SAWS Consortium IV, C-IV System
Los Angeles Eligibility
Welfare Client Data Systems Consortium
Automated Determination
Evaluation and Reporting (LEADER) System
Inter-County Transfer Communication Protocol
The counties in California have worked together in developing a protocol for the Electronic InterCounty Transfer (eICT) process. The following guidelines have been reviewed and agreed upon.
The counties have full authority to modify this agreement as deemed necessary.
NOTE: This document includes hyperlinks that will be indicated with blue font.
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SAWS Consortium IV, C-IV System
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Welfare Client Data Systems Consortium
Automated Determination
Evaluation and Reporting (LEADER) System
Table of Contents
Executive Summary ............................................................................................................................... 2
1.
Timeframes .................................................................................................................................... 3
1.1
Requesting an eICT ........................................................................................................................................................... 3
1.2
Sending an eICT ................................................................................................................................................................ 4
1.3
Processing Timeframe ....................................................................................................................................................... 4
1.4
Program Disposition ......................................................................................................................................................... 5
1.5
Annual Redeterminations ................................................................................................................................................ 5
2.
Partial ICT ..................................................................................................................................... 6
3.
Companion Cases .......................................................................................................................... 6
4.
Address Changes............................................................................................................................ 7
4.1
5.
Client Reporting an Address Change after the Sending County has initiated the eICT: ..................................... 7
File Clearance Processes............................................................................................................... 7
5.1
MEDS ................................................................................................................................................................................... 7
5.2
SCI ........................................................................................................................................................................................ 7
6.
Confidential Case .......................................................................................................................... 7
6.1
7.
Domestic Abuse eICT Process ......................................................................................................................................... 8
Child Support Good Cause ............................................................................................................ 8
7.1
Good Cause - Granted....................................................................................................................................................... 8
7.2
Good Cause – Request Pending ...................................................................................................................................... 8
8.
Homeless ........................................................................................................................................ 8
9.
Documents ..................................................................................................................................... 9
9.1
Additional Documentation .............................................................................................................................................. 9
9.2
Sending County Response Time ..................................................................................................................................... 9
10.
Cancellation Process ................................................................................................................. 9
10.1
Client Returning to Sending County ............................................................................................................................. 9
10.2
Non-Processed eICT Request ........................................................................................................................................ 10
11.
Foster Care .............................................................................................................................. 10
11.1
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Foster Care......................................................................................................................................................................... 10
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SAWS Consortium IV, C-IV System
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Welfare Client Data Systems Consortium
Automated Determination
Evaluation and Reporting (LEADER) System
11.2
Court Dependent Children receiving CalWORKs..................................................................................................... 10
11.3
Wraparound Program ...................................................................................................................................................... 10
12.
Overpayment Claims................................................................................................................ 10
12.1
Supporting Documentation ........................................................................................................................................... 11
12.2
Multiple Claims ............................................................................................................................................................... 11
12.3
Collection Policy .............................................................................................................................................................. 11
12.4
eICT Comments ............................................................................................................................................................... 11
13.
Communication Process .......................................................................................................... 11
13.1
General Escalation Process ............................................................................................................................................. 11
13.2
ICT Coordinators ............................................................................................................................................................. 12
13.3
Issue Resolution ............................................................................................................................................................... 12
Appendix A - eICT Timelines.............................................................................................................. 13
Appendix B - County ICT/eICT Coordinator ..................................................................................... 20
Appendix C - Document Protocol ....................................................................................................... 21
Appendix D - Glossary......................................................................................................................... 29
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Los Angeles Eligibility
Welfare Client Data Systems Consortium
Automated Determination
Evaluation and Reporting (LEADER) System
Version
Number
1.0
Brief Description of Change (include page
numbers)
Baseline Approval
2.0


2.0
Version 2 Statewide Workgroup Approval
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Incorporate CalFresh ICT Draft ACL regulations
Remove ICT Coordinator list
Date
Responsible Party
10/25/10
eICT California
Consortia Workgroup
eICT California
Consortia Workgroup
03/17/2011
03/22/2011
eICT California
Consortia Workgroup
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SAWS Consortium IV, C-IV System
Los Angeles Eligibility
Welfare Client Data Systems Consortium
Automated Determination
Evaluation and Reporting (LEADER) System
Executive Summary
The California Counties, the California Consortia (C-IV, CalWIN and Leader), in association with
the California Welfare Director Association (CWDA), created a Statewide California electronic intercounty transfer interface (eICT) between the California Consortia. The purpose of a statewide intercounty transfer (ICT) is to provide a seamless transfer of client data and documents from one
California County to another without a break in benefits to the recipient. This document, titled InterCounty Transfer Communication Protocol, is to provide an agreement to guide California Counties
through the ICT business processes used in conjunction with each California Consortia detailed
design documentation of their eICT interface. The content of this document has been agreed upon
by the California Counties as the standards for processing a recipient of benefits when they move
from one county to another, within the State of California.
At this time, the following programs are included with the initial eICT interface between the three
California consortia:




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CalWORKs
RCA (Refugee Cash Assistance)
Medi-Cal
CalFresh
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SAWS Consortium IV, C-IV System
Los Angeles Eligibility
Welfare Client Data Systems Consortium
Automated Determination
Evaluation and Reporting (LEADER) System
1. Timeframes
All California Counties will utilize the Electronic Inter-County Transfer (eICT) process. The
electronic data file with the Imaged Document file must be initiated within seven working days
from the notification date. For Counties that do not have document imaging, the timeframe to
postmark or FAX the document file is seven working days.
Regulations guiding the protocol for each program are listed below:
Medi-Cal
ACWDL 03-12 and 04-14: Seven calendar days to initiate an eICT to the Receiving County and
30 days to complete the process in the Receiving County.
CalWORKs
EAS Manual 40-187 - 40-188: The 30-day transfer period begins with the postmarked date or the
date of the electronic transfer of the notification of ICT. The documentation must be sent within
seven working days from the day the Sending County notifies the Receiving County.
Continuing eligibility determination must be completed by the Receiving County by the end of
the transfer period.
CalFresh - excluding Transitional CalFresh
ACL 11-22 implements CalFresh ICT regulations: seven working days to initiate and send
documentation, then timeframes are as follows:

Public Assistance Households (PA Households)-when any CalFresh participant also
receives CalWORKs benefits the CalWORKs ICT regulations will apply.

