Electronic Inter County Transfer (elCT)

An eICT is an electronic transfer of client data and documents from one California county to another with the purpose of assisting public assistance beneficiaries with a seamless transition to their new county of residence without break in aid. [Refer to JA - Inter-County Transfers - Electronic - Receiving County, JA - Inter-County Transfers - Electronic - Sending County, JA - Inter-County Transfers - Manual]

Components in the eICT Process

There are 3 main components in the eICT process.

System Data Transfer,
IDT, and
eICT Requests.

System Data Transfer

The system data transfer (SDT) portion of the eICT process includes all of the required information currently on the:

“Notification of Intercounty Transfer” (CW 215),
“CalFRESH Notification of Inter-county Transfer” (CF 215) or,
“Notification of Medi-Cal Intercounty Transfer” (MC 360).

The transfer of this information by eICT batch usually takes two working days.

Imaged Document Transfer (IDT)

The Imaged Document Transfer (IDT) portion of the eICT process refers to the actual documents (i.e. birth certificates, bank statements, court orders etc.) and should be included in the Imaging system in CalSAWS. In some instances a county may not be able to send or receive an electronic document file. In these cases a hard copy packet of case documents will be sent via fax machine or USPS. There will still be an electronic data exchange of case information in most cases. [For County List Reference, please see https://www.cdss.ca.gov/county-offices#s]

eICT Request

The eICT request process requires the county the client is now residing in (Receiving County) to send an ICT request via CalSAWS to the county the client is currently active in (Sending County).

ExampleExampleA client moves from Sonoma County to Santa Clara County. The client comes into the Santa Clara County office to apply for benefits. The client is ID’d and determined to be receiving benefits in Sonoma County. The ICT Team will initiate an ICT request to Sonoma within 3 working days of the request for benefits by the client.

Requirement of New Application

The purpose of the statewide eICT is to provide a seamless transfer of client data and documents from one county to another. A client who is active for benefits in another county, MUST NOT be asked to complete a new application in Santa Clara county, except when:

A program being requested is not Active in the other county. When a client is requesting benefits for a program that is not active in the previous county, a new application is needed since there are no benefits for this program to be transferred. An eICT must be completed for any active benefits and the “Add a Program” process must be followed for the new requested program.
- ExampleExampleClient is only active in MC in the previous county and is now requesting CF in Santa Clara County. The ICT for Medi-Cal must be completed, and the CF program must be added following the "Add a Program" procedures. [Refer to Add a Program section above]
Not all Case Members Have Moved. If only some members of the household/case have moved, the following will apply:
- CalFresh and CalWorks
  - If only some members of the household/case have moved, this will be considered a Change in Circumstances for the case in the active county (this is not considered an ICT). In the new county, the applicant needs to be ID'd, and treated either; as "add a person" to an existing case (when applicable), or as a new applicant with a new application.
- Medi-Cal
  - No new application is required. Clerical staff must App Reg the case to be assigned to an EW for determination of continued eligibility. The EW will need to contact the case worker in the other county directly and request any documentation needed to complete the application processing.
  - Note: To assist the EW in identifying a potential partial ICT, clerical staff should make the following Journal entry in the Journal Detail page, "Potential Partial ICT".

ICT Time Frames

The counties involved must follow specific timeframes when requesting and sending ICT's. Refer to Common Place Handbook, ICT Time Frames.

Requesting an ICT from Another County

When a client applies for aid in Santa Clara County and discloses or it is determined that they are active in another California county, an "ICT Request" must be requested from the other county within 7 working days of the cleitn's request for benefits.

The following steps are taken to request an ICT from another county within California:

Intake Clerical Staff
1. Determines applicant is active in another county.
2. Completes the SCD 41 and checks the ICT and ICT County boxes
3. Prints and Images MEDS and CalHEERS screens (where appplicable) and submits them to the ICT inbox.
ICT Clerk
1. Prior to creating an ICT Request checks the following:
  1. Checks CalSAWS for case number and review Journal Detail page (check if case was app reg'd or request was already done).
  2. Check MEDS and review case in other county, to see if address has been changed to residing county 43 and that client is not in aide code 60 (SSI).
    1. Note: Aide Code 80 (QMB) on Q1 screen is okay to request.
  3. To complete an eICT request, follow the procedures outlined in JA - Inter-County Transfers - Electronic - Receiving County, JA - Inter-County Transfers - Manual.

