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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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When child care authorizations are established using the CCDF eligible provider’s charges on an hourly or daily basis, the child care subsidy will be calculated applying the following

CCDF Policies:

Daily Authorizations: On a daily basis, the child care daily subsidy should never exceed the weekly rate except in documented cases of special needs.

Hourly Authorizations: On an hourly basis, the hourly subsidy should never exceed the daily rate except in documented cases of special needs.

Weekly Authorizations: On a weekly basis, the child care subsidy should never exceed the weekly rate except in documented cases of special needs.

–  –  –

CO-PAY A co-payment is defined as, a weekly fee for child care based on the CCDF Household’s income exceeding 100% of the federal poverty guidelines and their years of CCDF participation utilizing the Office’s Child Care Income Eligibility Determination and Sliding Fee Scale.

The Applicant or Co-Applicant’s subsidy will be determined by applying the appropriate CCDF subsidy maximum less any applicable co-payment. The CCDF Eligible Provider must collect the co-payment from the parent on a regular basis. This charge for care may not be waived by the CCDF Eligible Provider.

–  –  –

FAILURE OF APPLICANT TO PAY A CO-PAYMENT

If an Applicant or Co-Applicant fails to pay their weekly co-payment in full, the CCDF Eligible Provider must contact the Intake Agent within 30 calendar days from the first missed payment. This may result in the termination of the Applicant and Co-Applicant from the CCDF Voucher Program if balance is not paid in full or an acceptable payment arrangement established with the CCDF Eligible Provider.

3.11.5 NON PAYMENT OF CO-PAYMENT POLICY A CCDF Household may be terminated if the Applicant or Co-Applicant fails to pay the required co-payment.

CHANGES TO CCDF WEEKLY CO-PAYMENT

If a co-payment is changed after an application has been signed, the Applicant and CoApplicant, as well as, the CCDF Eligible Provider must receive at least a written ten (10) calendar day notice indicating the applicable changes. If this change occurs at reauthorization, the change will take effect as of the subsidy begin date without notice.

If an Applicant or Co-Applicant has a significant decrease in income which makes the payment of a CCDF weekly co-payment a hardship, an income update may be completed eight (8) weeks after the effective date of the decrease in income.

–  –  –

A provider is eligible for a higher CCDF Reimbursement Rate when the provider’s PTQ level increases as documented on the PTQ Level Adjustment report available the first Sunday of the month. The Automated Intake System will adjust all existing vouchers to reflect the provider’s new rate of CCDF reimbursement.

3.12.3 CHANGE IN CCDF REIMBURSEMENT RATE CATEGORY

POLICY

If a CCDF eligible provider qualifies for a higher CCDF Reimbursement Rate, a voucher adjustment may be completed for any change in charges when the provider submits appropriate documentation within 30 days from the date of the provider’s level increase letter.

STEPS TO COMPLETE AN INCREASE IN PROVIDER CHARGES DUE TO A PTQ

LEVEL INCREASE

The following procedure should be followed when a CCDF Eligible Provider becomes eligible for a higher CCDF Reimbursement Rate and chooses to increase their charges.

STEP 1 The Provider is notified by the appropriate PTQ contractor they are eligible for a higher CCDF Reimbursement Rate. If the Provider plans to increase their charges, the PTQ contractor will notify the provider they have 30 days from the date of their level increase letter to submit new Provider Information Pages for all children participating in CCDF. The Provider will also be instructed to submit a copy of their level increase letter to the Intake with their Provider Information Pages.

STEP 2 The Intake Agent receives and date stamps new Provider Information Pages from the CCDF Eligible Provider.

STEP 3 The Intake Agent will have a maximum of ten (10) business days from date received to complete provider changes to establish the new subsidy rate.

STEP 4 The Intake Agent will mail new vouchers to the CCDF Eligible Provider.

–  –  –

On some occasions, a provider’s CCDF Reimbursement Rate may be reduced if the provider’s PTQ level reduces as documented on the PTQ Level Adjustment report available the first Sunday of the month. The Automated Intake System will adjust all existing vouchers to reflect the provider’s new rate of CCDF reimbursement.

