CCIS Case Transfer General Requirements for all Child Care Programs

CCIS Case Transfer: General Requirements In order to complete a case transfer in PELICAN CCW, the case must either be in pending/intake or open/ongoing mode. If the case is in open/ongoing mode, the “sending” CCIS must assess eligibility for enrollment rules prior to transferring it to the “receiving” CCIS. Transfers within Philadelphia and Allegheny counties are processed slightly differently than county to county transfers if the child care program is CAO-related (TANF, SNAP/FS or GA/WS2). Inter-county transfer refers to a county to county case transfer. Intra-county transfer refers to a case transfer within the same county (i.e. Philadelphia or Allegheny CCIS agencies).

CCIS Case Transfer: General Requirements A PELICAN CCW case will have CIS mapping (be linked to CIS – present or past) if it originated in PELICAN CCW as a CIS child care program (TANF or SNAP/FS) and a corresponding TANF or SNAP/FS budget is currently open or closed in CIS. If the CCIS manually created a FT or Low- income case in PELICAN CCW, it will not be mapped to CIS because it did not originate in CIS. If the FT/LI case is not mapped to CIS, it will not receive any updates from CIS. To determine whether a FT or LI case originated as a CIS child care program, open the “CAO Program Eligibility” screen in PELICAN CCW. If a CIS budget record exists on this page, the case originated as a CIS program.

CCIS Case Transfer: General Requirements If, while a FT or LI case (not mapped to CIS) is open in PELICAN CCW, a new SNAP/FS budget opens in CIS, the FT/LI case will still not be mapped to CIS because it was manually created by the CCIS and did not originate from CIS. If a PELICAN CCW case is not mapped (linked) to CIS, it will not receive updates from CIS.

Case Transfer: Former TANF, Low- income, Head-Start & Pre-K programs Inter-/Intra- CCIS Transfer: Requirements for Cases NOT Linked to CIS

CCIS Case Transfer: Requirements The “sending” and “receiving” CCISs must actively communicate with one another and make joint decisions based on the best interests of the child(ren) and family. A case will be transferred only when the case is eligible at the time of transfer. UNDER NO CIRCUMSTANCES, will the CCIS transfer a case if any of the following are true: – There is an outstanding AA. – There is an outstanding co-payment delinquency. It is suggested that the CCIS process a transfer on a Monday IF IT IS POSSIBLE AND IF IT MEETS THE FAMILY’S NEEDS.

CCIS Case Transfer: Procedures/Sending CCIS 1. Discuss the upcoming move with the parent/caretaker. – What is the tentative date of the move? – What is the location of the move? – Will child care continue to be needed? Is the need for care the same? – Will the same provider be used? If not, do you have another provider in mind? – If the transfer occurs within the 6- week redetermination timeframe, determine which CCIS would the p/c prefer to work with to complete the redetermination? – Would you like help with resource and referral to locate a new provider?

CCIS Case Transfer: Procedures/Sending CCIS (cont’d) 2. Give the p/c the name, address, telephone number and fax number of the receiving CCIS at a minimum. 3. Call the CCIS in the receiving county/geographic area PRIOR TO TRANSFERRING THE CASE to discuss the following: – Information regarding the transfer. – Which CCIS should complete the redetermination if necessary. The “sending” and “receiving” CCISs must come to an agreement based on the CCIS Case Transfer requirements. – Information regarding any outstanding actions/issues (i.e., AAs).

CCIS Case Transfer: Procedures/Sending CCIS (cont’d) 4. Fax the “receiving” CCIS a copy of the Release of Information form. 5. When there is a discrepancy in the information and the “receiving” CCIS requests it, fax needed information/verification to the “receiving” CCIS. 6. Update all information known about the family such as: – New address and telephone number. – New employment and income information if applicable. 7. Run eligibility if necessary to ensure the transfer of an eligible case. 8. Do not end enrollments. PELICAN CCW will automatically end enrollments during the night batch following successful transfer.