Households receiving Medi-Cal only and CalFresh benefits, the Medi-Cal ICT
regulations will apply.

No later than July 1, 2011, households receiving Non-Assistance CalFresh benefits only,
refer to ACL 11-22 for specific ICT regulations.
The 30-day transfer period begins with the postmarked date or the date of the electronic
transfer of the notification of ICT. The documentation must be sent within seven working
days from the day the Sending County notifies the Receiving County. Continuing
eligibility determination must be completed by the Receiving County by the end of the
transfer period.
1.1 Requesting an eICT
The requesting county will have three working days to request the ICT from the Sending
County, when the client is in the Receiving County requesting an ICT. Once the
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Welfare Client Data Systems Consortium
Automated Determination
Evaluation and Reporting (LEADER) System
Receiving County has confirmed the client is a potential ICT, the county will request the
ICT within three working days.
1.2 Sending an eICT
Once the county is notified of an ICT request, the Sending County will initiate the ICT
within seven calendar days for Medi-Cal and seven working days for CalWORKs or nonassistance CalFresh. The seven-day starts with the date of receipt of request in the
Sending County. (For CalWORKs/Medi-Cal cases the timeframe follows CalWORKs
timeframe.)
Example: The eICT batch process usually takes two working days. An ICT request is
entered in the Receiving County on Monday and batch processes Monday night. The
Sending County’s Consortium receives the file on Tuesday and processes the file on
Tuesday night. The Sending County would see the request on Wednesday. The Sending
County has seven calendar days for Medi-Cal and seven working days for CalWORKs to
respond to the requesting county with the eICT data and imaged document file. For
those counties that do not have document imaging systems, the documents would be sent
manually within the timeframes stated above.
When there is a system outage, depending on the length of time the system is anticipated
to be unavailable, the counties will determine whether to wait for the system availability
to complete the automated process or to complete a manual ICT process. The consortia
systems will process the files in order of date received once the system outages are
resolved. When the need for a manual process is determined by the county, it is the
responsibility of that county to communicate to the Consortia and counties. Consortia
and county ICT Coordinators will be communicating with each other regarding outage
business plans, through a County/Consortia communication plan.
When Consortia anticipate a planned outage, all counties will be notified one week in
advance of the planned outage.
1.3 Processing Timeframe
Once an eICT is received in the Receiving County, the processing timeframes will be
completed by program, as follows, with the intent to meet regulations:
CalWORKs
EAS Manual 40-187, 40-188, ACL 03-18 and ACIN I-29-04: The 30-day transfer period
begins with the postmarked date or the date of the initiation of the electronic transfer
Medi-Cal
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Welfare Client Data Systems Consortium
Automated Determination
Evaluation and Reporting (LEADER) System
ACWDL 03-12 and 04-14: The 30-day transfer period begins with the postmarked date or
the date of the initiation of the electronic transfer.
CalFresh
ACL 11-22 implements CalFresh ICT regulations. The 30-day transfer period begins with
the postmarked date or the date of the initiation of the electronic transfer.
1.4 Program Disposition
Disposition files notifying the Sending County of the approval/denial of the eICT will be
triggered from the Consortia system once the Eligibility Determination has been
authorized.
NOTE: In order to successfully transition county of responsibility automatically in
the MEDS system, MEDS requires the negative (EW40/FX40) transaction be received
prior to the approval (EW20/FX20) transactions from the receiving county. Counties
agree to communicate to one another the intended program approval/discontinuance
dates to facilitate timely processing in MEDS, or counties can manually complete an
online EW05 transaction in MEDS to change the county of responsibility.
The counties will communicate any deviation to extend or shorten the pick-up dates to
ensure there is no break in assistance to the household, no overlapping benefits are issued
and that adequate notification can be provided.
Example: ICT initiated on September 13th, the Receiving County has 30 days to process
(by October 12th), and the pick-up date would be November 1st. For all programs, the
receiving county should communicate the proposed program approval dates to the
sending county before October 12th allowing the sending county to take the
discontinuance action prior to the receiving county actually approving the programs in
the automated system.
ACWDL 04-14 states when the CalWORKs program is discontinued prior to completing
the ICT process, the ICT process must continue for the Medi-Cal program.
1.5 Annual Redeterminations/Recertifications
If the annual redetermination is due within the transfer period, the Receiving County
completes an annual redetermination to meet the needs of the client.
Medi-Cal
When the annual redetermination is due during the ICT period, ACWDL 03-12 and 04-14
will be followed.
CalWORKs
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Automated Determination
Evaluation and Reporting (LEADER) System
When the annual redetermination is due during the ICT period, EAS Manual sections 40187 through 40-197 will be followed.
CalFresh
ACL 11-22 implements CalFresh ICT regulations; Households who move during the last
month of their certification period shall be required to file a new CalFresh application in
the county of residence.
Example:
Normal ICT Process
The client is living in the Receiving County; the ICT request month is September. The
ICT end of transfer period is October 31st and the pick-up date in the Receiving County is
November 1st.
ICT with RV due
The ICT is requested in the same month as the annual redetermination due month
(September). The counties have agreed, when the client completes the redetermination
paperwork in the Receiving County, that the Receiving County would complete the
annual redetermination, in this example, processing with October 1st as the pick-up date
for continuing assistance.
2. Partial ICT
A partial ICT is defined when not all active persons contained in a program/case have moved to
the new county. The current California Consortia eICT interface process does not support a
partial household/case eICT request. Any partial ICT will be completed as a manual process
outside the consortium system. For CalFresh cases an ICT should only be initiated when the
entire household moves out of the county. (Medi-Cal ACWDL 03-12 and 04-14; CalWORKs EAS
Manual 40-190.23; CalFresh ACL 11-22.)
3. Companion Cases
The eICT interface file does not inform a county of a companion case, therefore counties will note
in the eICT comment section if there is a companion case situation with the ICT.
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SAWS Consortium IV, C-IV System
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Welfare Client Data Systems Consortium
Automated Determination
Evaluation and Reporting (LEADER) System
4. Address Changes
4.1 Client Reporting an Address Change after the Sending County has initiated the eICT:

