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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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3.5 HOURS OF CARE When authorizing child care subsidy, the service need must be entered as a unit of days and a unit of whole hours. The Intake Agent should choose the combination of days and hours which best meets the Applicant and Co-Applicant’s needs. The Intake Agent should consider the impact of the Applicant and Co-Applicant’s failure to utilize the voucher fully when creating vouchers. Applicants or Co-Applicants attending less than full-time will receive onehalf of the authorized subsidy for a pay period unless the parent has used a personal day.

Therefore, it is imperative an Applicant or Co-Applicant’s subsidy is appropriately determined and accurately reflects documentation of service need at the time of application.

Vouchers may be created with a full-time weekly charge, a daily charge or an hourly charge to accommodate the Applicant and Co-Applicant’s situation.

–  –  –

◄PART-TIME AUTHORIZATION► If an Applicant or Co-Applicant is not eligible or does not request 25 hours or more of child care per week for Non-School Age or School Age Other Care or 10 hours or more for School-Age Care, the Intake Agent must determine if a daily or hourly voucher is appropriate.

–  –  –

NON-SCHOOL AGE AND SCHOOL AGE OTHER CHILDREN

DAILY AUTHORIZATION

When an Applicant or Co-Applicant’s daily child care need is equivalent to four (4) hours or more, a daily voucher may be established if the CCDF eligible provider has documented daily charges on the CCDF Provider Information Page. If a daily authorization is not appropriate, an hourly voucher must be established if the CCDF eligible provider has documented hourly charges on the CCDF Provider Information Page.

–  –  –

SCHOOL AGE AND FULL DAY KINDERGARTEN

HOURLY AUTHORIZATION

When an Applicant or Co-Applicant’s child care need is less than 10 hours weekly, an hourly voucher may be established if the CCDF eligible provider has documented hourly charges on the CCDF Provider Information Page.

–  –  –

When an Applicant or Co-Applicant has exhausted their twenty (20) personal days, the Applicant or Co-Applicant is responsible to pay for any days not reimbursed by CCDF subsidy per provider policy. Personal days may not be used to provide two week notices, therefore, any requirement for notice is between the Applicant or Co-Applicant and their provider.

PERSONAL DAYS EXCEPTION

If a child with special health situations (i.e. prolonged illness or injury) has exhausted their personal days, the treating physician is to document the child’s need for treatment and/or recuperation. This prescribed time may result in absences in excess of twenty (20) days. The Intake Agent may submit documentation for consideration requesting additional personal days to the CCDF Policy Consultant on behalf of the Applicant or Co-Applicant.

◄HOLIDAYS OR SCHEDULED DAYS OF CLOSURE►

HOLIDAY DEFINITION

Holidays are defined as a provider’s six (6) chosen dates of closure per calendar year for which the child’s attendance is credited as documented on the child’s CCDF voucher.

–  –  –

3.6 AUTHORIZING HOURS OF CARE

After reviewing all relevant information needed to complete the application, State Form 805, the Intake Agent (not the Applicant or Co-applicant) must determine the appropriate amount of child care. This must be documented and determined by review of documentation submitted at authorization or reauthorization. Once the appropriate amount of child care has been determined, the authorization will remain unchanged during the entire subsidy period, regardless of changes to the Applicant or Co-Applicant’s service need, unless otherwise stated. A sample worksheet may be found in the back of this manual.

–  –  –

◄AMERICORPS►

AUTHORIZING HOURS OF CARE

Child care subsidy may be authorized for children when the Applicant or Co-Applicant is participating in Americorps. The Applicant or Co-Applicant must provide appropriate documentation of Americorps to receive child care subsidy. Child care subsidy can be authorized based on hours of service.

DETERMINING HOURS OF CARE FOR AMERICORPS

Using the Sponsor Statement, the Intake Agent must calculate the Applicant and CoApplicant’s child care need based on the documented hours of service.

