Department of Human Services: Chapter 8: Sections 8.1 thru 8.4

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IMA POLICY MANUAL
PART VIII: CASE MAINTENANCE

Chapter 8: Case Closure

Introduction 8.1

When a finding of ineligibility has been made, assistance shall be terminated and the case closed and sent to one of the two Closed Files Unit, MA Closed File Unit or the TANF/GC/FS Closed File Unit.

Effective Date Case Closure 8.2

ALL

In nearly all cases, a case cannot be closed until the customer has received adequate and timely notice. To be 'timely,' the notice must be sent at least 15 days prior to the effective date of the case closure. For more information on notice requirements and exceptions to notice requirements, see Chapter 10: Notice of Adverse Actions in this Part.

Retained Case Records 8.3

ALL

The Department will retain all records and documents related to the case for three years from the date of closure.

Case Closure Cancellation 8.4

ALL

The closing of a case may be canceled when:

A case was closed (within the month) in error because the basis for the closing was not in accordance with Department policy and the applicant/recipient is in fact eligible for assistance
An unanticipated change in the applicant/recipient’s situation occurs within the month of closing which reestablished eligibility and assistance must be continued.

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