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COMBINED MANUAL

ISSUE DATE 03/2022

CHANGE IN COUNTY OF RESIDENCE

0008.06.21

Units that move from 1 county or Tribal Nation to another do not have to re-establish eligibility; benefits continue.

Follow the provisions below to transfer an active or pending case which is on MAXIS to another county or Tribal Nation. These procedures apply to all cases EXCEPT temporary placements of less than 90 days and moves to domestic violence shelters. You may choose not to transfer those cases. ● Update the address on MAXIS. Do not transfer the case until the unit has actually moved. Do NOT terminate or deny assistance.

● Complete as much of the outstanding work on the case as possible. Record in MAXIS case notes what work was not completed and the reason. For pending applications, see 0005.12 (Accepting and Processing Applications).

● Inquire from the unit any other changes that have occurred as a result of the move. Send the client a request for verification of any changes using the Verification Request Form (DHS-2919) (PDF) with the return address of the new servicing county or Tribal Nation.

● For information that does not interface from MAXIS to WorkForce One, send a DWP/MFIP Status Update Form (DHS-3165) (PDF) if applicable, to the Employment Services Provider and the child care worker.

● Follow the checklist and procedures in TEMP Manual TE02.08.133 (Completing an Inter-Agency Case Transfer), TE02.08.134 (SPEC/XFER for Inter-Agency Case Transfers) to transfer the case to the new county or Tribal Nation using the SPEC/XFER panel. Transfer the electronic case to the new county or Tribal Nation by the later of these dates:

- One working day after the date you received the report of the move. OR - The end of the day after the date of the move.

Do not transfer the case until the unit has actually moved.

● Before purging or transferring the case file, ensure that all information pertaining to an overpayment claim file be retained by the county with the overpayment claim. See 0025.06 (Maintaining Records of Incorrect Payments).

● Purge the physical case record using current record retention policies. Send the physical case record to the new county or Tribal Nation within 5 working days after the date of the reported change or move, whichever is later. At county or Tribal Nation option, use the Inter Agency Case Transfer Form (DHS-3195) (PDF).

There may be situations where an applicant or participant unit moves to a new county or Tribal Nation but your county or Tribal Nation remains financially responsible. Follow the transfer procedures outlined above. You may need to keep a mini-file for administrative payments, such as burials.

Follow the provisions below when your county or Tribal Nation receives a transfer of an active or pending case on MAXIS due to a change in residence: ● Accept the case. Any issues related to electronic or paper cases received in unsatisfactory condition should be resolved at the supervisory level or above. Client service must never be interrupted during negotiations.

● Verify that the transferred case address is within your county or Tribal Nation. If it is not, immediately transfer the case to the correct county or Tribal Nation and notify them so that they can transfer the physical case file.

● Check the financial responsibility begin date on the SPEC/XFER panel and correct it if necessary. MAXIS will automatically transfer financial responsibility on the date listed. See 0006.06 (Moving Between Counties - Participants).

● Inquire from the unit any other changes that are a result of the move. Send a request for verification of changes using the Verification Request Form (DHS-2919) (PDF).

● Update MAXIS with new or changed information. Complete the application process, recertification process, or other outstanding work as necessary.