The address is changed within the Receiving County; the Receiving County continues
to process the eICT with the changed address information. When possible both the
sending and receiving counties will assure the validity of the new address to include
confirming the ZIP code matches the city and county of the receiving county.

When the address is unknown counties will utilize the homeless process in section 8
when changing address in the automated systems.

The address is changed back to the Sending County; the Sending County cancels the
eICT request. In the event the Receiving County has completed the ICT process and
the client has returned to the Sending County, a new eICT needs to be initiated back
to the Sending County.

The address is changed to a third county, the Sending County (# 1) cancels the eICT
request to Receiving County (# 2), and initiates the eICT to the correct county (# 3).
5. File Clearance Processes
5.1 MEDS
Receiving County is responsible to complete file clearance processes for each individual
in the household to assure the continuance of benefits. All Counties would follow their
current business processes.
For Medi-Cal clients with Managed Care ICT’s, refer to ACWDL 03-12 and 04-14.
5.2 SCI
Receiving County is responsible to complete file clearance processes to assure the
accurate continuance of CIN numbers from the sending to the Receiving County. All
counties would follow their current business processes.
6. Confidential Case
When a county is made aware that a case in which there is a Domestic Abuse/Violence situation
has moved to another county, the Inter County Transfer for all programs except
CalWORKs/RCA is to be completed manually and not electronically. The manual process will
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SAWS Consortium IV, C-IV System
Los Angeles Eligibility
Welfare Client Data Systems Consortium
Automated Determination
Evaluation and Reporting (LEADER) System
begin with the completion of the CW215/MC360 form and include all appropriate documents.
The expectation is that all information is to be treated with utmost confidentiality.
CalWORKs/RCA program will follow ACIN I-60-09.
6.1 Domestic Abuse eICT Process
The Protocol Workgroup is working with CWDA, CDSS and DHCS to provide policy
direction regarding confidential cases including the Domestic Abuse cases for this eICT
process. Once the State confidentiality policy is established this document will be
updated.
7. Child Support Good Cause
Counties will continue to follow all existing policies regarding requests for Good Cause not to
cooperate with Child Support according to ACL 07-51.
7.1 Good Cause - Granted
When the client has been granted good cause not to cooperate with Child Support, the
Sending County is to notify the Receiving County by including the applicable CW51
document. The Sending County should also add a comment to eICT file where a request
for Good Cause has been granted.
7.2 Good Cause – Request Pending
In the event the ICT is requested while a Good Cause not to cooperate with Child
Support determination (CW51) is pending, the Sending County will add a comment to
the eICT file and forward all supporting documentation to the Receiving County. The
Receiving County would then make the Good Cause determination.
8. Homeless
When a client applies in a receiving county and does not have a permanent or temporary
address, the receiving county would send the eICT request to the sending county. The receiving
county will enter the appropriate homeless address (District office address/general delivery,
etc.) in the address section of the consortium system and add case comments regarding client’s
homeless situation for inclusion in the eICT request transaction.
When the client informs the Sending County of their intention to move or has moved to another
county, but does not have a permanent address, the request for ICT will be documented in the
case and wherever possible the counties will communicate with each other to ensure a
continuation of benefits.
NOTE: In order to initiate an eICT, the address is a mandatory field.
References:
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Welfare Client Data Systems Consortium
Automated Determination
Evaluation and Reporting (LEADER) System
Medi-Cal
ACWDL 03-12 and 04-14
CalWORKs
EAS 44-211.515 and 44-211.52
CalFresh
ACL 11-22 implements CalFresh ICT regulations.
9. Documents
Counties have validated the minimum required documentation necessary to support the eICT
process as listed in Appendix C. The eICT process supports an initial (one-time) document file
transfer. In the event documents must be sent manually, counties will notate in the eICT
comment section that images will not be sent electronically. Any subsequent documentation
needed will be sent as stated below.
9.1 Additional Documentation
Counties will need to communicate with each other when additional documentation is
being requested or sent. All additional documentation will be sent manually and will
include a CW215/MC360 with the identifying case number and/or eICT reference
number to link the additional documentation to the initial eICT.
9.2 Sending County Response Time
Counties will respond within seven business days by providing the additional documents
requested.
10. Cancellation Process
The Receiving County’s ‘Request’ for an eICT cannot be electronically cancelled. Only the
Sending County has the ability to cancel the ‘Sending’ eICT process electronically.
The electronic EDBC disposition by program will be sent to the Sending County once the ICT
programs are authorized. Once an eICT disposition is sent from the Receiving County, the entire
eICT process is complete and cannot be electronically cancelled.
10.1 Client Returning to Sending County
When a client returns to the Sending County, the Sending County would cancel the eICT
process. When sending a cancellation request, the Sending County should attempt to
make contact with the Receiving County as a courtesy. In the event the Receiving County
has completed the ICT process and the client has returned to the Sending County, a new
eICT needs to be initiated back to the Sending County.
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SAWS Consortium IV, C-IV System
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Welfare Client Data Systems Consortium
Automated Determination
Evaluation and Reporting (LEADER) System
10.2 Non-Processed eICT Request
When a county receives an eICT request in their system and needs to
cancel/deny/terminate the request, the two counties will communicate within two
business days. The counties will follow existing county business processes to cancel the
requests.
10.3 Overlapping Cancellation and Disposition transactions
The Sending ICT cancellation transaction and the disposition transactions are individual
transactions and will create notifications in the Consortia systems. The county
completing the cancellation should contact the other county involved in the ICT request
to determine the best course of action on behalf of the client.
11. Foster Care
11.1 Foster Care
Foster Care is not included in the eICT statewide process and counties will continue to
follow current manual business processes. EAS 40-188 and 44.317.3
11.2 Court Dependent Children receiving CalWORKs
CalWORKs program, where the case consists solely of children who are court dependent,
would be included in the eICT; however, a face-to-face interview is not required to
complete the ICT process. The Sending County should add a comment to the eICT file
for these cases. (ACIN I-05-09 )
11.3 Wraparound Program
Wraparound program information for CalWORKs and/or Medi-Cal needs to be included
in the comments section of the eICT file. (ACIN I-28-99 )
12. Overpayment/Overissuance Claims
The State mandates that all overpayment claims or overissuances are transferred to the receiving
county with supporting documentation (EAS 44-350 ; CalFresh ACL 11-22; MPP 63-801.782).
Overpayment/Overissuance claim information is minimally included in the data file with the
following data elements:
 Program,
 Error type (Agency Error; Client Error or Intentional Program Violation (IPV)) and
 Number of errors occurred (the number of overpayments per program per error type).
The file includes those overpayments that are in an open/active status at the time of the eICT
sending transaction.
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SAWS Consortium IV, C-IV System
Los Angeles Eligibility
Welfare Client Data Systems Consortium
Automated Determination
Evaluation and Reporting (LEADER) System
12.1 Supporting Documentation
Supporting overpayment/overissuance documentation for the current active claim(s)
should be sent to the Receiving County in the 7-day timeframe stated in Section 1.
Where possible, sending counties should send the supporting overpayment
/overissuance documentation for each additional open claim(s) within 90 days of the
date the transfer is completed. It is understood by all counties that the receiving county
will be unable to resume overpayment recoupment or collection processes on any
existing claims without receiving all supporting documentation. The following is a
recommended list of supporting documentation:

