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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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◄ADOPTION ASSISTANCE (COUNTY, STATE & FEDERAL) ► Adoption assistance is money paid to the parent/guardian of an adopted child. This amount may be declared and is not counted toward financial eligibility.

APPROPRIATE SOURCES TO VERIFY ADOPTION ASSISTANCE

 Declaration ◄CONTRIBUTIONS ► A contribution is money paid from a source outside of the Applicant and Co-Applicant’s CCDF Household with no intent to repay. This source of income is not counted toward financial eligibility.

APPROPRIATE SOURCES TO VERIFY CONTRIBUTIONS

 Declaration ◄EARNED INCOME CREDIT (EIC) ► Earned Income Credit is money paid as a tax credit to certain low income families which may be advanced to the employee by the employer. This source of income is not counted toward financial eligibility.

APPROPRIATE SOURCES TO VERIFY EARNED INCOME CREDIT (EIC)

 Declaration  Documented on the Applicant or Co-Applicant’s pay stub

◄EMPLOYMENT REIMBURSEMENTS►

Employment reimbursements are money paid for out-of-pocket expenses related to employment and reimbursed on an Applicant or Co-Applicant’s pay stub. These payments

–  –  –

could include reimbursement for mileage, per diem, meals, supplies, etc. This source of income is not counted toward financial eligibility.

APPROPRIATE SOURCES TO VERIFY EMPLOYMENT REIMBURSEMENTS

 Declaration  Documented on the Applicant or Co-Applicant’s pay stub ◄FOOD STAMPS ► Food stamps are benefits paid to an individual for the purchase of nutritional items and to assist in providing adequate nutrition for their household. This source of income is not counted toward financial eligibility.

APPROPRIATE SOURCES TO VERIFY FOOD STAMPS

 Declaration ◄FOSTER CARE PER DIEM ► Foster Care Per Diem is money paid by the Family and Social Services Administration to the guardian of an individual considered a ward of the court for the purpose of providing for their immediate needs. This source of income is not counted toward financial eligibility and is not recorded on the CCDF application, State Form 805.

APPROPRIATE SOURCES TO VERIFY FOSTER CARE PER DIEM

 Current documentation from the issuing authority ◄GI BILL PAYMENTS ► The GI Bill provides up to 36 months of education benefits to those who have served on active duty. Payments may include undergraduate tuition and fees, books and supplies. This source of income is not counted toward financial eligibility.

APPROPRIATE SOURCES TO VERIFY GI BILL PAYMENTS

 Current documentation from the issuing authority

◄HOUSING ASSISTANCE/LIVING ALLOWANCE ►

Housing assistance/allowance are benefits provided to an individual to assist in providing adequate housing for their CCDF Household. This source of income is not counted toward financial eligibility. Examples: military housing allowance (BAH), HUD, and religious employment benefits.

APPROPRIATE SOURCES TO VERIFY HOUSING ASSISTANCE / ALLOWANCE

 Declaration  Documented on the Applicant or Co-Applicant’s pay stub

CCDF POLICY AND PROCEDURE MANUAL SECTION 2

Effective February 28, 2016 CCDF ELIGIBILITY ◄MILITARY BAS (Food Subsidy) ► Military BAS is money paid for sustenance assistance to enlisted personnel and is documented on the Applicant or Co-Applicant’s pay stub. This source of income is not counted toward financial eligibility.

APPROPRIATE SOURCES TO VERIFY MILITARY BAS

 Declaration  Documented on the Applicant or Co-Applicant’s pay stub

◄MILITARY RELIEF FUND GRANT ►

A Military Relief Fund Grant is an emergency grant awarded by the Indiana Department of Veterans Affairs (IDVA) to families of deployed Indiana National Guard member or member of the Selected Reserves. The emergency grant may be used for food, housing, utilities, medical services and transportation. This source of income is not counted toward financial eligibility.

APPROPRIATE SOURCES TO VERIFY MILITARY RELIEF FUND GRANT

 Declaration  Current documentation from the issuing authority.

