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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 documentation of enrollment in at least one of the above indicated programs cannot be obtained, the child will not be considered as a child with special needs until the documentation can be provided. Provider and/or Applicants or Co-Applicants cannot selfdeclare a child has special needs.

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CCDF HOUSEHOLD DEFINITION

A CCDF household is one or more custodial adults and children related by blood or law or other person standing in loco parentis residing in the same household. Where custodial adults over the age of 18 (other than spouses or biological parents of the child(ren) receiving services) reside together, each is considered a separate household. Wards of the local Office of the Department of Child Services (DCS), foster children on Title IV-E, are all the legal responsibility of DCS and not the household which the children have been placed. NOTE: A marriage between persons of the same gender is recognized in Indiana; therefore, persons of the same gender are considered Applicant and Co-Applicant.

Using the definition of CCDF Household above, the Intake Agent must determine which individuals shall be included on the CCDF Application. It is possible for an Applicant to have more than one CCDF Application based on the relationship of the child or children to the other adults in the household; however, a child may not be on multiple applications with the same adult Applicant. Once a child(ren) turns eighteen (18) years of age, a child is no longer considered a CCDF Household member for purposes of CCDF regardless of school enrollment status.

In the case of foster families, only foster children who are biological siblings should be listed on the same application.

PLEASE NOTE: If the Intake Agent has determined the Applicant receiving services is a “Single Parent” (See definition of Single Parent) there will be no other adults listed on the CCDF application. If the Applicant is not a “Single Parent”, the biological parent, stepparent, guardian or foster parent of the child(ren) must be listed on the CCDF application and appropriate documentation to verify identity is needed.

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◄APPLICANT IDENTITY►

APPROPRIATE DOCUMENTS TO VERIFY APPLICANT IDENTITY

It is the responsibility of the Intake Agent to obtain documentation to verify the identity of the Applicant and Co-Applicant. Only one verification document is required. When entering the Applicant or Co-Applicant’s name into the Intake Software, the first and last name must be entered as recorded on the form of identification, regardless of TANF status. A middle initial is optional. An Applicant or Co-Applicant may declare their date of birth.

Any of the following are appropriate documents to verify an Applicant’s identity, if the verification includes a photograph.

 Driver’s License  Identification Card issued by any government  Passport  Military Identification Card  School Identification Card  Work Identification Card ◄CO-APPLICANT IDENTITY►

APPROPRIATE DOCUMENTS TO VERIFY CO-APPLICANT IDENTITY

Any of the following are appropriate documents to verify a Co-Applicant’s identity. A photograph is not required.

 Driver’s License  Identification Card issued by any government  Passport  Military Identification Card  School Identification Card  Work Identification Card  Permanent Residency Card  ICES Screen  Social Security Card PLEASE NOTE: Prior to scanning, the Intake Agent must redact or mask the first five (5) digits of the Applicant’s or Co-Applicant’s Social Security Number.

 Birth Certificate  Insurance Card  Vehicle Registration  Voter Registration Card

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Any of the following are appropriate documents to verify the identity of children as CCDF Household members who are not receiving CCDF subsidy. The document must include verification of date of birth.

 Birth Certificate  Hospital Issued Certificate of Birth  Birth Confirmation Letter  ICES Screen  Court Record of Adoption 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  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 card

◄CCDF HOUSEHOLD MEMBERS RID NUMBER►

If an Applicant or Co-Applicant receives TANF benefits, the Intake Agent shall record the individual’s RID (Recipient Identification Number). If an Applicant or Co-Applicant does not have a RID number, one will be assigned to them through an AIS validation process.

STEPS TO VALIDATE A RID NUMBER

When completing the RID number validation process, the Intake Agent may receive potential matches from ICES data. The following AIS data fields will be matched to ICES data fields to assist the Intake Agent in determining if an appropriate match exists.

 Name  Social Security Number  RID Number currently entered in AIS  Date of Birth  Gender  Race The appropriate match may occur if the individual’s AIS data partially matches ICES data;





however, it is the responsibility of the Intake Agent to determine if a match exists. This may require information from the Applicant or Co-Applicant to justify the match. Unmatched data fields will not be populated into AIS unless the field is the RID number which will be updated on validation.

When no match exists, ICES will create a new RID number for the Applicant and/or CoApplicant. Once successfully created, the RID number will be populated in AIS. (For additional information on the RID Validation Process, see your AIS User Manual.)

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APPLICATION COMPLETION DATE DEFINITION

The date the application authorization is complete and the Intake Agent has signed and dated the application, State Form 805.

◄TANF IMPACT REFERRALS►

CCDF Applicants or Co-Applicants participating in the TANF Impact program document their service need by providing the local Intake office with a complete valid TANF Impact referral.

DETERMINING IF A TANF IMPACT REFERRAL IS COMPLETE

A TANF Impact referral may be received by fax, email, or in person. It is the responsibility of the Intake Agent to verify the referral is complete prior to completing the application.

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A complete TANF Impact referral or Applicant Job Search has been received for each CCDF Adult Household Member unless there is another verified service need. All of the following

criteria must be met to determine a referral is complete:

 The referral is current based on the TANF Impact caseworker’s signature date  The TANF Impact Referral includes all of the following:

 Applicant Name  Applicant Complete Address  Applicant Phone Number, if available  TANF Case Number  Activity clearly marked  Activity Begin and End Dates are present  All appropriate ICES screens are attached or marked “na”  AEINC (Earned Income), if applicable  AEISE (Self-employment income), if applicable  AEFUI (Unearned income), if applicable. An AEFUI for an individual who is not part of the CCDF household may be received; however, the income should be excluded.

