Form 1031, Case Record Transfer

Instructions

Updated: 03/2025

Purpose

• To request case records from another office.
• To transfer case records to another office.
• To serve as a local office record of case records transferred to another office.

Procedure

When to Prepare

Staff requesting a case prepare the form when a person with a case record in another office applies for help or existing program services are being continued for a person in another office.

Staff in the office that sends the case record complete the form to transfer a case record when staff in another office request it.

Number of Copies

Complete an original and one copy.

Transmittal

Staff requesting a case record from another office complete appropriate information and send the original Form 1031 to the losing office. Keep the copy of the form in a pending file.

Staff sending the requested case record complete appropriate information on the form and send the original, with the case record, to the address indicated in the gaining office section of the form. Keep one copy in a file for transferred cases.

Form Retention

The original and copies are kept until no longer needed.

Detailed Instructions

Staff initiating the transfer.

Section I — Identifying Information — Enter the identifying information and case or individual number for the case record. Use information from the Texas Integrated Eligibility Redesign System (TIERS) inquiry to ensure the information is accurate.

Section II — Reason for Transfer — Complete this section when requesting a case record from another office. Include in the comments section any information that will be helpful to staff in the office that sends the case record.

Section III — Losing Office Action — Complete this section when completing a transfer to the requesting office.

Section IV – Procedures to Complete Case Transfer – Complete the appropriate section for steps to start transferring the person’s services.