CW HB Residency and

Shasta County
CalWORKs Program Handbook

Section: Residency and Inter-County
Transfers
Issue Date: 12.26.2015
Program Development and Support

Page 1 of 35
Table of Contents for CalWORKs Chapter:

Residency and Inter County Transfers
RESIDENCE
42-400, 44-316, 89-402....................................................3
Rule............................................................................................................................................................3
Criteria........................................................................................................................................................3
AU Moves Within Shasta County..............................................................................................................3
AU Moves Out of State..............................................................................................................................3
Individual Moves Out of State...................................................................................................................4
Overpayments Due to Residency...............................................................................................................4
AU Moves to California from Another State.............................................................................................4
AU Moves Within California.....................................................................................................................4
QUESTIONABLE RESIDENCY
ACL 10-01...............................................5
Rule............................................................................................................................................................5
Whereabouts Unknown..............................................................................................................................5
Roles and Responsibilities.........................................................................................................................5
Returned Mail as Undeliverable or Addressee Unknown...................................................................5
EBT Information........................................................................................................................................6
SIU Referrals..............................................................................................................................................6
FAILURE TO REPORT ADDRESS CHANGES
ACIN I-63-15, ACL 13-99...................................7
General Rule...............................................................................................................................................7
Example Change in County Residence within Same Region.................................................................7
Example Change in State Residency.......................................................................................................7
Example Move to Another County.........................................................................................................7
Example Intent to Return........................................................................................................................8
Example Application with Intent to Return............................................................................................8
INTERCOUNTY TRANSFERS ACL 14-30, 40-187, 40-188, 40-189......................................................9
Overview....................................................................................................................................................9
Electronic InterCounty Transfer (eICT).....................................................................................................9
Definitions..................................................................................................................................................9
CalWORKs Forms...................................................................................................................................10
CalWORKs Timeframes..........................................................................................................................11
When to Initiate ICT................................................................................................................................11
COUNTY OF RESIDENCE
40-189.............................................12
Home County Rule...................................................................................................................................12
Exceptions................................................................................................................................................12
TRANSFER PROCESS - SENDING COUNTY
40-188...............................................13
Recipient Notifies Sending County..........................................................................................................13
Cancelling eICT.......................................................................................................................................15
TRANSFER PROCESS - RECEIVING COUNTY
40-188...............................................15
Recipient Notifies New County...............................................................................................................15
ICT Received From Sending County.......................................................................................................16
CalWORKs Chapter: Residency and ICTs
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Shasta County
Transfers

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INTERVIEW PROCESS
ACL 14-30, ACIN I-05-09.................................17
Rule..........................................................................................................................................................17
Method One: No Changes to Case...........................................................................................................18
Method Two: Change in Circumstance....................................................................................................18
Method Three: Full Redetermination Completed....................................................................................19
Add CalFresh to CalWORKs...................................................................................................................19
COUNTY RESPONSIBILITIES
40-190...............................................20
Payment Responsibility............................................................................................................................20
Continuing Eligibility...............................................................................................................................20
SAR Cycle................................................................................................................................................20
HOMELESS ASSISTANCE
ACIN I-42-03, 44-211, 40-190.....................................................21
Temporary Homeless Assistance..............................................................................................................21
Permanent Homeless Assistance..............................................................................................................21
Example MAP.......................................................................................................................................21
TRANSFER OF AU MEMBERS
40-190................................................22
Rule..........................................................................................................................................................22
Creating a New Assistance Unit..............................................................................................................22
Examples..................................................................................................................................................22
Addition to Existing Assistance Unit.......................................................................................................23
Example....................................................................................................................................................23
RECIPIENT MOVES DURING ICT..........................................................................................................23
DISCONTINUANCE DURING ICT
40-190, 40-191.................................................23
ANNUAL REDETERMINATION..............................................................................................................24
OVERPAYMENTS
40-190.............................................24
DOMESTIC VIOLENCE
ACIN I-02-06, ACIN I-60-09, 42-715....................................................25
Introduction..............................................................................................................................................25
Sending County........................................................................................................................................25
Permission to Release Domestic Abuse Information When Moving To Another County.......................26
Welfare to Work Component....................................................................................................................26
Mail Services............................................................................................................................................27
Receiving County.....................................................................................................................................27
Domestic Abuse Waivers.........................................................................................................................27
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Shasta County
Transfers
RESIDENCE
400, 44-316, 89-402
Page 3 of 35
42-
Rule
Residency in the state is a requirement to receive aid. The County

where the applicant lives is responsible for the aid payment.
Criteria
A person establishes residency by either:
Voluntarily living, and intending to remain, in the state

(not in the state for temporary purposes)
OR
Living in the state at application for aid, not receiving aid
from another state, and has a job commitment or is
seeking employment (e.g., is migrant or nomadic)
CalWORKs recipients are required to report changes in the

Assistance Unit (AU) address within 10 days.
This reporting
requirement is necessary in order to allow the county to provide
the recipient benefits and notices in a timely manner.
AU Moves
within
Shasta
County
Change address in C-IV

Run EDBC and reauthorize
Review AU/Household composition, rent/utilities, possible
income in kind (IIK)
Obtain any needed verifications
Document new information in case journal
Once verifications are received, process any budget changes
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Shasta County
Transfers
AU Moves
Out of
State

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Aid cannot be transferred from California to another state.

