15. Inter County Transfers...CAPI 15. Inter County Transfers 15. Inter County Transfers. 15.1...

Medi-CalCAPI 15. Inter County Transfers

15. Inter County Transfers

15.1 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.

15.2 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:

DATE ACTIONTRANSFER

PERIOD

May 8 Sending county receives notification of recipient’s move.

May 18 Sending County:

• Initiates ICT• Notifies receiving county of ICT• Sends documentation to receiving county• Notifies recipient of ICT and sends discontinuance NOA.

Transfer period begins.

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.

Update #09-035-1

2CAPI 15. Inter County Transfers

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 1.

15.3 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.

15.3.1 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.

Update #09-03Page 15-2


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.

15.3.2 Receiving County’s Responsibilities

Once the receiving county receives the ICT packet, the following time frames apply:

IF THE TIMEFRAME IS... THEN THE RECEIVING COUNTIES RESPONSIBILITIES ARE TO...

Within 10 calendar days of receiving notification of the initiation of an ICT and supporting documentation,

• 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.

At least 10 calendar days before the end of the transfer period,

• Determine eligibility for the recipient in the receiving county, allowing for a timely notice to the recipient in case of an adverse action.

Within 30 calendar days of receipt of the ICT documentation,

• 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.

Upon completion of the eligibility determination for the recipient in the receiving county,

• 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.

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.

Note:Failure to do so would create an O/P.

Step Action



15.4 Additional County Responsibilities During the Transfer Period

When changes arise during the transfer period, county responsibilities may vary.

If... Then...

Either county receives information that make the recipient ineligible, or eligible for a lower CAPI payment amount,

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 sending county will take the required action and send necessary NOAs to client.

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 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.



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.

15.6 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.

15.7 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.

15.8 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.



15.9 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.

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... Then the EW Must Complete...

Sending county, and there is an outstanding overpayment,

“CAPI Intercounty Overpayment Adjustment Request” (SCD 390) and forward it with the ICT packet.

Receiving county, and has completed the sending county’s O/P collection, or is closing the case and cannot complete collection,

The “Notification of CAPI Overpayment Adjustment Activity” (SCD 385) and forward it to the sending county.

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.

Step Action



15.11CAPI 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.)

COUNTY ADDRESS

Alameda

01

ALAMEDA COUNTY Social Services Agency 401 Broadway, 3rd Floor Oakland, CA 94607 Phone: (510) 268-2634 FAX: (510) 2681044 Contact Person: Jane Liu

E-Mail: [email protected]

Alpine

02

ALPINE COUNTY Dept. of Social Services 75A Diamond Valley Road Markleeville, CA 96120 Phone: (530) 694-2235 FAX: (916) 694-2252 Contact Person: Regina Britschgi


Amador

03

AMADOR COUNTY Health and Human Services Agency 1003 Broadway Jackson, CA, 95642 Phone: (209) 223-6621 FAX: (209) 223-6208 Contact Person: Barbara Hale

E-Mail: None

Butte

04

BUTTE COUNTY Dept. of Social Welfare P.O. Box 1649 Oroville, CA 95965 Phone: (530) 538-3720 FAX: (530) 879-3468 Contact Person: Mimi Rogers




Calaveras

05

CALAVERAS COUNTY Calaveras Works and Human Services Agency 509 E. St. Charles Street. San Andreas, CA 95249 Phone: (209) 754-6812 FAX: (209) 754-6543 Contact Person: Stephanie Kearney

E-Mail: None

Colusa

06

COLUSA COUNTY Dept. of Human & Health Services P.O. Box 370 Colusa, CA 95932 Phone: (530) 458-0264 FAX: (530) 458-0492 Contact Person: Beverly Biniker

E-Mail: None

Contra Costa

07

CONTRA COSTA COUNTY Employment and Human Servcies Department 40 Douglas Drive Martinez, CA 94553 Phone: (925) 313-1604 FAX: (925) 313-1758 Contact Person: Maria Hernandez


Del Norte

08

DEL NORTE COUNTY Dept. of Health & Social Services 880 Northcrest Drive Crescent City, CA 95531 Phone: (707) 464-3191 FAX: (707) 464-1783 Contact Person: Carmen Chavez


El Dorado

09

EL DORADO COUNTY Dept. of Social Services 3057 Briw Road Placerville, CA 95667 Phone: (530) 642-7338 FAX: (530) 626-9060 Contact Person: Koko Green

