policy & regulatory training trainers: karen mercadante [email protected] karen mercadante...

Policy & Policy & Regulatory Regulatory

TrainingTrainingTrainers:Trainers:

Karen MercadanteKaren Mercadante [email protected]@state.pa.us Nancy BuczeskieNancy Buczeskie [email protected]@state.pa.us

TO BE USED IN CONJUNCTION WITH TO BE USED IN CONJUNCTION WITH R3 POLICY EXAMPLES ppt R3 POLICY EXAMPLES ppt (9/26/2005)(9/26/2005)

Yellow underlinedYellow underlined items marked with *** = items marked with *** = hyperlinkhyperlink

11/ 7/200611/ 7/2006 Office of Child Office of Child DevelopmentDevelopment

22

Table of ContentsTable of Contents Yellow underlinedYellow underlined items marked with *** = items marked with *** =

hyperlinkhyperlink Goals Goals (p. 16)***(p. 16)*** Important Terms Important Terms (p. 17)***(p. 17)*** HandbookHandbook (p. 18)*** (p. 18)*** Provision of Subsidy Provision of Subsidy (p. 19)***(p. 19)***

ExamplesExamples (p. 20)*** (p. 20)*** Foster Children Foster Children (p. 21)***(p. 21)***

Option 1 Option 1 (p. 22)***(p. 22)*** Option 2 Option 2 (p. 25)***(p. 25)***

Subsidy Benefits Subsidy Benefits (p. 27)***(p. 27)*** 24-hour Care 24-hour Care (p. 28)***(p. 28)***

Subsidy Limitations Subsidy Limitations (p. 29)***(p. 29)*** CareCheckCareCheck: New Providers : New Providers (p. 30)***(p. 30)*** CareCheckCareCheck: Existing Providers : Existing Providers (p. (p.

31)***31)*** Selecting a Provider Selecting a Provider (p. 32)***(p. 32)***

ExampleExample (p. 33)*** (p. 33)***


33


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Eligibility DeterminationEligibility Determination Initial Determination Initial Determination (p. 34)***(p. 34)***

CCMIS: Child Care Program CCMIS: Child Care Program (p. (p. 35)***35)***

CCMIS: Overriding Eligibility CCMIS: Overriding Eligibility (p. (p. 36)***36)***

CCMIS: Leave End Dates CCMIS: Leave End Dates (p. 37)***(p. 37)*** Reopening a CaseReopening a Case

Continuous Eligibility Continuous Eligibility (p. 38)***(p. 38)*** Creating a Child Care Eligible NoCreating a Child Care Eligible No

tice tice (p. 39)***(p. 39)***

Process for Case Failure Process for Case Failure (p. (p. 40)***40)***

Reasons for Reopening Reasons for Reopening (p. 41)***(p. 41)*** Discontinuous Eligibility Discontinuous Eligibility (p. 42)***(p. 42)***

Generating Notices Generating Notices (p. 43)***(p. 43)*** Reasons for Reopening Reasons for Reopening (p. 44)***(p. 44)***


44


hyperlinkhyperlink Effective Dates Effective Dates (p. 45)***(p. 45)***

Waiting List Waiting List (p. 46)***(p. 46)*** Example 1: No Waiting List Example 1: No Waiting List (p. 47)***(p. 47)*** Example 2: Waiting List Example 2: Waiting List (p. 48)***(p. 48)***

Initial Application Initial Application (p. 49)***(p. 49)*** Prospective Work Prospective Work (p. 50)***(p. 50)***

Redetermination: Low-Income Redetermination: Low-Income (p. 51)***(p. 51)*** Redetermination: TANF Redetermination: TANF (p. 52)***(p. 52)***

Period of Eligibility Period of Eligibility (p. 53)***(p. 53)*** SignaturesSignatures

ApplicationApplication (p. 54)*** (p. 54)*** Release of Information Release of Information (p. 55)***(p. 55)***

Option 1 Option 1 (p. 56)***(p. 56)*** Option 2 Option 2 (p. 57)***(p. 57)***

HIPPA form HIPPA form (p. 58)***(p. 58)*** Family DefinitionsFamily Definitions

FamilyFamily (p. 59)*** (p. 59)*** CaretakerCaretaker (p. 60)*** (p. 60)*** ParentParent (p. 61)*** (p. 61)***


55


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IncomeIncome DefinitionDefinition (p. 62)*** (p. 62)*** Family Size & Income Counted Family Size & Income Counted (p. (p.