Physical absence from the state may indicate a move. It is
important to determine if the recipients intent is to maintain
California residence.
If the recipient has been absent from the state 30 days or longer,
worker must contact the recipient to determine residency.
If the recipient indicates he or she will return within the

next 30 days, continue to aid the recipient. Set an alert to
monitor the recipients return.
If the recipient indicates he or she will return but has not

done so within 60 days, it will be presumed the recipient
has changed residence to the other state
Note: In order to refute the presumption he or she has
taken up residence in another state, recipient must
provide proof he or she:
still maintains residence in California, using rent
receipts or similar verification to substantiate this
claim or
o has family members with whom he or she lived with
that are still living in California or
o has an employment or business interest in California
o
Individual
Moves
Out of
State
If the recipient indicates he or she will not return to the

state, discontinue the case at the end of the month in
which 10-day notice can be provided
If an individual member of the AU moves out of state, that

individual would be discontinued and the remaining members
would continue to receive benefits if otherwise eligible. If the entire
AU moves out of state the entire AU would be discontinued midperiod with 10-day notice.
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Shasta County
Transfers

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Overpaymen
ts Due
to
Residen
cy
If the worker discovers the AU, an individual in the AU or the

recipient had moved out of state and was not entitled to receive
cash aid in California, an overpayment (OP) would be established
for any months the AU was not eligible to receive cash aid,
including those months in which aid was continued due to inability
to provide 10-day notice.
AU Moves to
Californi
a
From
Another
State
An applicant may receive an aid payment from another state,

apply in Shasta County, and receive a prorated grant. The worker
will verify discontinuance in the other state and the amount of
grant the applicant received. The aid payment is used in the month
received when calculating CalWORKs benefits.
AU Moves
within
Californi
a
Recipients may move freely from one California County to another.

When they move to another county, CalWORKs is transferred. (ICT
Inter County Transfer)
Aid is continuous
Clients must continue to return SAR 7 and report any
additional changes
QUESTIONABLE RESIDENCY
ACL 10-01
Rule
When questions regarding an AUs place of residence arise, the

worker is responsible for reviewing the circumstances of the case
and contacting the AU to provide them with an opportunity to
clarify the discrepancies.
Contact with the AU must be attempted or should occur before
making any referral for fraud investigation or taking action against
the grant.
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Shasta County
Transfers

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Whereabout
s
Unknow
n
A question about the whereabouts of an AU may arise when mail

addressed to the AU is returned as undeliverable or addressee
unknown, and/or when the county learns an AU is using their
Electronic Benefit Transfer (EBT) card in another state or county
through EBT transaction reports. These situations have been
generally referred to as whereabouts unknown scenarios.
Roles and
Respons
ibilities
Residence in the state, but not in the county, is a requirement for

continued eligibility for cash aid. AUs may not be automatically
discontinued for whereabouts unknown, as they may still be
eligible for CalWORKs if they are still residing in California.
However, it is necessary to determine the county in which the AU
is living in order to establish county responsibility for continued
payment of aid.
When questions regarding an AUs place of residence arise, the
worker is responsible for reviewing the circumstances of the case
and contacting the AU to provide them with an opportunity to
clarify the discrepancies. Contact with the AU must be attempted
or should occur before making any referral for fraud investigation
or taking action against the grant.
Returned
Mail as
Undeliv
erable
or
Addres
see
Unknow
n
If the AU does not report a change in address, and mail sent to the
only known address returns as undeliverable or without any
forwarding address, the worker must attempt to reach the AU to
resolve the conflicting information.
If the client provides a SAR 7 which does not include information
regarding a change in address, the SAR 7 would be considered
incomplete and the NA 960Y notice must be sent identifying the
missing address information. CalWORKs may be terminated at the
end of the payment period only after the notice is sent and a
Balderas call is attempted.
The worker can take mid-period action to discontinue benefits if it

is determined the client has moved out of California. If it is
determined after notice and the documented Balderas attempt at
personal contact the client has moved to another county, an ICT
should be initiated.
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Shasta County
Transfers
EBT
Informat
ion

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Workers may learn through review of EBT transaction reports that

the AU is making purchases in a county or state other than the
one in which they reside. If a worker learns of a purchase made
outside of the AUs county of residence, the worker should first
review the case circumstances to determine if the AU might have
reasons for making out-of-county purchases. A case review may
show the AU lives on the border between two counties and shops
across the county or state border for convenience, lower prices,
etc. The AU may also be visiting friends or relatives or making
routine trips outside the county.
If it is determined it is reasonable the AU make an out-of-county
purchase, no further action is required.
If, however, the worker suspects a problem or finds discrepancies,
the worker must contact the AU to gather more information and to
allow the AU to confirm or clarify discrepancies before making any
referral for fraud investigation.
Examples of discrepancies might include the following situations:
The AU lives in one county but all AU purchases are made

outside of the county, purchases are not consistent with
case information;
Mail delivered to the current county address returns with a
forwarding address in another county/state; or
Telephone calls made to the current AU residence are always
answered by an unidentified person who must always take a
message and have the AU return the call at a later time,
when the case does not indicate the number provided is a
message number
SIU Referrals If the AU/household refuses to provide additional necessary

information or provides conflicting information after an attempt is
made to clarify their residency, the worker has reasonable
grounds to refer these cases to SIU for a fraud investigation.
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Shasta County
Transfers

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FAILURE TO REPORT ADDRESS CHANGES

