A case cannot appear on the regular payroll of 2 offices at the same time.

An applicant that has an active case in another county, must choose which county will serve them. Cases that share the same payee must be in the same office.

Case Transfers

Exceptions

revised textCustomers served by the following offices cannot request their case be transferred:

  • Medical Field Operations, revised textand
  • Special Units.

Cases served by the HFS central offices (All Kids, BCC, and HBWD) will remain with those offices and cannot request transfer to an FCRC.

Long Term Care (LTC) and Supported Living Facility (SLF) cases are specialty cases served by specific offices and cannot request their cases be transferred.

(TANF Cash)

When a client reports an address change or requests that their case be transferred to another FCRC, take the following steps:

  1. (Old FCRC) If the client reports an address change, enter the address change on the Form 552, code OUT(Downstate) or 999(Cook) in caseload, and enter Item 53 with the county of residence, see WAG 27-53-00. If the client also requested a case transfer to an office that usually does not serve the area where they live, also enter Item 80 code 668 OOC (Office of Choice) with the 4-digit date (mm/yy) of request in the Persons Column and 3-digit FCRC number of the Office of Choice in the Item Column. Process it to update the Client Database.  Update the SNAP shelter costs (if known).
  2. (Old FCRC)  If the client only requested that their case be transferred, code OUT(Downstate) or 999(Cook) in caseload, enter Item 53 with the county of residence, and enter Item 80 code 668 OOC (Office of Choice) with the 4-digit date (mm/yy) of request in the Persons Column and 3-digit FCRC number of the Office of Choice in the Item Column. Process it to update the Client Database.
  3. (Old FCRC) Email the LOA at the new office and give them the client's name, new address, and phone number (if available).
  4. (Old FCRC) On the same day as the email, email or fax the Form 552, the client's phone number (if available), and a copy of the Responsibility and Services Plan (Form 4003) to the designated person at the new office. Write ADDRESS CHANGE/TRANSFER boldly in the upper right-hand corner of the fax cover sheet.

    NOTE: Once the phone email is sent and Form 552 and Form 4003 have been provided to the new office, the responsibility for providing service to the case for the Old FCRC office stops. 

  5. (Old FCRC) At the discretion of the LOA, complete the Transfer Out section of Case Record Transfer Checklist (Form 4349).
  6. (Old FCRC) Complete Case Record Transfer - Transmittal (Form 1803) and immediately forward the entire case record to the new office.
  7. (New FCRC) Upon receipt of the case, the receiving office transfers the case to their payroll, completes the Notice of Case Transfer (Form 85) and sends to the client.
  8. (New FCRC) At the discretion of the LOA, review and complete the Transfer Out section of Case Record Transfer Checklist (Form 4349).

(AABD, SNAP, revised textMedical)

  1. (Old FCRC) If the client reports an address change, enter the address change on the Form 552, code OUT(Downstate) or 999(Cook) in caseload, and enter Item 53 with the county of residence, see WAG 27-53-00. If the client also requested a case transfer to an office that does not usually service the area where they reside, also enter Item 80 code 668 OOC (Office of Choice) with the 4-digit date (mm/yy) of request in the Persons Column and 3-digit FCRC number of the Office of Choice in the Item Column. Process it to update the Client Database.  Update the SNAP shelter costs (if known).
  2. (Old FCRC)  If the client only requested that their case be transferred, code OUT(Downstate) or 999(Cook) in caseload, enter Item 53 with the county of residence, and enter Item 80 code 668 OOC (Office of Choice) with the 4-digit date (mm/yy) of request in the Persons Column and 3-digit FCRC number of the Office of Choice in the Item Column. Process it to update the Client Database.
  3. (Old FCRC) Transfer the case only when Form 552 with the new address is received.

    EXCEPTION: For clients placed or to be placed, in a DHS approved Home and Community-Based Residential Setting, do not wait for the updated Form 552 to transfer the case (see WAG 06-11-02).

    NOTE: revised textFor LTC clients, if you do not know the LTC facility code enter an M in Item 45 and the 4 digits for the month and year the Form 552 is coded. If the LTC facility code is known, enter a dash in the first position of Item 45 followed by the new 4-digit agent code for the new LTC facility.

    The medical card or All Kids identification card will go to the new address listed on Form 552.deleted text

  1. (Old FCRC) At the discretion of the LOA, complete the Transfer Out section of Case Record Transfer Checklist (Form 4349).
  2. (Old FCRC) Complete Case Record Transfer - Transmittal (Form 1803) and immediately send the case record and all related documents including Recipient History Card (Form 1398) to the new Family Community Resource Center.
  3. (New FCRC) Upon receipt of the case, the receiving office transfers the case to their payroll, completes the Notice of Case Transfer (Form 85) and sends to the client.
  4. (New FCRC) At the discretion of the LOA, review and complete the Transfer Out section of Case Record Transfer Checklist (Form 4349).

Transfer to All Kids Unit

The sending FCRC completes Form 85A or 85 AS whenever a case is transferred to the HFS All Kids Unit.