],” page 30-4] and [Refer to “ESL and Community Service Classes,” page 30-6.]

30.3 Student Eligibility Criteria

30.3.1 Definition [63-406.2]

Anyone defined as a student for CalFresh must meet one of the following “Student Eligibility Criteria” to be eligible for CalFresh benefits. Non-Students (per the CalFresh definition) do not have to meet this criteria, and may qualify for CalFresh, if otherwise eligible.

CRITERIAADDITIONAL INFORMATION OR RESTRICTIONS

EMPLOYED AT LEAST 20 HOURS PER WEEK.

Must receive pay for employment.

SELF-EMPLOYED AT LEAST 20 HOURS PER WEEK.

Must earn at least the equivalent of federal minimum wage times 20 hours per week.

STATE OR FEDERALLY FINANCED WORK STUDY PARTICIPANT.

Be APPROVED for state or federally financed Work Study for the current school term, as defined by the institution, and ANTICIPATE working during the term.

EXERTING PARENTAL CONTROL OVER A DEPENDENT HH MEMBER WHO IS UNDER AGE SIX.

The assertion of parental control is only met if the student provides the majority of the child care for children in the household under age 6.

EXERTING PARENTAL CONTROL OVER A DEPENDENT HH MEMBER AGE SIX THROUGH ELEVEN AND ADEQUATE CHILD CARE SERVICES ARE NOT AVAILABLE.

Adequate child care services would enable the student to attend class and work 20 hours per week or participate in a state or federally financed work study program during the regular school year.

CALWORKS RECIPIENT. Cannot be an RCA recipient.



ASSIGNED OR PLACED IN AN INSTITUTION OF HIGHER EDUCATION THROUGH OR IN COMPLIANCE WITH ONE OF THE PROGRAMS ON THE RIGHT.

• The Workforce Innovation and Opportunity Act (WIOA)

• Extended Opportunity Programs and Services (EOPS)

• A CalFresh Employment and Training Program (CalFresh E&T).

Note: College students who enrolled in classes meet the requirements for the CalFresh Employment and Training program and they are eligible for CalFresh benefits.

• The Job Opportunities and Basic Skills (JOBS) program under Title IV of the Social Security Act.

• A program under Section 236 of the Trade Act of 1974.

• A state or local government employment and training program, for low-income individuals, determined by the county Social Services Agency to be providing at least one of the components as specified in Section 63-407.841.

Includes Self-Initiated Participation (SIPs) as long as the program has a component for enrollment in an institution of higher education and that program accept the placement.

ENROLLED FULL-TIME IN AN INSTITUTION OF HIGHER EDUCATION AND A SINGLE PARENT RESPONSIBLE FOR THE CARE OF A CHILD UNDER AGE 12.

This provision applies when only one of the child’s(ren’s) natural, adoptive or step parents, regardless of martial status, is in the same CalFresh household (CalFresh HH) as the child(ren). If no natural, adoptive or step parent is in the same CalFresh HH as the child, another full-time student in the same CalFresh HH as the child may qualify for eligible student status if he or she has parental control over the child and is not living with his or her spouse.

CRITERIAADDITIONAL INFORMATION OR RESTRICTIONS



30.3.2 Employment

Students in the following situations are considered eligible for CalFresh based on working 20 hours per week.

• Officially employed, but the first day of work begins later in the month, or the following month, provided that employment is expected to be 20 hours per week.

• Working an average of 20 hours per week (at least 80 hours per month, but not evenly spaced out through the month).

• Work stops for two weeks or less during school vacations, provided the student remains employed.

Students in the following situations do NOT meet the employment student eligibility criterion.

• Paid with in-kind benefits (such as free housing, utilities, food, or clothing) instead of cash.

• Student teaching, or other employment where no pay is received.

• There is no work from June through August, and the student will return to work in September. (There is no student eligibility from June through August, but the student would be eligible from September through May.)

30.3.3 Work Study

This exemption begins the month the school term starts or the month work study is approved, whichever is later. The exemption continues until the end of the month the school term ends, or it becomes known that the student refused a work assignment.

The exemption shall NOT continue between terms when there is a break of a full month or longer unless the student is participating in work study during the break. Otherwise, during the break, the student must meet one of the other student eligibility criteria to maintain eligible student status.

