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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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Case Narrative, i.e. When 10 day notice was sent, if any. How attached information was collected, if any. Any other relevant facts related to the overpayment determination should be noted in the case narrative.

–  –  –

Below is a list of additional self-employment income and expense codes. To determine income, first determine if the code represents receipt of income or incurred expense. If applicable, deduct any expenses from income to determine the client's income.

Income Codes BM – income from boarder for meals BR – income from boarder for room LI – land contract – interest LP – land contract – principal OI – other income PM / PS – plan for self-support RN – rent RO – income from roomer SC – sale of crops SM – sale of merchandise/goods/products SS – provision of service Expense Codes

–  –  –

Date of Notice:

Due Date: (insert date 10 days from date of notice) Applicant Name Applicant Address Applicant City, State and Zip A review of your case has resulted in a request for additional documentation. To remain an active participant in the CCDF Program, the documentation listed below must be received in the office before close of business on the due date stated above. Failure to provide the requested information will result in termination of your child care services without further notice.

 Provider Information Page completed by your provider  Proof of Birth for ______________________________

 Proof of Residency which includes your name, street address, city and/or zip code  Employment Verification  School Schedule which includes your name, school name, semester begin and end dates and credit or participation hours  Completed and signed Job Search Documentation Form including appropriate proof of last day worked or attending school as stated on the form  Other: (insert detailed description of documentation needed.) If you have any questions regarding this matter or wish to confirm receipt or your information, please contact (insert contact information). Your child care will be terminated if the requested documentation is not received timely.

Child Care and Development Fund (CCDF) Voucher Program

NOTICE OF ADVERSE ACTION

Date of Notice:

Effective Date: (insert date 10 days from date of notice) Applicant Name Applicant Address Applicant City, State and Zip A review of your case has resulted in termination. Your child care services will terminate on (insert above date). This

action was taken due to the following reason(s):

 Failure to electronically document your child ___________________attendance for 60 or more days.

 Copayment exceeds your provider’ charges.

 No longer a resident of Indiana.

 No longer have a valid CCDF service need.

 _____________ is no longer eligible for child care due to their age.

 Failure to become current with your debt owed to the Office of Early Childhood and Out of School Learning  Providing false or misleading information  Other: (insert detailed description of documentation needed.) If you have any questions regarding this matter, please contact (insert contact information). Your child care provider has been notified of your termination.

This letter is to be used to notify CCDF Provider’s that a parent/applicant is at risk of losing their CCDF eligibility (v10-14) NOTE: Prepare on agency letterhead Date Provider Name Street Address City, State and Zip

Dear Provider:

RE: (Insert parent/applicant name) (insert child’s name(s)) This letter is to provide notification the parent/applicant listed above is at risk of losing their CCDF eligibility for failure to comply with program guidelines. Please be advised the parent/applicant’s childcare benefits will end ten (10) days from the date of this letter if the parent/applicant fails to document compliance. If the parent documents compliance, the child(ren)’s voucher(s) will be reinstated.

If you have questions regarding the parent’s responsibilities to document compliance, they must be addressed with the parent/applicant. If you have questions about the status of the child(ren)’s vouchers, you may view the vouchers at www.hoosierchildcare.com or contact our office at (insert agency phone number).

Sincerely, (Insert Contact Information) Cc: Parent/Applicant file This letter is to be used to notify CCDF Provider’s that a parent/applicant has been terminated from CCDF NOTE: Prepare on agency letterhead Date Provider Name Street Address City, State and Zip

Dear Provider:

RE: (Insert parent/applicant name) (Insert child’s name(s)) This letter is to provide notification the parent/applicant listed above has been terminated from the CCDF Program.

Please be advised the parent/applicant’s child care benefits will end ten (10) days from the date of this letter.

If you have questions regarding the parent’s eligibility, they must be addressed with the parent/applicant. If you have questions about the status of the child(ren)’s vouchers, you may view the vouchers at www.hoosierchildcare.com or contact our office at (insert agency phone number).