CCIS Case Transfer: Procedures/Sending CCIS (cont’d) 9. Perform the transfer on the agreed-upon date. 10. Once the transfer has been completed, the “sending” CCIS WILL NOT update any information in the case and WILL NOT run eligibility. 11. If a redetermination packet has been generated for the “sending” CCIS and the redetermination is not yet completed, PELICAN CCW will generate a second redetermination packet for the “receiving” CCIS upon completion of the transfer to ensure a redetermination is completed. In most cases, the “receiving” CCIS will not need to act upon the redetermination packet. Dates for the redetermination packets will vary. The redetermination date for each packet will be the generation date + 42 days (6 weeks).

CCIS Case Transfer: Procedures/Receiving CCIS 1.Request that the “sending” CCIS fax needed information/verification if there is a discrepancy in the information. 2.Obtain from the p/c verification of information that has changed or was not verified at the time of the transfer. 3.Note in the family file: – Which CCIS transferred the case and has the supporting documentation. – The date of the transfer. 4.Receive an alert generated within PELICAN CCW to inform the worker that the case has been transferred. 5.Assign the case to the correct caseload. 6.Create and process the enrollments using the established enrollment information by searching the for the case using the previous county record number.

CCIS Case Transfer: Redetermination Examples 1. Packet generated by PELICAN CCW (6 weeks prior to the redetermination due date) – P/C has not yet returned the packet: – The “sending” and “receiving” CCISs must decide which CCIS will complete the redetermination. However, if the p/c indicates a preference the CCIS must honor this preference. 2. Packet generated by PELICAN CCW (6 weeks prior to the redetermination due date) – P/C has returned the packet, but the CCIS has not yet initiated the redetermination: – The “sending” and “receiving” CCIS agencies must decide which CCIS will complete the redetermination. However, if the p/c indicates a preference the CCIS must honor this preference.

CCIS Case Transfer: Redetermination Examples (cont’d) 3. Packet generated by PELICAN CCW (6 weeks prior to the redetermination due date) – P/C has returned the packet, but the CCIS has not yet begun the redetermination: – The “sending” and “receiving” CCISs must decide which CCIS will complete the redetermination. However, if the p/c indicates a preference the CCIS must honor this preference.

CCIS Case Transfer: Redetermination Examples (cont’d) 4. Packet generated by PELICAN CCW (6 weeks prior to the redetermination due date) – P/C has returned the packet and the CCIS has initiated the redetermination in redetermination mode within CCW: – The “sending” CCISs must complete the redetermination. P/C preference can not be honored in this situation. 5. Between redeterminations – – The “sending” CCIS processes the transfer and the “receiving” CCIS sends a Missing Verification Letter if information has changed or was not verified at the time of transfer. Upon receipt of additional information/verification, the “receiving” CCIS must update the information/verification in ONGOING mode only and assess eligibility.

Case Transfer: CAO- related Child Care Programs - Temporary Assistance for Needy Families (TANF) - Supplemental Nutrition Assistance Program/Food Stamps (SNAP/FS) - General Assistance (GA/WS2) and - FT or LI cases that originated from a CIS child care program

CIS Case Transfer – P/C Moving The CAO ends eligibility in the future when notified a p/c is moving to another county. In these situations: 1.Pay provider #1 (current county) THROUGH THE DAY PRIOR TO THE DATE OF THE FAMILY’S MOVE and discontinue/end the enrollment as of the date of the family’s move. 2.Pay provider #2 (county where p/c has moved) BEGINNING THE DATE OF THE FAMILY’S MOVE THROUGH THE DATE THE CAO CLOSES THE CASE and discontinue/end the enrollment as of the date of the CAO closes the case. See EXAMPLE on the next slide.