Example:A student is eligible based upon being approved for work study and anticipating working during the school term which began in September 1999. In November 1999 during the RC, the student advises that he was offered a



work study assignment but turned it down. At that point, he no longer qualifies for the work study exemption. Unless he meets one of the other student eligibility criteria, he is no longer an eligible student.

Example:A student is eligible based upon being approved for work study and anticipating working during the school year. The school term ends May 26, 2000. The student's intent is to return to school in the fall. The new school year begins on August 21, 2000. Since there is a break of a full month, unless the student is participating in work study during the break, he/she must meet one of the other student eligibility criteria to maintain eligible student status during the break.

30.3.4 CALWORKS Recipient

An applicant for CalWORKs is not considered to be a recipient. A student who begins to actually receive CalWORKs meets the “Student Eligibility Criteria” effective the first of the following month.

30.3.5 Parental Control

Only one adult per FAMILY may be designated as “exerting parental control over a dependent household member.” (There may be more than one family in a household, and therefore possibly more than one adult exerting parental control within some households.)

30.3.6 Adequate Child Care

Availability of child care shall be determined on a case-by-case basis. Situations where adequate child care services are not available include the following:

• Child care hours offered by the day care provider do not coincide with the student's employment hours or potential employment hours, or

• The distance between the student's home, school, place of employment and child care prevents the student from meeting his/her school or employment schedule, or

• The institution of higher education provides child care to the children of students only while the student is attending class, and no other child care is available, or



• In addition to all of the above factors, an adult member in the home is either unable or unwilling to provide child care.

Example:A student mother with a ten-year-old son has no child care for him. They live with the boy's grandmother, who is a household member, but she refuses to babysit for the boy. There is a child care center ten miles away that would take him, but it is in the opposite direction from the college attended by the student mother and would add an hour to her daily commute routine. Suitable child care is considered unavailable.

30.4 Ineligible Students [63-406.3, 63-505.65]

Any student [Refer to “Definitions,” page 30-3] who does not meet the Student Eligibility Criteria is ineligible for CalFresh and considered a nonhousehold member. [Refer to “SSI Recipient/Ineligible Student Excluded Members,” page 10-9] for information on the treatment of an ineligible student's income and resources.

Note:Student ineligibility is determined based on when the student enrolls/registers for higher education.

30.5 Work Registration [63-407.2h]

Most students are exempt from work registration. [Refer to “Students,” page 27-6 for details.]



30.6 Income

30.6.1 Student Income

Student income is any income paid specifically for the client to attend school or training. It includes educational:

• Deferred payment loans• Grants• Scholarships• Fellowships• College work study• Veteran's benefits

Meant for use at a(n):

• Institution of post-secondary education (including correspondence school)• School for the physically or mentally handicapped (at any level)• High school or program that provides for the completion of a secondary school

diploma or the equivalent (including correspondence school)• Vocational education program.

30.6.2 Nonstudents

The income regulations in this section apply to all student income received by an eligible household member, regardless of whether that member is considered a “student” or a “nonstudent” (such as a disabled person, high school student, or 17-year old college student) for CalFresh purposes.



30.6.3 Exemptions [63-507(a)(6)]

The student income listed below is totally exempt.

EXEMPT STUDENT INCOME ADDITIONAL INFORMATION OR RESTRICTIONS

Payments or reimbursements completely or partially funded by Title IV of the Higher Education Act (PL 102-325)

Includes the following:

• Pell Grant • California State Scholarship (CAL Grant A) • California Opportunity Grant (CAL Grant B) • Occupational Educational and Training Grant (CAL Grant C) • Supplemental Educational Opportunity Grant (SEOG) • Perkins Loan • Direct Loan • Family Education Loans:

Stafford Loan Supplemental Loans to Students (SLS) PLUS Loan Consolidation Loan

• Work Study • Grants to Students in Attendance at Institutions of Higher

Education • Model Program Community Partnership and Counseling

Grants • California Guaranteed Student Loans (CGSL) • California Loans to Assist Students (CLASS) • Federal Parent Loans for Student Program (PLUS) • Federally insured student loan program

Payments or reimbursements completely or partially funded by Title IV of the Higher Education Act (PL 102-325) (Cont.)