◄RETIREMENT EMPLOYER MATCH ►

The employer’s contribution to retirement account such as 401K, deferred compensation or pension accounts is not counted toward financial eligibility.

APPROPRIATE SOURCES TO VERIFY RETIREMENT EMPLOYER MATCH

 Documented on the Applicant or Co-Applicant’s pay stub

◄TAX REFUND AND/OR TAX STIMULUS PAYMENTS ►

Tax refunds or stimulus payments is money paid by the Internal Revenue Service. This source of income is not counted toward financial eligibility.

APPROPRIATE SOURCES TO VERIFY TAX REFUND / STIMULUS

 Declaration  Documented on the Applicant or Co-Applicant’s pay stub  Current documentation from the issuing authority

CCDF POLICY AND PROCEDURE MANUAL SECTION 2

Effective February 28, 2016 CCDF ELIGIBILITY ◄WORK/STUDY INCOME ► Work/Study income is money paid in the form of a grant for a student’s participation in an education/training program. This source of income may be declared and is not counted toward financial eligibility.





APPROPRIATE SOURCES TO VERIFY WORK/STUDY INCOME

One of the following is appropriate documentation to verify work/study income:

 Documented on the Applicant or Co-Applicant’s pay stub  Current documentation from the educational institution including:

 Student Name  School Name  Employer Name  Start Date of Work/Study Program  End Date of Work/Study Program  Number of Participation Hours  Contact Information for Program Advisor

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3.1 AUTHORIZATION Prior to authorization, the Intake Agent must determine the Applicant or Co-Applicant preliminarily eligible for the CCDF program.

AUTHORIZATION DEFINITION

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.

Documentation which verifies the information required for application authorization should be copied, scanned and maintained in the Applicant’s file at the Intake Agency or the Office.

Prior to completing a CCDF application, the intake must determine if all necessary documentation is available to complete the application. If the Applicant or Co-Applicant is missing information, the application must be stopped and the Applicant or Co-Applicant given written documentation indicating the additional documentation required. A partial application may not be taken for any reason unless otherwise directed by the Office, in writing.

NEW APPLICANT DEFINITION

New Applicant is an individual applying for services who has not participated in the CCDF program for the previous 90 days.

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For subsequent applications, reauthorizations for an Applicant or Co-Applicant must be offered in a variety of methods which provide for the collection of all appropriate documentation including mail, fax and etc.

During the application authorization, the Intake Agent will enter relevant information into the Automated Intake Software (AIS). In addition, the Intake Agent will compile an Applicant

and Co-Applicant file which must include all applicable documentation listed below:

–  –  –

REQUIREMENTS FOR AN APPLICANT AND CO-APPLICANT FILE

 Application, State Form 805, with all eligibility criteria complete  Application, State Form 805, signed and dated by Applicant or Co-Applicant  Application, State Form 805, signed by Intake Agent and dated with date of date entry into AIS  All required verifications

–  –  –

 Current signed Provider Information Page (Facsimile signatures are acceptable.)  Signed Hoosier Works for Child Care Card Authorization form  Complete TANF Referral, if required  A copy of the Pre-Voucher  Other Documentation, as required The application authorization process should provide for the collection of all relevant information to accurately complete the application, State Form 805, and ensure eligibility.

◄SPECIAL CIRCUMSTANCES FOR AUTHORIZATIONS►

When the intake agent is unable to determine income eligibility during new applicant’s authorization process, the intake agent must utilize the creation of vouchers assigned to Pending Provider to assure child care subsidy is not paid before service need and income eligibility is appropriately verified. This may be done in circumstances including, but not

limited to, the following:

 Approved Leave for Child Protective Services or Secondary Education; or  Temporary Incapacitation of one custodial adult in a two custodial adult CCDF household; or  New Job; or  Partial Pay Cycle.

See the appropriate section of the CCDF Policy and Procedures Manual to determine the needed documentation.

