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«Child Care and Development Fund Voucher Program Policy and Procedure Manual The Office of Early Childhood and Out of School Learning Family and ...»

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Child Care and

Development Fund

Voucher Program

Policy and Procedure Manual

The Office of Early Childhood and Out of School Learning

Family and Social Service Administration

Effective February 28, 2016


General Information 4

1.0 Definitions and Acronyms 9

1.1 Definitions 10

1.2 Acronyms 23

2.0 CCDF Eligibility 26

2.1 Determining Eligibility 27

2.2 CCDF Waiting List 28

2.3 Physical Custody 32

2.4 Residency 36

2.5 Child Eligibility 40

2.6 CCDF Household Members 43 Service Need 46

2.7 TANF Impact 46

2.8 Approved Leave 48

2.9 CPS 53

2.10 Education/Training 55

2.11 Employment 58

2.12 Incapacitated 69

2.13 TANF Impact Refugee 71 Financial Need 73

2.14 Countable Income 73

2.15 Exempt Income 85

3.0 Authorization 89

3.1 Authorization 90

3.2 Subsidy Begin Date 92

3.3 Subsidy End Date 93

3.4 Voucher Begin Date 95

3.5 Hours of Care 96

3.6 Authorizing Hours of Care 100

3.7 Shift Care 108

3.8 CCDF Provider 109

3.9 Child Care Charges 112

3.10 CCDF Reimbursement Rates 113

3.11 Child Care Subsidy

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ICES Self-Employment Screen Key Sample AEFUI ICES AEFUI Description Codes Sample IQAE Sample IQCM Sample Refugee Documentation Notification Letters Adverse Action Letter (Need Information) Adverse Action Letter (Terminated) Provider Possible Parent Termination Notice Provider Parent Termination Notice Provider Received Notice of Order Letter Provider No Longer Eligible Letter Licensed Provider Denied or Revoked Letter Sample Provider Notice of Order Letters Hoosier Works Card Inventory Forms Bulk OTC Card Inventory Daily Issuance Log Daily Reconciliation Form Returned Card Log Card Order Form Monitoring Forms And Letters

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All definitions pertaining to the CCDF Voucher Program can be found in Section Definitions and Acronyms, as well as, within the manual text boxed in this format.

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The purpose of this manual is to provide Intake Agents with policies, procedures and guidelines to follow as they facilitate eligibility and authorization services to prospective CCDF Households.


The Child Care and Development Fund (CCDF) was authorized by Congress through the U. S.

Department of Health and Human Services, by amending the Child Care and Development Block Grant regulations at 45 CFR Part 98. Section 103 (c) of the Personal Responsibility and Work Opportunity Reconciliation Act of 1996 (PRWORA) repealed the child care programs authorized under Title IV-A of the Social Security Act – Aid to Families with Dependent Children (AFDC) Child Care, Transitional Child Care, and At-Risk Child Care. In addition, PRWORA amended Section 418 of the Social Security Act to provide new federal child care funds and to transfer them to a “Lead Agency” under the amended Child Care and Development Block Grant Act.

In Indiana, the lead agency for the CCDF funding is the Family and Social Services Administration (FSSA), The Office of Early Childhood and Out of School Learning (The Office), formerly the Bureau of Child Care (BCC).

The Office develops and implements policies and procedures for the administration of the grant funds. The CCDF State Plan outlines parameters for both local and state levels and includes program outcomes, systems development, and eligibility requirements.

–  –  –


CCDF direct service dollars are to provide financial assistance to eligible TANF and low-income families in need of child care. Parents can choose from available licensed or legally license-exempt child care. Types of care might include: center-based care, school-age care, in-home care, relative care, and sectarian child care. All child care providers must meet applicable federal, state and local requirements including CCDF Provider Eligibility Standards.

Section 98.1 of the CCDF Final Rules outlines the goals and purposes of the fund, as follows:


 allow the state maximum flexibility in developing child care programs and policies to best suit the needs of the children and parents within the state;

 promote parental choice to empower working parents to make their own decisions on the child care that best suits their family’s needs;

 provide consumer education information to assist parents in making informed child care choices;

 assist parents with child care who are trying to achieve independence from public assistance;

and  assist in implementing the health, safety, licensing, and registration standards established by state regulations.


 increase the availability, affordability, and quality of child care services;

 provide low income families with the financial resources to locate and afford quality child care for their children;

 enhance the quality and increase the supply of child care for all families, including those who receive no direct assistance under the CCDF;

 provide parents with a range of options in addressing their child care needs;

 strengthen the role of the family;

 improve the quality of, and coordination among, child care programs and early childhood development programs; and  increase the availability of early childhood development and before- and after- school-age care.