Early Outreach and Student Services Programs:

• Trio Program• Talent Search • Upward Bound • Student Support Services (Special Services) • Ronald E. McNair Postbaccalaureate Achievement Program • National Early Intervention Scholarship and Partnership

Program • Presidential Access Scholarship • National Student Savings Demonstration Project • Technical Assistance for Teachers and Counselors • State Student Incentive Grant (SSIG)• High School Equivalency Program (HEP)• Robert C. Byrd Honors Scholarship Program.• Special Programs for Students Whose Families are

Engaged in Migrant and Seasonal Farmwork including College Assistant Migrant Program (CAMP)

• Special Child Care Services for Disadvantaged Students.



30.6.4 Tuition and Mandatory Fees

Mandatory fees include:

• Rental or purchase of any class-related equipment, materials, and supplies.• Origination fees and insurance premiums on student loans.

Students who have recently moved to California may be charged a higher tuition amount than long-time residents at the State's colleges, universities, and junior colleges. Allow the verified higher amount of tuition charged in this situation, since it is a mandatory expense.

Bureau of Indian Affairs (BIA) Student Assistance (PL 102-325) Title XIII Payments

All student income issued is exempt. Includes payments received through the:

• Indian Higher Education Programs • Tribal Development Student Assistance Revolving Loan

Program (Tribal Development Student Assistance Act).

Reimbursements or allowances: When issued for educational expenses which are specifically earmarked by the grantor such as, but not limited to, travel or books. [Refer to “Exempt Income [63-502.2],” page 19-13 for more information on reimbursements.]

Educational expenses “earmarked” by the lender, used for or intended to be used (per the Standard Student Budget) for:

• Tuition • Mandatory fees • Books and supplies • Transportation • School-related dependent

care • Miscellaneous personal

expenses (other than living expenses such as rent or mortgage, personal clothing, or food eaten at home)

This exemption applies to income received by students in:

• High school • Any program that provides the equivalent of a high school

diploma • Vocational education • Post-secondary education (college).

Allow the amount earmarked or intended to be used for an expense as an exemption, even if actual costs differ.

When the expense amounts earmarked by the grantor and listed on the Standard Student Budget are different, use the higher amount as an income exemption.

EXAMPLE: The “Standard Student Budget” lists $400 tuition. The student received a private scholarship with $500 earmarked for tuition. Actual tuition cost is $400. Exempt $500, the higher amount, regardless of the actual cost.

If an expense is not listed on the Standard Student Budget or earmarked by the grantor, then no exemption is allowed for the expense.

EXEMPT STUDENT INCOME ADDITIONAL INFORMATION OR RESTRICTIONS



Any questions about tuition, fees, or the period intended to cover should be addressed by phone to the institution.

30.6.5 Veteran's Educational Benefits

The chart below describes the currently available veteran's educational benefits, and how to treat them for CalFresh:

TYPE CHAPTER REQUIREMENTS DESCRIPTION TREATMENT

Veteran's Educational Assistance Program (VEAP)

32 Entered military service between 1/1/77 & 6/30/85. Eligibility ends 10 years after discharge.

The vet contributes while in the service. After discharge, the vet may draw out the entire contribution (like a savings account) or may receive educational benefits from the fund for up to 36 mos. Educational benefits are approximately 1/3 vet contribution and 2/3 VA contribution.

Verify and document what portion of VEAP funds is the vet's contribution and what portion is the VA's contribution.

The individual vet's contribution is a resource.

Funds contributed by the VA are counted as nonexempt unearned income. Subtract exempt educational expenses.

Dept. of Veteran's Affairs Vocational Rehabilitation Program

31 Service-connecteddisability or 20% or more.

Provides a set monthly amount based on whether the vet is a 1/2-time, 3/4-time, or full-time student. Funds are intended for subsistence.

The VA pays the school directly for tuition, books, supplies, and tutorial and special assistance.

Funds received directly by the student count as nonexempt unearned income. Subtract exempt educational expenses.

Funds paid directly to the school are exempt.



Montgomery GI Bill

30 Entered military service on or after 7/1/85. Reduced wages are received while in the service.

Payment is not directly related to the wage reduction amount while in the service.

Count as nonexempt unearned income (nonfederal). Subtract exempt educational expenses.

Reservists Montgomery GI Bill

106 Enlistment or extension for 6 years of reserve duty after 7/1/85.

No service member contribution is required.


