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CHANGE IN COUNTY OF RESIDENCE

ISSUE DATE: 01/2015

Units that move from 1 county to another do not have to re-establish eligibility; benefits continue. There are certain case transfer procedures which county agencies must follow.

Follow the provisions below to transfer an active or pending case which is on MAXIS to another county. These procedures apply to all cases EXCEPT temporary placements of less than 90 days and moves to battered women's shelters. You may choose not to transfer those cases.

Update the address on MAXIS. Do not transfer the case until the unit has actually moved. Do NOT terminate or deny assistance.

Complete as much of the outstanding work on the case as possible. Record in MAXIS case notes what work was not completed and the reason.

Process an application or recertification that is due if you have held the mandatory face-to-face interview. For DWP cases, see the provisions under DWP.

When the mandatory face-to-face interview for an application or recertification has already been held in the sending county, it is up to the receiving county to decide whether it would be easier to complete processing of the case in the county to which the unit has just moved. The 2 counties should agree to this prior to the case transfer.

If the face-to-face interview has not been completed, do not process the application or recertification and note this in the MAXIS case notes.

Send a Change Report Form (DHS-2402) (PDF) to the unit with instructions to return the form to the new county of residence within 10 days of your mailing date.

For information that does not interface from MAXIS to WorkForce One, send a DWP/MFIP Status Update Form (DHS-3165) (PDF) if applicable, to the Employment Services Provider and the child care worker.

Follow the checklist and procedures in TEMP Manual TE02.08.133 (Completing an Inter County Case Transfer) and TE02.08.134 (SPEC/XFER for Inter County Case Transfers) to transfer the case to the new county of residence using the SPEC/XFER panel. Transfer the electronic case to the new county by the later of these dates:

-

One working day after the date you received the report of the move.

OR

-

The end of the day after the date of the move.

Do not transfer the case until the unit has actually moved.

Purge the physical case record using current record retention policies. Send the physical case record to the new county of residence within 5 working days after the date of the reported change or move, whichever is later. At county option, use the Inter Agency Case Transfer Form (DHS-3195) (PDF) for transferring a case.


There may be situations where an applicant or participant unit moves to a new county but your county remains financially responsible. Follow the transfer procedures outlined above. You may need to keep a mini-file for administrative payments, such as burials.

Follow the provisions below when your county receives a transfer of an active or pending case on MAXIS due to a change in county of residence:

Accept the case. Any issues related to electronic or paper cases received in unsatisfactory condition should be resolved at the supervisory level or above. Client service must never be interrupted during negotiations.

Verify that the transferred case address is within your county. If it is not, immediately transfer the case to the correct county and notify the sending county so that they can transfer the physical case file to the correct county.

Check the financial responsibility begin date on the SPEC/XFER panel and correct it if necessary. MAXIS will automatically transfer financial responsibility on the date listed. See 0006.06 (Moving Between Counties - Participants).

When you receive the Change Report Form (DHS-2402) (PDF) from the unit, update MAXIS with new or changed information. Complete the application process, recertification process, or other outstanding work as necessary.

Send a referral to the Employment Services Provider and child care worker in your county unless the client is exempt. See 0028.06.10 (Who Is Exempt From SNAP E&T).

If you do not get the Change Report Form (DHS-2402) (PDF) from the unit within 10 days of the date mailed by the former county, generate a 10 day notice to close the case. See 0026.12.03 (10 Day Notice).


See TEMP Manual TE02.09.14 (How to Transfer a Single Claim) and TE02.09.18 (When to Transfer a MAXIS Claim) for when and how to transfer a MAXIS claim to another county.

To determine which county is financially responsible for which months, see 0006 (Determining Financial Responsibility).


MFIP:

You do need to verify the new address, see 0011.09 (County Residence).

Participants in the Safe At Home (SAH) Program only need to verify their county of residence, see 0029.29 (Safe At Home Program).

When a minor child getting MFIP moves to another county to live with a different caregiver, the former county must remove the child from the unit effective the month after the move. See 0006.09 (Moving Between Counties - Minor Children). If there is not enough time to send the unit a notice, remove the child effective the 2nd month after the move. See 0026 (Notices). There is no overpayment if they report the move timely.

The new county must take an application or addendum for the child. See 0005.09.03 (When People Must Complete an Application), 0005.09.09 (When to Use an Addendum to an Application), 0008.06.06 (Adding a Person to the Unit - Cash).

It is possible for a child to get benefits from 2 different counties in the same month. See 0011.21 (Receipt of Other Assistance).


DWP:

For applicants:

When a move between counties occurs before the application has been approved and before the employment plan (EP) has been developed, the case must be transferred to the new county. The receiving county must meet with the applicant prior to approval to develop an EP that includes activities that fit with the applicant and the receiving county.

When the application has not been approved, but the EP has been developed in the first county, it is up to the receiving county to decide whether it would be easier to complete processing the case in the county to which the unit has just moved. The 2 counties should agree to this prior to the case transfer.



For participants:

When a move between counties occurs during the 4-month DWP period and the participant continues to meet DWP eligibility criteria, the case will remain on DWP. The new county MUST meet with the participant to develop an Employment Plan (EP) that builds on the work that had been done in the previous county. This does NOT apply to Mille Lacs Band of Ojibwe.



SNAP, MSA, GA, GRH:

Follow general provisions, EXCEPT send a Change Report Form (DHS-2402) (PDF) to change reporting units only.

For information on reporting unscheduled changes, see 0007.15.03 (Unscheduled Reporting of Changes - SNAP).

You do not need to verify the new address, but do verify which county the new address is in.

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