Overpayment/Overissuance Claim budget calculations

Overpayment/Overissuance Claim Notices of Action

Overpayment/Overissuance recoupment history – if available.

Overpayment/Overissuance beginning balance and balances owed at the time of the
transfer after the last Sending County grant issuance month.

All other Overpayment/Overissuance supporting documentation, including any Fair
Hearing material if applicable.
12.2 Multiple Claims
The documentation listed in 11.1 shall be included for each overpayment claim and error
type.
12.3 Collection Policy
All existing policies relative to collections will remain in effect with the eICT process.
12.4 eICT Comments
The eICT comments section should include, at minimum, the program, claim type, last
recoupment amount and balance remaining for each overpayment.
13. Communication Process
13.1 General Escalation Process
When a county is experiencing ‘Non-Response’, the county staff will contact their
county’s ICT coordinator to work with the other county ICT coordinator(s) in the
following situations:
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Automated Determination
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
eICT system request:
‘Non-Response’ is defined as no eICT send transaction received after the fourteenth
calendar day.

Non-System requests:
‘Non-Response’ is defined as any request to a county for information without a
response after the seventh business day.
13.2 ICT Coordinators
The State California Department of Social Services (CDSS) maintains a list of County ICT
coordinators with all contact information. (ACIN I-34-08EII )
See also Appendix B regarding a current listing of ICT coordinators.
13.3 Issue Resolution
The ICT Coordinator is to serve as the contact person for issue resolution.
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Welfare Client Data Systems Consortium
Automated Determination
Evaluation and Reporting (LEADER) System
Appendix A - eICT Timelines
ICT Request Transaction Processing Timeline - CalWORKs Scenario
Policy: ICT Request needs to be processed within 7 Business Days (M-F) from the Date Request Received
Scenario: Request gets processed on the 7th Business Day (i.e., Longest Processing Timeline)
System B Receives
ICT Request
Days elapsed
from Request
Received to ICT
Received
Days elapsed
from ICT
Requested to
ICT Received
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1
Monday
Tuesday
Wednesday
8
9
10
11
System A
receives ICT
System B
Processes
ICT Request
2
Request available
in System B for
Users in Sending
County
Saturday
Sunday
7
Friday
Saturday
6
Thursday
Friday
5
12
13
System
A
Processes
ICT
ICT
available in
System A for
Users in
Receiving
County
12
13
Tuesday
Sending
County
(System B)
4
Monday
Receiving County
User in System A
Requests ICT from
Sending County
System A Sends ICT
Request to System B
3
Week 3
Sunday
Receiving
County
(System A)
2
Thursday
Tuesday
Monday
1
Week 2
Wednesday
Week 1
14
15
16
14
15
Sending County
User Sends ICT
to Receiving
county from
System B
1
2
3
3
4
5
6
7
4
5
6
System B Sends
ICT to System A
7
8
9
10
11
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SAWS Consortium IV, C-IV System
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Welfare Client Data Systems Consortium
Automated Determination
Evaluation and Reporting (LEADER) System
ICT Request Transaction Processing Timeline - Medi-Cal Scenario
Policy: ICT Request needs to be processed within 7 Calendar Days from the Date Request Received
Scenario: Request gets processed on the 7th Business Day (i.e., Longest Processing Timeline)
9
System A receives ICT
10
System A
Processes
ICT
System A Sends
ICT Request to
System B
Sending County
(System B)
System B Receives
ICT Request
System B
Processes
ICT
Request
Days elapsed from
Request Received to
ICT Received
Days elapsed from
ICT Requested to
ICT Received
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2
Request
available in
System B for
Users in
Sending
County
1
3
11
Sunday
8
Saturday
7
Friday
6
Thursday
Monday
5
Wednesday
Sunday
4
Receiving County
User in System A
Requests ICT from
Sending County
Tuesday
Saturday
3
Friday
2
Thursday
Tuesday
Monday
1
Receiving County
(System A)
Week 2
Wednesday
Week 1
12
13
14
ICT
available in
System A
for Users in
Receiving
County
Sending County User Sends
ICT to Receiving county from
System B
2
3
4
5
6
4
5
6
7
8
System B Sends ICT to
System A
7
9
8
9
10
11
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SAWS Consortium IV, C-IV System
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Welfare Client Data Systems Consortium
Automated Determination
Evaluation and Reporting (LEADER) System
ICT Processing Timeline - CalWORKs Scenario A
Policy: ICT Transfer Period is 30 Calendar Days
Scenario: ICT sent before the last day of the month and processed within 30 Days from the ICT Sent Date
Sending