Vietnam Era GI Bill

34/30 Active duty enlistment before 12/31/76 AND remained on active duty until at least 7/1/87.

Vet receives 1/2 what would have been received under the old GI Bill, plus the full amount of the Montgomery GI Bill. No service member contribution is required.


Dependent's GI Bill

35 Child or spouse of a service- connected deceased or 100% disabled vet.

Benefits may be used up to age 26 (for spouse or child) or for 8 years from the date of eligibility determination, whichever is later.


TYPE CHAPTER REQUIREMENTS DESCRIPTION TREATMENT



30.6.6 Earnings

Use the chart below to determine when to exempt student earnings.

STUDENT EARNINGS

COUNT AS INCOME (Allow the 20% earned income deduction) EXEMPT

Earnings of a post-secondary (post-high) school student (except Title IV work study)

Earnings of a child under age 18 who:

• Lives away from home (parents) and is not under “parental control”, or

• Is not enrolled in elementary or secondary (high) school, or

• Attends elementary or secondary (high) school less than half-time.

EXAMPLE: A 17-year-old attends De Anza College part-time, works part-time at Macy's, and lives at home. Count the full amount of the college student's earnings in the CalFresh budget after allowing the 20% earned income deduction.

Title IV work study earnings.

All earnings of a student under age 18 who is both:

• Under parental control (a child in the case), and

• Attending elementary or secondary (high) school at least half-time.

EXAMPLE: A 17-year-old attends San Jose High School and works part-time at Pizza Hut. The student's earnings are exempt until one of the following occurs. The student:

• Turns 18, or • Moves out of his parent's home, or• Attends school less than half-time, or• Graduates from high school.

30.6.7 Students Under Age 18

Loans, Grants, Scholarships, etc.

Subtract exempt expenses and count the remainder as income to the household. This income is treated the same for all students, regardless of the student's age. [Refer to “Exemptions [63-507(a)(6)],” page 30-13 for further information.]

Earnings

Exempt the earnings of a student under age 18 who is:

• Under parental control, and• Attending elementary or secondary (high) school at least half-time.



This exemption applies to work study earnings, as well as other jobs. [Refer to “Earnings,” page 30-17 for further information.]

30.6.8 Third Party Payments

Student income provided to a third party to meet the household's living expenses shall be treated as money payable directly to the household and not considered a vendor payment. Living expenses may include, but are not limited to:

• Rent• Mortgage• Personal clothing• Food eaten at home.

30.6.9 Income Paid Directly to the School

Grants, scholarships, fellowships, veteran's benefits, and loans are sometimes paid directly to the school, not to the student. This money is legally obligated to the student once it is awarded. It must be counted as unearned income and averaged over the school term, after subtracting exempt educational expenses.

30.7 Budgeting

30.7.1 Payment Types

Student income is received in lump sum payments or monthly payments. It may be received at the beginning of the school year, a month or two into the school year or even later. Sometimes the student's award amount is increased after the school term begins.

30.7.2 Income Received Less Often Than Monthly

All student income received less often than monthly must be averaged over the period which it is intended to cover.



Example:A San Jose State student submits a financial award letter stating that he will be receiving $8,000 from a private scholarship. He will receive $4000 on the first day of each semester. The school year is from 8/26 -12/19 (fall semester) and 1/23 -5/22 (spring semester). Therefore, the net student income would be prorated over 10 months.

30.7.3 Quarterly Reporting Variations

If the student reports different amounts on the QR then originally reported and verified, it must be clarified as to whether these are part of the original prorated student income or income from another source.

Example:A San Jose State student submits a financial award letter stating that he will be receiving $3000 from a private scholarship. $1500 in August and $1500 in January. When the August QR 7 is received in September, he reports receiving $750 in scholarship funds. The EW must contact the client to determine if this $750 is part of the original $3000 scholarship or is from another source.

30.7.4 Income Received Mid-Term

Educational income received after the beginning of the school year must still be averaged over the period which it is intended to cover.

Example:The school year began in August and ends in June. The student received a grant in December. The grant would be averaged over 11 months (August through June). The student reports the grant on his January QR 7 received on February 9th. The averaged monthly income is budgeted for March through June. There is no overissuance for previous months if the reporting requirements were met and acted upon in a timely manner.