63)***63)*** Adjusting Income Adjusting Income (p. 65)***(p. 65)*** Counting Overtime Counting Overtime (p. 66)***(p. 66)***

Example 1: OT WILL continue Example 1: OT WILL continue (p. (p. 67)***67)***

Examples 2 & 3: OT will NOT continExamples 2 & 3: OT will NOT continue ue (p. 68 & 69)***(p. 68 & 69)***

Work RequirementWork Requirement DefinitionsDefinitions (p. 70)*** (p. 70)*** Requirements Requirements (p. 71)***(p. 71)*** Temporary Exemptions Temporary Exemptions (p. 72)***(p. 72)*** Loss of Work/Training Loss of Work/Training (p. 73)***(p. 73)***


66


hyperlinkhyperlink Education/TrainingEducation/Training

Education Definition Education Definition (p. 74)***(p. 74)*** Teen Parent Loss of Education Teen Parent Loss of Education (p. (p.

75)***75)*** Training Definition Training Definition (p. 76)***(p. 76)***

Link to the U.S. Dep’t of Education Link to the U.S. Dep’t of Education (p. 77)***(p. 77)***

Accreditation Determination Steps Accreditation Determination Steps (p. 78)***(p. 78)***

Prospective Work/Education/TrainingProspective Work/Education/Training DefinitionDefinition (p. 79)*** (p. 79)*** Estimated Income Estimated Income (p. 80)***(p. 80)*** CCMIS Process CCMIS Process (p. 81) ***(p. 81) ***

ExampleExample (p. 83)*** (p. 83)*** Determining Hours of CareDetermining Hours of Care

EmploymentEmployment (p. 84)*** (p. 84)*** Self-employmentSelf-employment (p. 85)*** (p. 85)***


77


hyperlinkhyperlink

DisabilityDisability DefinitionDefinition (p. 86)*** (p. 86)*** Eligibility Criteria Eligibility Criteria (p. 87)***(p. 87)*** Eligibility Determination Eligibility Determination (p. 88)***(p. 88)*** Partial DisabilityPartial Disability

Single p/c Single p/c (p. 89)***(p. 89)*** 2 p/c family 2 p/c family (p. 90)***(p. 90)***

Child Support Child Support (p. 91)***(p. 91)*** Domestic and other ViolenceDomestic and other Violence

DefinitionDefinition (p. 92)*** (p. 92)*** WaiverWaiver

UtilizationUtilization (p. 94)*** (p. 94)*** ProcessProcess (p. 95)*** (p. 95)***

Work Requirement Work Requirement (p. 97) ***(p. 97) ***


88


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Verification/Self-Certification/Self-Verification/Self-Certification/Self-DeclarationDeclaration DefinitionsDefinitions (p. 98)*** (p. 98)*** Types of Verification within CCMIS Types of Verification within CCMIS (p. (p.

99)***99)*** General Requirements General Requirements (p. 100)***(p. 100)*** Collateral Contact Collateral Contact (p. 102)***(p. 102)***

ProcessProcess (p. 103)*** (p. 103)*** Reliable Source Reliable Source (p. 104)***(p. 104)*** MethodsMethods (p. 106)*** (p. 106)*** Utilization Utilization (p. 107)***(p. 107)***

Self-CertificationSelf-Certification (p. 108)*** (p. 108)*** ProcessProcess (p. 109)*** (p. 109)***

Self-DeclarationSelf-Declaration (p. 110)*** (p. 110)*** ProcessProcess (p. 111)*** (p. 111)*** UtilizationUtilization (p. 112)*** (p. 112)***

Verification Chart Hyperlink to LMS Verification Chart Hyperlink to LMS (p. 113)***(p. 113)***

CCMIS Implications CCMIS Implications (p. 114)***(p. 114)***


99


hyperlinkhyperlink Income VerificationIncome Verification

ProceduresProcedures (p. 115)*** (p. 115)*** Prospective Work Prospective Work (p. 116)***(p. 116)*** Initial Application Initial Application (p. 117)***(p. 117)*** Redetermination Redetermination (p. 118)***(p. 118)***

Initial Application Examples Initial Application Examples (p. 119)***(p. 119)*** Ongoing Reduction of Income Examples Ongoing Reduction of Income Examples

(p. 123)***(p. 123)***

Redetermination Examples Redetermination Examples (p. 126)***(p. 126)*** Co-payment Stabilization Co-payment Stabilization (p. 131)***(p. 131)***

Adjusting Co-paymentAdjusting Co-payment Maternity Leave Maternity Leave (p. 132)***(p. 132)*** Disability Leave Disability Leave (p. 133)***(p. 133)*** Involuntary Loss of Work Involuntary Loss of Work (p. 134)***(p. 134)*** Prospective Work at Application Prospective Work at Application

(p. 135)***(p. 135)***

ExamplesExamples (p. 136)*** (p. 136)*** Prospective Work for Recipient Prospective Work for Recipient (p. (p.

