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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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and non-foster application:

PLEASE NOTE: The Intake Agent must assure the adopted eligible child’s authorizations do not overlap by subsidy end date or voucher end date.

STEP 1 On the existing foster application case, end the vouchers on the Saturday following the adoption date or first available Saturday. Terminate the case.

STEP 2 Add the adopted child to the active non-foster application.

STEP 3 If eligible, submit a Data Change Request form to the CCDF Policy Consultant. This form must include the now inactive foster AIS case number and the AIS case number of the active non-foster case, as well as, the reason for the change noted as “adoption”.

STEP 4 If approved, the Intake Agent will be notified the adopted eligible child is now in a partial status.

STEP 5 Complete the authorization for the adopted eligible child.

◄PARENTS IN THE MILITARY►

The person with physical custody of the child(ren) is considered the Applicant(s) for benefits.

Their service and financial need would be considered for eligibility.

The military family should also be made aware of the military child care assistance through Child Care Aware (800) 424-2246.

HOUSEHOLD SIZE FOR DEPLOYED CCDF HOUSEHOLD

Two custodial adult CCDF Household:

 A married couple’s CCDF application will include the parent stationed away from home in their CCDF Household size and his/her income shall also be counted toward eligibility.

 An unmarried couple’s CCDF application will not include the parent stationed away from home nor will his/her income be counted toward eligibility, unless support is being provided directly to the custodial parent and this income will be treated as Child Support.

–  –  –

There is no minimum length of time an Applicant or Co-Applicant must reside in Indiana to obtain benefits. This can include a person who is homeless or temporarily residing in a Domestic or Homeless shelter in Indiana. Should an active Applicant or Co-Applicant move from their current Indiana County of residence, they may transfer their CCDF benefits to another Indiana County.

STEPS FOR A NEW APPLICANT OR CO-APPLICANT MATCH

When performing a search in the Automated Intake Software, an Intake Agent may receive a match to an Applicant or Co-Applicant in another county. If match is found, the Intake Agent should follow the procedure below.

STEP 1 Determine if the case is active STEP 2 Determine if the individual is the same individual submitting the application by matching Applicant and Co-Applicant’s date of birth, RID number, child(ren)’s name(s) and date of birth STEP 3 If the Intake Agent determines the Applicant or Co-Applicant is a match to the active case in another county, the Intake Agent must inform the Applicant or Co-Applicant an application cannot be taken until their active case has been closed.

STEP 4 The Intake Agent should ask the Applicant or Co-Applicant their date of relocation. If the move was reported timely (within 30 calendar days), provide the Applicant or Co-Applicant with a CCDF County Transfer form for completion by the exiting Intake Agent. If more than 30 calendar days have passed, provide the Applicant or Co-Applicant with a CCDF Pre-Application.

STEP 5 Notify the CCDF Policy Consultant of Applicant match.

STEPS FOR AN ACTIVE APPLICANT OR CO-APPLICANT TRANSFERRING TO

ANOTHER COUNTY

When an active Applicant and/or Co-Applicant moves to another Indiana County, they may transfer their CCDF benefits to their new county of residence provided the Applicant and/or Co-Applicant can demonstrate compliance with all CCDF Policies and the request has been made within thirty (30) calendar days of their move. The applicant is not considered a new applicant.

STEP 1 The Intake Agent receives notification from an active Applicant or CoApplicant they are moving to another Indiana County. The Applicant or CoApplicant must request the CCDF Transfer form.

STEP 2 The exiting Intake Agent ends the affected vouchers with an appropriate end date for the Applicant’s or Co-Applicant’s situation. The end date may not be a past date.

–  –  –

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 County Transfer form and instruct them to contact the exiting Intake Agent for form completion. The form must be submitted to the exiting Intake Agent no later than noon the day prior to the last business day of the week for a change to take effect the following Sunday.

◄APPROPRIATE DOCUMENTS TO VERIFY RESIDENCY►

It is the responsibility of the Intake Agent to obtain documentation to verify the Applicant or Co-Applicant’s physical residency, including street address, city and/or zip code.

CURRENT DEFINITION

For purposes of CCDF eligibility current is defined as a previous thirty (30) day period which may include Applicant or Co-Applicant’s signature date on State Form 805 or CCDF Parent / Applicant Worksheet, unless otherwise stated.





–  –  –

PLEASE NOTE: If documentation listed below is not obtainable for the Applicant or CoApplicant, a formal written request including sugested appropriate documentation must be submitted to the Office for prior written approval.

–  –  –

Any of the following are appropriate documents for verification of residency.

 Current rent receipt or signed and dated statement from landlord  Current mortgage statement based on statement date or print date  Current signed and dated statement from declared legal resident with whom the Applicant and Co-Applicant reside  Current utility bill based on any of the following: end date of service period, meter reading date, or statement date (See definition of utility.)

–  –  –

 Dated reauthorization letter from Intake Agent which is not more than 60 days old  Envelope from current mail received at address, which is not a window envelope and includes a dated postmark  Current correspondence from state agencies such as DWD, DFR, etc. including screen prints from ICES or www.ifcem.com or other state supported website with a current print date which can be verified and documented  Current correspondence from federal agencies such as the Social Security Administration with a current letter date  Online documentation from the United States Postal Service showing an updated or changed address which includes a confirmation code  Current documentation from a secondary or post-secondary school verifying the student’s (Applicant or Co-Applicant’s) registered address based on valid service need document  Valid Indiana driver’s license, valid Indiana state ID, valid Interim/Extension Indiana Regular ID Card, or any other valid government ID for Applicant or Co-Applicant  Valid INS Green Card for Applicant or Co-Applicant  Valid Indiana Vehicle Registration’s legal address  Current pay stub for Applicant or Co-Applicant  Documentation from a Homeless or Domestic Violence Shelter which includes a signed and dated statement indicating county of residence only. For this purpose, a PO Box is acceptable  Documentation of homelessness provided by the DFR. The Applicant may utilize the DFR address as a mailing address. The Applicant’s street address should be recorded as “homeless”. The city and zip code should match the DFR address.