Documented hours of service per week + (plus) Requested travel time not to exceed ten (10) hours for full-time service need and five (5) hours for part-time child care need.

PLEASE NOTE: 10 hours of travel may not be added to part-time service need to create full time child care need.

The equation provides the hours of authorization needed for service. The Intake Agent should then ask the average number of days per week the Applicant or Co-Applicant expects participate in service.

◄APPROVED LEAVE►

AUTHORIZING HOURS OF CARE

Child care subsidy will not be authorized for children when the Applicant or Co-Applicant has appropriately documented an Approved Leave, however, eligibility will be maintained.





DETERMINING HOURS OF CARE BASED ON APPROVED LEAVE

Total hours of care for an Applicant or Co-Applicant returning from Approved Leave are equivalent to the total hours of care for the prior documented activity.

◄CHILD PROTECTIVE SERVICES►

AUTHORIZING HOURS OF CARE

Child care subsidy may be authorized for children when the Applicant or Co-Applicant has appropriately documented a need of Child Protective Services.

DETERMINING HOURS OF CARE BASED ON CHILD PROTECTIVE SERVICES

The Intake Agent shall authorize child care subsidy based on the information provided by the CPS caseworker. (See Child Protective Services pages 53 and 54. The Applicant and CoApplicant are not eligible for travel time.

CCDF POLICY AND PROCEDURE MANUAL SECTION 3

Effective February 28, 2016 CCDF AUTHORIZATION

◄EDUCATION AND TRAINING►

AUTHORIZING HOURS OF CARE

Child care subsidy may be authorized for children when the Applicant or Co-Applicant are participating in an education or training program. The Applicant and Co-Applicant must provide appropriate documentation for their training or education program to receive child care subsidy. Child care subsidy can be authorized based on documented credit or participation hours as well as study and travel.

DETERMINING HOURS OF CARE FOR TRAINING/EDUCATION

 CREDIT HOURS Using the Applicant or Co-Applicant’s school documentation, the Intake Agent may calculate the Applicant or Co-Applicant’s child care need based on enrolled credit hours.

Documented credit hours + (plus) Applicant or Co-Applicant’s requested study time not to exceed two (2) hours per credit hour + (plus) Documented Clinical/Externship/Practicum/Internship hours + (plus) Requested travel time not to exceed ten (10) hours for full-time service need and five (5) hours for part-time service need.

PLEASE NOTE: 10 hours of travel may not be added to part-time service need to create full time child care need.

The equation provides the hours of authorization needed for education/training. The Intake Agent should then ask the average number of days per week the Applicant or Co-Applicant expects to participate in education/training.

 PARTICIPATION HOURS

Using the Applicant and Co-Applicant’s school documentation, the Intake Agent may calculate the Applicant or Co-Applicant’s child care need based on enrolled participation hours.

–  –  –

PLEASE NOTE: 10 hours of travel may not be added to part-time service need to create full time child care need.

The equation provides the hours of authorization needed for education/training. The Intake Agent should then ask the average number of days per week the Applicant or Co-Applicant expects participate in education/training.

–  –  –

 TANF IMPACT CLIENTS

If the Applicant or Co-Applicant is a TANF Impact client participating in a education/training program, including Community Work Experience, the following

policy applies:

–  –  –

◄EMPLOYMENT►

AUTHORIZING HOURS OF CARE

Child care subsidy may be authorized for children when the Applicant or Co-Applicant is participating in an employment activity. The Applicant and Co-Applicant must be able to document the complete current period’s income as well as hours worked in the current period before child care subsidy can be authorized. This income, however, may not represent an entire pay cycle. Therefore, the Intake Agent must determine the number of weeks worked in the current period.

DETERMINING HOURS OF CARE BASED ON EMPLOYMENT

The Intake Agent must calculate the Applicant and Co-Applicant’s child care need based on the documented hours worked and wages earned on each job. The Applicant and CoApplicant are eligible for child care hours equal to the lesser of the two following equations.

