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Case Transfer

Revised October 28, 2007

Active Case New Address Reported No New Address Reported Closed Case Pending Case

Active Case Case transfers must be processed in the ongoing month. Edit Message 1766 - CSO Change Can Only Occur in the Ongoing Month to Transfer AU(s) - displays whenever the user attempts to change the CSO field on the (ADDR) if the user is trying to transfer the AU in any month other than the ongoing month. The case transfer takes place on-line in real time.  In other words, as soon as eligibility is confirmed, the AU is electronically transferred to the other office into the new user's caseload. Until batch runs that night, the owner of the case in the previous office still has access to the case. Even though the case transfers immediately, the system generated letter 065-04 Record Transfer - Internal, and Alert 218 - Case(s) Transferred to This Caseload, telling the new user the case has been transferred are not generated until overnight batch runs. New Address Reported When a case needs to be transferred and a new address has been reported use the following steps: Transfer a case in ACES by updating the address on the (ADDR). <TRANSMIT> and Edit Message 1510 - Because of ADDR change do you want to transfer AU(s) to another CSO? - appears at the bottom of the screen asking if you want to transfer the case. If any character in the address on (ADDR) is changed ACES displays Edit Message 1510. Enter the [new CSO number] in the CSO field at the top left of the (ADDR). To continue the case transfer process, press <F4>. Update any other required information on the case. If correct send the system-generated letter, or create your own letter by going to aces.online.  See  Letters Press <HOME> and enter [DONE] in the Screen ID field in the upper right hand corner. <TRANSMIT> to complete the case action. No New Address Reported When a case needs to be transferred and a new address has not been reported use the following steps: If the case needs to be transferred and the user does not have a new address for the client, change any part of the address on the (ADDR). Enter the [new CSO number] in the CSO field at the top left of the (ADDR). To continue the case transfer process, press <F4>. Update any other information on the case. If correct send the system-generated letter, or create your own letter by going to aces.online.  See Letters Press <HOME> and enter [DONE] in the Screen ID field in the upper right hand corner. <TRANSMIT> to complete the case action.

Closed Case A closed or denied AU cannot be transferred to another CSO unless it is being reopened or reinstated.  See Reopen  and  Reinstatement

EXAMPLE Case is closed at the Spokane Valley CSO.  Client is in the King South CSO applying for benefits. King South screens the case to reopen it by selecting Option J - Screening - and entering the [closed AUID]. In the new CSO, King South, only the user assigned to the AU at the time the case is screened, can complete the interview in ACES. The assigned user ID appears in the user field on the (SCDI). If a user is not assigned to the case at the time it is screened (the user ID entered on (SCDI)), or the user is not available when the time comes to work the case, then a worker in the previous CSO must transfer the case before it can be interviewed in the new CSO.

Pending Case If a pending case is transferred from CSO X to CSO Y, and the client comes into CSO X, there is nothing to prevent the user in CSO X from taking necessary action on the case. A pending case cannot be transferred unless it has first been denied, or completed through Option O - Interview, by the CSO transferring the case.

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Modification Date: October 28, 2007

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