 IQAE (TANF Benefit)  IQCM (Case Member Inquiry)  WPA1  Signed or Electronically Transmitted  Signature (Completion ) Date of Impact Caseworker  If activity is employment, an AEINC or AEISE must show monthly income NOTE: Upon authorization completion or expiration of referral, Intake Agent should complete Section B of referral and return to TANF Impact Caseworker.

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TEMPORARY CHANGE IN SERVICE NEED DEFINITION

Temporary change in service need is defined as a temporary time period when an Applicant or Co-Applicant is not participating in their service need including, but not limited to, absence from employment due to maternity, extended medical leave, changes in seasonal work schedule, or temporarily not attending an education program due to semester breaks not to exceed 16 weeks.

APPROVED LEAVE DEFINITION

Approved Leave is an approved temporary lapse in service need during which child care is not needed yet eligibility is maintained.

TYPES OF APPROVED LEAVE

Approved Leave situations may include:

 Child Protective Services (See Child Protective Services pages 53 and 54.)  Maternity Leave  Non-Permanent Employees  Post-Secondary Education  Secondary Education  Temporary Change in Physical Custody  Temporary Medical Condition

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APPROVED LEAVE

◄ CHILD PROTECTIVE SERVICES ►

A service need of Approved Leave is established when an active or non-active Applicant or Co-Applicant provides proof of a valid service for Child Protective Services, but has yet to obtain physical custody of the eligible child(ren). This period may not exceed six weeks in duration. (See Child Protective Service pages 53 and 54.)

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STEPS FOR APPROVED LEAVE FOR CHILD PROTECTIVE SERVICE

The Intake Agent shall follow the procedures below:

STEP 1 Obtain documentation to verify service need (See Child Protective Services pages 53 and 54.) STEP 2 Complete Authorization STEP 3 Establish an Approved Leave Voucher for six (6) weeks STEP 4 Establish a voucher using Pending Provider for the remainder of the subsidy period

STEP 5 Complete case using appropriate situation below:

 Obtain proof of placement and establish appropriate vouchers with CCDF Eligible Provider beginning Sunday following placement; or  Delete the Pending Provider vouchers and terminate the AIS case.

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APPROPRIATE DOCUMENTS TO VERIFY MATERNITY LEAVE

The following is appropriate documentation to verify a service need of Approved Leave,

Maternity:

 Proof of Pregnancy or Birth; and  Written statement from Applicant or Co-Applicant with desired duration of leave not to exceed sixteen (16) weeks.

CCDF POLICY AND PROCEDURE MANUAL SECTION 2

Effective February 28, 2016 CCDF ELIGIBILITY

APPROVED LEAVE

◄ NON-PERMANENT EMPLOYEE ► A service need of Approved Leave is established when an active Applicant or Co-Applicant provides proof of employment or self-employment which may be non-permanent. The current eligible child(ren)’s vouchers may be placed in Approved leave status for a period which does not exceed sixteen (16) weeks.

NON-PERMANENT EMPLOYEE DEFINITION

A non-permanent employee is defined as an employee who is knowingly hired to perform services for less than twelve (12) consecutive months, i.e. Secondary School Employees, Head Start Employees, etc.

APPROPRIATE DOCUMENTS TO VERIFY NON-PERMANENT EMPLOYMENT

LEAVE The following is appropriate documentation to verify a service need of Approved Leave,

Non-Permanent Employment:

 Proof of current employment (See Appropriate Documents to Verify Employment pages xx – xx); and  Written statement from Applicant or Co-Applicant with dates of desired leave not the exceed sixteen (16) weeks.

APPROVED LEAVE

◄ POST SECONDARY EDUCATION ►

A service need of Approved Leave is established when an active Applicant or Co-Applicant provides proof of enrollment as a student in a post–secondary education or training program The current eligible child’s vouchers may be placed in Approved Leave for a periods not to exceed sixteen (16) weeks.

APPROPRIATE DOCUMENTS TO VERIFY POST-SECONDARY LEAVE

The following is appropriate documentation to verify a service need of Approved leave, PostSecondary Education:

 Proof of current enrollment (See Appropriate Documents to Verify Service Need pages 56 and 57); and  Written statement from Applicant or Co-Applicant with dates of desired leave not to exceed sixteen (16) weeks each.

–  –  –

program currently on break with the intent to return to the secondary education/training program. The eligible child’s voucher may be placed in Approved Leave for a period not to exceed sixteen (16) weeks.

SECONDARY EDUCATION DEFINITION

Secondary education is defined as enrollment in an elementary, middle, junior or senior high school program, excluding those students being home schooled or participating in distance learning.

APPROPRIATE DOCUMENTS TO VERIFY SECONDARY EDUCATION LEAVE

The following is appropriate documentation to verify a service need of Approved Leave,

Secondary Education:

 A completed CCDF Secondary Education Student Verification Form

APPROVED LEAVE

◄ TEMPORARY CHANGES IN PHYSICAL CUSTODY ►

A change in physical custody occurs when an eligible child is temporarily residing outside the Applicant or Co-Applicant’s CCDF Household due to a formal or non-formal custody agreement, other than foster care. The eligible child’s voucher may be placed in Approved Leave status for a period which do not exceed sixteen (16) weeks after which time the eligible child must have returned to the Applicant or Co-Applicant’s CCDF Household to reestablish CCDF benefits.

APPROPRIATE DOCUMENTS TO VERIFY A TEMPORARY CHANGE IN

PHYSICAL CUSTODY



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