Total hours worked in the current period Divided by the number of weeks worked The equation provides the possible hours of authorization for employment.

~ AND ~ If the hourly wage is not documented as exceeding minimum wage, the Intake Agent must also determine the Applicant and Co-Applicant’s child care need based on their wages earned using the formula below.

STEP ONE: Total wages earned in the current period Divided by current minimum wage STEP TWO: The sum of the above equation Divided by the number of weeks worked To complete the authorization, the Intake Agent may add requested travel time not to exceed ten (10) hours for full-time service need and five (5) hours for a part-time service need. The Intake Agent should then ask the average number of days per week the Applicant or CoApplicant works to properly create an authorization. NOTE: Appropriately documented foster parents may be authorized by using a single pay stub in a current period.

–  –  –

PLEASE NOTE: 10 hours of travel may not be added to part-time service need to create full time child care need.

For TANF Impact employment authorization see Authorizing Hours of Care – TANF.

–  –  –

◄INCAPACITATION►

AUTHORIZING HOURS OF CARE

Child care subsidy authorized for children when the Applicant or Co-Applicant has

appropriate documentation of incapacitation depends on their household composition:

TWO CUSTODIAL ADULTS WITHIN A CCDF HOUSEHOLD

 If CCDF Household includes one custodial adult actively participating in their service need and one custodial adult incapacitated (either permanently or temporarily), the Intake Agent shall authorize child care subsidy equivalent to the total hours of care for the custodial adult actively participating in their service need.

 If CCDF Household includes one custodial adult temporarily incapacitated and one custodial adult permanently incapacitated, the Intake Agent shall authorize child care subsidy equivalent to the total hours of care for the actively participating custodial adult’s prior documented activity.

 If CCDF Household includes two custodial adults temporarily incapacitated, the Intake Agent shall authorize child care subsidy equivalent to the total hours of care for their prior documented activity.

SINGLE CUSTODIAL ADULT WITHIN A CCDF HOUSEHOLD

 The Intake Agent shall authorize child care subsidy equivalent to the total hours of care for their prior documented activity.

◄JOB SEARCH►

AUTHORIZING HOURS OF CARE

Child care subsidy may be authorized for children when the Applicant or Co-Applicant is participating in job search. The Applicant or Co-Applicant must provide appropriate documentation of Job Search to receive child care subsidy. The child care subsidy authorized will vary depending on the Applicant or Co-Applicant’s priority.

–  –  –

◄NEW EMPLOYMENT►

AUTHORIZING HOURS OF CARE

Child care subsidy may be authorized for children when the Applicant or Co-Applicant is participating in an employment activity. A newly employed Applicant and Co-Applicant will not able to document income, however, child care authorized is based on documentation of estimated hours to be worked.

DETERMINING HOURS OF CARE FOR NEW EMPLOYMENT

Using the Employer Statement, the Intake Agent must calculate the Applicant and CoApplicant’s child care need based on the estimated hours to be worked per week.

Estimated hours to be worked in the current period + (plus) Requested travel time not to exceed ten (10) hours for full-time service need and five (5) hours for part-time service need.

PLEASE NOTE: 10 hours of travel may not be added to part-time service need to create full time child care need.

The equation provides the hours of authorization needed for new employment. The Intake Agent should then ask the average number of days per week the Applicant or Co-Applicant expects to work.

◄ON-THE-JOB TRAINING►

AUTHORIZING HOURS OF CARE

Child care subsidy may be authorized for children when the Applicant or Co-Applicant is participating in on-the-job training. The Applicant and Co-Applicant must provide

–  –  –

appropriate documentation of on-the-job training to receive child care subsidy. Child care subsidy can be authorized based on documented anticipated hours of training per week.

DETERMINING HOURS OF CARE FOR ON-THE-JOB TRAINING



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