ACIN I-63-15, ACL 13-99
General Rule
Counties are not to take negative action on a case for a recipients

failure to report an address change, absent any other case
discrepancy.
When reporting address changes, which is a mandatory mid-period
report and must be reported within ten days, the act of failing to
report the address change in and of itself shall not result in any
adverse action. This rule does not preclude overpayments from
being established in instances where, for example, a recipient
moved out of state and failed to report this to the county in a
timely manner.
Example
Change
in
County
Residen
ce
within
Same
Region
A CalWORKs recipient reports on the SAR 7 that she moved five

months ago to a neighboring California county within Region 1.
The facts reported on the SAR 7 and a follow-up call to the
recipient indicate she is still eligible for CalWORKs.
Although the recipient failed to report the address change within
10 days, no overpayment shall be assessed, as the recipient was
still eligible for CalWORKs. However, the worker would initiate an
ICT.
NOTE: Moving from a Region 1 county to a Region 2 county may
result in an overpayment, but that overpayment would not be
caused just by the failure to report the address change within ten
days; the overpayment is caused because the recipient was no
longer eligible to receive the larger grants in Region 1.
Example
Change
in State
Residen
cy
A CalWORKs recipient calls to report he moved out of state four

months ago and has no intention of returning.
In this case the worker would discontinue the case and assess an
overpayment.
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Shasta County
Transfers
Example
Move to
Another
County

Page 9 of 35
During a redetermination interview, a CalWORKs recipient reports

moving to a neighboring California county within Region 1 three
months ago, with no intention of returning to the previous county
of residence.
The recipient also reports that she obtained
employment when she moved and failed to report income over the
Income Reporting Threshold (IRT).
In this scenario, the worker would assess an overpayment only
because of the income and not because she moved to another
county and failed to report. If the recipient is still eligible, the
worker would also initiate an ICT.
Example
The county becomes aware of a possible address change and
Intent to contacts the recipient to clarify. During the call, the worker learns
Return
the recipient has been out of the home county for two months but
intends to return the following month. No other changes in
eligibility occurred during the SAR payment period, such as
changes to income or household composition.
In this example, the worker would make a note of the address
change, but there would be no overpayment assessed.
Example
Applicati
on with
Intent to
Return
During an interview for CalWORKs, an applicant reports she is

temporarily living in a neighboring county to care for an ill family
member. She reports she began staying with the family member
the previous month. However, the applicant reports she intends to
return to the county in which she is applying for aid the following
month.
In this case, consistent with home county rules, the worker would
process the application.
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Shasta County
Transfers
INTERCOUNTY TRANSFERS

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ACL 14-30, 40-187,
40-188, 40-189
Overview
Inter-County Transfer (ICT) refers to the transfer of responsibility for

determination of eligibility and services from one California county
to another. The ICT process was established to ensure CalWORKs
recipients do not have a disruption in service and/or aid when they
move from one county to another.
In ICT cases, continuing eligibility is to be determined based on
recipient criteria. ICT clients are not to be treated as new
applicants.
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Shasta County
Transfers
Electronic
InterCou
nty
Transfer
(eICT)

Page 11 of 35
As of March 2011, all California Counties (C-IV, CalWIN, and Leader)

started to electronically ICT (eICT) cases between counties. The
purpose of an ICT is to provide a seamless transfer of client
information and case documents from one county to another
without a break in aid.
The following programs transfer:
CalWORKs/ Refugee Cash Assistance (RCA)
CalFresh
Foster Care
Medi-Cal
California counties are able to:
Send,
Receive,
Request,
Cancel, and
Track incoming and outgoing eICTs;
Transfer images, notices and forms between cases
Definitions
eICT Interface Sending and receiving data and images via a

nightly batch interface to either a CalWIN, Leader or C-IV system
eICT Disposition Interface transaction sent to the sending
county indicating which programs were approved or denied by the
receiving county during the eligibility determination
Expiration of Transfer Period The end of the month following
the 30-day transfer period after the first county either mails or
electronically transfers the notification of the ICT to the second
county; or the end of the month in which aid is discontinued for
the case, whichever is earlier
By mutual agreement between the counties involved, the
transfer of responsibility may occur at an earlier date
External eICT An eICT sent between a C-IV county and a Non-CIV county
Full eICT ICT where all active programs/persons are being
closed in the sending county and transferred to the receiving
county
Imaged Document Transfer (IDT) Electronic transfer of an
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Shasta County
Transfers

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imaged document including captured images, certain Notice of

Actions (NOAs) and forms
Internal eICT An eICT sent between two C-IV counties
Partial eICT eICT where not all active programs or members are
moving to another county. Partial requests will follow the current
manual ICT process
Receiving County/Second County County the recipient has
moved to make his home (Incoming County)
Request Electronic transaction to ask for an ICT when it has
been identified client(s) are active in a different county
Sending County/First County County the recipient is leaving
(Outgoing County)
30-day Transfer Period the period of time in which the second
county determines eligibility and the first county remains
responsible for the payment of aid
CalWORKs
Forms
CW 215 (4/14): Notification of InterCounty Transfer

The CW 215 is used to summarize overpayment, sanctions,
CalWORKs case information, Cal Learn, and documentation
sent from one county to another county. This form is available
on the Shasta County DLS and the CDSS website. Workers are
to ensure the most recent CW 215 is being used, released
04/2014.
REMINDER: CalWORKs and CalFresh no longer use a
combined ICT form. To transfer a case involving both
CalWORKs and CalFresh, workers are to use both the CW 215
and the CF 215 (9/14) CalFresh Notification of InterCounty
Transfer.
CW 215 A (3/04):
CalWORKs InterCounty Transfer
Continuation Request for Additional Documents
The CW 215 A is used if a CalWORKs ICT is not being picked up
in the ICT receiving county but a Medi-Cal ICT must still be
processed in the RC. This form is available in C-IV and the
CDSS website.
ICT Reminder
(M40-195A)
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Shasta County
Transfers