138)***138)*** ExamplesExamples (p. 140)*** (p. 140)***


1010


hyperlinkhyperlink Delinquent Co-payment Delinquent Co-payment (p. 142)***(p. 142)***

ExamplesExamples Co-payment Resolved Co-payment Resolved (p. 143)***(p. 143)*** Co-payment Unresolved Co-payment Unresolved (p. 144)***(p. 144)***

DisqualificationDisqualification (p. 145)*** (p. 145)*** Co-payment Exceeds Cost of Care (p. Co-payment Exceeds Cost of Care (p.

146)***146)*** Stepparent Deduction (p. 147)***Stepparent Deduction (p. 147)***

Chart Hyperlink to R3 Regulatory & Chart Hyperlink to R3 Regulatory & Policy PowerPointPolicy PowerPoint

Examples Hyperlink to R3 Regulatory & Examples Hyperlink to R3 Regulatory & Policy PowerPointPolicy PowerPoint

Income ExclusionsIncome Exclusions Permanent Legal Guardians Permanent Legal Guardians (p. 148)***(p. 148)*** Children of Vietnam Veterans (p. 149)***Children of Vietnam Veterans (p. 149)***

Face-to-Face (p. 150)***Face-to-Face (p. 150)*** Extension Extension (p. 152)***(p. 152)***


1111


hyperlinkhyperlink Report of Change (p. 153)***Report of Change (p. 153)***

Partial Redetermination (p. 154)***Partial Redetermination (p. 154)*** CCIS Responsibilities (p. 155)***CCIS Responsibilities (p. 155)***

Redetermination (p. 156)***Redetermination (p. 156)*** Low-Income Low-Income (p. 157)***(p. 157)*** Waiting List (p. 158)***Waiting List (p. 158)*** Maternity/Disability Leave (p. 160)***Maternity/Disability Leave (p. 160)***

Payment of Provider Charges (p. 161)***Payment of Provider Charges (p. 161)*** Examples (p. 162)***Examples (p. 162)*** Nonstandard, Non-repeating Schedule Nonstandard, Non-repeating Schedule

(p. 164)*** (p. 164)*** 10- Day Notice 10- Day Notice (p. 165)***(p. 165)*** 10 Days of Absence (p. 166)***10 Days of Absence (p. 166)*** Examples of 10-Day Notice versus 10 Examples of 10-Day Notice versus 10

Days of Absence (p. 167)***Days of Absence (p. 167)*** R/N Provider Payment (p. 171)***R/N Provider Payment (p. 171)***


1212


hyperlinkhyperlink In-home Provider Participation (p. 172)***In-home Provider Participation (p. 172)*** Correspondence (p. 176)***Correspondence (p. 176)***

Types of Notices (p. 177)***Types of Notices (p. 177)*** Notices Outside of CCMIS (p. 178)***Notices Outside of CCMIS (p. 178)***

AA Notices (p. 179)***AA Notices (p. 179)*** Types of Letters (p. 180)***Types of Letters (p. 180)***

Letters Outside of CCMIS (p. 181)***Letters Outside of CCMIS (p. 181)*** Types of Forms (p. 182)***Types of Forms (p. 182)***

Absence (p. 183)***Absence (p. 183)*** Subsidy Continuation (p. 184)***Subsidy Continuation (p. 184)*** Subsidy Suspension (p. 185)***Subsidy Suspension (p. 185)***

Continuation versus Suspension (p. Continuation versus Suspension (p. 186)***186)***

Examples Examples Maternity Leave (p. 187)***Maternity Leave (p. 187)*** Regularly Scheduled Breaks (p. Regularly Scheduled Breaks (p.

188)***188)*** Case Notes within CCMIS (p. 189)***Case Notes within CCMIS (p. 189)*** Record Retention (p. 190)***Record Retention (p. 190)*** Child Abuse Reporting (p. 191)***Child Abuse Reporting (p. 191)***


1313


hyperlinkhyperlink Former TANF Former TANF

Definition (p. 192)***Definition (p. 192)*** Requirements (p. 193)***Requirements (p. 193)*** Work Requirement (p. 194)***Work Requirement (p. 194)*** Co-payment (p. 196)***Co-payment (p. 196)*** Procedure for Correcting Co-payment Procedure for Correcting Co-payment

when Eligibility HAS BEEN assessed (p. when Eligibility HAS BEEN assessed (p. 197)***197)***

Procedure for Correcting Co-payment Procedure for Correcting Co-payment when Eligibility HAS NOT BEEN when Eligibility HAS NOT BEEN assessed (p. 198)***assessed (p. 198)***

Expectation for using CIS (p. 199)***Expectation for using CIS (p. 199)*** Contact within 60 Days (p. 200)***Contact within 60 Days (p. 200)***

Examples (p. 201)***Examples (p. 201)*** Contact after 60 Days (p. 203)***Contact after 60 Days (p. 203)***

