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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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For purposes of Quality Assurance, current is defined as the previous 30 day period which may include date of written request expiration date, internal quality assurance checklist or unless otherwise stated.

–  –  –

◄AIS QUALITY ASSURANCE REPORTS ►

The Automated Intake Software generates quality assurance reports to identify potential data errors. It is the sole responsibility of the Intake Agent to generate and review reports and correct data errors on a regular basis.

TCC Intake Support will email weekly Quality Assurance reports which summarize the region’s potential data errors. In addition, a representative of TCC Intake Support will conduct monthly Quality Assurance Calls with the Intake Agent. The Intake Agent is required to participate in these calls. The purpose of the call is to identify potential data integrity issues, discuss upcoming software enhancements, evaluate region’s performance and answer Intake Agent questions. Questions which cannot be answered by the TCC Intake Support Staff will be referred to the Intake Agent’s CCDF Policy Consultant. A summary of all Quality Assurance calls will be provided to the Intake Agent, CCDF Policy Manager and CCDF Policy Consultant.

CCDF POLICY AND PROCEDURE MANUAL SECTION 4

Effective February 28, 2016 CCDF RE-AUTHORIZATION

4.2 MAINTAINING AN APPLICATION

When signing the Parent’s Rights and Obligations, the Applicant and Co-Applicant agree to report any change in circumstance to the Intake Agent within ten (10) calendar days of the occurrence. Some changes reported by the Applicant or Co-Applicant require action on the part of the Intake Agent including the collection of documentation. Some changes may require action, but do not require collection of documentation. Others will require no action on the part of the Applicant, Co-Applicant or Intake Agent.

◄CHANGE IN CCDF HOUSEHOLD CIRCUMSTANCES ►

–  –  –

UPDATE DEFINITION

An update is the process by which an Intake Agent completes a periodic review of an Applicant or Co-Applicant’s information and documents changes to the application.

◄CHANGES WHICH REQUIRE REPORTING ►

The following changes must be reported requiring the Intake Agent to take the appropriate action. Remind the Applicant or Co-Applicant to notify the DFR caseworker, if necessary, of any relevant change.

–  –  –

PLEASE NOTE: Should the Applicant or Co-Applicant report their move to the relocating county first, the Intake Agent should provide the Applicant or Co-Applicant with a CCDF Transfer form and instruct them to contact the exiting Intake Agent for completion of the CCDF Transfer form. Forms must be submitted to the exiting Intake Agent by noon the day prior to their last business day of the week to ensure timely completion.

◄PHONE NUMBER OR MAILING ADDRESS ONLY ►

CHANGE IN CIRCUMSTANCES

When the Applicant or Co-Applicant reports a change in their phone number or mailing

address only, the Intake Agent shall:

STEP 1 Document the change, as declared.

STEP 2 Update the most recent CCDF application sequence in AIS.

STEP 3 Print the pre-voucher and note the change made.

STEP 4 Scan all applicable documents relating to the change.

–  –  –

◄CCDF HOUSEHOLD SIZE►

CHANGE IN CIRCUMSTANCES

When the Applicant or Co-Applicant reports a change in CCDF Household size, the Intake Agent shall identify the appropriate situation below and follow the procedure provided.

BLENDING CCDF HOUSEHOLDS

STEP 1 Identify the cases involved. Utilizing the sliding fee scale, determine if the “new CCDF Household” will be income eligible.

STEP 2 Select the case with the largest CCDF Household size.

–  –  –

ADDITION OF CCDF HOUSEHOLD MEMBER WITH INCOME

STEP 1 Obtain appropriate proof of identity.

STEP 2 Obtain appropriate proof of service need, if applicable.

STEP 3 Obtain proof of current income for all CCDF Household Members.

STEP 4 Update the most recent CCDF application sequence in AIS.

STEP 5 Print the CCDF application, State Form 805, and note “Added Household Member” STEP 6 Circle the change made.

STEP 7 Intake Agent must sign and date CCDF application, State Form 805.

STEP 8 Applicant or Co-Applicant must sign and date CCDF application, State Form 805, or CCDF Parent / Applicant Worksheet.

STEP 9 Provide Applicant, Co-Applicant and CCDF eligible provider an updated pre-voucher or voucher, if applicable.

