Page 87

87 not returned to the original locality after the second month of services has been provided, the case must be transferred in accordance with the procedures outlined below. In making a determination as to whether the original locality should keep the case for the two months, the LDSS should work with the recipient and consider the distance of the move and any hardships that would be encountered by the recipient family in reporting changes, etc.

2. If the move is permanent (i.e., the recipient family does not intend to return to the original locality or if the LDSS determines that the case should be transferred during a temporary move), the locality from which the recipient has moved (the transferring locality) must, within five working days of notification, complete a desk review and forward the child care case record along with a Child Care Case Record Transfer Form (032-25-0148-00-eng (07/18)) to the receiving locality. The case record must contain all verifications and other documentation substantiating eligibility; this includes the scanning of all required documents in DMIS. The transferring locality must transfer the case in VaCMS and forward the entire case file to the receiving locality. If the transferring locality wishes to maintain a partial or entire case file, they must copy the portion that they wish to keep, and forward all of the original case file contents to the receiving locality.

The Child Care Case Record Transfer Form must be sent by certified mail, or via encrypted email, or by the courier service which is under contract with VDSS home office, signed then uploaded to DMIS by the receiving locality. NOTE: If the transferring locality maintains any case information outside of VaCMS, the transferring locality must upload the documents to VaCMS prior to transferring the case to the receiving locality. If the child care application is pending, and the applicant moves prior to the application being processed, the Child Care Worker must process the application in the locality in which the application originated using the applicant’s physical address submitted on the application. If the application/case is approved, the Child Care Worker will then transfer the case to the new locality where the client is now residing.

Transferring Locality Responsibility

The transferring locality is responsible for the accuracy of the case and the authorizations at the time of the case transfer and must complete a desk review to assure the correctness of the case and authorizations. The transferring agency will be accountable for any errors that occurred prior to the case transfer that cannot be corrected until the next redetermination. The desk review entails updating the case in VaCMS to reflect all changes known or reported prior to the recipient’s move. The desk review also entails making sure that all redeterminations have been completed. If the case is overdue for redetermination, the transferring locality must complete the redetermination prior to transferring the case. The transferring locality must make any needed changes/updates to the authorizations to include updating or discontinuing any existing authorization and creating a new one, if a new provider has been selected.