Processing Incoming eICT

The BAC ICT Team Lead monitors CalSAWS Incoming ICT Search page daily for receipt of case data and document images from the Sending counties.

ICT Team Lead
1. Place the cursor over Case Info on the CalSAWS Global navigation bar.
2. Select e-Tools from the Local Navigator.
3. Click the Incoming ICT link on the Task navigation bar.
4. On the Incoming ICT Search page, enter the appropriate search criteria and click on the Search button.
ICT Clerk
1. Select a record from the list on the Incoming ICT Search page.
  1. If There is no application pending, Then
    1. Select the [Application Registration] button and follow the current Application Registration process for CalWORKs/CalFresh.
    2. Important: If the Program is MC (for Medi-Cal) follow “Medi-Cal Only eICT's" below.
    3. Download any attachments and save them to the assigned case number in IDM under F1.
  2. If The application has been registered, pending assignment, Then
    1. Update Task for the assigned EW/caseload.
    2. Note on the Task that the eICT has been received and documents are Imaged.
    3. Download any attachments and Image them to the assigned case number .
    4. If the imaged documents are received at a later date, download the documents and Image them to the corresponding case number and generate or update existing Task for the EW with this information.

Downloading eICT Documents

When an eICT is received from another County, case and person images show up in the imaging queue the day after the eICT is linked to a case. They can also be viewed by clicking the View Documents button on the ICT Detail page. The images are temporarily stored in the System until a case has been created. If the case has not been created within 90 days of receiving the eICT, the images will be deleted.

Note: When an eICT is cancelled prior to the eICT being linked to a case, a nightly batch job deletes all images sent with the eICT.

Important: eICTs received with individuals in aid codes 45 or 4M on MEDS must be printed, scanned and sent via e-mail to the FosterCareProcessing@ssa.sccgov.org e-mail box and the Administrative Support Officer must be CC’d. The eICT will then be assigned to a Foster Care Intake EW.

Medi-Cal Only eICTs

Medi-Cal eICTs are processed differently due to several known issues with CalHEERS. When the Program column has MC (Medi-Cal), use the following instructions to process the eICT.

MEDS Review

When a case has a termination date in MEDS, it can cause errors when the wrong application Type is chosen on the Collect Applicant Information window of the application registration work flow.

If There is a termination date within the last 90 days in the TERM-DT field, then
- Review the Reason Code in the TERM-REAS field.
  - If the code is 4, 65, or 89, then
    - Use Application Type REGULAR.
  - If the code is Any other code, then
    - Use Application Type ICT.
If There is NOT a termination date, or the date is not within the last 90 days, then
- Use Application Type ICT.

Unaccompanied Refugee Minor

eICTs received with individuals in aid codes 45 or 4M on MEDS must be printed, scanned and sent via e-mail to the FosterCareProcessing e-mail box and the Administrative Support Officer must be CC’d. The eICT will then be assigned to a Foster Care Intake EW.

Incoming eICT - No Documents Received

The Inter-County Interface may have a transfer but the ICT documents may not have been included because the ICT is from a non-CalSAWS county. ICT’s in the Interface subsystem must be processed within seven (7) days after receiving the request in CalSAWS. It is the responsibility of the EW to follow up with the sending county for the ICT Packet.

Any physical ICT packets or requests received by mail or fax should be forwarded to the ICT Team at BAC.
Any physical ICT packets or requests received for the Foster Care program must be forwarded to the “Payment Authorization Control” (PAC) Office at 373 W. Julian Street. Bldg. 2, 5th Floor.
Any physical ICT packets or requests received for “Cash Assistance Program for Immigrants” (CAPI), must be forwarded to the General Assistance Office.