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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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STEP 6 If Applicant is present, provide a copy of the forms for signature, excluding the Case Narrative. or If Applicant is present, but refuses to sign, provide a copy of the forms excluding the Case Narrative, as well as, the CCDF Parent Repayment Appeal form to the Applicant. or If Applicant is not present, mail a copy of the forms, excluding the Case Narrative, to the Applicant including the CCDF Parent Repayment Appeal form.

STEP 7 If the CCDF Parent Non-Compliance form and Repayment Agreement were signed, mail the original with the Case Narrative and supporting documentation to the address below. Provide a copy of the CCDF Parent NonCompliance form and Repayment Agreement to the Applicant. You have completed the process. or

–  –  –

If the CCDF Parent Non-Compliance form and Repayment Agreement were not signed, mail the CCDF Parent Non-Compliance form, Repayment Agreement, Case Narrative and supporting documentation to the address below.

–  –  –

PLEASE NOTE: Parent Repayment Agreements are evaluated based on the information supplied by the Intake Agent. Therefore, it is imperative all relevant documents have been provided to the Office, as well as, a complete Case Narrative describing the process of determination / verification of an overpayment.

STEP 8 Document the action taken in AIS case notes indicating if agreement was signed or unsigned.

Scan all applicable documentation.

STEP 9

–  –  –

REAUTHORIZATION

Reauthorization is the process by which information is obtained to document an Applicant and Co-Applicant’s CCDF eligibility. The Intake Agent may complete this through face-to-face interview, mail, or other acceptable means.

REQUIRED NOTIFICATION OF UPCOMING REAUTHORIZATION

It is the responsibility of the Intake Agent to notify the Applicant and Co-Applicant of the impending reauthorization at least 30 days prior to the current subsidy end date or the due date for documentation using a alternate method of reauthorization (i.e. mail-in, fax, etc.) The notification may be made using computer generated letters or agency letters which contains similar information provided the mailing date has been documented. This notification will also serve as a ten (10) calendar day notice should the Applicant and Co-Applicant be determine ineligible at the time of reauthorization. If an Applicant or Co-Applicant is found to be no longer CCDF eligible, the ten (10) calendar day notice period will not be extended past the current subsidy end date.

–  –  –

◄REAUTHORIZATION PROCESS ►

The Intake Agent must conduct an eligibility reauthorization with each Applicant or Co-Applicant (both TANF and Non-TANF) at least 53 week, unless otherwise authorized.

–  –  –

Reauthorization requires the Intake Agent to enter all relevant information into the Automated Intake Software (AIS). Prior to completing the reauthorization, the Intake Agent must determine if all necessary documentation is available to complete the reauthorization process or if an extension of the subsidy end date is appropriate. A partial reauthorization application may not be taken unless otherwise directed by the Office.

REQUIREMENTS OF APPLICANT FILE

In addition, the Intake Agent will compile an Applicant file which must include all the

applicable documentation listed below:

 All required verifications

–  –  –

 Current signed Provider Information Page (facsimile signatures are acceptable)  Signed Hoosier Works for Child Care Card Authorization form, if applicable  Complete TANF Referral, if required  A copy of the pre-voucher  A completed Parent/Applicant Worksheet, if applicable  Other documentation, as required.

–  –  –

The application reauthorization process should provide for the collection of all relevant information to accurately complete the application, State Form 805, and ensure eligibility.

When appropriate, the creation of vouchers assigned to Pending Provider may be used to assure child care subsidy is not paid before service need and income eligibility are appropriately verified.

–  –  –

PLEASE NOTE: For more information on completing a reauthorization, see Section:

DETERMINING ELIGIBILITY.

◄HOOSIER WORK FOR CHILD CARE CARDS ►

If a face-to-face interview is conducted for reauthorization, the intake agent should ask to view the Applicant’s or Co-Applicant’s Hoosier Works for Child Care card. If they state they do not have their card, a replacement card should be issued. The intake agent should also remind them they may not leave their card with the provider or give the card to someone picking up their child. Allowing someone else to use their child care card could result in termination of benefits.

If a parent has an active child care card in their possession, it is not necessary to issue a new Hoosier Works for Child Care card. The card will continue to function once the reauthorization has been completed in its entirety. It is not necessary for the intake agent to provide additional card training at reauthorization, unless requested by the parent.





–  –  –

5.1 MAINTAINING A SUPPLY OF HOOSIER

WORKS FOR CHILD CARE CARDS

GENERAL INFORMATION

In order for CCDF recipients to access their CCDF benefits and CCDF providers to be paid, families will receive electronic childcare cards from the Intake Agent. This is also known as Over the Counter (OTC) issuance.

HOOSIER WORKS FOR CHILD CARE

◄ISSUING AND TRACKING OTC►

Each CCDF Intake Agent will be responsible for issuing and tracking OTC electronic swipe cards. Depending upon the number of staff in the CCDF Intake Agency, the agency should designate individuals to perform the following tasks.

INVENTORY CONTROL

Inventory control involves ordering and maintaining OTC inventory. The individual responsible for inventory control must monitor the daily balance and security of card, ordering additional cards when necessary, ensuring proper contents of each shipment, maintaining all inventory paperwork and records related to inventory and issuance, requesting an electronic inventory listing from the Office (if desired, see “Forms and Inventory” section), and reconciling inventory daily.