County
(System
B)
Wednesday
11/30/10
Thursday
Tuesday
11/29/10
12/01/10
Monday
Monday
11/22/10
11/28/10
Sunday
11/21/10
Saturday
Friday
11/20/10
11/27/10
Thursday
11/19/10
Saturday
Wednesday
11/18/10
11/26/10
…
…
Thursday
Monday
11/01/10
System B
Sends
Discontinuance
to MEDS
11/25/10
Sunday
10/31/10
CalWORKs/
CalFresh
Benefits
show as
Discontinued
in System B
Wednesday
Saturday
10/30/10
System B
Discontinues
Benefits
Effective
12/1/2010
11/24/10
Friday
10/29/10
System B
sends ICT to
System A
System B
Schedules
CW/FS
Benefits
Discontinuance
effective
12/1/2010
Tuesday
Thursday
10/28/10
ICT
available
in System
A for
Users in
Receiving
County
December
11/23/10
Wednesday
10/27/10
System A
Processes
ICT
Tuesday
Monday
10/25/10
Receiving
County
(System
A)
November
10/26/10
October
User in
Receiving
County
Approves
Benefits
System A
Sends
Approval
Disposition
with Pick
Up Date =
12/1/2010
Customer
Aided in
Receiving
County
System B
Receives
Approval
Disposition
Transaction
from
System A
CalWORKs/
CalFresh
Benefits
Discontinued
in Sending
County
MEDS
Renewal
1
2
3
4
5
6
7
8
…
25
26
27
28
29
30
eICT Processing Time: 30 days between the ICT Sent Date (Sending County) and ICT Processed Date (Receiving County)
County
Customer
Aided In
Sending County
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Receiving
County
15
SAWS Consortium IV, C-IV System
Los Angeles Eligibility
Welfare Client Data Systems Consortium
Automated Determination
Evaluation and Reporting (LEADER) System
ICT Processing Timeline - CalWORKs Scenario B
Policy: ICT Transfer Period is 30 Calendar Days
Scenario: ICT sent before the last day of the month and processed within 30 Days from the ICT Sent Date
Sending
County
(System
B)
106762947
Friday
10/29/2010
System B
CalWORKs/CalFresh
Discontinues
Benefits show as
Effective
Discontinued in
System B
11/1/2010
System B
Sends
Discontinuance
to MEDS
2
3
…
18
19
…
28
29
30
eICT Processing Time: 30 days between the ICT Sent Date (Sending County) and ICT Processed Date (Receiving County)
Sending County
Monday
Thursday
10/30/2010
User in
Receiving
County
Approves
System A
Sends
Approval
Disposition
with Pick
Up Date =
11/1
System B
Receives
Approval
Disposition
Transaction
from
System A
11/1/2010
…
…
Sunday
Tuesday
10/19/2010
10/31/2010
Monday
10/18/2010
(by ten day
notice)
Saturday
…
…
10/30/2010
Wednesday
10/3/2010
ICT available in
System A for Users
in Receiving County
System B sends ICT
to System A
System B Schedules
CW/FS Benefits
Discontinuance
effective 11/1/2010
1
County
Customer
Aided In
System A
Processes
ICT
Tuesday
Monday
10/1/2010
Receiving
County
(System
A)
November
10/2/2010
October
Customer Aided in
Receiving County
CalWORKs/CalFresh
Benefits
Discontinued in
Sending County
Receiving County
16
SAWS Consortium IV, C-IV System
Los Angeles Eligibility
Welfare Client Data Systems Consortium
Automated Determination
Evaluation and Reporting (LEADER) System
Sending
County
(System
B)
System
B sends
ICT to
System
A
Saturday
Saturday
Monday
Tuesday
Wednesday
11/26/2010
11/27/2010
11/28/2010
11/29/2010
11/30/2010
Thursday
Thursday
11/25/2010
User in
Receiving
County
Approves
Benefits
System A
Sends
Approval
Disposition
with Pick
Up Date =
12/1/2010
System B
Receives
Approval
Disposition
Transaction
from
System A
12/1/2010
Wednesday
Monday
11/22/2010
11/24/2010
Sunday
11/21/2010
December
Tuesday
Friday
11/20/2010
November
11/23/2010
Thursday
Monday
11/1/2010
11/19/2010
Sunday
10/31/2010
Wednesday
Saturday
10/30/2010
11/18/2010
Friday
10/29/2010
…
Thursday
10/28/2010
ICT
available
in System
A for
Users in
Receiving
County
…
Wednesday
System A
Processes
ICT
Tuesday
10/27/2010
Receiving
County
(System
A)
10/26/2010
10/25/2010
Monday
ICT Processing Timeline - Medi-Cal Scenario A
Policy: ICT Transfer Period is 30 Calendar Days
Scenario: ICT processed within 30 Days from the ICT Sent Date and UP TO 2 DAYs BEFORE MEDS Renewal
October
Customer
Aided in
Receiving
County
System B
Discontinues
Benefits
Effective
12/1/2010
System B
Sends
Discontinuance
to MEDS
Medi-Cal
Benefits
show as
Discontinued
in System B
Medi-Cal
Benefits
Discontinued
in Sending
County
MEDS
Renewal
County
Customer
Aided In
…
1
2
3
4
5
6
7
8
25 26 27 28 29
30
eICT Processing Time: 30 days between ICT Sent Date (Sending County) and ICT Processed Date (Receiving
County)
Sending County
106762947
Receiving
County
17
SAWS Consortium IV, C-IV System
Los Angeles Eligibility
Welfare Client Data Systems Consortium
Automated Determination
Evaluation and Reporting (LEADER) System
ICT Processing Timeline - Medi-Cal Scenario B
Policy: ICT Transfer Period is 30 Calendar Days
Scenario: ICT processed within 30 Days from the ICT Sent Date and 1 DAY BEFORE, ON or AFTER MEDS Renewal
Sending County
(System B)
System B sends
ICT to System
A
eICT Process
Time: 30 days
between ICT
Sent Date
(Sending
County) & ICT
Processed Date
(Receiving
County)
