1210.11 Inter-Agency/Inter-County-Transfers

Child Care

1210.11 Inter-Agency/Inter-County-Transfers

Release Date

02/27/2018

Section Heading

Purpose

To convert existing policy to new writing style only – No concept changes

Policy

Inter-Agency Transfers

The Resource and Referral/Alternative Payment Program (R&R/APP) agencies shall work together and transfer cases without a break in Stage 1 Child Care (S1CC) services to the appropriate agency when:

Families move from one agency’s service area to another;
A participant changes his/her provider who operates in another agency’s service area;
The first contacted R&R/APP agency is incorrectly selected; or
A need arises for a participant to transfer his/her child care for other legitimate reasons.

The ST1-02, Inter-Agency Transfer Letter, is used by R&R/APP agencies to document transfers between agencies.

R&R/APP agencies shall follow the Inter-Agency Transfer Procedures under the “Procedures” Section below, when transferring child care cases between R&R/APP agencies.

Inter-County Transfers

When a participant moves from one California county to another California county, it is important that both the Sending and Receiving counties ensure that eligible current and former CalWORKs participants are provided S1CC services seamlessly by standardizing child care program requirements and procedures. Minimizing potential disruption of child care services facilitates participants’ continued employment or participation in Welfare-to-Work (WtW) activities that lead to self-sufficiency.

If the child care provider moves to another county, the cash aid and child care case shall remain in the county where the family resides. A child care provider residing in another county is eligible for reimbursement when providing child care to an eligible Los Angeles County CalWORKs participant.

The ST1-28, CalWORKs Stage 1 Child Care Inter-County Transfer Letter, shall be used to transmit child care service information to the appropriate R&R/APP agency in the Receiving county.

R&R/APP agencies shall follow the Inter-County Transfer Procedures under the “Procedures” Section below, when transferring S1CC cases between counties.

Child Care Reimbursement Responsibility

Inter-County Transfer (ICT) regulations provide guidelines for counties to follow regarding the county responsible for reimbursement when a participant moves from one California county to another. This is to ensure that there is no delay in child care reimbursements.

If there is no change in the child care provider and the participant receives cash aid, the Sending county shall continue to reimburse child care until the cash aid transfer period is complete, or sooner, with mutual agreement between the Sending and Receiving counties.

If there is no change in the child care provider and the participant no longer receives cash aid, the Sending county shall continue to reimburse child care for up to 30 days from the date the participant moves out of the county, at which time the Receiving county assumes responsibility for reimbursement.

If there is no change in the child care provider the Receiving county shall assume responsibility for child care reimbursement immediately after child care is discontinued in the Sending county, which may be 30 days or less from the date the participant moves out of the Sending county.

If there is a change in the child care provider the Sending county shall reimburse child care services through the last day the existing provider renders services.

If there is a change in the child care provider, the Receiving county shall reimburse the new, approved provider for child care services regardless of the completion of the cash aid transfer period.

Background

N/A

Definitions

Cash Aid Transfer Period

The period in which the Sending county remains responsible for reimbursement of child care and the Receiving county determines eligibility.

Current CalWORKs Participant

An individual who receives cash aid under the CalWORKs Program.

Former CalWORKs Participant

An individual who has previously received and is no longer receiving cash aid under the CalWORKs Program.

Inter-Agency Transfer

The transfer of responsibility from one agency’s service area to another’s for determination and reimbursement of S1CC services.

Sending R&R/APP Agency

The agency that provides S1CC services in the service area from where a participant’s S1CC case is being transferred.

Receiving R&R/APP Agency

The agency that provides S1CC services in the service area to where a participant’s S1CC case is being transferred.

Inter-County Transfer (ICT)

The transfer of responsibility for determination and reimbursement of S1CC services from one county to another.

Sending County

The county from which a current or former CalWORKs participant will move or has moved.

Receiving County

The county to which a current or former CalWORKs participant will move or has moved.

Requirements

N/A

Verification Docs

N/A

Procedures

Request for Child Care Case to Remain with the Current R&R/APP Agency

In the event that a participant has moved his/her child care from one R&R/APP agency’s service area to another and a written request to remain with the current R&R/APP agency was received from the participant, the R&R/APP agency shall:

Request approval from DPSS Child Care Program Section to retain the child care case.
If the request is approved, retain the child care case and forward the participant’s new address information to the GAIN case manager who will update the information in the California Statewide Automated Welfare System (CalSAWS).
If the request is denied, follow procedures for the Sending R&R/APP agency under the Inter-Agency Transfer Procedures below.