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The ICT Reminder is used by the first county to inform

recipients who have moved from the county that they must
apply for aid in the new county if they want their aid to
continue.
Note: When using any C-IV form, workers must ensure the
most current NOA, form, or letter is provided. Workers can
review CDSS website (www.cdss.ca.gov) to locate the most
recent form. Click on Forms/Brochures to locate a list of
available forms and notice of actions. To locate the most
recent notice of action language click Forms/Brochures then
clock on Notices of Action located on the top toolbar.
CalWORKs
Timefra
mes
When to
Initiate
ICT
3 Days: When a client applies for benefits in Shasta County

and he/she are currently receiving benefits in another county,
the workers will have three working days to request an eICT
from the sending county
7 Days: Once the sending county is notified of an eICT

request, they will initiate the transfer within seven working
days for CalWORKs
30 Days; The 30-day transfer period begins with the

postmarked date of the date of the electronic transfer of the
notification of the ICT. When the 30 th day falls on a Saturday,
Sunday or legal holiday, the first business day following the
weekend or holiday is considered to be the last day of the 30day transfer period
An ICT is started immediately after a worker becomes aware:

An AU has established residence in another California county
A child moves to another California county to the home of

a parent/caretaker relative
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Shasta County
Transfers

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COUNTY OF RESIDENCE
40-189
Home
County
Rule
A recipient is considered to make his/her home in the county in

which he/she is physically residing.
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Shasta County
Transfers
Exceptions

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The following are exceptions to the Home County rule:
Maintaining Home The family maintains a home in a

county other than the county in which they are physically
residing with the intent of returning home within four
months
o The four month period begins on the date the county
paying aid determines the family is maintaining a
home in a county other than the county in which they
are physically residing
o If the family fails to return within the four month
period, they will be considered to have moved to the
county in which they are physically residing
Farm Labor Family The four month limitation does not

apply to the recipient farm labor family that goes to another
county to work when they maintain a home to which they
will return when not working. The county the farm labor
family maintains a home is responsible for payment of aid.
Foster Care Placement a child placed by a public or

private agency which has legal custody, because the child
was relinquished to them or a court has given them custody,
shall be considered to make his/her home in the county in
which the court having jurisdiction for the child is located,
regardless of where the child physically resides
Inpatient in Public or Private Health Care Institution

When the family moves because an AU member must go to
another county to be admitted to a public or private health
care institution for inpatient care, the family is considered to
make its home in the first county. The AU must continue to
maintain the existing home while out of the first county.
Medical Care in Another County When a member of an

AU must go to another county solely because needed
medical care is not available in the home county, the AUs
home is considered to be the first county. The AU must
continue to maintain the existing home while out of the first
county.
Inpatient Released From State Hospital A recipient
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Shasta County
Transfers

Page 16 of 35
who was part of an existing AU prior to entering a state

hospital and is released from inpatient status in the state
hospital, is considered to continue to make his/her home in
the county where the AU resided prior to the AU members
admittance to the state hospital from which he/she was
admitted for a period not to exceed 3 years following his/her
release
KinGap a child shall be considered to make his/her home

in the county which has legal custody of the child
immediately prior to the dismissal of dependency and
establishment of the legal guardianship by the court.
TRANSFER PROCESS - SENDING COUNTY

40-188
Recipient
Notifies
Sending
County
If the recipient informs the sending county the entire assistance

unit has established residency in a new county, the sending
county will complete the following:
STE
P
1
ACTION
Change Address in C-IV
Make any reported changes to CalWORKs case as needed

and determine continuing eligibility and amount of aid if
a SAR 7 or redetermination (RD) is due during the
transfer period
Complete Journal Entry
Notify the receiving county of the initiation of a case

transfer in writing using the CW 215 (4/14).
The
Discontinuance Dates for Transfer are the end of month
following 30 days from date of completion of CW 215.
If receiving county requests to pick up the
transfer earlier, agree to earlier date
Image completed form into the case.

Inform the client of his/her responsibility to immediately
apply for a redetermination of eligibility in the receiving
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Shasta County
Transfers

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county to avoid a break in aid by sending the M40-195A

ICT Reminder to the recipient
STE
P
6
ACTION
Provide the receiving county with the most recent:
SAWS 1/SAWS 2 Plus
Welfare to Work Plan
Medical verification of incapacity
Verification of the AUs exempt MAP status
Maximum Family Grant Informing Notice
Verification of age appropriate immunizations or
exemptions for children under age 6
Copies
of
documents
supporting
eligibility
determination made by the sending county, when
requested by the receiving county
Overpayment
repayment
record
for
overpayment(s) that will not be repaid before the
end of the transfer period and will continue to be
recouped by the receiving county through grant
adjustment
SAR 7 Status Report, if applicable
WTW 24 Month Time Clock Notice of Action
If the sending county is responding to an eICT request,
this documentation must be sent to the receiving county
within 7 days from the request.
Note: Imaged Document Transfer process will transfer
imaged documents through a batch process
Inform the receiving county of any changes in eligibility

or payment level based on actions taken in Step 2. Send
a copy of any resulting notice of action.
If completed SAR 7 is required and not received by

deadline:
System will generate the NA 960 X SAR and send
to client
Send copy of NA 960 X SAR to receiving county
Discontinue responsibility for the provisions of aid at the

end of the transfer period
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Shasta County
Transfers

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REMINDER: Workers must ensure the CalWORKs is

discontinued on the INQM MEDS screen. If a termination
date is not displayed the receiving county is unable to
issue CalWORKs after the transfer period.
Cancelling
eICT
In some circumstances the recipient may decide not to complete

the move to the receiving county or may decide to move to a
county other than the county originally reported. If the eICT has
already been initiated, the sending county has the ability to cancel
the ICT transaction.
Once an eICT has been sent, it can only be canceled by the
sending county. Cancelation can only occur if the application
remains pending and has not been approved or denied.
If the eICT is canceled because the recipient moved to a separate
county, then the worker will initiate a new eICT to the correct
receiving county.
If the eICT is canceled due to recipients decision to remain in the
current county, the worker will:
Repend program
Check for current renewal
Notify Local Child Support Agency (LCSA)
Notify WTW/Cal-Learn
TRANSFER PROCESS - RECEIVING COUNTY