1
106762947
3
4
5
6
…
23
24
25
26
27
28
Sending County
29
Tuesday
Wednesday
Thursday
11/29/2010
11/30/2010
12/1/2010
Thursday
Monday
11/28/2010
1/1/2011
Saturday
11/27/2010
Wednesday
11/24/2010
Saturday
Tuesday
11/23/2010
11/26/2010
Monday
11/22/2010
Thursday
Sunday
11/21/2010
User in
Receiving
County
Approves
Benefits
System A Sends
Approval
Disposition with
Pick Up Date =
1/1/2011
System B
Receives
Approval
Disposition
Transaction
from System A
2
December January
11/25/2010
Friday
11/20/2010
…
Thursday
Monday
11/1/2010
11/19/2010
Friday
10/31/2010
…
Thursday
10/30/2010
Wednesday
Wednesday
10/29/2010
11/18/2010
Tuesday
System A
ICT
Processes ICT available in
System A
for Users in
Receiving
County
Receiving
County (System
A)
Co. Customer
Aided In
November
10/28/2010
10/27/2010
Monday
October
Customer Aided
in Receiving
County
System B
Discontinues
Effective
1/1/2011
System B Sends
Discontinuance to
MEDS
Medi-Cal
Benefits show
as
Discontinued
in System B
Customer
Aided in
Sending
County
Medi-Cal
Benefits
Discontinued in
Sending County
MEDS
Renewal
30
Receiving
County
18
SAWS Consortium IV, C-IV System
Los Angeles Eligibility
Welfare Client Data Systems Consortium
Automated Determination
Evaluation and Reporting (LEADER) System
Page Intentionally Left Blank
106762947
19
SAWS Consortium IV, C-IV System
Los Angeles Eligibility
Welfare Client Data Systems Consortium
Automated Determination
Evaluation and Reporting (LEADER) System
Appendix B - County ICT/eICT Coordinator
The Statewide ICT/eICT Coordinator list is a separate document that is to be maintained by the Consortia Project Staff. Updates to this list
need to be sent to the Counties appropriate Consortia Representatives:
CalWIN: Jo Anne Osborn, joanne.osborn@calwin.org
C-IV: Jennifer Hobbs; hobbsj@C-IV.org
LEADER: Judith Roldan; JudithRoldan@dpss.lacounty.gov
County Addresses:
The ICT/eICT Coordinator document will also include all Counties Mailing and indicate the county homeless address to use for client address when
the assistance unit does not have a mailing/housing address. The mailing address is to be utilized to mail partial ICT’s.
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20
SAWS Consortium IV, C-IV System
Los Angeles Eligibility
Welfare Client Data Systems Consortium
Automated Determination
Evaluation and Reporting (LEADER) System
Appendix C - Document Protocol
The below spreadsheet provides recommended categories for documents that are required to be included in
the eICT document file. This requirement of document inclusion depends upon the assistance program(s) to
be transferred and the case/individual situation for the program eligibility determination. Not all document
types are included in the eICT Statewide Required Document Types and Categories for each program. The
document type list does include the minimum required documents to allow the Receiving County to make an
accurate eligibility determination providing seamless transition of benefits from one county to the next county.
Document Categories
Applications
Birth/Citizenship
Budgets
Cal Learn
Child Support
Deprivation
Key to 'Required' Indicators
Disability
N/A
Expenses
I
Forms
M
Document type is not applicable to
program.
If applicable to eligibility determination
for case/individual then the document
will be included, if available, in
document file, otherwise the inclusion
of the document is optional.
Mandatory inclusion in the document
file regardless of case construct.
Homeless Assistance
Identification
IEVS
Income
Medical Records
Narratives/Comments
Notices
Other Documents
Property
Relationship
Residency
Sanctions/Penalties
SFIS
Status Reports
Time Limits
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21
SAWS Consortium IV, C-IV System
Los Angeles Eligibility
Welfare Client Data Systems Consortium
Automated Determination
Evaluation and Reporting (LEADER) System
eICT Statewide Required Document Types and Categories
CalWORKS
Required
Medi-Cal
Required
CalFresh Required
(TBD)
ABAWD Time Limit
N/A
N/A
I
Time Limit
Adoption Documents
I
I
I
Birth/Citizenship
Affidavit Relating to
Birth/Citizenship
I
I
I
Birth/Citizenship
M
I
M
Authorized Rep Form/Letter
I
I
I
Forms
Bank Verification
I
I
I
Property
Birth Certificate/
Verification/ Relationship
I
I
I
Birth/Citizenship
Budgets
I
M
I
Budgets
Burial Fund
I
I
I
Property
M
M
M
Residency
Cal-Learn
I
N/A
N/A
Cal Learn
Car Value Verification
I
I
N/A
Property
Case Narrative
I
M
I
Narratives/Comments
Child Care
I
I
I
Expenses
Child Support Good Cause
I
I
N/A
Child Support Income
I
I
I
Child Support
Notice/Questionnaire 2.1Q
I
I
N/A
Document Type
Application(s)/SAWS 1
CA Residency
106762947
Document Associated
Categories
Applications
Child Support
Income
Child Support
22
SAWS Consortium IV, C-IV System
Los Angeles Eligibility
Welfare Client Data Systems Consortium
Automated Determination
