eICT Procedures

Processing eICT Requests from Other Counties

This process is to be followed when another county is requesting that a Santa Clara County case be transferred to their county:

The Benefits Assistance Center (BAC) designated staff (Management Analyst or Clerical) reviews Search ICT Requests Received window daily in CalSAWS:

From the Navigate CalSAWS screen, clicks on the Interfaces Activities subsystem, expands the [ICT Data-Statewide] button, selects the [More] button,then selects the Search for ICT Requests Received window and clicks the [Open] button.
Selects an ICT Request by highlighting the row in the Search Results area, clicks the [Details] button and the View ICT Request window will appear.
On the [Requesting Applicant] tab the client information displays.
IDs in CalSAWS to see which office the requested case belongs to.
1. When the case belongs to the BSC; forwards the ICT Request to the Supervisor of the Day for assignment.
2. When the case belongs to another district office; adds the case to the ICT Matrix (maintained by BSC) and forwards the ICT Matrix to the office(s) in which the caseload is assigned for processing twice per week (Tuesdays and Fridays).

Sending an eICT

When the client has moved to another county, the EW must follow all specific program requirements and the procedures below:

The EW:

Changes the client’s home and mailing addresses in the Collect Individual Address Detail window and enters the new county of residence in the Collect Individual Residency Detail window for all members who moved out of SCC. *For MAGI or mixed cases, update the residency after receiving a successful BRE call for the address changes. BRE will not call once the residency is updated.* This will initiate the eICT send process.
Enters any critical case information in the ICT Comments text box on the Record ICT Send window. (i.e., Pregnant woman, IHSS case, DV case, etc.)
Enters EW/Office contact information
Once the Record ICT Send window is completed:
Runs EDBC,
Re-evaluates the current month for all programs,
Authorizes the EDBC results.
Goes to the Navigate CalSAWS screen, click on the Interfaces Activities subsystem, expands the [ICT Data-Statewide] button, selects the Record ICT Send window.
Uploads the necessary imaged documents.
Sends the uploaded documents to the other county by clicking on the [Release to Other County] button.
1. Note: The imaged document file can only be sent once during the eICT interface process. Be sure all required documents have been uploaded prior to releasing the documents. Otherwise, additional documents must be printed and sent manually.

After Authorizing the case, clicks on the [Next] icon (forward arrow) all the way to the Display ICT Potential Discontinuance Date window.:
- Authorizes the case,
- Sends the appropriate NOA(s) to the client,

Note: Also see individual program handbooks for ICT requirements that are specific to each program.

Refer to CalWORKs Handbook "ICT", CalFresh Handbook "ICT," and Medi-Cal Handbook "ICT."

Cancelling an eICT Case Transfer

If at anytime there is a need to cancel an eICT that is being sent, the sending county is the only county that can make this cancellation.

ExampleExample Cancellations may be needed if a client moves back to the sending county during the ICT transfer period.

To cancel an eICT, follow the procedures below:

The Eligibility Worker:

From CalSAWS Navigator, selects the Data Collection subsystem.
Selects the Display Individual Residency Summary window, enters the case number and click on the [Open] button.
Selects and opens the record for the Head of Household.
On the Collect Individual Residency Detail window:
1. Changes the Effective Begin Date (current month) and the County of Residency (back to Santa Clara), click [Save].
2. Completes the UEM window using the current month as the effective month,and then close the window.
3. Runs EDBC and re-evaluates the current month for all programs.
4. Authorizes the EDBC results.

Creating an eICT Request in CalSAWS

Intake Support staff must follow this process when a walk-in or mail-in application is received for an applicant that is active in another county:

The Intake Support Staff:

From CalSAWS Navigator, selects the Interface Activities subsystem.
Clicks on the ICT Data-Statewide and selects the Create ICT Request window and clicks on the [Add] button on the bottom of the screen.
From the Create ICT Request window opens the [Requesting Applicant] tab.
Completes all mandatory fields and other non-mandatory fields as appropriate.
Opens the [Members] tab and completes fields for all family members.
1. The [Worker] tab is pre-populated with the User information based on the individual who is logged into CalSAWS and the tab must be opened as it is a mandatory tab. The Worker information can be changed by using the [Find] button and selecting a different Worker.
2. Once the eICT request is complete, the request must be saved.
3. Clicks on the [Save] icon (located on the CalSAWS toolbar). You will receive a “111 Message” which states “ICT Request [Request #] has been created successfully and is Pending.
4. Clicks the [Submit Request] button to release the request. After clicking the [Submit Request] button, the request is released. The “111 Message” changes to “ICT Request [Request #] has been created successfully and set to be released in the nightly batch process. Changes can be made until the request is sent.” The ICT Request # must be clearly documented in the Journal Detail page of CalSAWS.
5. The Status should be “Released” on the Search ICT Send Data window.

Note: The ICT interface requires two (2) consecutive nights to process sent requests between the counties.

Processing Incoming eICTs

The Search for External Referral window in CalSAWS must be monitored daily for receipt of case data and document images from the Sending counties.

The Intake Support Staff:
1. From CalSAWS Navigator, select the Interface Activities subsystem.
2. Click on the ICT Data-Statewide subsystem, select the Search for External Referral window and click on the [Open] button.
3. Enter ICT in the Source Name field to search for received ICT data and document images.
4. Select a record from the Search Results area and ID to find the assigned caseload.
5. Assign the ICT to the assigned caseload by clicking on the [Assigned User] button.
6. Search for and select a caseload on the Search for User window.
7. Click on the [Detail] button on the bottom of the screen. The Maintain External Referral Detail window appears with the [Applicant] tab activated.
8. Select the [Application Registration] button and follow the current Application Registration process.
  1. If the ICT imaged documents were sent at the same time as the data file, the ICT Imaged Documents Summary window will be available.
  2. If the imaged documents are received at a later date, designated clerical staff will need to download the documents for the assigned Intake Worker.
The Intake Support Staff:
1. Downloads ICT Documents.
2. From CalSAWS Navigator, selects the Interface Activities subsystem and clicks on the Search External Referral Data window.
3. Clicks on the Search for Received Documents window.
4. Selects ICT from the Type field.
5. Chooses a record from the search results and clicks on the [Documents/Images] button. The ICT Imaged Documents Received Summary window opens and displays the documents received.
6. Selects a file and clicks on the [Download] button.
7. Saves the documents to a file and names the file with the case name and number (i.e., Doe, John #B1XXXXX).
The Eligibility Worker:
1. Receives ICT assignment.
2. Reviews the “Temporary Case File” to determine if any additional documentation is needed.
3. Contact the Sending county if there is missing information or additional documents are needed.

Reminder: CalWORKs recipients are not required to complete a RD/RC to determine continuing eligibility unless the next scheduled RD/RC is due. A new SAWS 2 Plus is only required when there is a change in circumstances that prevent the determination of continuing eligibility.

The Eligibility Worker:
1. Processes eICT while validating imported ICT case data from the“Floating” windows.
2. Contacts sending county if additional verification/information is needed to determine continued eligibility.

Note: Floating windows allow validation and importing of data from the eICT interface. Users may select whatever data is applicable to the current window in the queue.

Authorizes case in CalSAWS.