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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 3 When all active vouchers have been identified, the Intake Agent shall use the appropriate form letter (CCDF Provider NOO – Parent Notification Letter) provided to notify Applicant and Co-Applicant their child care provider is non-compliant with required CCDF standards. Applicants and Co- Applicants must be notified within three (3) calendar days of fax / email notification. A copy of the written notification shall be maintained in the Applicant’s file.

STEP 4 A courtesy copy of the Applicant or Co-Applicant written notification shall be sent to the appropriate child care provider.

STEP 5 Payments shall not be made to the ineligible child care provider beyond the effective date of the Order as stated in the child care provider’s Notice of Order.

PLEASE NOTE: The AIS software system will automatically move children assigned to an ineligible provider to Pending Provider effective the Sunday following the effective date of the Notice of Order.

STEP 6 If an Applicant or Co-Applicant selects a CCDF Eligible Provider prior to the effective date of the order, the provider change shall be completed. However, if an Applicant or Co-Applicant has not selected a CCDF Eligible Provider or the ineligible provider has not been reinstated prior to the effective date of the Notice of Order, the Intake Agent shall issue a notice using the form letter (CCDF Provider Ineligible) provided, allowing ten (10) days to choose a new CCDF Eligible Provider to maintain their subsidy.

If an Applicant or Co-Applicant is unable to locate a CCDF Eligible Provider, they may make a written request for an extended provider search. See Steps for an Extended Provider Search pages 151 – 152.

PLEASE NOTE: Applicant’s or Co-Applicant’s questions regarding a CCDF child care provider’s ineligibility should be referred to the provider. (Some denials or revocations may be based on confidential information.)

STEPS FOR REMOVING CHILDREN FROM LICENSED PROVIDERS

WHO HAVE RECEIVED A NOTICE DUE TO A NEGATIVE

LICENSING ACTION

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.

STEP 1 The Office sends written notice to the child care provider. A copy of the notice is emailed to the Intake Agent requiring immediate action.

STEP 2 The Intake Agent must determine if the provider has active vouchers by using “View Provider”. If the child care provider’s name does not display, generate a Closed Provider with Recipients Report.

STEP 3 When all active vouchers have been identified, the Intake Agent shall use the appropriate form letter provided to notify Applicant and Co-Applicant their child care provider is no longer an eligible CCDF Provider. The Applicant and

CCDF POLICY AND PROCEDURE MANUAL SECTION 6

Effective February 28, 2016 NON-COMPLIANCE Co-Applicant should be given until the effective date of the notice to find a CCDF eligible provider. Vouchers may remain with the CCDF Provider until the Saturday following the effective date of the notice. Applicants and CoApplicants must be notified within three (3) business days of notification. A copy of the written notification shall be maintained in the Applicant’s file and scanned into their electronic file.

STEP 4 A courtesy copy of the Applicant or Co-Applicant written notification shall be sent to the appropriate child care provider.

STEP 5 Payments shall not be made to the ineligible child care provider beyond the effective date as stated in the child care provider’s written notice.

PLEASE NOTE: The AIS software system will automatically move children assigned to an ineligible provider to Pending Provider effective the Sunday following the effective date of the Notice of Order.

STEP 7 If an Applicant or Co-Applicant selects a CCDF Eligible Provider prior to the effective date of notification, the provider change shall be completed.

If an Applicant or Co-Applicant has not selected CCDF Eligible Provider prior to the effective date of the notice, the child(ren)’s vouchers will be terminated.

If an Applicant or Co-Applicant is unable to locate a CCDF Eligible Provider, they may make a written request for an extended provider search. See Steps for an Extended Provider Search pages 151 – 152.

PLEASE NOTE: Applicant’s or Co-Applicant’s questions regarding a CCDF child care provider’s ineligibility should be referred to the provider and/or the Office’s Licensing Section.

