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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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 Gross wages, if pay stub(s) is missing, the year to date may be utilized to calculate income for the missing pay date  Date received, if the date is absent, the Applicant or Co-Applicant must declare and document the date received on the verifying document  Cancelled check (front and back) with the following information:

 Employer’s Name imprinted in the upper left corner of the check  Applicant or Co-Applicant’s name appears in the “Pay to the Order of” line  A current date is recorded on the date line on the front of the check  The amount paid is clearly visible on the front of the check  The check has been fully negotiated (cashed) as evidenced on the back of the cancelled check by the depositing financial institution; and  A complete Wage Detail Form  A computer generated Wage History Summary provided by the employer which

includes:

 Identifying information for the Applicant or Co-Applicant  Hours worked, if hours worked is absent, the documented hourly rate of pay must be utilized to determine hours worked  Gross wages  Date received, if the date received is absent, the Applicant or Co-Applicant must declare and document the date received on the verifying document  Identifying information for the Employer

CCDF POLICY AND PROCEDURE MANUAL SECTION 2

Effective February 28, 2016 CCDF ELIGIBILITY  Completed State Form 54092 received directly from the DFR which provided wage information for the current period.

 A complete TANF Impact Referral for Applicant and Co-Applicant, if applicable  A statement of earnings from The Work Number (www.theworknumber.com) verifying current wages.

–  –  –

PARTIAL PAY CYCLE DEFINITION

A Partial Pay Cycle is income documentation which does not represent an entire pay cycle for the current period due to no work conducted or payment received. In example, less than four (4) pay stubs if paid weekly or two (2) pay stubs if paid biweekly or semi-monthly.

Verification of a Partial Pay Cycle may be for reasons including, but not limited to, the

following:

 New employment with a single pay stub  Vacation leave  Sick leave  Plant shut down

In these situations, the Intake Agent must verify the absence of pay either by:

 Year-to-Date Wages; or  Completed Wage Detail  Written statement from the employer on company letterhead. In lieu of letterhead, statement must include company EIN number or company business card.

In addition, the Intake Agent must establish a 53 week subsidy period and create vouchers assigned to Pending Provider after eight (8) weeks for any new Applicant or Co-Applicant.

After eight (8) weeks, an income update must be completed and the Applicant and CoApplicant determined income eligible before additional vouchers are issued. However, if an appropriately documented Foster Applicant and/or Co-Applicant provides proof of a partial pay cycle and is satisfied with the hours authorized, the application may be authorized for 53 weeks and an income update is not required. The Intake Agent may extend a reauthorizing Applicant or Co-Applicant’s subsidy period for eight (8) weeks to determine income eligibility when a full pay cycle can be evaluated.

EMPLOYMENT IN A CHILD CARE

ADDITIONAL DOCUMENTS REQUIRED WHEN APPLICANT WORKS FOR

THEIR CHILD’S PROVIDER

The following is required documentation for child care employment:

 A current complete CCDF Provider (Employer) – Parent (Employee) Statement

–  –  –

A TANF Impact or AJS Client’s status may be reported to the Intake Agent as inactive (no longer participating) through a TANF No-Match Report, the Impact Caseworker or selfdeclared by the Applicant or Co-Applicant.

–  –  –

JOB SEARCH ELIGIBILITY

AFTER APPROVED LEAVE

APPROPRIATE JOB SEARCH ELIGIBILITY DOCUMENTATION AFTER

APPROVED LEAVE

To determine job search eligibility for an Applicant or Co-Applicant with a previous service need of approved leave, the following documentation must be provided.

 A written request from the Applicant or Co-Applicant

JOB SEARCH ELIGIBILITY

AFTER EMPLOYMENT

APPROPRIATE JOB SEARCH ELIGIBILITY DOCUMENTATION AFTER

EMPLOYMENT

To determine job search eligibility for an Applicant or Co-Applicant with a previous service need of employment, one of the following documents must be provided.

