Directly to a county or Tribal Nation

Directly to the RPO RCA office

The RPO RCA team is responsible for processing RCA applications, determining eligibility and maintaining RCA cases.

The county is responsible for processing and maintaining any other program included on the application.

When an RCA application is received by one of the 12 counties, the county must send a copy of the application and supporting documents to the RPO RCA team via a secure email or SIR email at: rpo.rca.dhs@state.mn.us.

Date-stamp the application.

Create and pend for the RCA program.

Send a copy of the application and supporting documents received via secure email, fax, or MNBenefits upload function to the county to process other requested programs.

The county must honor the date stamped by the RPO RCA team as the date of application.

• If there are duplicate applications being sent to the RPO RCA team or the county, all requested programs must reflect the date of the earliest applications.

Enter a case note regarding the receipt of the application and the date of application.

Maintain RCA cases as outlined in the ALL RCA APPLICATIONS section below.

Directly processing RCA applications and determining eligibility.

Maintaining RCA cases through the RCA eligibility period, as outlined in the ALL RCA APPLICATIONS section below.

The date of RCA application is the date the signed CAF Page Number 1 is date-stamped or signed/dated as received by either a county or the DHS Resettlement Programs Office (RPO). If the application is received on weekends, holidays, or after hours, the date of application will be the next business day. See 0005.12.09 (Date of Application).

A Social Security number is not required for RCA. Do not delay or deny RCA because the applicant does not have or has not received a Social Security number.

Contact the applicant by phone within 7 days of receipt of the application.

• If the RCA eligibility worker is unsuccessful in reaching the applicant within 7 days, the RCA eligibility worker sends the applicant a letter requesting contact with the RCA eligibility worker’s contact information. The letter is written in English AND the applicant’s preferred language if available, as indicated on the application.

• If the applicant fails to respond within 30 days from the date of application, the RCA application is denied for failure to complete an interview.

• If the applicant responds after an initial RCA application has been denied, a new application must be filed.

Document all contacts or attempted contacts with the applicant.

Complete the determination and approval of the RCA eligibility, and maintain the RCA case and eligibility through

the RCA eligibility period.

This includes, but is not limited to:

• Work activity cooperation and participation, see 0030.12 (Refugee Employment Services)
• 6-Month Reviews and Monthly Check-Ins, see 0030.18 (RCA 6-Month Reviews and Monthly Check-Ins)
• Report and act on changes, see 0007.15 (Unscheduled Reporting of Changes - Cash)
• Over and under payments, see 0030.03.18 (RCA Overpayments and Underpayments)

For RCA case closure instructions, see 0030.21 (Closing RCA).

For moves from a county-administered to an RPO RCA-administered county or moves from an RPO RCA-administered to a county-administered county, see 0030.27 (RCA - Moves Within the State).