40-188
Recipient
Notifies
New
County
The recipient may notify either county of his/her new residence. If

the recipient notifies the receiving county by phone, the new
county will:
Obtain the clients information (name, new address, social

security number, members of the assistance unit) and notify
the existing county to verbally request the case be
transferred to the new county; and
Inform the recipient to contact the county he/she is currently
receiving aid to request the case be transferred to the new
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Shasta County
Transfers

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county
If the recipient notifies the receiving county by submitting a new
application for benefits, the new county will:
Enter the pending application in C-IV;

Request an eICT from the sending county within 3 working
days from the date the application was received; and
Set a task to follow up on the requested eICT
o Type: Initiate ICT/IDT
o Due Date: 7 days from request (C-IV to C-IV County)
10 days from request (C-IV to Non C-IV
County)
NOTE: Once the request for eICT has been received by the
sending county, the eICT is to be initiated within 7 working days.
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Shasta County
Transfers
ICT Received
From
Sending
County

Page 20 of 35
The county where the recipient makes his/her home is responsible

for eligibility and grant determination as of the first day of the
month following the transfer period.
The following steps are taken to transfer the case to the receiving
county and determine eligibility for aid:
STE
P
1
ACTION
Provide or send an appointment letter to the recipient, if
the address is known. The letter shall include:
Address and telephone number of Shasta County
Health and Human Services Office
An appointment date and time, and inform the
recipient the appointment may be rescheduled, if
needed
In addition to the appointment letter, the county
may also include any additional forms (only when a
redetermination of eligibility is needed)
Note: Aid shall not be stopped or suspended for the
recipients failure to keep the first appointment
during the transfer period. Aid continues in the
sending county until the end of the transfer period.
In the event the client does not complete the
interview, the receiving county is to notify the
sending county the ICT will be denied. The counties
will discuss the ICT process for any remaining
programs, including Medi-Cal and the sending
county will send the discontinuance Notice to the
client.
The Direct Services worker will complete a face to face

interview to redetermine eligibility and grant amount
based on current circumstances using continuing
recipient criteria (no applicant test, no immediate need
eligibility, etc.)
Note: As a recipient deprivation does not need to be reestablished unless the household composition
changed
The receiving county shall establish the recipients semiannual reporting cycle, which may differ from the sending
county. Cycle must align with the CalFresh recertification
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Shasta County
Transfers

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date.
STE
P
4
ACTION
Provide the sending county with any information which
might affect eligibility or the amount of cash aid during
the transfer period
If client is determined to be ineligible for aid, provide
client with the appropriate Notice of Action and submit
notification to the sending county of the refusal to accept
the ICT.
If client is determined eligible for aid, continue to step 5
before issuing aid.
Review INQM MEDS screen to determine if CalWORKs was

discontinued by the sending county. If discontinued, the
receiving county can authorize payment of aid. If MEDS
does not display a termination date, the receiving county
must contact the sending county and request the update
to MEDS.
INTERVIEW PROCESS
14-30, ACIN I-05-09
Rule
ACL
A face to face interview is still required for all incoming ICT cases,
except for non-needy caretaker relatives who receive CalWORKs
on behalf of a child who is a dependent of the court. *
The receiving county is not to require the recipient to provide a
new SAWS 2 Plus or related application or verification information
unless there is a change in circumstances that requires a midperiod interim report. Instead, counties will update the current
SAWS 2 Plus information as needed to continue eligibility.
Page 21
Shasta County
Transfers

Page 22 of 35
Depending on the individual case circumstances, workers are able

to complete the ICT face to face interview using the various
methods listed below. In addition, workers are to complete the
interview method which is based on the best interest of the client.
Reminder: CalWORKs recipients completing an ICT are not
required to meet SFIS requirements again. ICTs are considered a
redetermination of eligibility and SFIS is not required at
redetermination.
* Per CDSS Response provided through CAT County agenda questions - September 2014. Also in ACIN
I-05-09
Method One:
No Changes
to Case
During the ICT process, the worker determines the only change to
the current case is a change in address.
In this scenario the recipient is required to complete a face to face
interview to determine the clients current circumstances using
continuing recipient criteria.
At the interview the worker
determines the case information provided by the sending county
remains the same, except for a change in address.
The receiving county is able to determine continued eligibility
using the information from the sending county and the clients
report of a new address without requiring a new SAWS 2 Plus.
Instead, the receiving county worker enters the information in the
current county, determines eligibility and benefit amount and
issues the appropriate aid payment at the end of the transfer
period.
Note: The steps above are followed for CalWORKs only cases and
CalWORKs/CalFresh cases.
SAR Cycle and RD Due Month: The receiving county is to
assign the SAR Cycle and Redetermination due month established
by the sending county.
Page 22
Shasta County
Transfers

