EEOICPA BULLETIN NO.04-02
Subject: Case Transfer Sheet.
Background: Case files are routinely transferred between the District Offices (DO), the Final Adjudication Branch (FAB), and National Office (NO).
Currently when a case file is transferred, the initiator completes a transfer sheet and attaches it to the outside of the jacket. However each office has been using different versions of a case transfer sheet. In order to maintain consistency throughout the program, one form has been created. The new form was created based on the various current forms and comments from the DO and FAB. The sheet will be available on the shared drive in Adobe format.
Reference: Procedure Manual Part 1-500.
Purpose: To provide procedures for using the new case transfer form for transferring cases between DO, FAB, and NO.
Applicability: All staff.
1. When a case is ready for transfer, the person transferring the case (sender) uses the “Case Transfer Sheet” (sheet)(see Attachment 1).
2. Most of the fields are self-explanatory and must have an entry. The “Reason for Transfer” field contains several boxes to check.
· When the case is transferred from the DO to FAB with a recommended decision, select the option “FAB Review.”
· When the case is transferred to the NO with policy issues, e.g. stepchildren, employment verification, NIOSH dose reconstruction review, etc, select the option “Policy/Procedure” and provide an explanation for the request under the “Comments” field. This form will not replace the WS/WR forms.
· When the case is transferred to the NO with a request to reopen or vacate a remand, select the option “Reopen”.
· When the case is transferred to the NO for medical review of CBD or cancer, select the option “Medical”. This option is selected for any issues pertaining to medical.
· When the case is transferred to the NO specifically for review by the Office of the Solicitor, e.g. power of attorney, offset, etc, select the option “Solicitor”. This selection must include an explanation in the “Comments” field.
· When the case is transferred from FAB to DO and the final decision is not an affirmation, select the option “Remand/Reversal”.
· When the case is transferred from FAB to DO and the final decision affirms the recommended decision, select the option “Affirmation”.
· When the case is transferred for any issue not specified, select the option “Other” and provide a corresponding note in the “Comments” field.
3. Upon completion, the form is printed and attached to the front outside jacket cover of the case being transferred.
4. The completed sheet is signed by both the sender (the initiator) and the authorizing signatory person. These may be the same person if the authorizing signatory is also the sender.
If the case is being transferred from the DO to the FAB for a final decision, the senior claims examiner may be the authorizing signatory. The designation of authorizing signatory is at the District Director’s discretion.
If the case is being returned by FAB to the DO, the hearing representative may be the authorizing signatory. The designation of authorizing signatory is at the discretion of the FAB Manager.
5. All cases sent to the NO require the authorization of the District Director or FAB Manager. Cases transferred from the NO are authorized by the Branch of Policies, Regulations & Procedures (BPRP) staff.
6. Once the case transfer sheet has been completed and signed by the appropriate individuals, the case is ready for transfer. The transfer of the case must be reflected in ECMS (see Procedure Manual Part 1-500 Section 3).
7. Upon receipt of the transferred case, the receiving office spindles the transfer sheet into the case and takes the action reflected on the transfer sheet. The receipt of the case must be reflected in ECMS (see Procedure Manual Part 1-500 Section 3).
Disposition: Retain until incorporated in the Federal (EEOICPA) Procedure Manual.
PETER M. TURCIC
Director, Division of Energy Employees
Occupational Illness Compensation
Distribution List No. 1: Claims Examiners, Supervisory Claims Examiners, Technical Assistants, Customer Service Representatives, Fiscal Officers, FAB District Managers, Operation Chiefs, Hearing Representatives, District Office Mail & File Sections