 The Applicant or Co-Applicants last pay stub  A written statement from the Applicant or Co-Applicant’s former employer

including:

 Company letterhead (In lieu of letterhead, statement must include company EIN number or company business card.)  Date Terminated  Employer Signature  Termination Notice or “Pink Slip”  Verification of claim for Unemployment Insurance  Copy of a letter of resignation which includes:





 Employer Name  Employer Address  Date of Resignation  Signature of Applicant or Co-Applicant

CCDF POLICY AND PROCEDURE MANUAL SECTION 2

Effective February 28, 2016 CCDF ELIGIBILITY

JOB SEARCH ELIGIBILITY

AFTER SELF-EMPLOYMENT

APPROPRIATE JOB SEARCH ELIGIBILITY DOCUMENTATION AFTER SELFEMPLOYMENT

To verify job search eligibility for an Applicant or Co-Applicant with a previous service need of self-employment, the following documentation must be provided.

 A written statement from the Applicant and/or Co-Applicant which includes:

 Last date service provided through their business, trade or profession  Signature of the self-employed Applicant and/or Co-Applicant

JOB SEARCH ELIGIBILITY

AFTER EDUCATION/TRAINING COMPLETION

APPROPRIATE JOB SEARCH ELIGIBILITY DOCUMENTATION AFTER

EDUCATION OR TRAINING COMPLETION

To verify completion of an education/training program, one of the following documents must be provided.

 Diploma  Certificate of Completion  A written statement from the education /training institute which includes:

 Institutional letterhead  Date of completion  Signature of institution representative

JOB SEARCH ELIGIBILITY

AFTER WITHDRAWAL EDUCATION/TRAINING

APPROPRIATE JOB SEARCH ELIGIBILITY DOCUMENTATION AFTER

WITHDRAWAL FROM AN EDUCATION OR TRAINING PROGRAM

To verify withdrawal from an education/training program, one of the following documents must be provided to determine the start date of job search.

 Institution’s document of withdrawal  Institution’s transcript with previous semester grades  School schedule from most recent semester with a current print date  Institution’s report card with previous semester grades, student name and institution may be verified and documented by Intake Agent  A written statement from the education/training institute which includes;

 Institutional letterhead  Date of withdrawal

CCDF POLICY AND PROCEDURE MANUAL SECTION 2

Effective February 28, 2016 CCDF ELIGIBILITY

JOB SEARCH (ALL) DOCUMENTATION

AFTER VERIFICATION OF ELIGIBILITY

APPROPRIATE DOCUMENTS TO VERIFY A SERVICE NEED OF JOB SEARCH

Any of the following are appropriate documents to verify Job Search as a service need:

 A completed and signed CCDF Job Search form for the Applicant and/or CoApplicant, including attachment; or  A completed TANF Impact Referral for the Applicant and/or Co-Applicant; or  A completed TANF Applicant Job Search Referral for the Applicant and/or CoApplicant

STEPS TO COMPLETE JOB SEARCH AUTHORIZATION

STEP 1 Verify the date of loss of service need.

STEP 2 Determine if Applicant or Co-Applicant is eligible for job search based on date of loss and submitted eligibility documentation.

STEP 3 Applicant or Co-Applicant, who will be participating in job search, completes CCDF Job Search form STEP 4 Enter Job Search Begin Date in AIS beginning one day after loss of service need based on documentation provided.

STEP 5 Assign vouchers to Pending Provider after the thirteenth (13th) week of job search. If the Applicant’s subsidy end date occurs before the thirteenth (13th) week, the subsidy end date may be extended to accommodate the entire job search period.

STEP 6 Verify the Applicant or Co-Applicant has obtained a new service need by the end of the job search period or terminate their subsidy.

STEP 7 Enter the Job Search End Date in AIS as the date of termination or start date of new service need.

STEP 8 Create a Pending Provider vouchers after eight (8) weeks.

STEP 9 Complete an income update after eight (8) weeks of new service need.