E-Mail: None

COUNTY ADDRESS



Fresno

10

FRESNO COUNTY Human Services System 4944 E. Clinton Way, Suite 112 Fresno, CA 93750-0001 Phone: (559) 253-9459 FAX: (559) 253-9250 Contact Person: Deborah S. Fagundes


Glenn

11

GLENN COUNTY Dept. of Social Services P.O. Box 611 Willows, CA 95988 Phone: (530) 934-6514 FAX: (530) 934-6521 Contact Person: Becky Hansen


Humboldt

12

HUMBOLDT COUNTY Dept. of Social Services 929 Koster Street Eureka, CA 95501 Phone: (707) 268-3411 FAX: (707) 445-6110 Contact Person: Bill Linn

[email protected]

Imperial

13

IMPERIAL COUNTY Dept. of Social Services 2995 S. 4th St., Ste 105 El Centro, CA 92243 Phone: (760) 337-7820 FAX: (760) 337-5716 Contact Person: Patty Ferrel


Inyo

14

INYO COUNTY Dept. of Health & Human Services 912 N. Main Street Bishop, CA 93514 Phone: (760) 872-1394 FAX: (760) 872-4950 Contact Person: Sheri Snyder


COUNTY ADDRESS



Kern

15

KERN COUNTY Dept. of Human Services P.O. Box 511 Bakersfield, CA 93302 Phone: (661) 633-7474 FAX: (661) 633-7094 Contact Person: Cathy Jackson

E-Mail: None

Kings

16

KINGS COUNTY Dept. of Human Services 1200 South Drive Hanford, CA 93230 Phone: (559) 582-3241 Ext. 4247 FAX: (559) 584-2749 Contact Person: Art Taft

E-Main: [email protected]

Lake

17

LAKE COUNTY Dept. of Social Services P.O. Box 9000 Lower Lake, CA 95457 Phone: (707) 995-4205 FAX: (707) 995-4208 Contact Person: Jim Richardson

E-Mail: None

Lassen

18

LASSEN COUNTY Dept. of Health and Human Services P.O. Box 1359 Susanville, CA 96130 Phone: (530) 251-8153 FAX: (530) 257-5090 Contact Person: John Grant

E-Mail: None

Los Angeles

19

LOS ANGELES COUNTY Dept. of Public Social Services Attn: ICT Unit 12860 Crossroads Pkwy. South City of Industry, CA 91746 Phone: (562) 908-6066 FAX: (562) 692-4949 Contact Person: Ann Padron


COUNTY ADDRESS



Madera

20

MADERA COUNTY Dept. of Social Services P.O. Box 569 Madera, CA 93639 Phone: (559) 675-2373 FAX: (559) 675-7690 Contact Person: Terri Cummins


Marin

21

MARIN COUNTY Dept. of Health and Human Services 20 N. Pedro Road San Rafael, CA 94913 Phone: (415) 499-6026 (for May Rogers) Phone: (415) 499-7056 (for John Paul) FAX: (415) 499-6750 Contact Persons: May Rogers / John Paul

E-Mail: [email protected] (for May Rogers)

E-Mail: [email protected] (for John Paul)

Mariposa

22

MARIPOSA COUNTY Dept. of Human Services P.O. Box 7 Mariposa, CA 95338 Phone: (209) 966-3609 FAX: (209) 966-5943 Contact Person: Debbie Smith


Mendocino

23

MENDOCINO COUNTY Dept. of Social Services P.O. Box 839 Ukiah, CA 95482 Phone: (707) 463-7940 FAX: (707) 463-7979 Contact Person: Bill Fitzgerald


Merced

24

MERCED COUNTY Human Services Agency P.O. Box 112 Merced, CA 95341-0112 Phone: (209) 385-3000 x5487 FAX: (209) 725-3583 Contact Person: John O’Brien


COUNTY ADDRESS



Modoc

25

MODOC COUNTY Dept. of Social Services 120 North Main Street Alturas, CA 96101 Phone: (530) 233-6501 FAX: (530) 233-2136 Contact Person: Pat Wood / Marie Herrera


Mono

26

MONO COUNTY Dept. of Social Services P.O. Box 2969 Mammoth Lake, CA 93546 Phone: (760) 924-7193 FAX: (760) 924-5431 Contact Person: Julie Timerman