Sincerely, (Insert Contact Information) Cc: Parent/Applicant file This form letter is to be used to notify CCDF Applicant their child care provider has been issued a Notice of Order.





–  –  –

You are hereby notified the Office of Early Childhood and Out of School Learning has denied or decertified your provider’s participation in the Child Care and Development Fund Voucher (CCDF) Program due to failure to meet one or more of the required standards for CCDF providers. Your provider will not be eligible for reimbursement for child care services after (insert effective date of the order), unless your provider corrects their insufficiencies.

To remain an active participant in the CCDF Program, you must have an eligible provider. If you need assistance locating alternate child care, please contact your Child Care Resource and Referral at (800) 299-1627. If your provider does not

correct their insufficiencies by (insert effective date of the order):

 You will be notified to select a new provider to remain an active participant in the CCDF program; and  Your provider, listed above, will not be eligible for reimbursement. If you choose to continue to receive care from an ineligible provider you will be responsible for any charges incurred.

If you have any questions regarding this matter, please contact (insert agency contact information).

Sincerely, Insert Intake Contact Information This form letter is to be used to notify CCDF Applicant their child care provider is no longer eligible.

–  –  –

You are hereby notified your provider is no longer eligible for reimbursement for child care services through the Child Care and Development Fund (CCDF) Program.

To remain an active participant in the CCDF Program, you must have an eligible provider. Your child care voucher will be terminated if a provider change is not completed by close of business on the date listed above. For assistance locating alternate child care, please contact your Child Care Resource and Referral at (800) 299-1627. If you are having difficulty locating an eligible provider, contact your Intake Agent for further information.

Sincerely, Insert Intake Contact Information This form letter is to be used to notify CCDF parent’s their LICENSED child care provider has been issued a Notice of Order due to a negative action.

–  –  –

You are hereby notified that the Division of Family Resources has taken action to deny or revoke your child care provider’s license for failure to meet the required standards for licensure. Under Indiana law, a child care provider whose license has been denied or revoked is not eligible to receive Child Care and Development Fund (CCDF) payments. Your child care provider will not be eligible to participate in the CCDF program effective (insert effective date of the order).

Your child care provider may choose to appeal the licensing action. If your provider chooses to appeal they may remain open throughout the appeal process; however, they are NOT eligible for CCDF payments during this time. The appeal process may take up to nine months or longer.

You may choose to continue to take your children to this provider; however, your child care voucher will be terminated.and you will responsible for any charges incurred.

If you wish to continue to receive CCDF benefits, you must select an eligible provider by the date listed above. If you need assistance locating alternate child care, please contact your Child Care Resource and Referral at (800) 299-1627.

If you have any questions regarding this matter, please contact (insert agency contact information).

Sincerely, Insert Intake Contact Information

SAMPLE PROVIDER

NOTICE OF ORDER

LETTERS

` This letter is sample of the notification letter provided when the Office has revoked a licensed provider’s license which has affected their ability to participate in the CCDF Voucher Program.

–  –  –

Dear Ms.:

Please be advised that this is official notification that the Division of Family Resources is taking action to revoke your license.

This revocation is based on non-compliance with the following Indiana and Administrative Code:

IC 12-17.2-5-33(a) & (b)(1)(B) Disciplinary sanctions

–  –  –

If you object to this action of revoking your license to operate a child care home, you are entitled to file a written request for an administrative appeal to the following address within thirty (30) days after receipt of this letter, pursuant to the Administrative

Adjudication procedures established under 470 IAC 1-4:

Family and Social Services Administration Division of Family Resources, Bureau of Child Care 402 West Washington Street, Room W-361, MS 02 Indianapolis, IN 46204-2739 If you do not appeal this action within thirty (30) days you must cease operation of your child care home and return your license to the Division. If you fail to do so, civil and criminal proceedings will be recommended by this Division to the Attorney General of the State of Indiana as well as to your local County Prosecutor.

In accordance with Indiana Code 12-17.2-4-19; the licensee shall also be provided with the opportunity for an informal meeting with the Division. The licensee must request the meeting within ten (10) working days after the receipt of the certified notice. If you would like to schedule an informal meeting, please contact your licensing consultant, Ms. Marleta Misch.