–  –  –

3.2 SUBSIDY BEGIN DATE It is the responsibility of the Intake Agent to establish an appropriate subsidy period for each Applicant and Co-Applicant based on their service need and appropriate CCDF policies. The subsidy begin date is the date the eligible child(ren) may begin receiving CCDF services. To establish a subsidy begin date, the Applicant and Co-Applicant’s participation must begin the week of or the week following the application completion date, unless otherwise stated. The

subsidy begin date must be established based on:

 Begin Date of their Service Need  The appropriate CCDF Policy below

–  –  –

◄ EXTENDED SUBSIDY END DATES►

When evaluating the Applicant and Co-Applicant’s service need at reauthorization, it may be necessary to extend their subsidy end date to allow for the complete evaluation of their financial and service needs. Additionally, when extending the subsidy end date is not appropriate, the Intake Agent may utilize the create of vouchers assigned to Pending Provider to assure child care subsidy is not paid before service need and income eligibility is appropriately verified.

APPROVED LEAVE

In situations where a reauthorizing Applicant or Co-Applicant’s approved leave period exceeds the subsidy period of 53 weeks, the subsidy period may be extended up to sixteen (16) weeks to provide an opportunity for completion of the approved leave.

APPROPRIATE DOCUMENTS FOR APPROVED LEAVE SUBSIDY EXTENSION:

 Any appropriate documents used to verify approved leave eligibility.

–  –  –

JOB SEARCH

In situations where a reauthorizing Applicant or Co-Applicant’s job search service need exceeds the subsidy period of 53 weeks the subsidy period may be extended to provide an opportunity for completion of the Applicant or Co-Applicant’s job search.

APPROPRIATE DOCUMENTS FOR JOB SEARCH SUBSIDY EXTENSION:

 Any appropriate documents used to verify job search eligibility.

–  –  –

NEW EMPLOYMENT

In situations where a reauthorizing Applicant or Co-Applicant’s service need is a new job, the subsidy period of 53 weeks may be extended eight (8) weeks to provide an opportunity for evaluation of the Applicant and Co-Applicant’s income eligibility.

APPROPRIATE DOCUMENTS FOR NEW EMPLOYMENT SUBSIDY EXTENSION

 See New Job Documentation on page 66.

SELF EMPLOYMENT

In situations where a reauthorizing Applicant or Co-Applicant has provided evidence of a request for an IRS Tax Transcript (IRS form 4506T-EZ) the subsidy period of 53 weeks may be extended eight (8) weeks to provide an opportunity for receipt of the tax transcript.

APPROPRIATE DOCUMENTS FOR SELF EMPLOYMENT SUBSIDY EXTENSION

 Proof of request for an IRS Tax Transcript submitted on IRS form 4506T-EZ

TEMPORARY INCAPACITATION

In situations where a reauthorizing Applicant or Co-Applicant’s temporary incapacitation period exceeds the subsidy period of 53 weeks the subsidy period may be extended up to thirteen (13) weeks to provide an opportunity for completion of the temporary incapacitation leave.

APPROPRIATE DOCUMENTS FOR TEMPORARY INCAPACITATION SUBSIDY

EXTENSION

 Any appropriate documents used to verify incapacitation.

–  –  –

It is the responsibility of the Intake Agent to establish an appropriate subsidy period for each Applicant and Co-Applicant based on their service need and appropriate CCDF policies. The voucher begin date is the date the eligible child(ren) will begin receiving services from a specific CCDF Eligible Provider. To establish a voucher begin date, the Intake Agent must

consider:

 The Applicant and Co-Applicant’s subsidy period; and  The period of time child care is needed for a specific child; and  Availability of their CCDF Eligible Provider; and  The appropriate CCDF Policies.

VOUCHER BEGIN DATE DEFINITION

The date a voucher is considered valid for reimbursement to a CCDF Eligible Provider. The first voucher begin date may be the same as the subsidy begin date unless the CCDF Applicant or Co-Applicant has requested alternate begin date or has been placed on Approved Leave.

VOUCHER END DATE DEFINITION

The date the voucher is no longer considered valid for reimbursement to a CCDF Eligible Provider.

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