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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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If less than 4 weekly, 2 bi-weekly or one monthly payment is received, the Applicant or CoApplicant must document the absence of pay for the partial pay cycle which may be due to

any of the following:

 New employment with a single pay stub  Vacation leave  Sick leave  Plant shut down  Other

APPROPRIATE DOCUMENTS TO VERIFY PARTIAL PAY CYCLE

In these situations, the Intake Agent must verify the absence of pay either by:

 Year-to-Date Wages; or  Completed Wage Detail; or  Written statement from the employer on company letterhead. (In lieu of letterhead, statement must include company EIN or company business card.) In addition, the Intake Agent must establish a 53 week subsidy period and create vouchers assigned to Pending Provider after eight (8) weeks for any new Applicant or Co-Applicant.

After eight (8) weeks, an income update must be completed and the Applicant and CoApplicant determined income eligible before additional vouchers are issued. However, if an appropriately documented Foster Applicant and/or Co-Applicant provides proof of a partial pay cycle and is satisfied with the hours authorized, the application may be authorized for 53 weeks and an income update is not required. The Intake Agent may extend a reauthorizing Applicant or Co-Applicant’s subsidy period for eight (8) weeks to determine income eligibility when a full pay cycle can be evaluated.

CCDF POLICY AND PROCEDURE MANUAL SECTION 2

Effective February 28, 2016 CCDF ELIGIBILITY

COUNTABLE INCOME

◄EARNED INCOME (SELF EMPLOYMENT) ► Self-employed earned income is revenue received directly from an Applicant or CoApplicant’s own business, trade or profession minus business expenses declared by Applicant or Co-Applicant. Applicants and Co-Applicants must be able to demonstrate collection of revenue from self-employment; however, an operating loss may be incurred and is reported as zero on the application, State Form 805. An Applicant or Co-Applicant may be asked by the Office to provide documentation of gross receipts and expenses.

APPROPRIATE SOURCES TO VERIFY SELF-EMPLOYMENT INCOME

See Service Need Section for complete self-employment documentation needed for authorization.

 A statement of Profit / Loss for the previous calendar month which will be documented as income in AIS; or  AEISE screen from a complete TANF Impact referral, regardless of age, for the Applicant or Co-Applicant

STEPS TO DETERMINE SELF-EMPLOYMENT INCOME USING STATEMENT

OF PROFIT AND LOSS

STEP 1 Find “TOTAL REVENUE” on the Statement of Profit and Loss.

STEP 2 Total the declared expenses, exclude expenses for child care.

STEP 3 Subtract “TOTAL EXPENSES” from “TOTAL REVENUE”.

STEP 4 Record the sum in dollar and cents. A loss shall be entered as zero (0).

PLEASE NOTE: An Applicant or Co-Applicant with new self-employment as a service need, may report zero (0) revenue on the Statement of Profit and Loss.

STEPS TO DETERMINE SELF-EMPLOYMENT INCOME USING AEISE

STEP 1 Determine INC TYPE STEP 2 Add all OI (Income Received) for the reported month. If amount is listed as as MO (monthly) it is entered as stated. If amount is listed as WK (weekly) each week in the month reported would be counted or the weekly amount would be multiplied by four (4). (Please refer to Income and Expense Code Sheet to determine applicable codes.) STEP 3 Subtract all EI (Expenses Incurred) within the month reported from the Income. (Please refer to your Income/Expense Code Sheet to determine applicable codes.) STEP 4 Enter the sum in dollars and cents in AIS. If this amount is a negative, a zero will be entered.

PLEASE NOTE: Intake Agent must identify the Applicant’s or Co-Applicant’s declared selfemployment activity. If it is determined self-employment is providing the service of child care, applicable CCDF policies apply.