STEP 10 If the Applicant and Co-Applicant are determined eligible, create appropriate vouchers. If the Applicant and Co-Applicant are determined ineligible, terminate the case.

PLEASE NOTE: The Applicant’s child care authorization shall remain as authorized for their previous active service need for the duration of Job Search. Additionally, an income update will not be completed until new employment is obtained and/or reauthorization has occurred.

–  –  –

APPROPRIATE DOCUMENTS TO VERIFY NEW EMPLOYMENT

The following is appropriate documentation to verify a service need of New Employment.

 A written statement from the Applicant or Co-Applicant’s current employer

including:

 Company Letterhead (In lieu of letterhead, statement must include company EIN or company business card.)  Identifying information for the Applicant or Co-Applicant  Date Hired  Anticipated Hours per Week  Employer Signature

APPROPRIATE DOCUMENTS TO VERIFY NEW SELF EMPLOYMENT

The following is appropriate documentation to verify a service need of New Self Employment.

 A statement of profit or loss for the previous calendar month with a start date less than eight (8) weeks old which may indicate zero (0) revenue.

–  –  –

ON-THE-JOB TRAINING DEFINITION

On-The-Job Training is defined as an employee training at the place of work while he or she is doing the actual employment.

–  –  –

APPROPRIATE DOCUMENTS TO VERIFY ON-THE-JOB TRAINING

The following is appropriate documentation to verify a service need of On-The-Job Training

and must receive prior approval from The Office:

–  –  –

 A written statement from the Applicant or Co-Applicant’s current employer

including:

 Company Letterhead (In lieu of letterhead, statement must include company EIN or company business card.)  Start Date  Duration of Training Period  Anticipated Hours of Training per Week  Statement indicating this training is being conducted without compensation  Employer signature

EMPLOYMENT ◄SELF EMPLOYMENT ►

SELF EMPLOYMENT DEFINITION

A service need of self-employment is established when an Applicant and/or CoApplicant provide proof of revenue directly from their own business, trade or profession which may take place in or out of the home. These individuals have control over all aspects of their business. They are responsible for the delivery of services, the invoicing of services, the collection of revenue, and all other risks associated with business ownership. An Applicant and/or Co-Applicant whose selfemployment activity started less than eight (8) weeks earlier may not be able to provide proof of income. Therefore, it should be treated as new employment.

APPROPRIATE DOCUMENTS TO VERIFY SELF-EMPLOYMENT FOR

NON- TANF IMPACT APPLICANT/CO-APPLICANT

The following are appropriate documents to verify a service need of Self-Employment:

 A statement of profit or loss for the previous calendar month; and  An IRS Tax Transcript which includes a Schedule C or for a partnership Form 1065 and Schedule K (requested using IRS form 4506T-EZ), for the most recently completed tax year, unless the business is a new business and has not filed a Tax Return to date; or  Evidence of request for IRS Tax Transcript (IRS form 4506T-EZ); or PLEASE NOTE: An Applicant or Co-Applicant must provide a Tax Transcript with a Schedule C, when appropriate, or they may not be authorized and/or reauthorized. If the documentation listed above is not obtainable, a formal written request including suggested appropriate document must be submitted to The Office for prior written approval.

APPROPRIATE DOCUMENTS TO VERIFY SELF-EMPLOYMENT FOR

TANF IMPACT APPLICANT/CO-APPLICANT

 A complete TANF referral only

–  –  –

A service need of Incapacitation is established when an Applicant or Co-Applicant provides verification from a physician indicating the Applicant or Co-Applicant is unable to participate in a service need and incapable of caring for their own children.

INCAPACITATION DEFINITION

Incapacitated is defined as an Applicant or Co-Applicant who has a medical condition that prevents him/her from participating in their service need and is unable to care for their child(ren), as verified by a physician’s statement. This condition may be permanent or temporary. Temporary incapacitation may not exceed thirteen (13) weeks.



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