15. Inter County Transfers

Transcription

1 Cash Assistance Program for Immigrants page Overview There is to be no interruption or overlap in payment of aid as the result of a recipient moving from one county to another to make his/her place of residence. Therefore, when a recipient moves from one county to another within the State of California, the responsibility for the determination of eligibility and the authorization of payments must be transferred from the sending county (the county currently paying aid) to the receiving county (the county to which the recipient moved). The sending county continues to pay aid during the Inter-County Transfer (ICT) period or until the end of the month in which aid is discontinued for cause, whichever is earlier Transfer Period The date the sending county informs the receiving county of the initiation of the ICT and sends the ICT packet is the beginning date of the transfer period. The transfer period lasts from this date until the last day of the following month. The following is an example: May 8 DATE May 18 ACTION Sending county receives notification of recipient s move. Sending County: Initiates ICT Notifies receiving county of ICT Sends documentation to receiving county Notifies recipient of ICT and sends discontinuance NOA. TRANSFER PERIOD Transfer period begins. Update # Revised: 08/31/09

2 page 15-2 Cash Assistance Program for Immigrants DATE ACTION TRANSFER PERIOD May 28 Receiving County: Notifies sending county of receipt of ICT Contacts recipient. June 17 Receiving county notifies sending county of intention to assume case responsibility. June 30 Transfer period ends. July 1 Receiving county assumes case responsibility. When the last day of the month falls on a Saturday, Sunday or a legal holiday, the first business day following the weekend or holiday is considered the last day of the transfer period. By mutual agreement of the counties involved, the transfer of responsibility may occur at an earlier date. If problems arise, and the receiving county does not want to accept the transfer, the supervisors of each county must come to an agreement. The Program Coordinator may be consulted if the issue cannot be resolved. Example: A client received CAPI from Sacramento County on June 1. On June 14th the client comes into the General Assistance Bureau and reports that he/she moved here on June 5. If both counties agreed, Sacramento could discontinue June 30th and we could pick up aid effective July ICT Initiation and Notifications An ICT is initiated by the sending county after receiving notification of the recipient s move to a new county. This notification can be from the recipient or the receiving county. If this notification comes from any other source, the sending county must verify it with the recipient prior to initiating the ICT. Revised: 08/31/09 Update # 09-03

3 Cash Assistance Program for Immigrants page Sending County s Responsibilities Within ten calendar days from receiving notification of the recipient s move, the EW in the sending county must take the following action: Step Action 1. Complete the CAPI Inter-County Transfer Notice SCD 577. The form must be mailed or faxed to the receiving county to initiate the transfer, indicating the expected date of discontinuance. NOTE: The form SCD 577 is ONLY used in Santa Clara County. 2. Send copies of all necessary documentation to the receiving county, which includes the following: Application forms Most recent redetermination forms Grant Amount Worksheet (SOC 452) Identification documents (e.g., passport, immigration documentation) Overpayment data, if applicable Any other documentation supporting eligibility. 3. Notify the recipient of the following: Due to the move to a new county, future CAPI payments and eligibility determinations will become the responsibility of the receiving county. The effective date of the transfer of responsibility to the receiving county. 4. Complete the Collect Individual Residency Detail window appropriately. Select the documents that need to be sent to the receiving County. Document in the Maintain Case Comments window. Initiate the Wrap-Up Queue Run EDBC. Review Eligibility Summary window. Perform Authorization. The sending county will continue to have responsibility for authorizing and issuing payments and recouping overpayments until the transfer period is complete, at which time the receiving county becomes responsible. Update # Revised: 08/31/09