STEP 10 Scan all applicable documents relating to the change

ADDITION OF CCDF HOUSEHOLD MEMBER WITHOUT INCOME

STEP 1 Obtain appropriate proof of identity.

STEP 2 Obtain appropriate proof of service need, if applicable STEP 3 Update the most recent CCDF application sequence in AIS.

STEP 4 Print the CCDF application, State Form 805, and note “Added Household Member” STEP 5 Circle the change made.





STEP 6 Intake Agent must sign and date CCDF application, State Form 805.

CCDF POLICY AND PROCEDURE MANUAL SECTION 4

Effective February 28, 2016 CCDF RE-AUTHORIZATION STEP 7 Applicant or Co-Applicant must sign and date CCDF application, State Form 805, or CCDF Parent / Applicant Worksheet.

STEP 8 Provide Applicant, Co-Applicant and CCDF eligible provider with an undated pre-voucher or voucher, if applicable STEP 9 Scan all applicable documents relating to the change.

ADDITION OF A TANF IMPACT CCDF RECIPIENT WITHOUT INCOME

STEP 1 Obtain proof of identity.

STEP 2 Obtain appropriate proof of service need, if applicable.

STEP 3 Update the most recent CCDF application sequence in AIS.

STEP 4 Add CCDF recipient to receive services and create appropriate voucher, if applicable.

STEP 5 Print the CCDF application, State Form 805, and note “Added Household Member” STEP 6 Circle the change made, if applicable.

STEP 7 Intake Agent must sign and date CCDF application, State Form 805.

STEP 8 Applicant or Co-Applicant must sign and date CCDF application, State Form 805, or CCDF Parent / Applicant Worksheet.

STEP 9 Provide Applicant, Co-Applicant and CCDF eligible provider an updated pre-voucher or voucher, if applicable STEP 10 Scan all applicable documents relating to the change.

LOSS OF CCDF HOUSEHOLD MEMBER WITH INCOME

STEP 1 Obtain a statement from the Applicant indicating the CCDF Household Member is no longer in residence, or proof of loss (i.e. death certificate, divorce decree, etc.). In the case of a child turning age 18, the member may be removed without a statement.

STEP 2 Obtain proof of current income for all CCDF Household members.

STEP 3 Update the most recent CCDF application sequence in AIS.

STEP 4 Print the CCDF application, State Form 805, and note “Removed Household Member” STEP 5 Intake Agent must sign and date CCDF application, State Form 805.

STEP 6 Applicant or Co-Applicant must sign and date CCDF application, State Form 805, or CCDF Parent / Applicant Worksheet.

STEP 7 Provide Applicant, Co-Applicant and CCDF eligible provider with an updated pre-voucher, if applicable.

STEP 8 Scan all applicable documents relating to the change.

LOSS OF CCDF HOUSEHOLD MEMBER WITHOUT INCOME

STEP 1 Obtain a statement from the Applicant indicating the CCDF Household Member is no longer in residence, or proof of loss (i.e. death certificate, divorce decree, etc.). In the case of a child turning age 18, the member may be removed without a statement.

STEP 2 Update the most recent CCDF application sequence in AIS.

STEP 3 Print the CCDF application, State Form 805, and note “Removed Household Member”.

STEP 4 Intake Agent must sign and date CCDF application, State Form 805.

–  –  –

◄CHANGE IN TANF STATUS►

CHANGE IN CIRCUMSTANCES

When the Intake Agent is made aware of the Applicant or Co-Applicant’s change from

mandatory TANF Impact status, the Intake Agent shall:

NOTIFIED BY THE CCDF APPLICANT OR CO-APPLICANT

STEP 1 Obtain proof of current service need, i.e. school schedule, most recent pay stub, or other appropriate verification.

STEP 2 Update the most recent CCDF application sequence priority in AIS.

STEP 3 Print the CCDF application, State Form 805, and note “Change in TANF Status”.

STEP 4 Circle the change made.

STEP 5 Intake Agent must sign and date CCDF application, State Form 805, however, Applicant or Co-Applicant signature is not required.

STEP 6 Scan all applicable document relating to the change.