ADDITIONAL PROVIDER NON-COMPLIANCES

◄SUSPENDING A CCDF ELIGIBLE PROVIDER►

In certain situations where there are immediate concerns for the protection of children or the integrity of the provider, the Office may take adverse action against a provider affecting the ability to participate in the CCDF program.

6.3.2 SUSPENDED PROVIDER REIMBURSEMENT POLICY

Reimbursement will cease upon suspension or termination of a CCDF eligible provider.

A suspension of a CCDF Eligible Provider can be effective immediately upon notice to the provider. The Intake Agent will be notified to immediately contact Applicant and CoApplicants to select a new child care provider. The Applicant or Co-Applicant shall be referred to the local child care resource and referral agency if they need assistance selecting a new CCDF Eligible Provider.





–  –  –

REASONS FOR SUSPENDING A CCDF ELIGIBLE PROVIDER

A CCDF Eligible Provider may be suspended by the Office from the CCDF program if they are not in compliance with any of the following policies.

–  –  –

6.3.5 CCDF Eligible Providers may not require or coerce Hoosier Works for Child Care cardholders to provide their Hoosier Works for Child Care card or 16 digit card number and/or personal identification number (PIN).

–  –  –

6.6.8 ADDITIONAL REASONS FOR SUSPENDING A CCDF ELIGIBLE

PROVIDER

An eligible CCDF child care provider may be suspended by the Office from the CCDF program under any of the following circumstances.

1. Death or serious injury of a child while in the provider’s care pending the outcome of the investigation

2. A pending abuse or neglect charge against the provider, an existing employee or volunteer of the provider, or in the case of a licensed or legally license exempt child care home, a member of the provider’s household

3. Substantiated health or safety hazard

4. Threatening behavior directed towards a representative of the Division or its agents

5. Providing false or misleading information on any form connected with the CCDF Voucher Program

6. Illegally operating a home or facility

7. Failure to respond to the Office’s request for information, including but not limited to, written attendance records

8. Failure to meet the CCDF provider eligibility standards, IC 12-17.2-3.5

9. A substantiated health or safety hazard posing an immediate threat to the health or safety of the children in care.

10. Documentation of a CCDF eligible child’s attendance, by the provider, in a manner not allowed by the Office

CCDF POLICY AND PROCEDURE MANUAL SECTION 6

Effective February 28, 2016 NON-COMPLIANCE

11. Failure to respond to a repayment agreement or to remain current with any repayment agreement in place with the Office

12. Failure to allow the Office or its agents access to the child care facility / home, child care staff and other child care records

13. Possession of a CCDF client’s card, card number, personal identification number or other information enabling a provider to document a CCDF eligible child’s attendance.

14. Requiring a CCDF client to allow the provider to possess their CCDF card, card number, Personal Identification Number, or any other means for recording electronic attendance

15. Charging the CCDF voucher program for time a CCDF eligible child was not in attendance, excluding approved holidays and personal days, as allowed by the Office

16. Charging the CCDF voucher program for time the CCDF eligible child was not cared for at the CCDF approved address

17. Substantiated violation of CCDF voucher program policies and procedures

18. Substantiated fraud, any component of fraud, or the illegal receipt of government funds by any governmental agency

ADDITIONAL PROVIDER NON-COMPLIANCES

◄TERMINATING A CCDF ELIGIBLE PROVIDER►

Termination of a CCDF Eligible Provider will become effective immediately upon notice.

Payment will cease upon termination of the ineligible CCDF Eligible Provider. The Intake Agent will be notified to immediately contact the Applicant or Co-Applicant to select a new CCDF Eligible Provider. Applicants shall be referred to the local child care resource and referral agencies if they need assistance selecting a new CCDF Eligible Provider.