–  –  –

APPROPRIATE DOCUMENTS TO VERIFY LUMP SUM PAYMENTS

 Pay Stub, including employer documentation of lump sum (bonus) frequency  Check Stub or record of direct deposit  Current documentation from issuing authority  Court Record of Lawsuit or Inheritance Settlement

STEPS TO DETERMINE LUMP SUM INCOME (EXCLUDING BONUSES)

STEP 1 Determine the amount of the lump sum as documented on appropriate source of verification STEP 2 Deduct any documented legal expenses STEP 3 Divide the remaining sum by twelve (12) STEP 4 Enter the sum in dollars and cents in (AIS) and include as income for the next twelve (12) months

STEPS TO DETERMINE BONUS INCOME

STEP 1 Determine the amount of the bonus as documented on appropriate source of wage verification STEP 2 Determine the frequency of the bonus based on the documentation provided STEP 3 Divide the bonus by the number of months the bonus reflects. (i.e. Annual bonus is divided by twelve (12), Semi-annual bonus is divided by six (6), etc.) A bonus without frequency documentation must be counted in its entirety.

STEP 4 Enter the sum in dollars and cents in (AIS) and include as income for the next twelve (12) months when appropriate.





STEP 5 Complete the appropriate fields in the Automated Intake Software.

COUNTABLE INCOME

◄OTHER► When other sources of income such as dividends, short term disability, investment income, and etc. are received, the gross receipts shall be counted.

APPROPRIATE DOCUMENTS TO VERIFY OTHER INCOME

 Declaration  Pay Stub  Current Documentation from issuing agency  Other appropriate source of documentation

CCDF POLICY AND PROCEDURE MANUAL SECTION 2

Effective February 28, 2016 CCDF ELIGIBILITY

COUNTABLE INCOME

◄PENSIONS AND ANNUITIES ►

Pensions and annuities are paid to a retired person or his/her survivors by a former employer or union either directly or through an insurance company.

APPROPRIATE DOCUMENTS TO VERIFY PENSION & ANNUITY PAYMENTS

 Pay Stub  Award Letter from issuing agency  Current Documentation from issuing agency

COUNTABLE INCOME

◄Benefits paid to a PROTECTIVE PAYEE ► If benefits are issued in someone else’s name but for use by the Applicant or Co-Applicant, then the income must be counted. (I.E. Social Security, Veteran’s Benefits, etc.) PLEASE NOTE: If this income is for a foster child, it is not counted toward eligibility.

APPROPRIATE DOCUMENTS TO VERIFY BENEFITS PAID TO A PROTECTIVE

PAYEE  A written statement, including signature and date, from the Protective Payee declaring monthly benefit amount, or  A written statement, including signature and date, form the Applicant or CoApplicant declaring monthly benefit amount.

COUNTABLE INCOME

◄RENTAL► Rental income received from property owned by the Applicant and/or Co-Applicant is considered countable income. Monthly rental income less applicable mortgage payment, which may include escrow payment, is entered as “Other Income Counted”.

APPROPRIATE SOURCES TO VERIFY RENTAL INCOME

 Valid rental agreement; and  Current mortgage statement, if applicable

COUNTABLE INCOME

◄SOCIAL SECURITY INCOME (All Types) ► Social Security Income is money paid to an individual as cash assistance who is age qualified, a survivor of a qualified individual, a permanently disabled individual or an individual retired from the railroad. For purposes of CCDF eligibility, Social Security Income is counted prior to taxes and after qualifying deductions.

–  –  –

APPROPRIATE DOCUMENTS TO VERIFY SOCIAL SECURITY INCOME

 Award letter from issuing agency for the current benefit year which can be more than 12 months old  Current documentation from issuing agency  An AEFUI screen which is not more than twelve (12) months old

–  –  –

SOCIAL SECURITY INCOME EXCEPTIONS

 Overpayments are counted when received not when withheld from benefits  Lump Sum Social Security Income payments are not counted

STEPS TO DETERMINE SOCIAL SECURITY INCOME

STEP 1 Determine if the award letter is appropriate documentation.

STEP 2 Determine the countable benefit:

 Deduct any withholding for an overpayment  Add any other documented deductions STEP 3 Enter the amount in dollars and cents.

COUNTABLE INCOME

◄TEMPORARY ASSISTANCE FOR NEEDY FAMILIES ►

(TANF) TANF is money paid as cash assistance to an adult in the assistance group.

APPROPRIATE SOURCES TO VERIFY TANF INCOME

 Award letter from issuing agency which is not more than twelve (12) months old  An IQAE screen from a complete TANF Impact referral, regardless of age, for the Applicant or Co-Applicant  An IQAE screen which is not more than twelve (12) months old  Screen print from www.ifcem.com or other state supported website with a current print date which can be verified and documented. The “Current Month Amount” will be entered as TANF income.