30.7.5 Increased Expenses Mid-Term

If an expense (exempt income) amount allotted for the student on the “Standard Student Budget” is increased during the school year, for a household with:



• MONTHLY INCOME, reaverage expenses (exempt income), including the new amount. Subtract the new average from monthly income. Revise the CalFresh budget, beginning with the month the change was reported. Do not correct budgets for prior months. There is no underissuance for the prior months.

• LUMP SUM AVERAGED INCOME, reaverage monthly income by including the new expense (exempt income) amount. Budget the new averaged income beginning with the month the change was reported. Do not correct budgets for prior months. There is no underissuance for prior months.

30.7.6 Student Quits Mid-Term

If a student quits school AFTER receiving the full amount of financial aid, the averaged income continues to be budgeted over the period for which it was originally intended.

If a student quits school AFTER receiving less than the full amount of financial aid, recompute the budget for the entire period which the financial aid was intended to cover, using the actual amount of financial aid received and subtracting any student income exemptions or deductions. Use the recomputed net student income to revise the budget beginning with the month the change was reported. Do not revise the budget for prior months. Do not issue lost benefits.

30.7.7 Student Applies for CalFresh Mid-Year

When a student applies for CalFresh after the beginning of the school term, average lump sum income and expenses:

• Over the entire school year if lump sum student income was not distributed evenly between quarters or semesters.

• Over the current school semester or quarter (plus any remaining quarter for the year) if lump sum income was distributed evenly between quarters or semesters.

Example:A BOGG grant issued in two installments of $500 in the first semester and $500 in the second semester would be considered evenly distributed.

Step Action

1. Subtract exempt educational expenses from educational loans and grants for the school year/term.



30.7.8 Monthly Income

Some students receive educational grants, loans, etc., each month. Monthly income FROM THE SAME SOURCE does not need to be averaged. Follow the steps below when nonexempt student income is received monthly from the same source.

STEP ACTION

1. Document on the Maintain Case Comments window that the student income is received monthly and not in a lump sum.

2. All student income received on a monthly basis is budgeted for the month the income is intended to cover. NOTE: Households receiving such income shall not have their monthly income varied merely because mailing or payment cycles may cause two payments to be received in one month and none in the next month.

3. Average tuition, mandatory fees, books, transportation, supplies, dependent care, and miscellaneous expenses over the number of months in the school term.

4. Subtract the above averaged expense(s) from the monthly income. Averaged expenses may not be deducted for a period of months longer than they were intended to cover.

Example:A San Jose State student submits a financial award letter with her September QR 7 stating that she will be receiving $205 per month from a private scholarship for the school year. Exempt educational expenses total $1000 for the school year (8/26-12/19 and 1/23-5/22).

2. Count income and expenses for the full school year if lump sum income was distributed UNEVENLY between quarters or semesters

3. Count income and expenses for just the current (and future, if any) term(s) left in this school year if lump sum income was distributed EVENLY between quarters or semesters.

Step Action



The QR 7 for September is received on 10/4. Receipt of $205 is reported in the income section

STEP ACTION

1. Prorate the exempt educational expenses over the school year.

$1000 divided by 10 months = $100 per month.

2. Subtract the prorated educational expenses from the $205. $205 minus $100 = $105 monthly income.

3. In determining averaged income for a Quarter, use $105 monthly income for the months of November through May.

Lump Sum Payments

Educational grants, loans, scholarships, fellowships, stipends, and veteran's benefits can be issued in the following manner:

• Every two or three months, or• Once each semester, or • Once a year.

This type of payment is considered a lump sum, and must be averaged unless exempt. Follow the steps below to budget nonexempt lump sum student income.

STEP ACTION

1. Obtain verification of student income and the Standard Student Budget. [Refer to “Verification,” page 30-27.]

2. Document on the Maintain Case Comments window:

• Type and amount of exempt income.• The exact way that the student receives the nonexempt lump sum payment

(for example, “BOGG of $1500 for fall semester received in one lump payment on October 10”).

3. Enter all student information into the appropriate windows in CalWIN.

4. Prospectively budget the averaged amount following QR/PB rules.

Example:A student receives a $1500 private scholarship on October 10. The school year began on September 7 and will end on June 3. Expenses are:

• $200 tuition,



• $300 books, and• $500 dependent care.

