Transferring a Mixed Case |
About
When a customer moves from one locality to another, Medical Assistance (MA), SNAP and TANF benefits follow to the new locality but Child Care (CC) assistance does not. This is because Child Care benefits are funded at the local level. As a result, CC assistance that was available in the customer’s starting locality might not be available when he / she moves to a new locality.
As a result, the VaCMS does not enable the Transfer Case button on any mixed case. The Transfer Case button is only enabled with cases that include only MA as an active program.
This guide details the steps to take to transfer a mixed case that includes Child Care.
How to Transfer a Mixed Case
Before you can transfer the case, you must close the CC program. Follow these steps to close the CC program:
From the Left Navigation, click Data Collection, then click Case Action.
On the Case Action page, enter the case number in the Case or Application or Screening # field.
From the What action do you want to perform? dropdown menu, select Case Change / Closure.
Click Next.
The Case Action Confirmation page displays. Select Yes from the Do you wish to continue? dropdown menu.
From the Left Navigation menu, select the Household Address – Summary page.
Click the edit icon next to the current household address. The Household Address page displays.
In the Address Information section, enter the new address.
Click the Get Locality button, then select the new locality from the Locality dropdown menu.
Click Save + Continue.
From the Left Navigation, click Individual Information then click Program Request.
On the Program Request – Summary page, click the edit icon for Child Care.
From the Withdraw / Deny / Close Program? field, select Yes.
Enter a closure date in the Withdrawal / Denial / Closure Date field.
Run eligibility and authorize the closure or denial of Child Care.
A closure notice will be generated with the client’s new address. It may be helpful to include a comment on why the case was closed and instruct the customer to reapply in the new locality.
When the CC program is closed / denied, follow these steps to transfer the case with ongoing MA, SNAP and / or TANF benefits to the new locality:
From the Left Navigation menu, select Data Collection, then Case Action.
Enter the Case # for the case you need to transfer.
Select Case Change / Closure from the What action do you want to perform? dropdown menu.
Click Next.
From the Do you wish to continue? dropdown menu, select Yes.
From the Left Navigation menu, select the Household Address – Summary page.
Click the edit icon next to the current household address. The Household Address page displays.
In the Address Information section, enter the new address.
Click the Get Locality button, then select the new locality from the Locality dropdown menu.
Click Save + Continue and complete the case action, then proceed to the Case / Application Assignment page in the Maintain LDSS Resources section of the left navigation
Enter the case number you want to transfer in the Case / Application # field.
Click Display.
Click Transfer Case.
Once the ongoing MA, SNAP and / or TANF benefits have been successfully transferred, and the customer submits a new CC application to the new locality, the CC application should be associated to the active MA, SNAP and / or TANF case, as the closed Child Care will remain attached to that case. Associate the new CC application with the active MA, SNAP and / or TANF case using the steps below:
When the File Clearance Associated Case page displays, in the Cases Linked to section, select the radio button next to the closed case from the previous locality.
In the Clients section, select the checkboxes next to each individual’s name that should be added from the original case to the new application.
Note: If all individuals from the original case are on the new application, click Select All to add all individuals.
Click Add.
In the Cases Linked to section, select the radio button next to the closed case from the previous locality. The Associate dropdown menu will default to Yes.
Click Next.
The individuals from the original case will display on the Register Client Summary page.
Proceed to Register Client, and continue processing the new application.
After associating the CC application to the customer’s active MA, SNAP and / or TANF case, the worker will process through Data Collection, running eligibility, and authorizing results.
How to Determine If CC Is On a Case
Note: If you are uncertain whether CC assistance is part of a case, perform a case lookup to see if CC is included in the case. If CC benefits exist, contact the CC worker and request a closure. Additionally, perform a CC waitlist lookup to verify whether the case has been wait listed for CC.
Follow these steps to determine whether a case has been waitlisted for CC:
From the Left Navigation, select Funds Management.
Select Waitlist Management.
Type in the case number to see if it is on the waitlist.
Click Go.
If the case has been wait listed, contact the CC worker to remove the case from the waitlist.
With mixed cases, you need to: discontinue / withdraw / deny the CC assistance, then transfer the ongoing MA, SNAP, and / or TANF case to the new locality. To apply for CC assistance in the new locality, the customer needs to submit a new application to the locality where they are moving.
Special Considerations
Although the customer’s MA, SNAP and / or TANF benefits will remain the same, CC eligibility results will vary from locality to locality. Thus, a customer may or may not continue to receive CC benefits after moving to another locality.
Before attempting to transfer a case to another locality, pay close attention to the status of the case. Workers should not transfer:
Note: TANF benefits may not remain the same as TANF benefits are based on the locality's Group Number.
Updated 04/25/2016