CCDF POLICY AND PROCEDURE MANUAL SECTION 2

Effective February 28, 2016 CCDF ELIGIBILITY

STEPS TO DETERMINE TANF BENEFITS USING IQAE

STEP 1 Determine your current period STEP 2 (Reading from top to bottom) Find the first line with “STAT” of OPEN, if no OPEN skip to step 4

STEP 3 Determine the appropriate situation from the following:

 If there is no “DATE END” and the “DATE BEGIN” is not a future date, use this amount as TANF benefit.

 If there is a “DATE END” with a “DATE BEGIN” and the “STAT” is “OPEN”, use this amount as the TANF benefit if the Applicant or CoApplicant signature date falls within the open period.

STEP 4 If the “STAT” is PEND or CLOSED, TANF benefit will be entered as zero.

COUNTABLE INCOME

◄UNEARNED INCOME FOR A TANF IMPACT CASE ►

Unearned income is income received by a TANF Impact Applicant or Co-Applicant from a source other than employment and TANF cash benefit.

APPROPRIATE DOCUMENTS TO VERIFY UNEARNED INCOME (TANF)

 AEFUI screen from a complete TANF Impact referral, regardless of age, for the Applicant or Co-Applicant; or  Other appropriate documentation, as stated in this section, if a complete TANF Impact referral has also been provided

–  –  –

COUNTABLE INCOME

◄UNEMPLOYMENT ► Unemployment is money paid from government unemployment insurance agencies or private companies during the period of unemployment. For purposes of CCDF eligibility, Unemployment income is counted prior to taxes and after qualifying deductions.

APPROPRIATE SOURCES TO VERIFY UNEMPLOYMENT

 Uplink Claim Homepage which covers the current period payment from (https://uplink.in.gov/CSS/CCSClaimHomePage.htm)  Current documentation from issuing agency

CALCULATING UNEMPLOYMENT INCOME

UNEMPLOYMENT INCOME EXCEPTIONS

 If multiple payments are recorded for a single “Benefit Week/End Date”, only one “WBA” or “Weekly Benefit Amount” shall be counted.

 If an amount paid for a “Benefit Week/End Date” is zero, then the week will not be counted in determining income.

 If an Applicant or Co-Applicant is receiving reduced benefits, a “Voucher History Inquiry” may be provided by the approving authority to calculate benefits paid.

This history must include: payment date, total benefit amount and actual payment.

CCDF POLICY AND PROCEDURE MANUAL SECTION 2

Effective February 28, 2016 CCDF ELIGIBILITY

STEPS TO DETERMINE UNEMPLOYMENT USING CLAIM HOME PAGE

STEP 1 Determine the “WBA” or “Weekly Benefit Amount”. Utilize the UI Program amount until the benefits have been paid in full then utilize the EEUC Program amount until those benefits have been paid in full.

STEP 2 Determine the number of “Benefit Week/End Date” in the current period STEP 3 Multiply the number of weeks by the “Weekly Benefit Amount”

–  –  –

APPROPRIATE SOURCES TO VERIFY VETERAN’S BENEFITS

 Award Letter from issuing agency for the current benefit year which can be more than 12 months old  Current Pay Stub or Electronic Deposit Verification  Current documentation from issuing authority  Benefit Amount obtained by Veteran Administration’s resource number (800)827may be verified and documented by Intake Agent

COUNTABLE INCOME

◄WORKER’S COMPENSATION ► Worker’s compensation is money paid periodically from public or private insurance companies for injuries incurred at work. The cost of this insurance must have been paid by the employer and not the employee.

APPROPRIATE SOURCES TO VERIFY WORKER’S COMPENSATION

 Pay stub  Current documentation from issuing authority

–  –  –

EXEMPT INCOME DEFINITION

For purposes of CCDF eligibility, exempt income is defined as income received for limited use excluding child care, income received as reimbursements for expenses paid, income previously counted, and income received by a non-custodial adult.

Exempt income includes, but is not limited to, food stamps, housing assistance, travel reimbursement, GI Bill payments, tax refunds/stimulus, foster care per diem, adoption assistance, and deductions for advance pay.



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