Inter-Agency Transfer Procedures

The sending R&R/APP agency shall:

Upon notification by a participant of his/her change of address, forward the new address information to the GAIN case manager who will update the information in CalSAWS.
Collaborate with the Receiving R&R/APP agency to ensure there is no break in child care services.
Complete and forward the ST1-02, with the participant’s S1CC case folder (while retaining a copy) to the appropriate Receiving R&R/APP agency within three business days of the participant’s notification of his/her need to transfer the child care case.
Follow-up with the Receiving R&R/APP agency, if the bottom portion of the ST1-02 is not completed and returned to the Sending R&R/APP agency within ten business days to confirm the acceptance or denial of the child care case transfer.
Upon receipt of the bottom portion of the ST1-02 that confirms the acceptance of the child care case transfer, update the CalSAWS to transfer the child care case to the Receiving R&R/APP agency.
Mail an ST1-14, Notice of Change of Child Care Services, to the participant.
Mail an ST1-06, CalWORKs Stage 1 Child Care Provider Notification Child Care Approval/Change/Termination/Denial, to the appropriate child care provider.

The receiving R&R/APP agency shall:

Collaborate with the Sending R&R/APP agency to ensure there is no break in child care services.
Accept the transfer and update CalSAWS within three business days of the transfer.
Complete the bottom section of the ST1-02 and return it to the Sending R&R/APP agency within ten business days, confirming the acceptance of the child care case transfer.
If the agency cannot accept the transfer, complete the bottom section of the ST1-02 and return it to the Sending R&R/APP agency with the child care case folder within ten business days, confirming the denial of the child care case transfer.

Inter-County Transfer Procedures for when Los Angeles County is the Sending County

When a current CalWORKs participant moves out of Los Angeles County, the Sending R&R/APP agency must:

Inform the participant in writing of his/her responsibility to apply for child care in the new county, to avoid a break in child care services.
Complete and forward the ST1-28 to the Receiving county within five business days of notification that the participant has moved or is moving to another county.
Follow-up with a phone call to the Receiving county to confirm receipt of the ST1-28, if a response is not received within ten business days from the date it was forwarded to the Receiving county.
Continue to reimburse child care services through the last day the existing provider renders services in Los Angeles County, if the participant is changing his/her provider.
Continue to reimburse child care until the cash aid transfer period is completed, or sooner, with mutual agreement between Los Angeles County and the Receiving county, if the participant is not changing his/her provider.

When a former CalWORKs participant moves out of Los Angeles County, the Sending R&R/APP agency must:

Inform the participant in writing of his/her responsibility to apply for child care in the new county, to avoid a break in child care services.
Complete and forward the ST1-28 to the Receiving county within five business days of notification that the participant has moved or is moving to another county.
Follow-up with a phone call to the Receiving county to confirm receipt of the ST1-28, if a response is not received within ten business days from the date it was forwarded to the Receiving county.
Continue to reimburse child care services through the last day the existing provider renders services in Los Angeles County, if the participant is changing his/her provider.
Continue to reimburse child care for up to 30 days from the date the participant moves out of Los Angeles County, if the participant is not changing his/her child care provider.

Inter-County Transfer Procedures for when Los Angeles County is the Receiving County

When a current CalWORKs participant moves to Los Angeles County, the Receiving R&R/APP agency must:

Establish a child care case as soon as the participant applies for and meets the child care eligibility requirements, regardless of the status of the cash aid transfer.
Refer the child care case to the appropriate, responsible agency staff as soon as it is determined that the participant is eligible for Stage 2 Child Care (S2CC) or Stage 3 Child Care.
Work with the Sending county to ensure the 30-day transfer period is met and there is no break in child care services.
Assume responsibility for child care reimbursement immediately after child care is discontinued in the Sending County, which may be 30 days or less from the date the participant moves out of the Sending county, if the participant is not changing his/her child care provider.
Reimburse the new, approved provider for child care services regardless of the completion of the cash aid transfer period, if the participant is changing his/her child care provider.

When a former CalWORKs participant moves to Los Angeles County, the Receiving R&R/APP agency must:

Work with the Sending county to ensure the 30-day transfer period is met and there is no break in child care services.
Refer the child care case to S2CC, as appropriate.
Assume responsibility for child care reimbursement immediately after child care is discontinued in the Sending county, which may be 30 days or less from the date the participant moves out of the Sending county, if the participant is not changing his/her child care provider.
Reimburse the new, approved provider for child care services, if the participant is changing his/her child care provider.

Responsibilities of Child Care Coordinators

Respond to inquiries regarding ICT of child care services from current and former CalWORKs participants who have or will be moving to Los Angeles County.
Refer the participant to the appropriate R&R/APP agency within two business days from the date of the initial inquiry.

Forms

ST1-02, Inter-Agency Transfer Letter

ST1-06, CalWORKs Stage 1 Child Care Provider Notification Child Care Approval/Change/Termination/Denial

ST1-14, Notice of Change of Child Care Services

ST1-28, CalWORKs Stage 1 Child Care Inter-County Transfer Letter

Examples

N/A

System Screens

N/A

References

N/A

Obsolete Docs

N/A

Contact

Administrative staff may contact the Child Care Program Section at (562) 908-6088.

Revision Date

February 27, 2018

Attachments for Internal Use

N/A

Attachments

N/A

DPSS ePolicy

NAVIGATION