4 page 15-4 Cash Assistance Program for Immigrants Receiving County s Responsibilities Once the receiving county receives the ICT packet, the following time frames apply: IF THE TIMEFRAME IS... Within 10 calendar days of receiving notification of the initiation of an ICT and supporting documentation, At least 10 calendar days before the end of the transfer period, THEN THE RECEIVING COUNTIES RESPONSIBILITIES ARE TO... Notify the transferring county (by mail or fax) of receipt of the notice of initiation of an ICT. Contact the recipient to begin the process establishing eligibility in the new county. Determine eligibility for the recipient in the receiving county, allowing for a timely notice to the recipient in case of an adverse action. NOTE: Failure to do so would create an O/P. Within 30 calendar days of receipt of the ICT documentation, Upon completion of the eligibility determination for the recipient in the receiving county, Notify the sending county of any issues concerning the recipient s eligibility or county responsibility and the intention to assume responsibility after the end of the transfer period. Notify the recipient of the results of the eligibility determination. Failure by the receiving county to perform any of the responsibilities listed above in the prescribed timeframes will have no affect on the transfer period or the transfer of case responsibility. Note: When establishing eligibility for a CAPI ICT, a new application is NOT required, unless the next RRR is due within the following two months. However, a new Living Arrangements and Household Expenses (SOC 453) is required and MUST be completed by the receiving county to determine the household s new living arrangements. Revised: 08/31/09 Update # 09-03

5 Cash Assistance Program for Immigrants page Additional County Responsibilities During the Transfer Period When changes arise during the transfer period, county responsibilities may vary. If... Either county receives information that make the recipient ineligible, or eligible for a lower CAPI payment amount, Then... The county that receives the information must provide the information immediately to the other county. Some examples are: Changes in income or resources Changes in citizenship status Residence outside of California. Action is required regarding a discontinuance or change in eligibility that will affect CAPI payments during the transfer period, The effect of the change on the CAPI payment amount or eligibility will not take place until the first day the receiving county assumes responsibility for eligibility maintenance and payments, The sending county will take the required action and send necessary NOAs to client. The receiving county will make payment and send necessary NOAs to the client. Example: The recipient has a change in income effective March 27. There is insufficient time to provide a timely notice to the recipient to change the April 1st check. The transfer period ends April 30th and the receiving county assumes responsibility May 1st. Although the change in circumstances took place during the transfer period, the receiving county would be responsible for sending a timely notice to the recipient about the change in benefit amount, effective May 1st. Update # Revised: 08/31/09

6 page 15-6 Cash Assistance Program for Immigrants 15.5 Client Moves During ICT Period When a CAPI recipient moves to another county (the third county) during the ICT period, the sending county (the first county) begins the ICT process all over again. The sending county is responsible for initiating a new transfer and sending all necessary documents to the new county. The sending county must notify the second county the client moved again Discontinuance During ICT The sending county s responsibility ends when payment of aid is discontinued for a valid reason during the ICT period. The recipient would be responsible for reapplying for CAPI in the receiving county Incoming ICTs The General Assistance Bureau (GA) receives all incoming CAPI ICT packets and assigns the applications to an appropriate intake worker. If a CAPI ICT packet is received in another district office, the district office will forward the application to the GA Bureau. Note: CAPI ICT packets are assigned by the GA Information Supervisor. Revised: 08/31/09 Update # 09-03

7 Cash Assistance Program for Immigrants page Recipient Responsibility Recipients have the following responsibilities in the ICT process: Step Action 1. Notify the county paying aid when they are moving to another county so an ICT can be initiated. 2. Apply in the new county for a redetermination of eligibility in order to complete the ICT. The receiving county is not responsible to initiate contact with the client, though they may wish to do so upon receiving the SCD 577 from the sending county. (SCD 577 is used ONLY is Santa Clara County.) If the receiving county is not contacted by the client by the NOA cut-off date during the last month of the transfer period, the receiving county must send a NOA to the client telling them that the transfer will not be completed and that aid will terminate. NOTE:The client has until the last day of the transfer period to contact the receiving county. If the case is discontinued, and the client makes contact prior to the end of the transfer period, the receiving county MUST rescind the discontinuance ICT Disputes It is important to communicate and work with the other county involved in the ICT process. If the EW and the EW Supervisor working together cannot settle a dispute with another county, they may contact the CAPI Program Coordinator. Update # Revised: 08/31/09