 Written statement from homeless Applicant or Co-Applicant describing their living situation and indentifying a mailing address which may be the Intake Office’s address. The applicant’s street address should be recorded as “homeless”. The city and zip code should match the declared mailing address.

–  –  –

SCHOOL DISTRICT

Once the Intake Agent has verified residency, it is necessary to assist the parent in determining their school district. A complete list of school district information can be found on the Indiana Department of Education’s website www.doe.in.gov or more specifically on webpage http://www.doe.in.gov/accountability/find-school-and-corporation-data-reports

◄CHOSEN PROVIDER IS IN ANOTHER COUNTY►

An Applicant or Co-Applicant must choose a CCDF eligible provider during the application process. This provider may reside in their county of residence or in a connecting county without The Office’s approval. If an Applicant or Co-Applicant has selected a provider from a county not accessible to the Intake Agent, a written request for approval must be submitted to the Office.

STEPS TO REQUEST PROVIDER IN UNAVAILABLE COUNTY

In certain circumstances, a CCDF eligible provider may not be in the Intake Agent’s AIS selection because county access is limited to connecting counties. This does not exclude the

chosen provider. Follow the steps below to request provider:

STEP 1 Email your CCDF Policy Consultant the following information:

 The Applicant’s name and county of residence  AIS case number  CCDF Eligible Provider’s name  License or Registration number, if applicable  CCDF Eligible Provider’s Address, including county

STEP 2 Your CCDF Policy Consultant may:

 Approve request and add the specific provider to AIS selections; or  Request additional information; or  Deny the request.

STEP 3 The decision will be emailed to the Intake Agent.

–  –  –

◄CHILD IDENTITY►

APPROPRIATE DOCUMENTS TO VERIFY IDENTITY AND AGE OF

AN ELIGIBLE CHILD

It is the responsibility of the Intake Agent to obtain documentation to verify a child’s eligible age. Only one permanent document is needed. When entering the child’s name into the Intake Software a child’s first and last name should be entered as recorded on the child’s form of identification. A middle initial is optional.

Any of the following are appropriate documents to verify an eligible child’s identity and age:

 Birth Certificate  Hospital Issued Certificate of Birth  Birth Confirmation Letter  ICES Screen  Court Record of Adoption, Paternity, or Foster Placement, if date of birth is verified  Documentation from the verifying agency of a foster child’s date of birth  A completed and notarized Paternity Affidavit, State Form 44780  Identification Card issued by any government, if date of birth is on the card  Passport  Permanent Residency Card  Hoosier Health or Medicaid Card, if date of birth is on the card  School Enrollment Record or Identification Card, if date of birth is on the card  Medical Immunization Record, if date of birth is on the document

–  –  –

◄CHILD CITIZENSHIP►

APPROPRIATE DOCUMENTS TO VERIFY CITIZENSHIP OF AN

ELIGIBLE CHILD

It is the responsibility of the Intake Agent to obtain documentation to verify a child is a citizen of the United States or a qualified (legal) alien and currently residing in Indiana.

Any of the following are appropriate documents to verify the citizenship status of an eligible

child:

 Any appropriate documentation of proof of birth issued in the United States  Hoosier Healthwise or Medicaid card  Valid Green Card  Valid Visa  Form I-94; Arrival / Department Document  Social Security Card PLEASE NOTE: Prior to scanning, the Intake Agent must redact or mask the first five (5) digits of the Child’s Social Security Number.

 Permanent Residency Card  Valid State Identification Card  ICES Screen  Current verification the child is served in an Early Headstart or Headstart program ◄FOSTER CHILDREN►

APPROPRIATE DOCUMENTS TO VERIFY AN ELIGIBLE CHILD IS

A FOSTER CHILD

It is the responsibility of the Intake Agent to collect documentation of an eligible child’s status as a foster child before exempting a foster parent’s income.

Any of the following are appropriate documents to verify an eligible child is a foster child.

 Copy of the foster parent’s valid Foster Family Home License, State Form 45562, which matches the foster parent’s residency verification; or  Documentation from approving authority indicating the Foster Family Home License has been renewed or address has been changed; and  One of the following verifications the child is a ward of the State:

 Medical Authorization, State Form 3319, which may be more than 30 days old; or  Court Placement Order which may be more than 30 days old; or  Current per diem documentation which includes eligible child’s name; or  Current documentation from the DCS Caseworker The above documentation must be collected at each reauthorization.

–  –  –

◄CHILD WITH SPECIAL NEEDS►

APPROPRIATE DOCUMENTS TO VERIFY AN ELIGIBLE CHILD’S

SPECIAL NEEDS

It is the responsibility of the Intake Agent, with parental consent, to collect documentation of an eligible child’s enrollment in a program for children with special needs.

–  –  –

Any of the following are appropriate documents to verify a child’s special needs:

 Proof of enrollment with Children with Special Health Care Services as provided by the State of Indiana; or  Proof of enrollment in First Steps Early Intervention System; or  A copy of the child’s Individualized Education Plan or IEP; or  Verification of Supplemental Security Income (SSI); or  Proof of enrollment in Head Start for a child professionally diagnosed with disabilities; or  Statement from a health care professional which includes the child’s diagnosis.



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