Chapter XV: Transfers


Section C: Transfer File Procedures

1. Initial HA Procedures

The initial HA transfers the working file directly to the designated receiving HA within five working days after notification by the TC that the increment has been transfered. The working file must contain all of the required working file documents.

  1. If only an original file exists (i.e. MSHDA file), the initial HA provides a working file containing the required documents to the receiving HA (as identified on the MSHDA 140 discussed in Section D).
  2. The initial HA must complete a MSHDA 1634a, checking the appropriate box to note the file has been transferred, and forward the MSHDA 1634a to the participant. The form must identify the name, mailing address, and telephone number of the receiving HA.
  3. If the transfer is between counties both handled by a MSHDA Office (i.e. transfer from Ingham county to Wayne county, both counties handled by MSHDA), the TC must retrieve the file from the old county and ensure a new label is made for the file reflecting the new county number.
  4. Initial HA who authorizes their cases must determine if the receiving HA should receive the permanent file.
    1. If the receiving HA authorizes their cases, the initial HA can transfer the permanent file directly to the receiving HA.
    2. If the receiving HA does not authorize their cases, the initial HA returns the complete permanent file to the appropriate MSHDA site and sends the working file to the receiving HA.
  5. Initial HA who does not authorize their cases must determine if the receiving HA should receive the permanent file.
    1. If the receiving HA authorizes their cases, the initial HA must notify the TC to transfer the permanent file to the receiving HA.
    2. If the receiving HA does not authorize their cases, the initial HA will transfer their working file to the receiving HA.
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2. Receiving HA Procedures

Upon receipt of the file, the receiving HA conducts a "mini" or refresher" briefing session with the participant (in person, in writing, or by telephone) to explain the different payment standards, utility schedule, landlord referral list; issue a new Voucher Information form (MSHDA 146); and to notify participant of their responsibility to notify FSS Resource Coordinator of the transfer, if applicable.

  1. Reviews income/asset/expense documents supplied by the initial HA and completes third party verification documents if necessary;
  2. Extends the participant's Voucher if appropriate; cannot exceed 120 days from the original issuance date;
  3. Performs a HQS inspection;
  4. Negotiates a Contract;
  5. Confirms that the 40% affordabiity limit has not been exceeded;
  6. Verifies the participant does not lease from a prohibited relative (unless as an approved reasonable accommodation);
  7. Completes the re-examination/move and processes all work on the case; and
  8. Enters the case data in Elite.
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