8 page 15-8 Cash Assistance Program for Immigrants 15.10Overpayment Adjustment The receiving county must continue to make overpayment adjustments for overpayments recorded by the sending county. However, overpayment adjustments for overpayments that occurred in this county will have precedence. If Santa Clara County is the... Sending county, and there is an outstanding overpayment, Receiving county, and has completed the sending county s O/P collection, or is closing the case and cannot complete collection, Then the EW Must Complete... CAPI Intercounty Overpayment Adjustment Request (SCD 390) and forward it with the ICT packet. The Notification of CAPI Overpayment Adjustment Activity (SCD 385) and forward it to the sending county CAPI Inter-County Transfer Contacts Chart Use the following addresses for sending ICTs on CAPI cases. (Telephone numbers are for use by agency staff and are not to be given to clients.) Alameda 01 ALAMEDA Social Services Agency 401 Broadway, 3rd Floor Oakland, CA Phone: (510) FAX: (510) Contact Person: Jane Liu [email protected] Revised: 08/31/09 Update # 09-03

9 Cash Assistance Program for Immigrants page 15-9 Alpine 02 ALPINE 75A Diamond Valley Road Markleeville, CA Phone: (530) FAX: (916) Contact Person: Regina Britschgi Amador 03 AMADOR Health and Human Services Agency 1003 Broadway Jackson, CA, Phone: (209) FAX: (209) Contact Person: Barbara Hale Butte 04 BUTTE Dept. of Social Welfare P.O. Box 1649 Oroville, CA Phone: (530) FAX: (530) Contact Person: Mimi Rogers Calaveras 05 CALAVERAS Calaveras Works and Human Services Agency 509 E. St. Charles Street. San Andreas, CA Phone: (209) FAX: (209) Contact Person: Stephanie Kearney Colusa 06 COLUSA Dept. of Human & Health Services P.O. Box 370 Colusa, CA Phone: (530) FAX: (530) Contact Person: Beverly Biniker Update # Revised: 08/31/09

10 page Contra Costa 07 Cash Assistance Program for Immigrants CONTRA COSTA Employment and Human Servcies Department 40 Douglas Drive Martinez, CA Phone: (925) FAX: (925) Contact Person: Maria Hernandez Del Norte 08 DEL NORTE Dept. of Health & Social Services 880 Northcrest Drive Crescent City, CA Phone: (707) FAX: (707) Contact Person: Carmen Chavez El Dorado 09 EL DORADO 3057 Briw Road Placerville, CA Phone: (530) FAX: (530) Contact Person: Koko Green Fresno 10 FRESNO Human Services System 4944 E. Clinton Way, Suite 112 Fresno, CA Phone: (559) FAX: (559) Contact Person: Deborah S. Fagundes Glenn 11 GLENN P.O. Box 611 Willows, CA Phone: (530) FAX: (530) Contact Person: Becky Hansen Revised: 08/31/09 Update # 09-03

11 Cash Assistance Program for Immigrants page Humboldt 12 HUMBOLDT 929 Koster Street Eureka, CA Phone: (707) FAX: (707) Contact Person: Bill Linn Imperial 13 IMPERIAL 2995 S. 4th St., Ste 105 El Centro, CA Phone: (760) FAX: (760) Contact Person: Patty Ferrel Inyo 14 INYO Dept. of Health & Human Services 912 N. Main Street Bishop, CA Phone: (760) FAX: (760) Contact Person: Sheri Snyder Kern 15 KERN Dept. of Human Services P.O. Box 511 Bakersfield, CA Phone: (661) FAX: (661) Contact Person: Cathy Jackson Kings 16 KINGS Dept. of Human Services 1200 South Drive Hanford, CA Phone: (559) Ext FAX: (559) Contact Person: Art Taft E-Main: Update # Revised: 08/31/09

12 page Lake 17 Cash Assistance Program for Immigrants LAKE P.O. Box 9000 Lower Lake, CA Phone: (707) FAX: (707) Contact Person: Jim Richardson Lassen 18 LASSEN Dept. of Health and Human Services P.O. Box 1359 Susanville, CA Phone: (530) FAX: (530) Contact Person: John Grant Los Angeles 19 LOS ANGELES Dept. of Public Social Services Attn: ICT Unit Crossroads Pkwy. South City of Industry, CA Phone: (562) FAX: (562) Contact Person: Ann Padron Madera 20 MADERA P.O. Box 569 Madera, CA Phone: (559) FAX: (559) Contact Person: Terri Cummins Marin 21 MARIN Dept. of Health and Human Services 20 N. Pedro Road San Rafael, CA Phone: (415) (for May Rogers) Phone: (415) (for John Paul) FAX: (415) Contact Persons: May Rogers / John Paul [email protected] (for May Rogers) [email protected] (for John Paul) Revised: 08/31/09 Update # 09-03