Page 23 of 35
Method Two: A new SAWS 2 Plus should not be required by the receiving county
Change in
unless the change in circumstances is such that a determination
Circumst of continuing eligibility cannot be made without it.
ances
Circumstances that may warrant a new SAWS 2 Plus include:
New employment
The addition of a new assistance unit member
New property not exempt from the CalWORKs asset test
If a new SAWS 2 Plus is needed, the receiving county should
provide the client with the prior application from the sending
county. The client is then able to mark only the new information
needed to determine ongoing eligibility.
SAR Cycle and RD Due Month: In this scenario the RD would
remain unchanged as this is a change in eligibility or payment
amount within the already established SAR cycle and
redetermination period. No new forms are needed and client is
only required to verify the new information.
Method
Three:
Full
Redeter
mination
Complete
d
In most situations workers will not complete a full redetermination

during an ICT.
In most scenarios the receiving county will
complete the face to face interview to determine the clients
current circumstances. If there are basic changes to the clients
circumstances, those changes will be addressed on the sending
countys SAWS 2 Plus. The client is not required to complete the
mandated forms or provide verifications as these have already
been provided by the sending county.
If an ICT results in obtaining a new SAWS 2 Plus, the receiving
county must review the SAR cycle/RD due month to determine if it
is in the best interest of the client to establish a new RD date.
Example: Client completes application and face to face interview
prior to receiving county obtaining the information from the
sending county. At the interview it was determined the client had
no income or property. Citizenship and identification verifications
were in the case file from a prior case. During the interview the
worker discussed reporting responsibilities and obtained
CalWORKs mandated forms.
Page 23
Shasta County
Transfers

Page 24 of 35
Although it was not a requirement, the client provided the annual

redetermination forms. In this case, the client has provided all the
needed verifications and RD forms; therefore it is in the best
interest of the client to complete the RD and establish a new 12
month redetermination period.
Reminder: Workers are to review the case in its entirety to
determine what is in the best interest of the client when an annual
RD is completed outside of the RD due month.
Add CalFresh If the client requests to add CalFresh to the current CalWORKs
to CalWORKs case during the ICT process, the worker will provide the client with
the CF 285 and complete the required CalWORKs face to face
interview. In this scenario the worker must shorten either the
CalWORKs or the CalFresh renewal period to ensure one annual
renewal.
Example: CalWORKs case with RD due month of 03/2015. During
the ICT process the client requests CalFresh benefits. Client
completes the required face to face interview in November 2014
and provides all information needed to determine CalFresh.
If the client was able to provide all the needed verifications and
forms required for CalWORKs, the redetermination/recertification
date would be set to 10/2015.
If the client provides information for CalFresh; however, the client

failed to provide a CalWORKs form or CalWORKs required
verifications, the redetermination/recertification date would
remain at the established 03/2015 date.
COUNTY RESPONSIBILITIES
40-190
Payment
Respons
ibility
To prevent interruption or overlap in payment of aid, the sending

county is responsible for continuing eligibility and aid payment
until the end of the 30 day transfer period or at time the receiving
Page 24
Shasta County
Transfers

Page 25 of 35
county establishes eligibility.

Continuing
Eligibilit
y
The sending county is responsible for maintaining continued

eligibility during the ICT process. This includes processing SAR 7
status reports.
If the clients submit month is during the transfer period, and they
fail to submit a complete and correct SAR7:
Contact receiving county to see if client provided a SAR7 in

the office of their current residence
If SAR 7 is not received by either county, discontinue case
Complete the comment section on the CW 215 to notify the
receiving county the transfer is cancelled due to clients
failure to submit a SAR 7
Mail a discontinuance Notice of Action (NOA) to the clients
new address
Complete Journal entry
Exception: The receiving county will handle requests for

homeless assistance during the ICT process.
SAR Cycle
The receiving county shall establish the recipients semi-annual

reporting (SAR) cycle, which may differ from the sending countys
SAR cycle but must remain aligned with the CalFresh
recertification date.
NOTE: If completing the redetermination of CalWORKs due to
case changes, the CalFresh recertification should also be
completed to continue with the alignment of SAR cycle and
renewal dates.
HOMELESS ASSISTANCE
44-211, 40-190
Temporary
Homeles
ACIN I-42-03,
The Homeless Assistance eligibility determination for Temporary

Homeless Assistance is the responsibility of the county where the
Page 25
Shasta County
Transfers
s
Assistan
ce
Permanent
Homeles
s
Assistan
ce

Page 26 of 35
AU is physically residing.
When a client applies for benefits in the receiving county and does
not have a permanent or temporary address, the receiving county
will initiate the eICT request to the sending county. The receiving
county will enter the appropriate homeless address for the client
in the receiving county and include the homeless status in the ICT
comments section.
For Permanent Homeless Assistance, the county in which the
client intends to reside in is the county that is responsible to issue
the permanent homeless payment after making an eligibility
determination.
The Maximum Aid Payment (MAP) level for the responsible county
is used to determine the amount of the homeless payment.
Example
MAP
Client received aid in Mendocino County for herself and her three
children. Due to domestic violence issues, the client and two
children move to Plumas County, while the other child remains in
Mendocino County.
Mendocino County will continue to issue aid for four people until
the end of the transfer period.
Prior to the end of the transfer period, client requests homeless
assistance in Plumas County. Following the rules outlined above,
Plumas County is responsible for issuing homeless assistance and
will use the MAP for an assistance unit of three.
Page 26
Shasta County
Transfers

Page 27 of 35
TRANSFER OF AU MEMBERS
40-190
Rule
When a person(s) moves into a home that includes persons from

another county, the responsibility for payment of aid is
determined based on:
Creating a
New
Assistance
Unit
Who is requesting aid, and

If the request for aid will require the creation of a new AU
versus adding a new person to an existing AU
When the transfer of a person results in the creation of a new AU,

consisting of the new person plus one or more applicants, the
sending county is responsible for eligibility and aid payment
during the transfer period.
The sending county is responsible for adding the applicants prior
to sending the ICT with the new AU to the receiving county.
Page 27
Shasta County
Transfers
Examples