Examples (p. 204)***Examples (p. 204)*** Never Contacting (p. 206)***Never Contacting (p. 206)*** Face-to-Face (p. 207)***Face-to-Face (p. 207)***

General Responsibilities (p. 208)***General Responsibilities (p. 208)*** Extension (p. 209)***Extension (p. 209)*** Failure to Attend (p. 210)***Failure to Attend (p. 210)***


1414


hyperlinkhyperlink Provider Payment (p. 211)***Provider Payment (p. 211)***

Retroactive Payment (p. 213)***Retroactive Payment (p. 213)*** Redetermination (p. 215)***Redetermination (p. 215)*** TANF & Low-Income Funding (p. 216)***TANF & Low-Income Funding (p. 216)*** Expiration (p. 217)***Expiration (p. 217)*** Diversion Program (p. 218)***Diversion Program (p. 218)***

Procedures (p. 219)***Procedures (p. 219)*** Inter CCIS TransfersInter CCIS Transfers

Requirements (p. 222)***Requirements (p. 222)*** Procedures for Sending CCIS (p. 223)***Procedures for Sending CCIS (p. 223)*** Procedures for Receiving CCIS (p. 227)***Procedures for Receiving CCIS (p. 227)*** Examples (p. 228)***Examples (p. 228)***

Head StartHead Start Provisions (p. 231)***Provisions (p. 231)*** Co-payment (p. 233)***Co-payment (p. 233)*** P/C Responsibilities (p. 234)***P/C Responsibilities (p. 234)*** Program Ending within CCMIS (p. 235)***Program Ending within CCMIS (p. 235)***


1515


hyperlinkhyperlink Prekindergarten (p. 236)***Prekindergarten (p. 236)***

Eligibility Criteria (p. 237)***Eligibility Criteria (p. 237)*** Provisions (p. 238)***Provisions (p. 238)*** CCIS Responsibilities (p. 239)***CCIS Responsibilities (p. 239)*** P/C Responsibilities (p. 240)***P/C Responsibilities (p. 240)***

AppealAppeal Rights & Responsibilities (p. 242)***Rights & Responsibilities (p. 242)*** Appealable Actions (p. 243)***Appealable Actions (p. 243)*** Subsidy Continuation (p. 244)***Subsidy Continuation (p. 244)***

FraudFraud Definition (p. 245)***Definition (p. 245)*** Overpayment (p. 246)***Overpayment (p. 246)***

Determination of Inadvertent Error Determination of Inadvertent Error (p. 247)*** (p. 247)***

Examples (p. 248)***Examples (p. 248)*** Repayment/Recoupment (p. 251)***Repayment/Recoupment (p. 251)*** Collection from Terminated Family Collection from Terminated Family

(p. 252)*** (p. 252)***


1616

GoalsGoals Helping families obtain Helping families obtain

affordable, accessible and affordable, accessible and quality child care.quality child care.

Developing a “user-friendly” Developing a “user-friendly” child care system.child care system.

Reducing barriers to child Reducing barriers to child care.care.

Promoting healthy child Promoting healthy child development.development.

Promoting family self-Promoting family self-sufficiency.sufficiency.


1717

Important TermsImportant Terms

Notice periodNotice period Refers to the 10-day period that applies Refers to the 10-day period that applies

to to ALLALL notices (not just the AA). notices (not just the AA). Previously referred to as the “AA Previously referred to as the “AA

period”.period”. Within CCMIS, the period is really 13 Within CCMIS, the period is really 13

days. CCMIS allows 3 additional days days. CCMIS allows 3 additional days for central mailing.for central mailing.

CCMISCCMIS Child Care Management Information Child Care Management Information

SystemSystem OverrideOverride

A process within CCMIS to change A process within CCMIS to change results as mandated by policy or results as mandated by policy or regulation.regulation.


1818

Handbook Handbook § 3041.106(f)§ 3041.106(f)

Provided by the Department. Provided by the Department. The Department is in the The Department is in the

process of drafting the process of drafting the Handbook.Handbook.

The eligibility agency will give The eligibility agency will give each p/c who applies for each p/c who applies for subsidized child care, a subsidized child care, a handbook of handbook of rights/responsibilities in the rights/responsibilities in the subsidized child care program.subsidized child care program.

Includes an explanation of the Includes an explanation of the relationship between the FPIG relationship between the FPIG and income eligibility.and income eligibility.


1919

Provision of Subsidy Provision of Subsidy §3041.12§3041.12

Subsidy is available to an Subsidy is available to an otherwise eligible child who is otherwise eligible child who is under 13.under 13.

Subsidy Subsidy is availableis available to an to an otherwise eligible child who is otherwise eligible child who is 13 or older but under 19 and 13 or older but under 19 and has an injury or other has an injury or other impairment.impairment.