E-Mail: jtmono@gnet

Monterey

27

MONTEREY COUNTY Dept. of Social Services 1000 South Main Street, Suite 208 Salinas, CA 93901 Phone: (831) 796-1544 FAX: (831) 755-8408 Contact Person: Jerry Kulper

E-Mail: None

Napa

28

NAPA COUNTY Dept. of Social Services 2261 Elm Street Napa, CA 94559 Phone: (707) 259-8134 FAX: (707) 253-4693 Contact Person: Theresa Zimney

E-Mail: None

Nevada

29

NEVADA COUNTY Dept. of Human Services Agency/Social Services P.O. Box 1210 Nevada City, 95959 Phone: (530) 265-1629 FAX: (530) 265-7062 Contact Person: Pam Carlson


COUNTY ADDRESS



Orange

30

ORANGE COUNTY Social Services Agency P.O. Box 1943 Santa Ana, CA 92702-1943 Phone: (714) 834-8857 FAX: (714) 567-7906 Contact Person: Dina Torgerson


Placer

31

PLACER COUNTY Dept. of Health & Human Services 11519 B. Avenue Auburn, CA 95603 Phone: (530) 889-7609 FAX: (530) 889-7128 Contact Person: Kim Rose


Plumas

32

PLUMAS COUNTY Dept. of Health and Human Services 270 County Hospital Road, Suite 207 Quincy, CA 95971 Phone:Phone: (530) 283-6350 FAX: (530) 283-6368 Contact Person: Virginia Ekonen

E-Mail: None

Riverside

33

RIVERSIDE COUNTY Public Dept. of Social Services. 23119 Cottonwood Avenue, Suite A 100 Moreno Valley, CA 92553 Phone: (909) 415-5835 FAX: (909) 413-5107 Contact Person: Barbara Norton


Sacramento

34

SACRAMENTO COUNTY Dept. of Human Assistance 1725 28th Street, #AH20 Sacramento, CA 95816 Phone: (916) 874-2246 FAX: (916) 874-2822 Contact Person: Robin Gilmore


COUNTY ADDRESS



San Benito

35

SAN BENITO COUNTY Dept. of Health and Human Services Agency 1111 San Felipe Road, Suite 206 Hollister, 95023 Phone: (831) 636-4180 x58 FAX: (831) 637-9754 Contact Person: Yolanda Garcia

E-Mail: None

San Bernardino

36

SAN BERNARDINO COUNTY County Social Service Group Administration/PDD 10825 Arrow Rte. Rancho Cucamonga, CA 91730 Phone: (909) 945-0707 FAX (909) 945-0780 Contact Person: Dominga Garcia


San Diego

37

SAN DIEGO COUNTY Dept. of Health and Human Services Agency 4990 Viewridge Avenue San Diego, CA 92123 Phone: (858) 514-6920 FAX: (858) 514-6760 Contact Person: Public Assistance Info. Unit

E-Mail: None

San Francisco

38

SAN FRANCISCO COUNTY Dept. of Human Services Attn.: Y210 P.O. Box 7988 San Francisco, CA 94210 Phone: (415) 558-1978 FAX: (415) 558-1841 Contact Person: Mel Holmes

E-Mail: mel [email protected]

San Joaquin

39

SAN JOAQUIN COUNTY Human Services Agency 333 E. Washington Street, M.S. 12091 Stockton,CA 95201 Phone: (209) 468-1663 FAX: (209) 468-1915 Contact Person: Aaron Moreno


COUNTY ADDRESS



San Luis Obispo

40

SAN LUIS OBISPO COUNTY Dept. of Social Services P.O. Box 8119 San Luis Obispo, CA 93406 Phone: (805) 781-1844 FAX: (805) 781-1846 Contact Person: Sharon Simmons


San Mateo

41

SAN MATEO COUNTY Human Services Agency 400 Harbor Blvd. Bldg. B Belmont, CA 94002 Phone: (650) 802-5104 FAX: (650) 802-6594 Contact Person: Jackie Coombs


Santa Barbara

42

SANTA BARBARA COUNTY Dept. of Social Services 234 Camino Del Remedio Santa Barbara, CA 93110 Phone: (805) 681-4520 FAX: (805) 681-4402 Contact Person: Lee Gonzales


Santa Clara

43

SANTA CLARA COUNTY Social Services Agency 1888 Senter Rd San Jose, CA 95112 Phone: (408) 793-8900 FAX: (408) 292-3988 Contact Person: CAPI Supervisor