Page 28 of 35
Example 1:
A child and father receiving CalWORKs in Tehama County, move to
Shasta County to live with the childs mother and his three
siblings. The mother and the other children are unaided, but the
mother requests aid for herself and her other children.
The sending county (Tehama County) is responsible for
determining eligibility for the applicants prior to sending the ICT.
The sending county would cancel the eICT, if already initiated, and
process the add person application. Once eligibility is determined
and aid is paid, the sending county can initiate the eICT with all
five AU members.
Example 2:
AU consists of mother and two children living in Shasta County.
Client reports moving to Monterey County. Shasta County begins
ICT process; however, the worker receives notification of a change
to the AU. During the transfer period, the unaided father of the
children moved from Humboldt County to live with the client in
Monterey County.
Shasta County must cancel the eICT, add the father of the
children, then begin the ICT process again.
Addition to
Existing
Assistan
ce
Unit
When the transferred person is added to an existing AU which

consists of the transferred person and persons currently aided in
the receiving county, the receiving county is responsible for
eligibility and payment for the entire AU.
The receiving county is responsible for adding the transferred
persons to the existing AU in the sending county. In this scenario,
an ICT would not be completed.
Page 28
Shasta County
Transfers
Example

Page 29 of 35
A child receiving CalWORKs from Tehama County moves to Shasta

County to live with his mother, who is receiving CalWORKs in
Shasta County with her other children. The mother requests aid
for her child.
Shasta County is responsible for eligibility and payment of aid.
Tehama County would discontinue the child with the appropriate
notice. Shasta County would add the child to the existing AU if
otherwise eligible.
NOTE: Although there is no ICT, there should be no break in aid
for the child in the case.
RECIPIENT MOVES DURING ICT

Rule
When AU moves to another county (a third county) during the ICT

period, the sending county begins the eICT process all over again.
The address is updated and the sending county will cancel the
eICT request. The sending county is responsible for initiating a
new eICT and sending all necessary documents to the new county.
In the event the receiving county has already completed the eICT
process and the recipient has moved to another county, the
receiving county will initiate an eICT to the new county.
DISCONTINUANCE DURING ICT

40-190, 40-191
Rule
The sending countys responsibility ends when payment of aid is

discontinued for a valid reason during the ICT period. The recipient
would be responsible for reapplying for CalWORKs in the receiving
county.
ANNUAL REDETERMINATION
Rule
To prevent expiration of the RD period, counties must complete
Page 29
Shasta County
Transfers

Page 30 of 35
the RD process when clients move during either of the final two
months of their RD period. The sending and receiving counties
must coordinate who will complete the RD based on what is most
convenient for the client. The RD must be completed in a timely
manner to avoid any delay in benefits or break in aid.
REMINDER: The CalWORKs RD must be done in the same month
as the CalFresh recertification. The CalWORKs or CalFresh RD/RC
may be shortened as needed.
OVERPAYMENTS
40-190
Rule
The sending county must include overpayment information on the

CW 215 if:
The CalWORKs grant is being reduced to recoup an

overpayment; and
The overpayment adjustment will continue beyond the

transfer period
The receiving county will continue to recoup the overpayment by

grant adjustment until:
The overpayment is repaid in full, or
The recipient moves to a new county and the new county

assumes responsibility for collection of the overpayment as
part of the ICT, or
Payment of aid is discontinued

o If aid is discontinued the receiving county continues to
recoup the remaining balance through appropriate
collection procedures
Page 30
Shasta County
Transfers
DOMESTIC VIOLENCE
60-09, 42-715
Introduction

Page 31 of 35
ACIN I-02-06, ACIN I-
Domestic abuse is very difficult for the victims and their families.
Therefore, sending and receiving counties are to work together to
ensure any information regarding domestic abuse services,
waivers, and security issues are transferred as seamlessly as
possible to avoid endangering the family and reduce duplication of
verification for the family who is transferring to another county.
The process of simultaneously transferring both the cash
assistance and the Welfare to Work components during the ICT
process is critical in assisting recipients to make the most
effective use of their time on aid and effective employment
related services. This process becomes highly sensitive in nature
when working with recipients with domestic abuse issues.
The personal information of the recipient and his/her dependents
must not be released to any outside party, other government
agencies, or to any employee in either the sending or receiving
county who is not directly involved in the recipients case.
Instructions related to transferring the case of a domestic abuse
victim must be followed in order to avoid endangering the lives of
these victims.
Page 31
Shasta County
Transfers
Sending
County

Page 32 of 35
The sending county should provide the recipient with references

to local abuse services located in the receiving county. These
services can be found by calling the National Domestic Violence
Hotline at 1.800.799.SAFE and/or by contacting the receiving
county.
The victims safety is of paramount concern; thus, strict
confidentiality must be maintained at all times. All communication
of domestic abuse issues, including documentation regarding
services and waivers, must be kept confidential.
Access to all case information including the recipients domestic
abuse case file information must be:
Kept confidential; and

Limited to those workers who have received the required
domestic abuse training; and
Limited to those workers who are directly involved in the
case
In addition, case information such as the recipients physical

address, social security number, and other personal information
must be protected in both paper and electronic databases so that
it is accessed only by staff who are directly involved with the
recipients case and who have had the required domestic abuse
training.
Due to the confidential nature of these cases, the California
Department of Social Services (CDSS) discourages the use of
faxes for ICT file transfers, unless there is a restricted fax machine
available in both the sending and receiving county.
Page 32
Shasta County
Transfers
Permission
to
Release
Domesti
c Abuse
Informat
ion
When
Moving
To
Another
County
(WTW 37)