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CCDF Direct Service Funds cannot be used for:

1. The non-federal share (match) for other Federal grant programs;

2. The purchase or improvement of land, or for the purchase, construction, or permanent improvement of any building or facility;

3. Grants or contracts reimbursement for any sectarian purpose or activity, including sectarian worship or instruction;

4. Supplementing program support;

5. Supplementing quality initiatives; and

6. Tuition. Funds may not be expended for students enrolled in grades one through twelve for:

a) Any service provided to such students during the regular school day;

b) Any service for which such students receive academic credit toward graduation; or

c) Any instructional services that supplant or duplicate the academic program of any public or private school.

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To maximize CCDF benefits to families, the Intake should coordinate and collaborate with local community partners, including but not limited to, the Local Office of the Division of Family Resources (DFR), the local IMPACT Service Provider, child care providers, public schools, Head Start, Early Head Start, Healthy Families, other early intervention programs for infants and toddlers, county health departments, WIC programs, maternal and child health programs, and mental health centers. To ensure coordination and communication, the Intake Agent must enter into a

Memorandum of Understanding with all of the following groups:

1. The CCRR for each county receiving services within a region describing services offered to:

families seeking providers, providers seeking consumer and educational materials and opportunities; and

2. There may be a need for additional MOU’s between the Intake Agent and other service providers.

These MOU’s are to be updated when community partners change. The original MOU should be kept locally with a copy sent to the county CCDF Policy Consultant.

The state contracts the administration of CCDF eligibility to a local Intake Agent. Selection of the Intake Agent encompasses a public RFF process. The selected Intake Agency is supported through Web-Based Eligibility Software which operates according to CCDF policy and procedures.

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OFFICE OF EARLY CHILDHOOD AND OUT OF SCHOOL LEARNING (The Office) Issues program policies & procedures, as well as, monitors contracts, and collects data.

Develops and evaluates the CCDF State Plan and is accountable for administration of funds.

Assists, inspects and licenses or registers regulated child care providers.

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A voluntary system which evaluates child care programs against specific criteria in areas of curriculum, health and safety, parent communication, and staff qualifications which has been validated by a nationally recognized early childhood organization or institution.


A voluntary, nationally recognized accreditation system for child care programs. It is authorized and validated by the American Christ Schools International (ACSI).


An Active Applicant is an Applicant whose Eligible Child is currently authorized for CCDF subsidy.

ADULT An individual who is age 18 or older.


Adverse action is an action toward an Applicant or Co-Applicant that includes denial of services, the potential termination or services, increase in co-payment or reduction in services. CCDF Applicant/ Co-Applicant and CCDF Eligible Providers must be notified at least ten (10) calendar days before an Adverse Action can be imposed.


A category by age; infants (0-11 months), toddlers (12-35 months), three years through five years, kindergarten, and school-age.


A designated child care facility who has entered into an agreement with the Indiana Family and Social Service Administration, Office of Early Childhood and Out of School Learning to administer quality child care for low income families under the Child Care and Development Fund.


AmeriCorps is a federally funded network of partnerships with local and national non-profit groups which utilize public service to address critical needs in the community.


The right to request a hearing or administrative review as a result of an adverse action.


A person who is applying for services on behalf of the child(ren) for which they have physical custody. The Applicant must be a person related to the eligible child by blood or law, or is their foster parent or other person standing in loco parentis (in the place of a parent). The Applicant and CoApplicant must be age eighteen (18) unless the individual is married, an emancipated minor, or a minor parent.


The participation of a TANF applicant in required job search activities until their TANF Impact eligibility case has been authorized.

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The date the application authorization is complete and the Intake Agent has signed and dated the Application State Form 805 or CCDF Parent / Applicant Worksheet.


An approved temporary lapse in service need, during which child care is not needed yet eligibility is maintained.


An electronic or written record of child care provided which includes date and time of arrival and departure and has been verified by the Applicant, Co-Applicant or their representative (excluding their child care provider) for an identified period.


One is "attending" an educational or training program when participation occurs inside or outside of the home through an accredited or certified post-secondary training organization or institution. One may also be “attending” an educational program when participation occurs outside of the home through an accredited or certified secondary training organization or institution.


Authorization is the process by which subsidy is determined for a CCDF Eligible Provider after information is obtained to document a CCDF Household’s eligibility.


The method used to apply fees: hourly, daily, or full-time weekly


A document which states the authorized subsidy for school-age child care services for a specific eligible child during a break in school which is greater than one week, including: CCDF eligible provider, begin date, end date, and dollar amount. Multiple vouchers within a subsidy begin and subsidy end date may be created to facilitate flexibility.


CCDF Eligible Provider is defined as a provider, either licensed or exempt from being licensed by law, who has met all applicable CCDF Provider Eligibility Standards and has completed the application process. This includes: licensed centers, facilities and homes, unlicensed registered day care ministries, legally license-exempt child care facilities and homes, relative care (grandparent, great grandparent, aunt and/or uncle of the eligible child), and in-home care not provided by the child’s parent, step-parent, guardian or other in loco parentis.


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