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 Lowincome 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, Lowincome, 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 6week 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.
3.
Give the p/c the name, address,
telephone number and fax number of the
receiving CCIS at a minimum.
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.
5.
6.
7.
8.
Fax the “receiving” CCIS a copy of the
Release of Information form.
When there is a discrepancy in the
information and the “receiving” CCIS
requests it, fax needed
information/verification to the “receiving”
CCIS.
Update all information known about the
family such as:
– New address and telephone number.
– New employment and income
information if applicable.
Run eligibility if necessary to ensure the
transfer of an eligible case.
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)
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).
9.
CCIS Case Transfer:
Procedures/Receiving CCIS
1.
2.
3.
4.
5.
6.
Request that the “sending” CCIS fax needed
information/verification if there is a
discrepancy in the information.
Obtain from the p/c verification of
information that has changed or was not
verified at the time of the transfer.
Note in the family file:
– Which CCIS transferred the case and
has the supporting documentation.
– The date of the transfer.
Receive an alert generated within PELICAN
CCW to inform the worker that the case has
been transferred.
Assign the case to the correct caseload.
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
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.
1.
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)
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.
4.
Case Transfer: CAOrelated 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.
1. Pay provider #1 (current county)
THROUGH 10/14 and
discontinue/end the enrollment as of
10/15.
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 emailed 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 email 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.