STEPS REQUIRED DUE TO A REDUCTION IN CCDF REIMBURSEMENT DUE

TO A PTQ LEVEL DECREASE

If a CCDF Eligible Provider is listed at a lower level on the PTQ Level Adjustment report, all CCDF Applicants with affected vouchers must be notified of the change.

STEP 1 The Intake Agent must run the PTQ Level Adjustment report the first business day it is available.

STEP 2 The Intake Agent will have a maximum of three (3) business days to mail an Adverse Action notice, using the template provided, to the CCDF Applicant and their provider. The CCDF Applicant must also receive a pre-voucher report.





STEP 3 As a reminder, the Intake Agent should scan this notice for file retention.

◄PROVIDERS VOLUNTARY REDUCING CHARGES►

On some occasions, the Intake Agent may be notified a CCDF Eligible Provider has reduced some or all of their charge categories. The Intake Agent must complete revisions to the voucher of the CCDF Eligible Children if the reduction results in a decrease in CCDF subsidy.

STEPS TO COMPLETE A DECREASE IN SUBSIDY FOR A CCDF ELIGIBLE

PROVIDER REDUCING THEIR CHARGES

If a CCDF Eligible Provider notifies the Intake Agent of a charge reduction, all vouchers for Eligible Children must be corrected if the reduction results in a decrease in CCDF subsidy.

STEP 1 The Intake Agent should confirm the date of the charge change with the CCDF Eligible Provider.

STEP 2 The Intake Agent should request new Provider Information Pages for each affected CCDF Eligible Child within ten (10) calendar days.

STEP 3 The Intake Agent will have a maximum of ten (10) business days to complete provider changes to establish the new subsidy rate.

–  –  –

REQUIRED RESOURCE INFORMATION

When completing the authorization and reauthorization process, the Intake Agent must provide the Applicant or Co-Applicant with resource information to address the family’s

other needs. All interviews must include the following:

 Child Care Resource and Referral, including making a child care complaint; and  Information on Quality Child Care / Paths to Quality; and

–  –  –

The Intake Agent will be provided a FSSA Resource Guide which is dedicated to helping families live productive, safe and healthy lives and includes information about TANF and how to apply, as well as, other community and faith based organizations providing services

to those in need. The following link may also be provided to an Applicant or Co-Applicant:

http://www.in.gov/fssa/files/FSSA_Resource_Guide.pdf

EXPECTATIONS FACE-TO-FACE INTERVIEW

The Intake Agent is expected reach out to the Applicant or Co-Applicant to determine if additional resources are needed to meet the family’s needs. Utilizing the FSSA Resource Guide, the Intake Agent can make referral to other community services which may meet these needs. An additional referral can be made to the statewide referral service 211. The Intake Agent must familiarize themselves with other resources located within the communities they serve.

EXPECTATIONS FOR ALTERNATE METHODS

When communicating with an Applicant and Co-Applicant by mail, the Intake Agent must make available additional information about resources located within their community. This may be done by including the county specific resource bookmark provided by the Family and Social Service Administration. Additionally, the Intake Agent must convey to the Applicant or Co-Applicant they may call for additional resource information and assistance.

CCDF POLICY AND PROCEDURE MANUAL SECTION 3

Effective February 28, 2016 CCDF AUTHORIZATION

3.14 CARD ISSUANCE After a CCDF authorization has been completed and vouchers have been created, the Intake Agent must issue Applicant, Co-Applicant, and Authorized Representative, if applicable, a Hoosier Works for Child Care card supplied by the Office. When properly used, this card will transmit information to the Central Reimbursement Office (CRO) electronically. This information is used to calculate the CCDF Eligible Provider’s child care reimbursement which is electronically deposited into the CCDF eligible provider’s bank account on the date specified.

–  –  –

◄HOOSIER WORKS FOR CHILD CARE CARD USAGE ►

The Applicant and Co-Applicant will use their Hoosier Works for Child Care card to document their Eligible Child(ren)’s attendance by using a Point of Service (POS) device available at a CCDF Eligible Provider’s facility.

