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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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If you are familiar with Excel, you may also request an electronic Excel version of this listing if you would find it helpful in your inventory and issuance activity. After it is emailed to you, you may then simply copy and paste the electronic listing into your Hoosier Works for Child Care Daily Card Issuance Log you have already saved electronically. Then, print the document and fill in the remaining columns appropriately. (You MAY overwrite the card listings pasted within the spreadsheet because you are required to print these documents for use in daily issuance tracking, and keep as records for three (3) calendar years). This electronic process simply eliminates the need for card issuance staff to manually write the card numbers being issued. If this is NOT your offices’ preferred method, you will still need to print the document (the log), make copies, and will be required to manually write each card number upon issuance.

Please note that for security reasons, card numbers are not numbered in an obvious manner (XXXXXXXXXXXXXXX1, XXXXXXXXXXXXXXX2, and so forth). When conducting inventory procedures, you will not be able to subtract the first card number from the last card number to determine quantity of cards. You will need to take care in using the listing sent with the shipment, and/or the identical electronic version as a tool in monitoring your inventory.

–  –  –

PLEASE NOTE: DO NOT randomly select card to issue. They must be issued to clients in the order they are listed (front of box to back of box). Random issuance could result in tracking errors.

◄OTC HOOSIER WORKS INVENTORY FORMS►

The following forms have been provided for the maintenance of OTC Hoosier Works Cards.

 Bulk OTC Card Inventory Form  Hoosier Works Child Care Authorization  Hoosier Works for Child Care Daily Card Issuance Log (Excel)  Daily Hoosier Works Card Inventory Reconciliation Form  Returned Card Log  Vault Card Replenishment Order Form

–  –  –

An adverse action written notice must be provided if the Applicant and Co-Applicant are facing a potential loss of services for reasons which include, but are not limited to, the

following:

 A request to provide additional documentation  A request to provide new documentation  A requirement to select a new CCDF Eligible Provider

–  –  –

If an Applicant or Co-Applicant has not appropriately responded to the Adverse Action request in a timely manner, the CCDF subsidy shall be terminated. Any reimbursement made after the Intake Agent’s failure to timely terminate an unresolved Adverse Action will be considered an inappropriate payment and may require a payment reduction and/or repayment from the Intake Agent.

–  –  –

STEPS FOR PROVIDER SEARCH EXTENSION

STEP 1 Obtain a written statement from the Applicant or Co-Applicant requesting additional time to find a qualified provider.

STEP 2 Refer the Applicant or Co-Applicant to the local CCRR for assistance in finding a CCDF Eligible Provider.

Assign the CCDF Eligible Child’s voucher to Pending Provider for the STEP 3 extended search period.

CCDF POLICY AND PROCEDURE MANUAL SECTION 6

Effective February 28, 2016 NON-COMPLIANCE STEP 4 If a CCDF Eligible Provider is found, complete the authorization, as requested If the Pending Provider voucher has been swept, extend the existing Pending Voucher and complete the authorization by completing a provider change.

If the Applicant and Co-Applicant are required to complete a reauthorization prior to the expiration date of the extended search period, the case will terminate but may be activated on appeal using the Applicant or CoApplicant’s written statement as documentation.

If a CCDF Eligible Provider is not found, the Child shall be terminated.

◄PARENT NON-COMPLIANCE / INELIGIBLE►

The Office or the Intake Agent may determine a parent is non-compliant with CCDF Policies or ineligible for CCDF subsidy.

REASONS FOR DENIAL OF AN APPLICANT APPLICATION

An Applicant and Co-Applicant’s application or reauthorization application will be denied

for any of the following reasons:

1. CCDF Household income does not meet financial eligibility

2. CCDF Household does not meet service need requirements

3. Co-payment exceeds total weekly subsidy

4. Child who is the primary beneficiary of service is not a US citizen, qualified alien and/or resident of Indiana

5. CCDF Applicant is not a resident of Indiana

6. Failure to provide complete information at time of authorization, reauthorization or update

7. Failure to respond timely to Adverse Action written notice

8. Misrepresenting, concealing or withholding information on the Application, State Form 805

9. Failure to select a CCDF eligible provider

10. Failure to remain current on any existing repayment agreements determined by the Office

11. CCDF funding is not available within the county of residence

12. Previous substantiation of welfare fraud, any component of fraud, or illegal receipt of government funds





13. Repeated, substantiated violations of CCDF policies and procedures

14. Pending criminal charges for fraud or any component of fraud

REASONS AN APPLICANT APPLICATION MAY BE TERMINATED

An Applicant and Co-Applicant’s subsidy may be terminated for any of the following

reasons:

1. Failure to respond to requests for additional information from the Office or its agents within the required time frame.

2. Failure to pay weekly co-payment owed, if reported within 30 days from first missed payment.

CCDF POLICY AND PROCEDURE MANUAL SECTION 6

Effective February 28, 2016 NON-COMPLIANCE

3. Failure to document a CCDF eligible child’s attendance in the manner required by the Office.

4. Allowing an unauthorized person, including the CCDF eligible child care provider, to document attendance for the CCDF eligible child.

5. Submitting attendance claims for care that was not provided at the authorized address.

6. Submitting attendance claims for time the CCDF eligible child was not in attendance, with the exception of approved holidays and personal days, as allowed by the Office.

7. Allowing an unauthorized person, including the CCDF eligible child care provider, to possess a CCDF card, card number, or Personal Identification Number, password or any other tool for entering electronic attendance information, as applicable.