Incapability of caring for self Incapability of caring for self includes:includes: Physical disability.Physical disability. Developmental delay/age.Developmental delay/age. Behavioral disability.Behavioral disability.

See the following examples.See the following examples.


2020

ExamplesExamples

1.1. A family A family appliesapplies for subsidy. The for subsidy. The family consists of:family consists of:

MotherMother 15 year old daughter with a 15 year old daughter with a

cerebral palsycerebral palsy

This family is eligible.This family is eligible.

2.2. A family A family is receivingis receiving subsidy. subsidy. The family consists of:The family consists of:

MotherMother 12 year old daughter with a 12 year old daughter with a

developmental delay turning 13developmental delay turning 13

This family continues to be This family continues to be eligible.eligible.


2121

Foster ChildrenFoster Children Foster children should receive continued Foster children should receive continued

care as long as the new foster parents care as long as the new foster parents meet the nonfinancial eligibility meet the nonfinancial eligibility requirements (ex: both foster parents requirements (ex: both foster parents work at least 20 hours per week, etc.).work at least 20 hours per week, etc.).

Offering continued child care to a foster Offering continued child care to a foster child provides support to a child who is child provides support to a child who is experiencing many changes; removing experiencing many changes; removing the child from a known, stable child care the child from a known, stable child care setting could cause further emotional setting could cause further emotional trauma to the child. Even if the child trauma to the child. Even if the child cannot continue at the same provider, cannot continue at the same provider, the structured environment of a child the structured environment of a child care setting may be beneficial to the care setting may be beneficial to the child. child.

Requests for continuation of Requests for continuation of subsidy in other custody transfer subsidy in other custody transfer situations must be directed to the situations must be directed to the subsidy coordinator.subsidy coordinator.


2222

Moving a foster child Moving a foster child with active enrollments with active enrollments

toto a new case: OPTION 1 a new case: OPTION 1

When other children in the When other children in the family continue to receive family continue to receive subsidized child care, or when subsidized child care, or when the transfer to a new caretaker the transfer to a new caretaker requires a change in the CCIS requires a change in the CCIS that is serving the child, the that is serving the child, the CCIS must CCIS must create a new casecreate a new case. .

See the following slide for See the following slide for directions regarding this option. directions regarding this option.


2323

CCMIS Actions CCMIS Actions required to complete required to complete

OPTION 1OPTION 1 1.1. Create the new case, if necessary Create the new case, if necessary

and add the child to the Case on and add the child to the Case on the Individual Information Detail the Individual Information Detail page and click Save.page and click Save.

2.2. Verify MCI results & click Save.Verify MCI results & click Save. Note:Note: Since the child is Since the child is

already in CCMIS, select the already in CCMIS, select the radio button next to the correct radio button next to the correct name.name.

3.3. Update the Relationships Detail Update the Relationships Detail page and click Save.page and click Save.

4.4. Update the Care Request page Update the Care Request page and click Save.and click Save.

Note:Note: You must select the You must select the Joint Custody checkbox and add Joint Custody checkbox and add the date the child moved into the date the child moved into the new foster home while the the new foster home while the child is still active in the child is still active in the original foster home case.original foster home case.


2424

CCMIS Actions required CCMIS Actions required to complete OPTION 1 to complete OPTION 1

(cont’d)(cont’d) 5.5. Assess and Confirm Eligibility.Assess and Confirm Eligibility.6.6. Enter Enrollments for the child.Enter Enrollments for the child.

Note:Note: If the child is still active in If the child is still active in another case, the child will appear on another case, the child will appear on the waiting list with their Eligibility the waiting list with their Eligibility Date from the original case. When Date from the original case. When necessary, contact Headquarters to necessary, contact Headquarters to authorize the child from the waiting authorize the child from the waiting list.list.

7.7. Delete the child and discontinue their Delete the child and discontinue their enrollment (s) from the original case.enrollment (s) from the original case.

Note:Note: If the case is owned by another If the case is owned by another office, contact that office to office, contact that office to discontinue enrollments and delete the discontinue enrollments and delete the child.child.

8.8. Go to the Care Request page in the new Go to the Care Request page in the new case and clear the Joint Custody case and clear the Joint Custody checkbox and reset the date the child checkbox and reset the date the child Moved Into Joint Custody by changing it Moved Into Joint Custody by changing it to select.to select.


2525

Moving a foster child Moving a foster child with active enrollments with active enrollments

toto a new case: OPTION 2 a new case: OPTION 2

When one foster child is When one foster child is receiving subsidy in the receiving subsidy in the foster family and that child foster family and that child transfers to another transfers to another family, the CCIS must family, the CCIS must keep the case open and keep the case open and change the primary change the primary caretakercaretaker. .

See the following slide for See the following slide for directions regarding this directions regarding this option. option.