–  –  –

While it is the expectation the Applicant and Co-Applicant will document their eligible child’s attendance on a daily basis, the POS device does provide an opportunity to record previous day’s attendance as a “back-swipe” or documented personal day usage.

–  –  –

◄TERMINATING CHILD CARE FOR INACTIVITY►

When an Applicant or Co-Applicant does not document attendance on a regular basis, the Applicant and Co-Applicant are at risk of losing the CCDF child care subsidy.

–  –  –

PLEASE NOTE: This termination is may be appealed using normal appeal procedures.

◄IMPROPER USE ►

OF THE HOOSIER WORK FOR CHILD CARE CARD

The Applicant, Co-Applicant and Authorized User have agreed, by their signature, to prohibit anyone other than themselves to use their Hoosier Works for Child Care card. The Applicant and Co-Applicant or Authorized User may not give their card or card number as well as their PIN number to their CCDF Eligible Provider or any other individual. The Applicant, Co-Applicant or Authorized User may not leave their Hoosier Works for Child Care card in the possession of the CCDF Eligible Provider or any staff or household member.

STEPS TO FOLLOW WHEN A HOOSIER WORKS CARD HAS BEEN FOUND IN

THE PROVIDER’S POSSESSION

If the Applicant, Co-Applicant or Authorized User’s card is found in the possession of another individual, the following procedure must be followed by the Intake Agent.

STEP 1 Notification is received by the Office to de-active an Applicant, Co-Applicant or Authorized User’s Hoosier Works for Child Care Card.

STEP 2 Deactivate the Hoosier Works for Child Care card.

STEP 3 Send Applicant, Co-applicant or Authorized User a written 10 calendar day notice to obtain a new card.

STEP 4 Require the cardholder to sign a new Hoosier Works for Child Care Authorization form and issue a Hoosier Works for Child Care Card.

–  –  –

STEP 5 Complete a Parent Non-Compliance form.

STEP 6 Require the cardholder to watch the Hoosier Works for Child Care video training.

PLEASE NOTE: If a cardholder allows someone else to use their Hoosier Works for Child Care card, CCDF subsidy may be terminated.

–  –  –

◄REQUIREMENTS FOR A COMPLETE FILE ►

The Intake Agent must assure each Applicant and Co-Applicant file is complete. A complete file should include all of the following.

 Application, State Form 805, with all eligibility criteria complete  Application, State Form 805, or Parent/Applicant Worksheet signed and dated  Application, State From 805, signed by Intake Agent and dated with date of data entry into AIS  All required verifications

CCDF POLICY AND PROCEDURE MANUAL SECTION 4

Effective February 28, 2016 CCDF RE-AUTHORIZATION  Current signed Provider Information Page (facsimile signatures are acceptable)  Signed Hoosier Works for Child Care Authorization form, if applicable  Copy of the AIS Pre-Voucher report  Current completed Parent/Applicant Worksheet, if applicable  Complete valid TANF referral, if applicable  Other documentation, as required  Electronic notes pertaining to any notification, adverse action, reported changes, appeal or other relevant information must be entered into AIS and/or scanned.

–  –  –

The Intake Agent is provided 21 calendar days from AIS application completion date to audit an Applicant file for accuracy, error correction, and verify completion. When completed timely, the Intake Agent may be able to resolve invalid or incomplete authorizations without payment reduction.

STEPS FOR NOTIFICATION OF FILE ERROR

If a quality assurance review identifies an invalid or incomplete authorization, the Intake

Agent shall:

STEP 1 Identify the incomplete or inappropriate documentation provided STEP 2 Request, in writing, the Applicant or Co-Applicant provide the appropriate documentation within ten (10) calendar days. This request must include detailed instructions on required documentation.

Notification to the CCDF Eligible Provider of the parent’s potential loss of STEP 3 benefits.

Place vouchers in “Pending Status” the Sunday following the written request STEP 4 expiration date.

–  –  –

4.1.7 CURRENT DEFINITION EXCEPTION FOR QUALITY

ASSURANCE



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