Submit Consumer Records, Worker/Vendor Records, Tax Documents and Individual Budget Records to New F/EA

Submitted by admin on Tue, 05/04/2021 - 15:24
Policy: 

 

When a participant transfers to a new Fiscal/Employer Agent (F/EA), F/EA must provide the new F/EA with all Consumer Records, Worker/Vendor Records, Tax Documents and Individual Budget Records to New F/EA and other documentation relating to the participant within <<10 days>> of notification that the participant is transferring.
 
Forms and documentation are collected from the participant’s electronic files. All forms and documentation are submitted to the F/EA to which the participant is transferring.
 
The Individual Budget balance is provided to the F/EA to which the participant is transferring. An Individual Budget balance report showing all allocation amounts issued for the participant, the start and end date of the budget, the approved amount, the spent amount and the amount remaining is produced, verified and submitted to the new F/EA.
Procedure: 

<<Insert Process to Collect, Verify and Transfer Applicable Records>>

Internal Controls: 

The internal controls used by F/EA to monitor this process establish responsibility, segregate duties, document procedures and ensure independent internal verification.

  1. Per Policy and Procedures, documents are scanned to a participant’s scan folder and stored for a minimum of 7 years per File Retention Policy.
    • These electronic files are collected, printed and submitted to the new F/EA when a participant transfers
    • The scan folder is moved to a transferred consumers location on the network so that it is not confused with active participant folders
  2. Consumer’s records are printed and submitted to the transferring F/EA.