$1500 private scholarship –1000 exempt expenses $500 net student income There are 10 months in the school year. (September and June each count as a full month, even though the term does not extend through the entire month.) $500 divided by 10 months = $50 mo. The student income is reported on the 10/04 QR 7 received on 11/8. The $50 averaged income would be counted as income in December through June. (There is no overissuance for September, October or November.)

30.7.9 Work Study [63-502.2(q) (1) (A)]

Federal Title IV and Non-Federal Title IV

Federal Title IV and Non-Federal Title IV work study income are totally exempt.

Work study income is paid monthly based on the hours the student works. It is paid separately from loans and grants.

Work study program grants may be handled differently from other student income since the student's work hours and monthly payments may vary. The student will receive the full grant only if the required hours are worked.

30.8 Dependent Care Deduction

30.8.1 Overview

Allow a dependent care deduction when the cost of school-related dependent care exceeds the net nonexempt student income available to meet that cost.

Base the dependent care deduction on the highest of the following amounts:

• Dependent care listed on the Standard Student Budget



• Dependent care cost earmarked by the grantor of student financial aid• Actual verified dependent care costs for the school or training period.

Subtract all exempt educational expenses except dependent care (tuition, fees, etc.) from nonexempt student income. Then, subtract the remaining nonexempt student income from the highest dependent care cost. The balance is allowable as a dependent care deduction.

The sum of the income exemption plus the income deduction allowed for dependent care may not exceed the highest of the following amounts:

• Dependent care listed on the Standard Student Budget• Dependent care cost earmarked by the grantor of student financial aid• Actual verified dependent care costs for the school or training period.

Example:$1000 nonexempt student income after subtracting all exemptions except dependent care Dependent care: $1800 earmarked $1000 Standard Student Budget $1200 actual verified cost $1800 dependent care cost (the highest of the three amounts) -1000 remaining nonexempt student income $800 excess dependent care cost The $1800 dependent care cost exceeds the remaining nonexempt student income. The remaining $1000 income is exempt to meet that part of the dependent care cost. The $800 dependent care not covered by the student income is allowable as a deduction. Prorate it across the period it is intended to cover, and add any work-related dependent care cost.

30.8.2 Procedure

Follow the steps below to determine when and how to allow a deduction for school-related dependent care costs.

STEP ACTION

1. Use the HIGHEST of the following school-related dependent care costs:

• The amount listed on the Standard Student Budget, or• The amount earmarked by the grantor, or• The verified actual cost anticipated for the school year.



Deduction Allowed

Example:Dependent care is more than net nonexempt income plus the dependent care exemption amount. - A student has $5400 in nonexempt student income. After applying all exempt expenses including dependent care, $1000 is left as net nonexempt income. - The Standard Student Budget allows $1000 for dependent care costs. The financial aid award notice earmarks $900. $1000, the higher amount is used for the dependent care exemption. - The student will pay $300 mo. each month of the school year (ten months) for child care. Verification of the first month's child care is provided.

No Deduction Allowed

Example:Dependent care is equal to or less than net nonexempt income plus the dependent care exemption amount.

2. Determine the amount of:

• The net nonexempt student income, plus• The amount of the dependent care EXEMPTION used to compute that income.

3. Subtract the STEP 2 total from the highest dependent care amount in STEP 1.

4. IF THE REMAINDER IS... THEN...

Zero or less Nonexempt student income plus the dependent care exemption are sufficient to cover the cost of dependent care.

No deduction is allowed for school-related dependent care.

More than zero, The household is entitled to a deduction for school-related dependent care:

• Prorate by dividing the STEP 3 remainder by the number of months in the school period.

• Add the prorated monthly amount to any work-related dependent care cost each month.

STEP ACTION



- A student is awarded a $6000 nonexempt grant. After applying all exempt expenses other than dependent care, $2200 is left as net nonexempt income. - $2000 is earmarked for dependent care, and $1800 is listed on the Standard Student Budget. $2000 was used as a dependent care exemption. - Actual dependent care cost is not expected to exceed either of these amounts. Therefore, verification of the actual cost is not required.

30.9 Budget Examples

30.9.1 Lump Sum Income and Dependent Care

A CalFresh recipient begins attending San Jose City College on August 23. The receipt of $3,000 EOPS Grant is reported on the September QR 7 received in October. The student provides a copy of the Award Letter verifying the above amount, and a copy of the Standard Student Budget which indicates the following exempt educational expenses:

• $100 mandatory fees,• $300 tuition,• $300 books and supplies• $300 transportation,• $400 dependent care, and• $100 miscellaneous personal expenses

Actual child care cost is expected to be $1000 for one child. Verification is provided.