NOTIFIED BY A IMPACT SERVICE PROVIDER OR THE OFFICE

STEP 1 Send a written ten (10) calendar day notice to the Applicant or Co-Applicant requesting proof of current service need.

STEP 2 Obtain proof of current service need, i.e. school schedule, most recent pay stub, or other appropriate verification.

STEP 3 Update the most recent CCDF application sequence priority in AIS.

STEP 4 Print the CCDF application, State Form 805, and note “Change in TANF Status” STEP 5 Circle the change made.

STEP 6 Intake Agent must sign and date CCDF application, State Form 805, however, Applicant or Co-Applicant signature is not required.

STEP 7 Scan all applicable documents relating to the change.

PLEASE NOTE: If the Applicant or Co-Applicant fails to document a current valid service need, the case shall be terminated without additional notice.

◄LOSS OF SERVICE NEED►

CHANGE IN CIRCUMSTANCES

The Applicant or Co-Applicant is required to report a loss of service need within ten (10) calendar days. The Applicant or Co-Applicant is eligible for thirteen (13) cumulative weeks

–  –  –

of job search beginning one day after loss of service need, unless job search has been completely utilized in previous twelve (12) months.

TEMPORARY CHANGE IN SERVICE NEED DEFINITION

Temporary change in service need is defined as a temporary time period when an Applicant or Co-Applicant is not participating in their service need including, but not limited to, absence from employment due to maternity, extended medical leave, changes in seasonal work schedule, or temporarily not attending an education program due to semester breaks not to exceed 16 weeks.

–  –  –

If an Applicant or Co-Applicant wishes to participate in Job Search, please see Service Need, Job Search, pages 62 – 65.

If an Applicant or Co-Applicant is eligible for approved leave, please see Service Need, Approved Leave, pages 48 – 52.

An Applicant or Co-Applicant, who fails to report a loss of service need, may be responsible

for repayment of all or part of child care reimbursements paid on their behalf unless:

 The Applicant or Co-Applicant is eligible for job search; and  The Applicant or Co-Applicant indicates they have participated in job search activities; and  The Applicant or Co-Applicant provides a completed Job Search Request form which may reduce or eliminate a requirement for repayment.

◄CHANGE IN PHYSICAL CUSTODY►

CHANGE IN CIRCUMSTANCES

TEMPORARY CHANGE IN CUSTODY

If the Applicant or Co-Applicant reports a temporary change in physical custody, the Intake Agent shall follow the procedures outlined in Approved Leave, Physical Custody pages 51.

CHANGE IN CUSTODY

If the Applicant reports or the Intake Agent is made aware of a change in custody, the Intake Agent shall follow the procedures outlined in Change in Physical Custody pages 33 – 34.

CCDF POLICY AND PROCEDURE MANUAL SECTION 4

Effective February 28, 2016 CCDF RE-AUTHORIZATION

4.3 FAILURE TO REPORT A

REQUIRED CHANGE

The Intake Agent will take additional action if an Applicant or Co-Applicant fails to report

any of the following:

 Change in Residency to another state  Change in CCDF Household Size  Change in TANF Status  Loss of Service Need for more than 10 calendar days  Change in Physical Custody

STEPS TO DETERMINE A REPAYMENT AGREEMENT

The Applicants failure to report a required change may result in repayment of child care subsidy paid on their behalf. As long as the Applicant and Co-Applicant, if applicable, have a

valid service need, the case shall not be terminated. The Intake Agent shall:

STEP 1 Determine the effective date of the change. This will establish begin and end dates to be entered on the CCDF Parent Non-Compliance Form and CCDF Parent Repayment form.

STEP 2 Determine if job search would have been appropriate.

STEP 3 Determine if the Applicant and Co-Applicant were eligible for any weeks of job search. If yes, offer the Applicant and Co-Applicant an opportunity to reduce and/or eliminate their over-payment by sending a Job Search Request notification letter to the Applicant and Co-Applicant.

STEP 4 Determine the total amount of the over-payment which is equal to the amount provided on the Case Payment Report less any reduction due to job search activities. If the over-payment is for co-payment change only, multiply the number of weeks reported by the change in co-payment.

STEP 5 Complete the CCDF Parent Non-Compliance Form, CCDF Parent Repayment form, and Case Narrative, when applicable.



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