Page 33 of 35
In addition to the documents that must be provided with all

outgoing ICTs, the sending county should include any information
on domestic abuse waivers the recipient was granted, domestic
abuse services the recipient is receiving, and whether the
recipient has claimed good cause for not cooperating with child
support requirements.
This information can only be released by the sending county if the
recipient has signed the Permission to Release Domestic Abuse
Information When Moving to Another County (WTW 37) form. The
WTW 37 can be completed in either the sending or the receiving
county.
At a minimum, the WTW 37 should be provided at the CalWORKs
application and at each subsequent Welfare to Work waiver review
meeting with an explanation that she or he has the right to
terminate the release at any point. The WTW 37 is valid for a
maximum of one year after it is signed by the recipient.
The recipient is not required to complete the WTW 37; therefore
recipients should be informed that if they move to a new county
and have not signed a WTW 37, any information regarding their
domestic abuse situation, such as waiver determinations, cannot
be transferred unless the recipient signs a new WTW 37 in the
receiving county.
Welfare to
Work
Compon
ent
When sending the CalWORKs case to the receiving county,

eligibility workers will complete the CW 215 entering all necessary
eligibility information. In addition, if the client completed the
WTW 37, the eligibility worker will contact the Employment and
Training Worker (ETW) to request the welfare to work information.
If the WTW 37 has not been completed, the eligibility information
will be sent to the receiving county. If welfare to work information
is needed, the receiving county will obtain a completed WTW 37
from the client prior to contacting the appropriate ETW for specific
welfare to work information.
Mail
Services
Victims of domestic abuse and their families can use an alternate

mailing address or the Safe at Home service for confidential mail
services. A list of enrolling agencies where participants can sign up
for this service can be found at the following website:
www.casafeathome.org.
Page 33
Shasta County
Transfers
Receiving
County

Page 34 of 35
Although recipients should always be encouraged to disclose

domestic abuse issues, this may not always be possible.
Recipients may have safety concerns or may need to feel
comfortable enough with the worker in their new county of
residence in order to disclose domestic abuse issues. This may
prevent the sending county from identifying the transferred case
as a possible domestic violence case.
If at any time the receiving county identifies the recipient as
having domestic abuse issues, either by the sending county or the
recipient themselves, the domesticabuse trained workers should
complete the face to face interview in a secure environment.
Knowing the recipient may not always feel comfortable disclosing
domestic abuse or the need for services, the receiving county is to
provide the recipient with a private location that ensures a safe
and confidential setting to allow both the recipient and the worker
to discuss case information and available community resources.
Domestic
Abuse
Waivers
When the receiving county identifies a recipient is a domestic

abuse victim during the ICT process, the county must determine
whether the recipient had been granted a domestic abuse waiver
in the sending county. Domestic abuse waivers granted by the
sending county should remain in effect while a case is still in the
30 day transfer period.
After the 30 day transfer period, the receiving county may continue
the waiver if the county determines the waiver continues to meet
the needs of the domestic abuse victim and is consistent with the
receiving countys domestic abuse waiver criteria. If the receiving
county determines an existing waiver should be modified a timely
and adequate notice of action must be issued through a safe mode
of communication.
Reasons for modifications include, but are not limited to:
Situation for granting the original waiver no longer exists

Services and activities available in the receiving county
necessitate a modification of the waiver
Sending countys waiver does not meet the needs of the
recipients current situation
Page 34
Shasta County
Transfers

Page 35 of 35
When a recipient has received a CalWORKs time limit waiver, the

receiving county must review the recipients time on aid
information to confirm the recipients remaining months of
CalWORKs eligibility. The recipients time clock must be reviewed
and imaged into the case file to confirm time on aid and document
current and previously granted waivers.
Page 35

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Shasta County

CalWORKs Program Handbook

Program Development and Support

Table of Contents for CalWORKs Chapter:

Program Development and Support

CalWORKs Chapter: Residency and ICTs

Program Development and Support

Residency in the state is a requirement to receive aid. The County

A person establishes residency by either:

Voluntarily living, and intending to remain, in the state

CalWORKs recipients are required to report changes in the

Change address in C-IV

CalWORKs Chapter: Residency and ICTs

Program Development and Support

Aid cannot be transferred from California to another state.

If the recipient indicates he or she will return within the

If the recipient indicates he or she will return but has not

If the recipient indicates he or she will not return to the

If an individual member of the AU moves out of state, that

CalWORKs Chapter: Residency and ICTs

Program Development and Support

If the worker discovers the AU, an individual in the AU or the

An applicant may receive an aid payment from another state,

Recipients may move freely from one California County to another.

When questions regarding an AUs place of residence arise, the

CalWORKs Chapter: Residency and ICTs

Program Development and Support

A question about the whereabouts of an AU may arise when mail

Residence in the state, but not in the county, is a requirement for

The worker can take mid-period action to discontinue benefits if it

Program Development and Support

Workers may learn through review of EBT transaction reports that

The AU lives in one county but all AU purchases are made

SIU Referrals If the AU/household refuses to provide additional necessary

CalWORKs Chapter: Residency and ICTs

Program Development and Support

FAILURE TO REPORT ADDRESS CHANGES

Counties are not to take negative action on a case for a recipients

A CalWORKs recipient reports on the SAR 7 that she moved five

A CalWORKs recipient calls to report he moved out of state four

CalWORKs Chapter: Residency and ICTs

Program Development and Support

During a redetermination interview, a CalWORKs recipient reports

During an interview for CalWORKs, an applicant reports she is

CalWORKs Chapter: Residency and ICTs

Program Development and Support

ACL 14-30, 40-187,

Inter-County Transfer (ICT) refers to the transfer of responsibility for

CalWORKs Chapter: Residency and ICTs

Program Development and Support

As of March 2011, all California Counties (C-IV, CalWIN, and Leader)

eICT Interface Sending and receiving data and images via a

CalWORKs Chapter: Residency and ICTs

Program Development and Support

imaged document including captured images, certain Notice of

CW 215 (4/14): Notification of InterCounty Transfer

CalWORKs Chapter: Residency and ICTs

Program Development and Support

The ICT Reminder is used by the first county to inform