Santa Cruz

44

SANTA CRUZ COUNTY Human Resources Agency P.O. Box 1320 Santa Cruz, 95061 Phone: (831) 454-4254 FAX: (831) 454-4092 Contact Person: Rebecca Carter


COUNTY ADDRESS

Update #09-03-15


Shasta

45

SHASTA COUNTY Dept. of Social Services 2460 Breslauer Way Redding, CA 96001 Phone: (530) 225-5758 FAX: (530) 245-6317 Contact Person: Cheryl Pike


Sierra

46

SIERRA COUNTY Dept. of Social Services P.O. Box 1019 Loyalton,CA 96118 Phone:Phone: (530) 993-6720 FAX: (530) 993-6741 Contact Person: Lori Wright


Siskiyou

47

SISKIYOU COUNTY Human Services 490 S. Broadway Yreka, CA 96097 Phone: (530) 841-2750 FAX: (530) 841-2790 Person Contact: Nadine Della Bitta

E-Mail: None

Solano

48

SOLANO COUNTY Health and Social Services Dept. 1745 Enterprise Drive Fairfield, CA 94553 Phone: (707) 784-8214 (Fairfield Office) Phone: (707) 553-5638 (Vallejo Office) FAX: (707) 421-7237 (Fairfield Office) FAX: (707) 553-5514 (Vallejo Office) Contact Persons: Gary Roche - Fairfield Office / Wanda Wiedig - Vallejo Office

E-Mail: None

Sonoma

49

SONOMA COUNTY Dept. of Human Services P.O. Box 1539 Santa Rosa, CA 95402 Phone: (707) 565-3556 FAX: (707) 565-2929 Contact Person: Tammie Jeppson


COUNTY ADDRESS



Stanislaus

50

STANISLAUS COUNTY Community Services Agency P.O. Box 42 Modesto, CA 95353 Phone: (209) 558-2269 FAX: (209) 558-2244 Contact Person: Nick Babian


Sutter

51

SUTTER COUNTY Dept. of Social Services P.O. Box 1535 Yuba City, CA 95992 Phone: (530) 822-7230, x 220 FAX: (530) 822-7212 Contact Person: Alma Amaya-Matta


Tehama

52

TEHAMA COUNTY Dept. of Social Services 2280 Antelope Boulevard P.O. Box 1515 Red Bluff, CA 96080 Phone: (530) 528-4112 FAX: (530) 527-5410 Contact Person: Karen Hart


Trinity

53

TRINITY COUNTY Dept. of Health and Human Services P.O. Box 1470 Weaverville, CA 96093 Phone:Phone: (530) 623-8236 FAX: (530) 623-1250 Contact Person: Marilyn Blackburn

E-Mail: None

Tulare

54

TULARE COUNTY Health & Human Services Agency 5957 South Mooney Boulevard Visalia, CA 93277 Phone: (559) 737-4660 x 2121 FAX: (559) 730-2773 Contact Person: Nancy Aguilar


COUNTY ADDRESS



Tuolumne

55

TUOLUMNE COUNTY Dept. of Social Services 20075 Cedar Road North Sonora, CA 95370 Phone: (209) 533-5729 FAX: (209) 533- 5714 Contact Person: Sharon Minor


Ventura

56

VENTURA COUNTY Human Social Services Agency 505 Poli Street Ventura, CA 93001 Phone: (805) 652-7587 FAX: (805) 652-7550 Contact Person: Dora Alcantar


Yolo

57

YOLO COUNTY Dept. of Employment and Social Services 25 N. Cottonwood Street Woodland, CA 95695 Phone: (530) 661-2750 x4430 FAX: (530) 661-2639 Contact Person: Bunni Howard


Yolo

57

YOLO COUNTY Dept. of Employment and Social Services 500 A Jefferson Boulevard West Sacramento, CA 95691 Phone: (916) 375-6216 FAX: (916) 375-6209 Contact Person: James McMahon

E-Mail: None

Yuba

58

YUBA COUNTY Human Services Agency P.O. Box 2320 Marysville, CA 95901-9987 Phone: (530) 749-6444 FAX: (530) 749-6281 Contact Person: Joe Ramey


COUNTY ADDRESS


15. Inter County Transfers...CAPI 15. Inter County Transfers 15. Inter County Transfers. 15.1...

Documents

Transcript of 15. Inter County Transfers...CAPI 15. Inter County Transfers 15. Inter County Transfers. 15.1...