PD 23-06: Pending Pre-Conversion Incoming eICT Application Guidance

Date: 3/14/2023
To: Eligibility Staff 
From: Vivien Phan, WOOC ADSS
Reference: N/A

Background

There is a core issue in CalSAWS where pending incoming eICT applications dated pre-conversion may not be linked and could have a County of Responsibility issue.

How to Process Pending Pre-Conversion Incoming eICT Applications

Eligibility Workers must follow the steps belowsteps below:

  1. Go to Case Summary and obtain the <Application Date>. Then click on the View Details button under the <Program Block>.

  2. Verify Application Source is <ICT>.

  3. Go to Case Info > e-Tools > Inter-County Transfer > Incoming ICT. Enter the following fields on the Incoming ICT Search page, then click on the Search button.

    • From = The first day of the application month
    • To = The current date
    • Status = Go through each of the status options. The most common ones are Canceled or Received. If a result shows up for a particular status, that is the status of the ICT. 
    • SSN = Applicant’s SSN. If no SSN, enter the Last Name and Date of Birth of the applicant.

  4. If ICT Status is <Canceled> and no new ICT is received,

    1. Select the <Application Month> for Benefit Month, check mark all household members, and select <Application Opened in Error> for Negative Action Reason.
    2. Click on the Run EDBC button and authorize the case.
    3. Contact the other county and request them to re-initiate the ICT.

  5. If ICT Status is <Received>, click on the ICT ID hyperlink.

  6. Click on the Edit button.

  7. Click on the Link to Case button.

  8. Mark the check box next to each household member under All People Associated with the ICT.

  9. Enter <Case Name> in Case Member List page, then click on the Save and Continue button.

  10. Go to Case Summary to obtain applicant's <Name> and <Gender>.

  11. Enter applicant's <Last Name>, <First Name> , and <Gender>, then click on the Search button.

  12. Click on the result corresponding to the applicant, then click on the Select button.

  13. Confirm applicant information and click on the Continue button.

  14. Select the radio button for the correct <Case Number> then click on the Select button.

  15. Click on the Save and Continue button.

  16. Click on the Continue button.

  17. ICT Detail page appears to indicate the ICT ID is linked to the case. You can now process the ICT application according to current program policy.

  18. For incoming MAGI MC ICTs, before running EDBC, go to MAGI Search Response Case Detail page and click on the Link to Case button.

  19. Run EDBC and authorize the case. Mail out the appropriate CalSAWS NOA(s) to the client.

  20. Add a Journal Entry of all actions taken.

Implementation

This PD is effective immediately. 

Kudos

Thank you to Tonya Pham and Yolanda Barragan for providing CalSAWS screenshots/instructions.