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COMBINED MANUAL

ISSUE DATE 12/2018

CHANGE IN COUNTY OF RESIDENCE

0008.06.21

Units that move from 1 county to another do not have to re-establish eligibility; benefits continue. There are certain case transfer procedures which county agencies must follow.

Follow the provisions below to transfer an active or pending case which is on MAXIS to another county. 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.

● Process an application or recertification that is due if you have held the mandatory face-to-face interview. For DWP cases, see the provisions under DWP.

When the mandatory face-to-face interview for an application or recertification has already been held in the sending county, it is up to the receiving county to decide whether it would be easier to complete processing of the case in the county to which the unit has just moved. The 2 counties should agree to this prior to the case transfer.

If the face-to-face interview has not been completed, do not process the application or recertification and note this in the MAXIS case notes.

● Send a Change Report Form (DHS-2402) (PDF) to the unit with instructions to return the form to the new county of residence within 10 days of your mailing date.

● 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 County Case Transfer) and TE02.08.134 (SPEC/XFER for Inter County Case Transfers) to transfer the case to the new county of residence using the SPEC/XFER panel. Transfer the electronic case to the new county 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.

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

There may be situations where an applicant or participant unit moves to a new county but your county 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 receives a transfer of an active or pending case on MAXIS due to a change in county of 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. If it is not, immediately transfer the case to the correct county and notify the sending county so that they can transfer the physical case file to the correct county.