Pursuant to Indiana Code 12-17.2-5-1, a person may not operate a child care home without a license issued under this article.

According to IC 12-17.2-2-8 Sec. 8, the division shall exempt from licensure the following programs: A child care home if the provider; (A) does not receive regular compensation; (B) cares only for children who are related to the provider; (C) cares for less than six (6) children, not including children for whom the provider is a parent, stepparent, guardian, custodian, or other relative.

Indiana Code 12-17.2-5-29 provides that the Division shall investigate a report of an unlicensed child care home and report the findings to the Attorney General, and to the county department of public welfare attorney, and the Prosecuting Attorney in the county where the child care home is located.

The Attorney General or the County Attorney may seek the issuance of a search warrant to assist in the investigation, file an action for injunctive relief to stop the operation of a child care home if there is reasonable cause to believe that the child care home is operating without a license required under this article, or a licensee's non-compliance with this article and the rules adopted under this article creates an imminent danger of serious bodily injury to a child or an imminent danger to the health of a child.

The Attorney General and/or the County Attorney may seek in civil action a civil penalty not to exceed one hundred dollars ($100) a day for each day a child care home is operating without a license required under this article.

The Division may provide for the removal of children from child care homes, and may provide an opportunity for an informal meeting with your local Office of Family Resources and Department of Child Services after the injunctive relief is ordered.

Parents or guardians of the children in care should be referred to their local Child Care Resource and Referral Agency for assistance in locating child care. For additional information concerning child care in your area, please call 1-800-299-1627.

Your ability to accept payment from federal subsidized parent/customers will be jeopardized due to the revocation.

This enforcement action against your child care home license makes you ineligible to receive a voucher payment through the Child Care Development Fund (“CCDF”) program until any further proceeding regarding your child care home license reflects a final determination that your child care home license is in good standing. (See

selected portions of the Indiana Code (IC) below):

–  –  –

Effective July 21, 2014 you will not be eligible to receive CCDF payments.

Parents or guardians of the children receiving CCDF in care should be immediately referred to their local Child Care Resource and Referral Agency for assistance in locating child care. For additional information concerning child care in your area, please call 1-800If you have any questions regarding this matter, please feel free to contact Ms. Debbie Sampson, Manager, Child Care Homes at (317) xxx-xxxx.

This letter is a sample of the notification letter sent to parents/applicants when their CCDF repayments have lapsed.

HOOSIER WORKS FOR

CHILD CARE

INVENTORY FORMS

MONITORING FORMS

& LETTERS (This letter will be sent by the Office to Intake for Monitoring errors on application signed after 2/27/2110) Date Intake Agent 100 Some Where Street City, State, Zip RE: Active Case File Errors Attached is the monitoring summary report on active case files with errors for the week of 00/00/0000. The summary

report is separated into the following categories:

1. Critical Case File Errors ($20 reduction required)

2. Administrative Errors Your agency will have 45 calendar days to correct each error or terminate the case if the case is determined to be ineligible.

Cases that are found to be ineligible must be terminated. All monthly $20 active case file payments for terminated cases will be required to be paid back.

Your agency has the right to appeal each $20 case file reduction. The appeal timelines is as follows:

1. An appeal must be received, via an email to Scanning Help, by the Friday following the date of notice, not later than 12:00 p.m. EST;

2. Appeals must include all necessary documentation, the policy manual reference and any other relevant justification;

3. The office will approve or deny the appeal and notify the agency within 14 working days;

4. If an appeal is approved the $20 reduction will not be required but the file may still need to be corrected within 45 days from the original date of notice;

5. If an appeal is denied, $20 will be withheld and the file must be corrected or terminated if necessary.

If you have any questions in regards to any errors or the appeal process, please email Scanning Help. Thank you for your immediate attention to these important errors.

Sincerely, Melanie Brizzi

CC:

Linda Kolbus, Policy Manager Randy Wagner, Operations Manager Policy Consultant



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