(ML 2821 Rev. 11-02)
(Manual Renumbered effective 04/01/2004 ML2914)
Timely transfer of a case file is essential if receiving counties are to have an opportunity to review their "new case" and assign them to staff. The sending county should make certain that the case file is up to date (i.e. IEVS, claims, overpayments) before it is sent to the receiving county. However, the sending county should take into consideration what is in the best interest of the recipient(s).
When transferring a case file, include a summary narrative containing any current pending actions, overpayments, and urgent instructions to help the receiving county to review the case and ensure that eligibility and benefit levels can be accurately determined in a timely manner. The worker in the sending county will alert the receiving county of any special circumstance.
In each instance, the entire case file should be forwarded. SFN 700, "Case Transfer Log," must accompany each transferred case file.
At the same time a case file is transferred the system generated notice for Basic Care Assistance, Child Care Assistance, Food Stamps, LIHEAP, Medicaid, and/or TANF must be sent to the recipient advising that the case file has been sent to the receiving county and that all information relating to eligibility shall henceforth be reported to that county. The notices should include the telephone number of the receiving county to assist the recipient with any questions regarding procedure or eligibility.
County social service offices should maintain an up-to-date log or inventory of incoming and outgoing cases.
Case files will normally be transferred between counties by certified mail, although a physical transfer may be cost effective in some instances.