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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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APPROPRIATE COMPOSITION

FOR AN INCAPACITATED APPLICANT AND/OR CO-APPLICANT HOUSEHOLD

To be eligible for CCDF subsidy with a service need of incapacitation, the Applicant and CoApplicant must match one of the combinations below:

PLEASE NOTE: When determining initial CCDF eligibility, one custodial adult must be actively participating in an approved service need.

TWO CUSTODIAL ADULTS WITHIN A CCDF HOUSEHOLD

 One custodial adult actively participating in their service need and one custodial adult incapacitated (either temporarily or permanently) and unable to participate in their service need.

 One custodial adult temporarily incapacitated and unable to participate in their service need and one custodial adult permanently incapacitated and unable to participate in their service need permanently.

 Both active custodial adults temporarily incapacitated and unable to participate in their service need.

 One active custodial adult on Approved Leave and one custodial adult incapacitated (either temporarily or permanently) and unable to participate in their service need.

SINGLE CUSTODIAL ADULT WITHIN A CCDF HOUSEHOLD

 The custodial adult is temporarily incapacitated and temporarily unable to participate in their service need.

APPROPRIATE DOCUMENTATION TO VERIFY

PERMANENT INCAPACITATION

The following is appropriate documentation to verify a service need of Permanent

Incapacitation:

–  –  –

A current written statement, including signature and date, from physician indicating:

 Applicant or Co-Applicant is unable to participate in a service need  Applicant or Co-Applicant is incapable of caring for their child(ren)  The incapacitation is permanent PLEASE NOTE: A custodial adult who is permanently incapacitated will have the same Service Need Code as the active custodial adult.

APPROPRIATE DOCUMENTATION TO VERIFY TEMPORARY

INCAPACITATION (EXCLUDING MATERNITY)

The following is appropriate documentation to verify a service need of Temporary

Incapacitation:

 A current written statement, including signature and date, from physician indicating the Applicant or Co-Applicant is unable to participate in current service need including the duration and a statement indicating they are unable to care for their own children.

PLEASE NOTE: A custodial adult who has a service need of Temporary Incapacitation will have a Service Need Code appropriate for their permanent service need.

APPROPRIATE DOCUMENTATION TO VERIFY

MATERNITY INCAPACITATION

The following is appropriate documentation when Maternity Incapacitation is reported prior

to the leave:

 Proof of pregnancy from a medical professional; or  Proof of birth; and  Written statement from Applicant or Co-Applicant declaring their desired duration of non-participation in their service need, not to exceed thirteen (13) weeks.

–  –  –

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

DETERMINING IF A TANF IMPACT REFERRAL IS COMPLETE

A TANF Impact Refugee 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.

The following criteria must be met to determine if a referral is complete:

 The referral is current based on the signature date of the Refugee Caseworker; and  A complete TANF Impact referral, Applicant Job Search, or Refugee referral has been received for each CCDF adult household member unless there is another verified service need; and  The TANF Impact Refugee Referral includes all of the following:

Applicant Name Applicant Complete Address Applicant phone number, if available Activity clearly marked Activity begin and end date “Refugee” indicated in general comments Hours of care needed clearly indicated in general comments Impact exemption expiration clearly indicated in the general comments Signed or electronically transmitted Refugee Caseworker contact information has been provided Signature (completion) date of Refugee Caseworker A United States Department of State, Bureau of Population, Refugee, and Migration identity document is included  Upon authorization, completion or expiration of referral, Intake Agent should complete Section B of the referral and return to Refugee Caseworker.

COMPLETING TANF IMPACT REFUGEE’S APPLICATION

A complete TANF Impact Refugee referral is adequate proof of:

 An Applicant’s identity; and  A Co-Applicant’s identity; and  A child’s identity and date of birth; and  An eligible child’s citizenship status; and  Residency; and  Service need.





The Applicant must provide proof of financial need.

–  –  –

 If the Applicant’s or Co-Applicant’s activity is employment, appropriate documentation of wage must be provided.

 If the Applicant is receiving TANF benefits, appropriate documentation of TANF must be provided.

AUTHORIZING CHILD CARE WITH A TANF IMPACT REFUGEE REFERRAL

When all required documentation has been provided, the Intake Agent may establish subsidy for the eligible child(ren).

–  –  –

ELIGIBLE CHILD DEFINITION

A recipient of CCDF subsidy, who is less than thirteen (13) years of age or eighteen (18) years of age with a documented special need or under court ordered supervision; and whose family income does not exceed 85% of the State median income for a family of the same size and who does not have assets which exceed one (1) million as certified by a family member, and who resides with a parent(s) who are working, and/or attending a job training or educational training, or are receiving or need to receive protective services.

FAMILY ASSETS DEFINITION

A family’s total assets are defined as all cash, retirement, investments and real property.

FINANCIAL NEED DEFINITION

Financial need is defined as a CCDF household whose current gross monthly income from all countable sources falls below the established federal poverty guideline percentages determined by the Office.