The award notice earmarks a different amount, $500, for tuition.

The school year is from August through May. Complete the budget as described below.

STEP ACTION

1. Document that the $3000 EOPS grant is a lump sum payment on the SC 163.

2. Exempt educational expenses total $1700 (use the higher earmarked amount, $500, for tuition regardless of the actual cost).

3. $3000 EOPS grant minus $1700 exempt educational expenses equals $1300 net nonexempt income.



30.10Verification

Student income and exemptions must be verified as described in this section.

30.10.1 Income

Income verification must include all of the following:

• Amount• Source• Period the income is meant to cover.

Income may be verified by a:

• Financial aid award letter from the school/grantor, or• “Student Income Verification Request” (CSF 50) completed by the school.

4. $1300 net nonexempt income divided by 10 months (the period this income is intended to cover) equals $130 monthly net income. (Although the first payment is received in September, the month of August is included when averaging the grant over the period it is intended to cover.)

5. To determine whether a dependent care deduction is allowed, use the $1000 verified cost because it is highest. Subtract $1700 income available to cover this cost ($1300 net nonexempt income plus the $400 dependent care exemption used to compute that income). Since the $1000 dependent care cost is less than $1700 income available to meet that cost, there is no dependent care deduction.

6. If the household is nonassistance (not Categorically Eligible) compute prospective 130% Gross and Net Income tests for November, counting the $130 student income.

• If the household passes, go to STEP 6. • If the household fails, send a 10-day notice of action to discontinue benefits

effective October 31.

7. In determining averaged income for a Quarter, $130 monthly would be used for the months of November through August.

STEP ACTION



30.10.2 Exempt Expenses

Exempt educational expenses on the Standard Student Budget must be verified by one of the following:

• A “Student Income Verification Request” (CSF 50) completed by the school, or

• A copy of the educational institution's “Standard Student Budget” with information to identify the specific budget category used for the student (such as “living at home” versus “away from home”).

The format of the Standard Student Budget will vary by educational facility. As long as the Financial Aid Department of the institution provides written documentation/verification of the necessary amounts, the EW shall accept this and make the appropriate budget computation.

Additionally, specific amounts earmarked by the grantor for an exempt expense must be verified by:

• A letter from the grantor, or• The CSF 50.

30.10.3 Dependent Care Deduction

A dependent care deduction for school-related expenses (that is, care provided for a dependent while the student is at school) must be verified only when the actual cost is used to compute the deduction. [Refer to “Dependent Care,” page 6-7 for information on how to verify dependent care.]

30.10.4 Physically or Mentally Unfit

Verify that a household member is physically or mentally unfit for employment if:

• The lack of fitness for employment is questionable, and• Their fitness for employment determines whether they are considered a

“student” for CalFresh.

[Refer to “Disability,” page 6-5, and then follow the verification requirements for a disability.]



30.10.5 Sample Standard Student Budget

At Home Not at Home +/- Summer

Fees $115 $115 $165

Books/Supplies 500 500 625

Personals 800 1000 1167

Transportation 650 720 840

Maintenance 2035 4400 5133

Total $4100 $6735 $7930 +/- 1000 = $8930

Student Budgets for Nine Months

NON-RESIDENT FEE: $100.00 per unit (12 units at $100 per unit equals $1200 per semester)

Minimum contribution is $700 for “at home freshmen”, $900 for “at home sophomores” and $1200 for “not at home” students.

Special or extenuating circumstances such as child care, as documented by the FAO, may result in a Cost of Attendance adjustment.

Students attending our 6 week summer session at least half-time, will have a 12-month pro-rated budget.

Payment Period: The period at San Jose City College is on a monthly basis when school is in session. Checks are disbursed by the 5th of each month. Evergreen Valley college disburses checks twice a semester, usually September, November, February and April. Exact disbursement dates will be mailed to you with your award letter. Work Study checks are paid on the 10th of the month. Stafford Loan and Cal Grant checks are sent directly to the school and are disbursed when received.




Documents

Refer to “Students,” page 30-1