Once QC notifies the CAO that a sample list is available, the CAO must access the appropriate system to determine the cases selected. If the CAO finds that a case from its county appears in the sample, it must send that case within 3 work days to the QC field office shown on the system or review the case for TANF work participation requirements.
NOTE: The CAO cannot avoid an error by correcting any mistakes in a case before sending the record to QC. If an error occurred in the review month, correction of that error later after the review month will not negate the error for the review month. Due to timing and effect, errors which occurred in the review month do not always generate recordable errors for review.
If a case record is not available within the 3 work days, the CAO will advise QC of the reason for the delay and the date it will scan or send the record to the field office.
If QC does not receive the requested case records in the field office or electronically by the 5th work day after the sample is available and the CAO has not notified QC of a delay, QC will contact the Area Manager.
QC will promptly return the case records to the respective CAOs after they have been reviewed.
If the CAO needs a case record for an emergency action, it will contact the QC field office and request return of the record immediately. In such situations, the CAO will set a control for the return of the record to QC immediately upon completion of the CAO activity.
Reissued January 30, 2015, replacing September 20, 2012