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The transferring locality must send the recipient a Notice of Case Transfer (032-25-0149-00-eng (07/18)) providing notice that their case has been transferred and listing the name, address, and telephone number for the receiving locality.

The transferring locality must forward the child care case record along with a Child Care Case Record Transfer Form to the receiving locality.

Receiving Locality Responsibility The receiving locality is responsible for completing a desk review within five working days of receiving the case and acknowledging receipt to the transferring locality using the Child Care Case Record Transfer form. A copy of the completed and signed Child Care Case Record Transfer Form must be scanned into DMIS.

The desk review entails updating the case in VaCMS to reflect any changes known or reported after the recipient’s move. The receiving locality must also complete the review to assure the correctness of the case and to make any needed updates/changes to the authorizations. The Child Care Worker must generate and send the new POSO for the services authorized in the new locality to the recipient and the POSO will be available to the provider in EPPIC. If targets/funding is not available in the receiving locality to cover the full costs associated with the transfer-in case, the LDSS will initially be allowed to over encumber funds to ensure the continued provision of services until the LDSS can fully transition the case into their caseloads. In instances where LDSS have caseloads that cannot be continued within fiscal year allocations due to transfer-in cases, the LDSS may request additional targets and funding following the procedures outlined in section 3.18. If transfer in cases result in over encumbrance, no new cases can be opened until expenditures are reduced to within the LDSS’ fiscal year allocation. Child targets may transfer via an Allocation Request with transferring cases if the receiving locality does not have sufficient targets available to serve all children on the case. If there are sufficient targets to serve all children, the losing locality retains all targets. In either instance, the losing locality may not request additional targets to make up for those transferred.