Evaluation and Reporting (LEADER) System
eICT Statewide Required Document Types and Categories
CalWORKS
Required
Medi-Cal
Required
CalFresh Required
(TBD)
M
M
I
Birth/Citizenship
Court Documents
I
I
I
Other Documents
CW 25/CW25A
I
N/A
Applications
CW 61
I
N/A
I
N/A
Deprivation
CW Time Limit Documents
I
N/A
N/A
Time Limit
DDSD - Disability Determination
Forms
I
I
I
Death Certificate
I
I
N/A
Deprivation
Declaration of Paternity
I
I
N/A
Child Support
N/A
M
N/A
Budgets
Disability (SDI)
I
I
I
Income
Drivers License
I
I
I
Identification
Employer Verification
I
I
I
Income
Exempt Map
I
I
N/A
I
N/A
Budgets
N/A
Deprivation
Document Type
Citizenship/non Citizenship
Status Verification
Description of MFBU/MBU
Federal participation
Determination for U-parent cases
106762947
Financial Aid
I
I
I
Fingerprint Imaging
I
N/A
M
Document Associated
Categories
Disability
Income
SFIS
23
SAWS Consortium IV, C-IV System
Los Angeles Eligibility
Welfare Client Data Systems Consortium
Automated Determination
Evaluation and Reporting (LEADER) System
eICT Statewide Required Document Types and Categories
CalWORKS
Required
Medi-Cal
Required
CalFresh Required
(TBD)
Guardianship Letter
I
I
I
Relationship
Homeless Assistance
I
N/A
I
Homeless Assistance
ICT(CW215/MC360)
I
M
?
Forms
IEVS
I
I
I
IEVS
Immunization Records
I
N/A
N/A
Income Earned
I
I
I
Income
Income In-Kind
I
I
I
Income
Income Tax Forms
I
I
I
Income
Income Unearned
I
I
I
Income
Insurance Policies
I
I
I
Property
N/A
M
N/A
Notices
Learning Disability Documents
I
N/A
N/A
Disability
Liens
I
I
I
Property
Marriage/RDP Certificate
I
I
I
Relationship
MC 13 - Statement of Citizenship
N/A
I
N/A
Birth/Citizenship
MC 176 TMC - TMC Quarterly
Status Report
N/A
I
N/A
Status Reports
Document Type
Last SOC/NSOC NOA
106762947
Document Associated
Categories
Medical Records
24
SAWS Consortium IV, C-IV System
Los Angeles Eligibility
Welfare Client Data Systems Consortium
Automated Determination
Evaluation and Reporting (LEADER) System
eICT Statewide Required Document Types and Categories
Document Type
MC 176S - Medi-Cal (Mid-Year)
Status Report
MC 210 RV
MC 210S
CalWORKS
Required
Medi-Cal
Required
CalFresh Required
(TBD)
N/A
N/A
I
I
N/A
Status Reports
N/A
Applications
N/A
N/A
I
M
N/A
Applications
N/A
Notices
MC 358 S – ICT Informing Notice
MC176P
N/A
I
N/A
Forms
MC210PS
N/A
I
N/A
Applications
MC321 HFP
N/A
I
N/A
Applications
Medical Reports/Records
I
I
N/A
Medical Records
Medicare
I
I
N/A
Medical Records
Medicare Notices - Part A & B
I
I
I
M
N/A
N/A
Mortgage Deed
I
I
I
Property
Motor Vehicle/Registration
I
I
I
Property
Non Citizen Number/Card
I
I
I
Identification
Non-Compliance (Sanctions)
I
I
I
Sanctions/Penalties
Notification/NOA
I
M
N/A
MFG/CW2102
106762947
Document Associated
Categories
Expenses
Forms
Notices
25
SAWS Consortium IV, C-IV System
Los Angeles Eligibility
Welfare Client Data Systems Consortium
Automated Determination
Evaluation and Reporting (LEADER) System
eICT Statewide Required Document Types and Categories
CalWORKS
Required
Medi-Cal
Required
CalFresh Required
(TBD)
Other
I
I
I
Other Documents
Other Expense
I
I
I
Expenses
Other Income
I
I
I
Income
Other Property
I
I
I
Property
Other Health Care (OHC)
Coverage
I
I
N/A
Other ID Cards
I
I
I
Identification
Overpayment/Overissuance
I
N/A
I
Budgets
N/A
I
I
Expenses
Passport
I
I
I
Birth/Citizenship
Permanent Disqualification
I
N/A
I
Sanctions/Penalties
Potential 3rd Party Liability
I
I
N/A
Medical Records
Pregnancy Verification
I
I
N/A
Medical Records
QR 7 - Quarterly Report
I
N/A
I
Status Reports
QR 72 - Sponsor's Qtr Report
I
N/A
I
Status Reports
QR3
I
N/A
I
Status Reports
QR73
I
N/A
N/A
Status Reports
Restricted Account
I
I
I
Property
Retirement Account
I
I
I
Property
Document Type
Paid Child Support
106762947
Document Associated
Categories
Medical Records
26
SAWS Consortium IV, C-IV System
Los Angeles Eligibility
Welfare Client Data Systems Consortium
Automated Determination
Evaluation and Reporting (LEADER) System
eICT Statewide Required Document Types and Categories
CalWORKS
Required
Medi-Cal
Required
CalFresh Required
(TBD)
Savings Bond
I
I
I
Property
Self Employment Records
I
I
I
Income
Shelter
I
N/A
I
Expenses
Social Security Award
Letter/Benefits
I
I
I
Income
Social Security Number/ Card
I
I
I
Identification
SP-DDSD Decision Verification
Form
I
I
I
Disability
M
I
I
I
I
M
I
I
N/A
I
I
I
I
N/A
I
I
N/A
I
I
I
I
Income
Veteran Income
I
I
I
Veterans Verif. and Referral
I
I
I
Forms
Document Type
Statement of
Facts/SAWS2/MC210
Stocks and Bonds
Sworn Statement
Time on Aid NOA
Trust Funds
Unemployment Benefits (UIB)
Utility
106762947
Document Associated
Categories
Applications
Property
Other Documents
Notices
Property
Expenses
Income
27
SAWS Consortium IV, C-IV System
Los Angeles Eligibility
Welfare Client Data Systems Consortium
Automated Determination
Evaluation and Reporting (LEADER) System
eICT Statewide Required Document Types and Categories