To determine a CCDF Household’s current gross monthly income, all income received by CCDF Household Members must be evaluated and counted toward eligibility, when appropriate.

–  –  –

GROSS CCDF HOUSEHOLD INCOME DEFINITION

For purposes of CCDF eligibility, gross CCDF household income is defined as total income from all countable sources prior to taxes and after income exclusions and adjustments (as stated in the CCDF Policy Manual) received by each identified CCDF Household Member in the current period.

.

Total income is determined by calculating all gross income, prior to taxes and qualifying deductions, received in the current period from all countable sources from each identified CCDF Household Member. Identifying information must be included on the document and may include name, nickname, social security number, partial social security number, etc.

CURRENT DEFINITION

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

–  –  –

COUNTABLE INCOME

◄ASSETS GREATER THAN ONE MILLION DOLLARS ►

Family assets are the value of all the family’s cash, retirement, investments and real property.

When an Applicant or Co-Applicant’s assets exceed one million dollars, the Applicant and Co-Applicant are considered ineligible for CCDF subsidy.

APPROPRIATE DOCUMENTATION TO VERIFY FAMILY ASSETS

 Applicant or Co-Applicant’s declaration of assets on the State Form 805 or CCDF Parent / Applicant Worksheet.

COUNTABLE INCOME

◄CHILD SUPPORT / SPOUSAL MAINTENANCE ►

Child Support is money paid on a regular basis by a non-custodial parent for the benefit of his or her child, which include direct payments and payments via the clerk of the circuit courts and/or the Division of Family Resources, Child Support Bureau. Maintenance is an allowance paid to one spouse by the other for support pending or after separation or divorce.

Maintenance should be recorded as “Other Income Counted”.

CHILD SUPPORT ADJUSTMENTS

 If the child for whom child support is received is not listed on the application, the child support is not counted.

 If the paying non-custodial adult is listed on the application, the child support would not be counted.

APPROPRIATE DOCUMENTATION TO VERIFY CHILD SUPPORT / SPOUSAL

MAINTENANCE

 A completed CCDF Child Support / Maintenance Declaration form signed with a current date, excluding properly documented CPS or Foster CCDF Households.

PLEASE NOTE: An AEFUI is not an appropriate documentation source for Child Support.

COUNTABLE INCOME

◄EARNED INCOME (WAGES OR SALARY) ► Earned income is payments for labor or services usually according to a contract and on an hourly, daily, salaried, commission or piecework basis. For purposes of CCDF eligibility, earned income is counted using current wages prior to taxes and after qualifying deductions.

EARNED INCOME ADJUSTMENTS

 More than 4 weekly, 2 bi-weekly, or one monthly payment shall be excluded from current earned income  Advance Pay is counted when received and not when deducted including, salary, commissions, sick or vacation pay  Health/Dental/Vision Insurance Benefits which are considered part of gross income are not counted when there is an opposing deduction.

CCDF POLICY AND PROCEDURE MANUAL SECTION 2

Effective February 28, 2016 CCDF ELIGIBILITY

APPROPRIATE SOURCES TO VERIFY EARNED INCOME

One of the following is appropriate verification of earned income.

 A current pay stub including the following information:

 Identifying information for the Applicant or Co-Applicant  Hours worked, if hours worked is absent, the documented hourly rate of pay may be utilized to determine hours worked or completed wage detail form.

 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” line  Current date is recorded on the date line on the front of the check  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  An accompanying complete Wage Detail form  A computer generated Wage History Summary provided by the employer which

includes:

 Identifying information for the Employer  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  Completed State Form 54092 received from the DFR which provided wage information for the current period.

 AEINC screen from a complete TANF Impact referral, regardless of age, for the Applicant or Co-Applicant  A statement of earnings from The Work Number, a wage verification service utilized by specific employers, for the Applicant or Co-Applicant. See www.theworknumber.com to register for this service.

CALCULATING EARNED INCOME

TANF IMPACT APPLICANTS

STEPS TO DETERMINE COUNTABLE EARNED INCOME USING AEINC

STEP 1 Find “MONTHLY INCOME” on screen.

STEP 2 Enter the amount as stated regardless of the date.

PLEASE NOTE: If a TANF Impact client supplies current pay stubs, they may be used to determine current earned income. However, the AEINC screen must still be included for the TANF referral to be considered valid.

CCDF POLICY AND PROCEDURE MANUAL SECTION 2

Effective February 28, 2016 CCDF ELIGIBILITY

TIPPED EMPLOYEES AS APPLICANTS

STEPS TO DETERMINE COUNTABLE TIPPED INCOME

When determining wages for tipped employees with documented tips on their pay stub or self declared tips, the Applicant and/or Co-Applicant must complete a CCDF Tipped Employee Worksheet for each pay stub used for income determination during the current period.

This total of the CCDF Tipped Employee Worksheets for the current period must be equal or greater than total hours worked (based on pay stubs) multiplied by minimum wage. If total

wages are less than minimum wage, then income is figured by using the following formula:

Wages = Total Hours Worked X Minimum Wage.

–  –  –



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