6.6.9 REASONS FOR TERMINATING A CCDF ELIGIBLE PROVIDER

A CCDF Eligible Provider will be terminated by the Office under any of the following

circumstances:

1. A CPS substantiation of abuse or neglect against the provider, an existing employee or volunteer of the provider, or in the case of a licensed or legally license exempt child care home, a member of the provider’s household

2. Substantiated fraud, any component of fraud, or the illegal receipt of government funds by any governmental agency

3. For licensed child care facilities / homes, the loss of licensure

4. Illegally operating child care facility or home

5. Repeated failure to meet CCDF provider eligibility standards under IC 12-17.2-3.5 even if insufficiencies have been corrected

6. Pending criminal charges for fraud, any component of fraud and/or CCDF voucher program policies or procedures by any governmental agency

7. Repeated substantiated violation of CCDF voucher program policies and procedures

8. Providing false or misleading information on any form connected with the CCDF voucher program

CCDF POLICY AND PROCEDURE MANUAL SECTION 6

Effective February 28, 2016 NON-COMPLIANCE

9. Charging the CCDF voucher program for time a CCDF eligible child was not in attendance, excluding approved holidays and personal days, as allowed by the Office

10. Charging the CCDF program for time a CCDF eligible child was not cared for at the approved CCDF address

11. Requiring a CCDF client to allow the provider to possess their CCDF card, the card number or Personal Identification Number, or any other means for recording electronic attendance.

12. Charging CCDF families for any liquidated damages or overages owed by the provider.

STEPS FOR REMOVING CHILDREN FROM SUSPENDED OR

TERMINATED PROVIDERS

If an Applicant or Co-Applicant wishes to leave their child(ren) in the care of the ineligible CCDF 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.

STEP 1 The Office will notify the Intake Agent of action required. Immediate action will be required.

STEP 2 The Intake Agent must determine if the provider has active vouchers.

STEP 3 When all active vouchers have been identified, the Intake Agent shall use the form letter provided to notify Applicant or Co-Applicant that their child care provider is no longer eligible to participate in the CCDF program. Applicants or Co-Applicants must be notified immediately. A copy of the written notification shall be maintained the Applicant or Co-Applicant’s file.

STEP 4 A courtesy copy of the Applicant or Co-Applicant written notification shall be sent to the appropriate child care provider.

STEP 5 Payments shall not be made to the ineligible CCDF provider beyond the suspension or termination date.

PLEASE NOTE: The AIS software system will automatically move children assigned to an ineligible provider to Pending Provider effective the Sunday following the effective date of suspension or termination.

STEP 8 If an Applicant or Co-Applicant selects a CCDF eligible provider within the notice period, the provider change shall be completed. However, if an Applicant or Co-Applicant has not selected a CCDF Eligible Provider or the ineligible provider has not been reinstated, prior to the notification date, the CCDF subsidy shall be terminated.

An Applicant or Co-Applicant may make a written request for an extended provider search. See Steps for Extended Provider Search pages 151 - 152.

PLEASE NOTE: Applicant’s or Co-Applicant’s questions regarding a CCDF child care provider’s ineligibility should be referred to the provider.

–  –  –

7.1 PERFORMANCE STANDARDS The Intake Agent is required to maintain performance standards as related to the CCDF

Program. These standards are as follows:

 An accuracy rate of less than 100% of client files reviewed by the State shall result in a reduction of the monthly payment to Grantee for active family case files found to have errors. In addition, if Grantee has two (2) consecutive months of an accuracy rate of less than 97% of client files reviewed, grantee shall be placed on a probationary status by the State for a period of three (3) months.

 Grantees on probationary status that have an accuracy rate of less than 97% of client files reviewed, shall incur a reduction of the monthly payment for active family case files found to have errors and for the direct services paid to providers on files found to be ineligible.

 If after three months on probation, the accuracy rate of files reviewed remains less than 97%, the State may terminate their CCDF contract agreement pursuant to Section VII SUSPENSION AND TERMINATION Paragraph A. of the contract agreement.

◄MONITORING AND AUDIT►



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