Document Type
Work History for PE
Workers Comp
WTW 37 - Permission To Release
Domestic Abuse Information if
victim
WTW Plan /Amendment
106762947
CalWORKS
Required
Medi-Cal
Required
CalFresh Required
(TBD)
I
I
I
N/A
I
Deprivation
N/A
N/A
Forms
I
I
I
N/A
N/A
Document Associated
Categories
Income
Forms
28
SAWS Consortium IV, C-IV System
Los Angeles Eligibility
Welfare Client Data Systems Consortium
Automated Determination
Evaluation and Reporting (LEADER) System
Appendix D - Glossary
ABAWD – Able Bodied Adults without Dependents/ Food Stamp (SNAP/CalFresh)
ACL – All County Letter, Instructions and information distributed by the California Department of
Social Services
ACIN – All County Information Notice, Information distributed by the California Department of
Social Services
ACWDL – All County Welfare Directors Letter, Information distributed by the Department of Health
and Human Services
Annual Redetermination – The yearly review of continued eligibility for benefits
Batch Process – Nightly run of data creating interface files.
CalWIN – CalWORKs Information Network, Welfare Client Data Systems (WCDS). Represents 18
California Counties
CalWORKs – California Work Opportunities and Responsibility to Kids
CIN – Statewide Client Index Number
C-IV – Consortium-IV. The fourth consortium of California counties founded as a result of the
statewide mandate for an automated welfare system. Represents 39 California Counties
Consortium – Referencing one of the three SAWS application systems supporting the 58 counties in
the State of California
CDSS – California Department of Social Services.
CWDA – California Welfare Directors Association
DDSD – Disability Determination Service Division
DHCS – Department of Health Care Services
DHS – Department of Health Services
eICT – Electronic Inter-County Transfer; the electronic transfer of information from one county to
another.
106762947
29
SAWS Consortium IV, C-IV System
Los Angeles Eligibility
Welfare Client Data Systems Consortium
Automated Determination
Evaluation and Reporting (LEADER) System
eICT Request – An electronic request initiated by the Receiving County for the transfer of case
documentation from one county to another.
EAS – Eligibility and Assistance Standards; the State manual of policy and procedures
EDBC – Eligibility Determination Benefits Calculation; the automated budgeting determination
process.
Escalation Process – The process of contacting a non-responsive county’s designated person or ICT
Coordinator to ensure the client is served timely.
ICT – Inter-County Transfer; the transfer of a welfare case electronically or manually, from one county
to another.
ICT Coordinator – Inter-County Transfer Coordinator; individual(s) designated in each county to
coordinate and resolve ICT issues.
IEVS – Income and Eligibility Verification System
Imaged Documents – Paper documents electronically scanned and stored into a system.
IPV – Intentional Program Violation
LEADER – Los Angeles Eligibility Automated Determination Evaluation and Reporting (LEADER)
System: representing Los Angeles County.
MEDS – Medi-Cal Eligibility Data System, a single, centralized, integrated file of all persons eligible
for cash assistance, Medi-Cal and/or CalFresh in California.
MBU – Mini Budget Unit/ Medi-Cal program
MFBU – Maximum Family Budget Unit/ Medi-Cal Program
MFG – Maximum Family Grant/ CalWORKs Program
NOA – Notice of Action
Overlapping Benefits – Duplicate issuance of benefits.
Receiving County – County in which a client has moved to and is requesting aid in. The Receiving
County may initiate a request to the Sending County for the client’s case related data and
documentation.
RDP – Registered Domestic Partner
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30
SAWS Consortium IV, C-IV System
Los Angeles Eligibility
Welfare Client Data Systems Consortium
Automated Determination
Evaluation and Reporting (LEADER) System
R/V - Reinvestigation
SAWS – Statewide Automated Welfare System; the three Consortia created the following three
systems; LEADER, CalWIN and C-IV.
SCI – Statewide Client Index database
SDI – State Disability Insurance
Sending County – the County from which the client moved and is responsible for the transfer of the
client’s case data information and the related documents.
SFIS – Statewide Fingerprint Imaging System
SOC/NSOC – Share of Cost/ No Share of Cost (Medi-Cal Program)
System Outage – The unavailability of a SAWS application due to electrical failure
TOA – Time on Aid; CalWORKs Program
TFS – Transitional CalFresh
TMC – Transitional Medi-Cal Coverage
Transaction – An exchange of information between data systems
Transfer Period – The specified time frame of a case transfer from one county to another
WTW – Welfare to Work/ CalWORKs Program Employment Services
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31