13 Cash Assistance Program for Immigrants page Mariposa 22 MARIPOSA Dept. of Human Services P.O. Box 7 Mariposa, CA Phone: (209) FAX: (209) Contact Person: Debbie Smith [email protected] Mendocino 23 MENDOCINO P.O. Box 839 Ukiah, CA Phone: (707) FAX: (707) Contact Person: Bill Fitzgerald [email protected] Merced 24 MERCED Human Services Agency P.O. Box 112 Merced, CA Phone: (209) x5487 FAX: (209) Contact Person: John O Brien [email protected] Modoc 25 MODOC 120 North Main Street Alturas, CA Phone: (530) FAX: (530) Contact Person: Pat Wood / Marie Herrera [email protected] Mono 26 MONO P.O. Box 2969 Mammoth Lake, CA Phone: (760) FAX: (760) Contact Person: Julie Timerman jtmono@gnet Update # Revised: 08/31/09

14 page Monterey 27 Cash Assistance Program for Immigrants MONTEREY 1000 South Main Street, Suite 208 Salinas, CA Phone: (831) FAX: (831) Contact Person: Jerry Kulper Napa 28 NAPA 2261 Elm Street Napa, CA Phone: (707) FAX: (707) Contact Person: Theresa Zimney Nevada 29 NEVADA Dept. of Human Services Agency/Social Services P.O. Box 1210 Nevada City, Phone: (530) FAX: (530) Contact Person: Pam Carlson Orange 30 ORANGE Social Services Agency P.O. Box 1943 Santa Ana, CA Phone: (714) FAX: (714) Contact Person: Dina Torgerson Placer 31 PLACER Dept. of Health & Human Services B. Avenue Auburn, CA Phone: (530) FAX: (530) Contact Person: Kim Rose Revised: 08/31/09 Update # 09-03

15 Cash Assistance Program for Immigrants page Plumas 32 PLUMAS Dept. of Health and Human Services 270 County Hospital Road, Suite 207 Quincy, CA Phone:Phone: (530) FAX: (530) Contact Person: Virginia Ekonen Riverside 33 RIVERSIDE Public Cottonwood Avenue, Suite A 100 Moreno Valley, CA Phone: (909) FAX: (909) Contact Person: Barbara Norton [email protected] Sacramento 34 SACRAMENTO Dept. of Human Assistance th Street, #AH20 Sacramento, CA Phone: (916) FAX: (916) Contact Person: Robin Gilmore [email protected] San Benito 35 SAN BENITO Dept. of Health and Human Services Agency 1111 San Felipe Road, Suite 206 Hollister, Phone: (831) x58 FAX: (831) Contact Person: Yolanda Garcia San Bernardino 36 SAN BERNARDINO County Social Service Group Administration/PDD Arrow Rte. Rancho Cucamonga, CA Phone: (909) FAX (909) Contact Person: Dominga Garcia [email protected] Update # Revised: 08/31/09

16 page San Diego 37 Cash Assistance Program for Immigrants SAN DIEGO Dept. of Health and Human Services Agency 4990 Viewridge Avenue San Diego, CA Phone: (858) FAX: (858) Contact Person: Public Assistance Info. Unit San Francisco 38 SAN FRANCISCO Dept. of Human Services Attn.: Y210 P.O. Box 7988 San Francisco, CA Phone: (415) FAX: (415) Contact Person: Mel Holmes mel San Joaquin 39 SAN JOAQUIN Human Services Agency 333 E. Washington Street, M.S Stockton,CA Phone: (209) FAX: (209) Contact Person: Aaron Moreno San Luis Obispo 40 SAN LUIS OBISPO P.O. Box 8119 San Luis Obispo, CA Phone: (805) FAX: (805) Contact Person: Sharon Simmons San Mateo 41 SAN MATEO Human Services Agency 400 Harbor Blvd. Bldg. B Belmont, CA Phone: (650) FAX: (650) Contact Person: Jackie Coombs [email protected] Revised: 08/31/09 Update # 09-03