Intake Agents who have large card inventories on hand are encouraged to keep a separate “working” OTC inventory from a “bulk” OTC card inventory. The “working” inventory should be in a safe place, but relatively easy for the issuing Intake Agent to supply to CCDF families. The “bulk” inventory should be kept in a secure place at all times, until the “working” inventory needs to be replenished

CARD ISSUANCE

Card issuance involves the activation and issuance of HW Cards to eligible CCDF recipients and their authorized user, if applicable. The individual responsible for card issuance must ensure proper recordkeeping is maintained for each card issued, be able to account for all cards handled and issued so inventory will balance accordingly, ensure cards are issued to individuals eligible for card usage, activate card with the system for use, provide adequate (State supplied) client training, answer client questions and complete client paperwork related to issuance of a HW Card. Additionally, if a client reports their card is lost or stolen, card issuance staff is responsible for deactivating the missing card immediately, and following the appropriate procedures for issuing the client a replacement card following proper procedures.

CCDF POLICY AND PROCEDURE MANUAL SECTION 5

Effective February 28, 2016 MAINTAINING HOOSIER WORKS CARDS PLEASE NOTE: In some counties, these duties may be performed by the same person depending on size of staff. Additionally, assignment of the Inventory Control role is to be limited to as few staff members as possible, but as many as necessary (for example, one plus a backup) to ensure that the procedures are completed. Card issuance staff might involve several people depending on the volume of cards being distributed on a regular basis.

HOOSIER WORKS FOR CHILD CARE

◄ORDERING OTC CARDS► PLEASE NOTE: All shipping charges will be billed to and paid by the state.

Cards are to be ordered quarterly during the last month of each quarter (March, June, September, and December), by region. All regions will be contacted with a reminder at the beginning of each month, indicated above. Orders are due by the end of the notification month. NOTE: Not all offices will need to submit an order each and every quarter, depending upon the volume of cards issued and those remaining.

STEPS TO ORDER OTC HOOSIER WORKS CARD

PLEASE NOTE: Cards are to be ordered in multiples of 100 (100 cards to a box), with the minimum order for a region consisting of 100 cards or one (1) box, and in multiples of 100.

Inventory controller for the region submits their offices’ orders by completely STEP 1 filling out Section 1 of the Vault Card Replenishment Order Form, and faxing to the Office (317) 234-6905 STEP 2 The office supervisor must sign the order.

Emergency orders MUST be signed by your regional CCDF Policy Consultant. Please do everything possible to adhere to the above schedule and limit emergency orders. Repeated emergency orders, including those submitted not long after the regular due date, is indicative of the need for more cautious and attentive inventory monitoring.

STEP 3 At the close of the ordering time frame (end of the month), the Project Office will submit the total order to ACS and request a shipping date. Intake Offices will be notified of this shipping date.

STEP 4 Manufacturer ships orders directly to the central regional office by the specified shipping date – signature required upon delivery.

STEP 5 Upon receiving and signing for shipment, the inventory controller completes Section Two of the order form and faxes it to the Project Office verifying receipt of or indicating any problems associated with shipment. The shipment will include printed inventory listing in card order sequence. Electronic copies of this inventory are available by contacting the Office at 317-234STEP 6 <

–  –  –

PLEASE NOTE: The Office, in conjunction with the local Intake Agent supervisor will be responsible for investigating lost/missing or “short” shipments.

–  –  –

◄ISSUING OTC HOOSIER WORKS CARDS►

WHEN TO ISSUE AN OTC HOOSIER WORKS CARD

The Intake Agent may issue OTC cards to:

√ New CCDF Applicant and Co-Applicant √ Applicant or Co-Applicants who have a lost, damaged or stolen OTC card √ One (1) Authorized Representative requested by the Applicant or Co-Applicant

OTC HOOSIER WORKS CARD ISSUANCE GUIDELINES

Any person wishing to receive an OTC card as noted above must have one form of ID as noted in the CCDF Policy and Procedures Section Verification of Identity.

The Intake Agent must document:

 Name of individual receiving the OTC Card  Relationship of the cardholder to the Applicant  Signature of individual receiving the OTC Card  Signature of Applicant, if the card is for an authorized user  Date issued  Reason for the card issuance  Sixteen (16) digit number of the OTC Card or a photocopy of the front of the card for the Applicant file  Signature of the Intake Agent who issued the OTC Card.

–  –  –

After issuing the card, all of the following must occur  The person receiving the HW Card must sign the back of the card immediately.

 The Intake Agent must provide state supplied client training materials.

 The Intake Agent will instruct the cardholder to call the PIN Select Line in 24 hours to select a PIN (Personal Identification Number).

◄RETURNED OTC HOOSIER WORKS CARDS►

The Intake Agent must log all returned cards, regardless of how they are returned. The Intake Agent should try to locate the Applicant so the Applicant may retrieve the card. If the client cannot be found and does not pick up the card within ten (10) business days from the day contact was attempted/made, it should be destroyed. Additionally, returned cards are to be kept in a secured location until either reclaimed by the Applicant or destroyed. The card is destroyed by hole punching (or scratching) the magnetic stripe. Destroyed cards should be kept in a secure location with other damaged cards for auditing purposes. Whether the client is located and picks up the card, or the card is unclaimed and destroyed, the action taken is to be documented by the Intake Agent on the “Returned Card Log” form.

◄FORMS AND INVENTORY► You must keep adequate documentation and records related to HW Card issuance for three (3) calendar years. All forms are to be used as they originally appear for consistency and auditing purposes.



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