CIS Case Transfer – P/C Moving EXAMPLE: The p/c notifies the Dauphin CAO and/or the Dauphin CCIS on 10/10 he/she is moving to York County on 10/15 and will continue the current unpaid activity or will begin a new unpaid activity on that date of the move. The family is receiving care from provider #1. The p/c actually moves on 10/15 and begins taking the child to provider #2 in York while attending his/her new work activity. The Dauphin CAO closes the case on 10/20. THROUGH 10/14 1.Pay provider #1 (current county) THROUGH 10/14 and discontinue/end the enrollment as of 10/15. BEGINNING 10/15 THROUGH 10/20 2.Pay provider #2 (county where p/c has moved) BEGINNING 10/15 THROUGH 10/20 and discontinue/end the enrollment as of 10/21.

Inter-county CCIS Case Transfer (TANF or SNAP/FS) When a case in PELICAN CCW is open under a CIS program (TANF or SNAP/FS), the CCIS cannot perform inter-county transfers in the system for these cases. Instead, the corresponding CAO must first transfer its case to the CAO in the new county and if care is still needed, the new CAO pushes the case to its related CCIS, to be processed from the CIS Inbox. A new case number is created in this situation and the link to CIS remains intact, allowing the “receiving” CCIS to receive CIS updates on the case.

Inter-county CCIS Case Transfer (FT/LI/HS/PK) When a FT or LI case is mapped to CIS, the CCIS cannot complete the county to county transfer to the “receiving” CCIS by the normal process within PELICAN CCW. Instead, the “sending” CCIS must send its case information to the “receiving” CCIS so the case can be created manually in the new county. It is suggested that the case information be faxed or ed to the “receiving” CCIS in the form of screen prints. When the “receiving” CCIS creates its new case, it must remember to check the “Joint Custody/Multiple Case” indicator on the Child Care Request screen since the case in the “sending” CCIS may not be closed yet. Since the case in the new county must be created manually by the CCIS, it will no longer be mapped (linked) to CIS and therefore not receive updates from CIS.

Inter-county CCIS Case Transfer (FT/LI/HS/PK) EXAMPLE: A TANF/TCA case is open/ongoing in Dauphin CCIS. Later the TANF/TCA budget in CIS closes (FS remain open) and the CCIS changes the child care program to FT. The FT case is now open/ongoing (still mapped to CIS) and the p/c informs Dauphin CCIS that she and her family are moving to York County. EXAMPLE continues on next slide…

Inter-county CCIS Case Transfer (FT/LI/HS/PK) EXAMPLE: (cont’d) Dauphin CCIS contacts York CCIS to notify them of the p/c’s intentions to move to York and her continued need for child care services. The p/c is instructed to contact York CCIS in order to continue her child care subsidy services. Dauphin CCIS sends the case information (screen prints) via or fax to York CCIS and proceeds to take action to close the case in Dauphin County. EXAMPLE concludes on next slide…

Inter-county CCIS Case Transfer (FT/LI/HS/PK) EXAMPLE: (cont’d) The p/c contacts York CCIS to have her FT case opened there. All necessary steps are completed by the p/c and York CCIS takes action to authorize child care. Since the case in Dauphin CCIS has not actually closed yet, York CCIS must check the “Joint Custody/Multiple Case” indicator on the Child Care Request screen in order to open the new FT case. The eligibility begin date for the York CCIS case should match the FT eligibility begin date originally established in the Dauphin CCIS case.

Intra-county CCIS Case Transfer (TANF or SNAP/FS) When a case in PELICAN CCW is open under a CIS program, the CCIS can transfer that case to another CCIS within the same county by following the normal process in the system (i.e. the “Inter County Transfer” screen). The current CCIS will receive an update from CIS indicating the CAO has transferred the case to a new district office within the same county. The current CCIS will then take action to transfer its case to the appropriate CCIS, based on the new CAO assignment. A new case number will be created in the “receiving” CCIS and the link to CIS will also remain intact, allowing the “receiving” CCIS to receive CIS updates on the case.

Intra-county CCIS Case Transfer (FT/LI/HS/PK) When a FT or LI case is mapped (linked) to CIS, the CCIS can transfer the case to another CCIS within the same county by completing the normal transfer process in PELICAN CCW (i.e. using the “Inter County Transfer” screen). A new case number will be created in the “receiving” CCIS but the link to CIS will remain intact because the transfer occurred within the same county.