17 Cash Assistance Program for Immigrants page Santa Barbara 42 SANTA BARBARA 234 Camino Del Remedio Santa Barbara, CA Phone: (805) FAX: (805) Contact Person: Lee Gonzales Santa Clara 43 Santa Cruz 44 SANTA CLARA Social Services Agency 1888 Senter Rd San Jose, CA Phone: (408) FAX: (408) Contact Person: CAPI Supervisor SANTA CRUZ Human Resources Agency P.O. Box 1320 Santa Cruz, Phone: (831) FAX: (831) Contact Person: Rebecca Carter Shasta 45 SHASTA 2460 Breslauer Way Redding, CA Phone: (530) FAX: (530) Contact Person: Cheryl Pike Sierra 46 SIERRA P.O. Box 1019 Loyalton,CA Phone:Phone: (530) FAX: (530) Contact Person: Lori Wright Update # Revised: 08/31/09

18 page Siskiyou 47 Cash Assistance Program for Immigrants SISKIYOU Human Services 490 S. Broadway Yreka, CA Phone: (530) FAX: (530) Person Contact: Nadine Della Bitta Solano 48 SOLANO Health and Social Services Dept Enterprise Drive Fairfield, CA Phone: (707) (Fairfield Office) Phone: (707) (Vallejo Office) FAX: (707) (Fairfield Office) FAX: (707) (Vallejo Office) Contact Persons: Gary Roche - Fairfield Office / Wanda Wiedig - Vallejo Office Sonoma 49 SONOMA Dept. of Human Services P.O. Box 1539 Santa Rosa, CA Phone: (707) FAX: (707) Contact Person: Tammie Jeppson [email protected] Stanislaus 50 STANISLAUS Community Services Agency P.O. Box 42 Modesto, CA Phone: (209) FAX: (209) Contact Person: Nick Babian [email protected] Sutter 51 SUTTER P.O. Box 1535 Yuba City, CA Phone: (530) , x 220 FAX: (530) Contact Person: Alma Amaya-Matta [email protected] Revised: 08/31/09 Update # 09-03

19 Cash Assistance Program for Immigrants page Tehama 52 TEHAMA 2280 Antelope Boulevard P.O. Box 1515 Red Bluff, CA Phone: (530) FAX: (530) Contact Person: Karen Hart Trinity 53 TRINITY Dept. of Health and Human Services P.O. Box 1470 Weaverville, CA Phone:Phone: (530) FAX: (530) Contact Person: Marilyn Blackburn Tulare 54 TULARE Health & Human Services Agency 5957 South Mooney Boulevard Visalia, CA Phone: (559) x 2121 FAX: (559) Contact Person: Nancy Aguilar [email protected] Tuolumne 55 TUOLUMNE Cedar Road North Sonora, CA Phone: (209) FAX: (209) Contact Person: Sharon Minor [email protected] Ventura 56 VENTURA Human Social Services Agency 505 Poli Street Ventura, CA Phone: (805) FAX: (805) Contact Person: Dora Alcantar [email protected] Update # Revised: 08/31/09

20 page Yolo 57 Cash Assistance Program for Immigrants YOLO Dept. of Employment and Social Services 25 N. Cottonwood Street Woodland, CA Phone: (530) x4430 FAX: (530) Contact Person: Bunni Howard Yolo 57 YOLO Dept. of Employment and Social Services 500 A Jefferson Boulevard West Sacramento, CA Phone: (916) FAX: (916) Contact Person: James McMahon Yuba 58 YUBA Human Services Agency P.O. Box 2320 Marysville, CA Phone: (530) FAX: (530) Contact Person: Joe Ramey [email protected] Revised: 08/31/09 Update # 09-03