2626

CCMIS Actions CCMIS Actions required to complete required to complete

OPTION 2OPTION 2 1.1. Add the new Parent Caretaker on the Add the new Parent Caretaker on the Individual Information Detail page and Individual Information Detail page and click Save.click Save.

2.2. Verify MCI results & click Save.Verify MCI results & click Save.3.3. Move the Primary Caretaker radio Move the Primary Caretaker radio

button on the Individual Information button on the Individual Information Detail page to the new individual and Detail page to the new individual and click Save.click Save.

4.4. Update the Relationships Detail page Update the Relationships Detail page and click Save.and click Save.

5.5. Go to the Individual Information Detail Go to the Individual Information Detail page again and delete the parent and page again and delete the parent and click Save.click Save.

6.6. Add any Eligibility Information for the Add any Eligibility Information for the new Parent/Caretaker (i.e. new Parent/Caretaker (i.e. Employment).Employment).

7.7. Assess and Confirm Eligibility.Assess and Confirm Eligibility. Note:Note: Also update the address, Also update the address,

contact information, enrollments, etc. contact information, enrollments, etc. as necessary.as necessary.


2727

Subsidy BenefitsSubsidy Benefits §3041.14§3041.14

A subsidy-eligible family may A subsidy-eligible family may receive child care during the receive child care during the hours the p/c needs care hours the p/c needs care including:including: Hours p/c attends work, education Hours p/c attends work, education

or training.or training. Travel between the p/c’s work, Travel between the p/c’s work,

education or training and the education or training and the child care facilitychild care facility..

THERE IS NO LONGER A THERE IS NO LONGER A 50-HOUR OR 12-HOUR 50-HOUR OR 12-HOUR CAP ON CARE.CAP ON CARE.

Uninterrupted sleep time when the Uninterrupted sleep time when the work shift ends between the hours work shift ends between the hours of of 12 a.m.12 a.m. and 9 a.m. and 9 a.m.

THIS BENEFIT APPLIES TO THIS BENEFIT APPLIES TO FUND A AND FUND C FUND A AND FUND C FAMILIES.FAMILIES.


2828

Care for more than a Care for more than a 24-hour period24-hour period

IN CERTAIN IN CERTAIN CIRCUMSTANCES, CHILD CIRCUMSTANCES, CHILD CARE MAY BE PROVIDED FOR CARE MAY BE PROVIDED FOR MORE THAN A 24-HOUR MORE THAN A 24-HOUR PERIOD.PERIOD. 48-hour shifts, including but not 48-hour shifts, including but not

limited to: limited to: Nursing HomesNursing Homes HospitalsHospitals Group HomesGroup Homes

When continuous care is needed When continuous care is needed for more than 48 hours, the CCIS for more than 48 hours, the CCIS must contact the Subsidy must contact the Subsidy Coordinator.Coordinator.


2929

Subsidy Limitations Subsidy Limitations §3041.16§3041.16

A p/c must select an eligible provider and A p/c must select an eligible provider and enroll the child within 30 calendar days enroll the child within 30 calendar days following the date the CCIS notifies the p/c following the date the CCIS notifies the p/c that funding is available or that the that funding is available or that the family’s current provider is ineligible to family’s current provider is ineligible to participate in the subsidized child care participate in the subsidized child care program.program.

If a p/c does not select an eligible provider If a p/c does not select an eligible provider and enroll the child within 30 days, the and enroll the child within 30 days, the child is ineligible for subsidized child care.child is ineligible for subsidized child care.

On day 17, the CCIS will receive an alert On day 17, the CCIS will receive an alert that the p/c has not yet chosen a provider. that the p/c has not yet chosen a provider. Upon receipt of the alert, the CCIS must Upon receipt of the alert, the CCIS must contact the p/c to determine if the p/c contact the p/c to determine if the p/c needs help finding an eligible provider and needs help finding an eligible provider and remind the p/c of the date the child must remind the p/c of the date the child must be enrolled in order to maintain eligibility.be enrolled in order to maintain eligibility.

On day 31, the CCIS must send the Child On day 31, the CCIS must send the Child Care Ineligible Notice if the child is not Care Ineligible Notice if the child is not enrolled with an eligible provider.enrolled with an eligible provider.


3030

CareCheck: New CareCheck: New ProvidersProviders

Effective July 1, 2005, DPW is Effective July 1, 2005, DPW is requiring criminal history and requiring criminal history and child abuse background checks for child abuse background checks for all child care providers, including all child care providers, including grandparents, aunts and uncles. grandparents, aunts and uncles.

All new R/N and in-home providers All new R/N and in-home providers will be required to complete the will be required to complete the criminal history and child abuse criminal history and child abuse background checks through background checks through CareCheck. CareCheck.