8. Excessive provider changes as determined by the Office.

9. Repeated, substantiated violations of CCDF policies and procedures

10. Failure to remain current on any existing repayment agreements determined by the Office

11. Failure to select a CCDF eligible provider

REASONS FOR TERMINATION OF AN APPLICANT APPLICATION

An Applicant and Co-Applicant’s subsidy will be terminated for any of the following

reasons:

1. Failure to complete reauthorization within the required time frame

2. Failure to provide complete information at time of authorization, reauthorization or update

3. CCDF Household income does not meet financial eligibility

4. CCDF Household does not meet service need requirements

5. Co-payment exceeds total weekly subsidy

6. Child who is primary beneficiary of service is not a US citizen, qualified alien and/or resident of Indiana

7. CCDF Applicant is not a resident of Indiana

8. Misrepresenting, concealing or withholding information on the Application, State Form 805

9. Failure to report loss of service need, unless there is a valid, up to date repayment agreement is in place

10. Failure to fully reimburse CCDF eligible in-home (nanny) provider

11. CCDF Applicant and/or Co-Applicant and/or Child is no longer eligible

12. CCDF Applicant and/or Co-Applicant is a child care provider and has received CCDF reimbursement for caring for a child for whom they have physical custody

13. Co-payment which exceeds total weekly subsidy

14. Substantiated welfare fraud, any component of fraud or illegal receipt of government funds

15. Substantiated solicitation of a CCDF eligible provider to commit CCDF program fraud

16. CCDF funding is no longer available within the county of residence

–  –  –

◄APPLICANT APPEAL PROCESS►

The Intake Agent must inform the Applicant / Co-Applicant of the Parent Appeal Procedure at time of initial authorization and reauthorization.

–  –  –

PAYMENT OF SERVICE DURING APPEAL

Service for child care provided during an Applicant and Co-Applicant’s appeal will not be reimbursed after the ten (10) calendar day notice. However, if a finding is held in the Applicant and Co-Applicant’s favor, all child care during the appeal process will be paid retroactively provided the Applicant or Co-Applicant completes reauthorization timely, has a service need during the entire appeal period, and has utilized child care through a CCDF Eligible Provider. After an appeal, the Applicant and Co-Applicant who are able to demonstrate a current service need, but are unable to document a service need during the entire appeal period, may reauthorized using their current service need.

–  –  –

The Intake Agent is expected to report all suspicions of fraudulent activity in the CCDF program to the CCDF Fraud Coordinator on the form provided. Should the Intake Agent fail to report any fraudulent activity which is defined in the contract as being within the scope of the intake duties, the Intake Agent will be held accountable for any over-payment further it would be considered a failure to perform contract obligations.

REPORTING FRAUD

Fraud may be reported to the Office in variety of ways. Applicants, Co-Applicants, child care

providers and concerned citizens by contacting:

 317-234-2200; or  ReportFraud@fssa.IN.gov; or  FSSA Compliance Division, Room E-414, 402 W Washington Street, Indianapolis, IN 46204

INTAKE AGENT ROLE

The intake agent is expected to take action and/or report program abuse. These instances

include, but are not limited to:

Applicant and Co-Applicant Program Abuse The Intake Agent should take appropriate action to obtain evidence of program abuse through verification of information from the source prior to submission of a fraud referral to the CCDF Fraud Coordinator.

 Failure to report a biological or custodial adult as a household member  Failure to report other forms of income, including child support, second employment, and etc.

 Submission of suspicious documentation, including, but not limited to wage verification Provider Program Abuse Any of the following instances should be reported to the appropriate CCDF Policy Consultant, in writing.

 Providing care at an address which has not been licensed, registered or certified  Allowing other individuals not properly certified to provide child care

CCDF POLICY AND PROCEDURE MANUAL SECTION 6

Effective February 28, 2016 NON-COMPLIANCE  Providing care at an address which differs from the address indicated on the Applicant’s Provider Worksheet and/or CCDF Child Care Voucher  Having possession of or using the Applicant’s Hoosier Works for Child Care card or having possession of card numbers or pin numbers  Submission of suspicious, false or misleading documentation.

Intake Agent Fraud Any of the following instances should be reported to the CCDF Fraud Coordinator.

 Suspicious activity by an employee  Suspicion of program abuse in receipt of CCDF benefits by any employee of the agency.

–  –  –

STEP 4 Document action taken in AIS case notes indicating if agreement was signed or unsigned.

STEP 5 Scan all applicable documentation.

–  –  –

Effective July 1, 2005 the General Assembly passed legislation stating licensed child care homes and licensed child care centers would be considered compliant with CCDF Provider Eligibility Standards as long as their Indiana license is valid. Effective July 1, 2013 the General Assembly passed legislation stating a licensed child care home and licensed child care center under Revocation action are not eligible for participation in the Child Care and Development Fund Voucher Program.

Unlicensed child care providers, however, must demonstrate compliance with the CCDF Provider Eligibility Standards with written documentation as well as home/facility inspection.

–  –  –

The Intake Agent will be notified of a child care provider’s failure to comply with CCDF Provider Eligibility Standards by fax or email. It is imperative Intake Agents take action on Notification of Denial / Revocation timely to ensure Applicants and Co-Applicants receive adequate notice regarding the status of their current child care provider.

STEPS FOR REMOVING CHILDREN FROM PROVIDERS WHO

HAVE FAILED TO MAINTAIN COMPLIANCE WITH PROVIDER

ELIGIBILITY STANDARDS

If an Applicant or Co-Applicant wishes to leave their child(ren) in the care of the ineligible provider, their CCDF subsidy will be terminated and future eligibility is subject to availability of funds. Ineligible CCDF providers who choose to file an appeal will not be reimbursed during the appeal process.

–  –  –



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