R/n and in-home providers who do R/n and in-home providers who do not agree to complete CareCheck not agree to complete CareCheck are not eligible to participate in are not eligible to participate in the CCIS subsidy program.the CCIS subsidy program.


3131

CareCheck: Existing CareCheck: Existing ProvidersProviders

Existing R/N and in-home providers Existing R/N and in-home providers currently doing business with the CCIS currently doing business with the CCIS through an Affirmation Statement must through an Affirmation Statement must complete the CareCheck process by complete the CareCheck process by December 31, 2005. Existing r/n and in-December 31, 2005. Existing r/n and in-home providers who do not complete the home providers who do not complete the CareCheck process by December 31, CareCheck process by December 31, 2005 will be ineligible to participate in 2005 will be ineligible to participate in the subsidized child care program. the subsidized child care program.

In order to complete a CareCheck In order to complete a CareCheck segment for an existing R/N or in-home segment for an existing R/N or in-home provider, the provider must complete and provider, the provider must complete and sign a CareCheck Application form. The sign a CareCheck Application form. The CCIS should send a letter along with a CCIS should send a letter along with a CareCheck Application form to each CareCheck Application form to each provider who has an Affirmation provider who has an Affirmation Statement and current enrollments. In Statement and current enrollments. In addition, a copy of the provider letter addition, a copy of the provider letter should be sent to each parent who signed should be sent to each parent who signed an Affimation Statement. The provider is an Affimation Statement. The provider is not required to attend a face-to-face not required to attend a face-to-face interview if the provider was previously interview if the provider was previously seen by the CCIS. seen by the CCIS.


3232

Selecting a ProviderSelecting a Provider

A p/c has 30 days to locate A p/c has 30 days to locate another provider and enroll the another provider and enroll the child every time a provider fails child every time a provider fails CareCheck or becomes an CareCheck or becomes an ineligible provider. See example ineligible provider. See example on the following slide.on the following slide. If a provider fails CareCheck If a provider fails CareCheck

due to not providing information due to not providing information to ChildLine, the CCIS may not to ChildLine, the CCIS may not create another CareCheck create another CareCheck segment until the provider segment until the provider submits the information.submits the information.


3333

ExampleExample 8/18/1 - P/C notified that funds are available. - P/C notified that funds are available. 8/218/21 - P/C selects an R/N provider - P/C selects an R/N provider

following notification that funds are following notification that funds are available. available.

8/25 8/25 - Provider appears for the face-to-face - Provider appears for the face-to-face and CareCheck is initiated. and CareCheck is initiated.

9/26 9/26 - CCIS receives an alert that the - CCIS receives an alert that the provider failed CareCheck. P/C gets 30 provider failed CareCheck. P/C gets 30 days from 9/26 (10/26) to select an eligible days from 9/26 (10/26) to select an eligible provider and enroll the child.provider and enroll the child.

10/710/7 - P/C choses another R/N provider. - P/C choses another R/N provider. 10/15 10/15 - The new R/N provider appears for - The new R/N provider appears for

the face-to-face and CareCheck is initiated. the face-to-face and CareCheck is initiated. 10/25 10/25 - CCIS receives an alert that the new - CCIS receives an alert that the new

R/N provider failed CareCheck. P/C gets R/N provider failed CareCheck. P/C gets 30 days from 10/25 (11/24) to select an 30 days from 10/25 (11/24) to select an eligible provider and enroll the child. At eligible provider and enroll the child. At this time the CCIS must counsel the p/c this time the CCIS must counsel the p/c regarding the quality and consistency of regarding the quality and consistency of care. The CCIS must offer resource and care. The CCIS must offer resource and referral services to help the p/c locate an referral services to help the p/c locate an eligible provider.eligible provider.

Upon notification of a CareCheck failure, a Upon notification of a CareCheck failure, a Stop Letter is generated, payment stops Stop Letter is generated, payment stops and care is suspended.and care is suspended.


3434

Initial determination Initial determination of eligibility of eligibility

§3041.122§3041.122

When the CCIS has received When the CCIS has received all information/verification all information/verification necessary to complete the necessary to complete the application, the CCIS must application, the CCIS must determine a family eligible determine a family eligible retroactive to retroactive to the date the the date the CCIS received/date CCIS received/date stamped the applicationstamped the application..


3535

CCMIS: CCMIS: Child Care ProgramChild Care Program

Defined as the Defined as the eligibility rules the eligibility rules the family must follow.family must follow.

Types of Child Care Types of Child Care Programs:Programs: Former TANFFormer TANF Low-IncomeLow-Income Head Head

Start/PrekindergartenStart/Prekindergarten


3636

CCMIS:CCMIS:Overriding EligibilityOverriding Eligibility Eligibility must be overridden in Eligibility must be overridden in

the following circumstances:the following circumstances: Department mandate.Department mandate. Appeal.Appeal. Domestic Violence.Domestic Violence.

Must enter a note in CCMIS Must enter a note in CCMIS “See comment in family file.”“See comment in family file.”

Worker Error.Worker Error. Outside of the Scope of the Outside of the Scope of the

System.System. Enrollment continues to be Enrollment continues to be

suspended on day 91.suspended on day 91. Disqualified p/c.Disqualified p/c.


3737

CCMIS:CCMIS:Maternity & Disability Maternity & Disability

Leave End DatesLeave End Dates The CCIS must enter end The CCIS must enter end

dates whenever a p/c’s dates whenever a p/c’s disability or maternity disability or maternity leave ends.leave ends.

CCMIS will not recognize CCMIS will not recognize employment information if employment information if the end date is not the end date is not populated in these populated in these circumstances.circumstances.


3838

Reopening a Case:Reopening a Case:Continuous EligibilityContinuous Eligibility

When a case is opened with When a case is opened with continuous eligibility, there is no continuous eligibility, there is no break in eligibility segments or break in eligibility segments or child care payment.child care payment.

The CCIS may open a case with The CCIS may open a case with continuous eligibility in either the continuous eligibility in either the FULL REDETERMINATION mode FULL REDETERMINATION mode or the ONGOING mode based on or the ONGOING mode based on the circumstances of the case.the circumstances of the case.

Once the case is successfully Once the case is successfully reopened, the worker must reopened, the worker must manually create a Child Care manually create a Child Care Eligible Notice using the pdf Eligible Notice using the pdf template on the LMS.template on the LMS.

See the following slide for See the following slide for instructions regarding the LMS.instructions regarding the LMS.


3939

Reopening a Case withReopening a Case withContinuous Eligibility: Continuous Eligibility: Creating a Child Care Creating a Child Care

Eligible NoticeEligible Notice

Go to the LMS, under Go to the LMS, under Reference click Policy Reference click Policy DocumentsDocuments

Open the Reopen R3 Eligible Open the Reopen R3 Eligible Notice pdfNotice pdf

Populate the variable fields Populate the variable fields and print the notice to send and print the notice to send to the p/cto the p/c


4040

Reopening a Case withReopening a Case withContinuous Eligibility: Continuous Eligibility:

Process for Case FailureProcess for Case Failure

CCMIS will not allow a worker to CCMIS will not allow a worker to reopen a case with continuous reopen a case with continuous eligibility when the case fails. In this eligibility when the case fails. In this case the worker must:case the worker must:

1.1. Investigate to determine whether Investigate to determine whether the case should be reopened with the case should be reopened with continuous eligibility. A case continuous eligibility. A case must must bebe eligible if the CCIS is reopening eligible if the CCIS is reopening with continuous eligibility.with continuous eligibility.

2.2. If the case is appropriate to be If the case is appropriate to be reopened with continuous eligibility, reopened with continuous eligibility, update the information that caused update the information that caused the case to fail originally.the case to fail originally.

3.3. Assess and confirm eligibility once Assess and confirm eligibility once the information has been updated.the information has been updated.


4141

Reopening a Case withReopening a Case withContinuous Eligibility: Continuous Eligibility:

Reasons to Reopen Reasons to Reopen

1.1. AppealAppeal = A p/c appeals, = A p/c appeals, chooses not to continue chooses not to continue subsidy and wins the appealsubsidy and wins the appeal

2.2. Worker Error Worker Error = The = The following are a few following are a few examples:examples:

A p/c satisfies an AA, the A p/c satisfies an AA, the worker was unable to worker was unable to update the information and update the information and the case closed during the the case closed during the evening of the 14evening of the 14thth day day

Worker erroneously closed Worker erroneously closed a casea case


4242

Reopening a Case:Reopening a Case:Discontinuous Discontinuous

EligibilityEligibility When a case is opened with discontinuous When a case is opened with discontinuous

eligibility, there is a break in eligibility eligibility, there is a break in eligibility segments and child care payment.segments and child care payment.

The CCIS must open a case with The CCIS must open a case with discontinuous eligibility in the FULL discontinuous eligibility in the FULL REDETERMINATION mode.REDETERMINATION mode. Once the case has been successfully re-Once the case has been successfully re-

opened, the CCIS must:opened, the CCIS must:

1.1. Go to the full redetermination Go to the full redetermination screen and enter “no, unscheduled” screen and enter “no, unscheduled” to the question regarding whether to the question regarding whether the packet was received. Failure to the packet was received. Failure to complete this action will result in an complete this action will result in an error message 28.error message 28.

2.2. Update information as necessary.Update information as necessary.

3.3. Assess and confirm eligibility.Assess and confirm eligibility.


4343

Reopening a Case withReopening a Case withDiscontinuous Eligibility: Discontinuous Eligibility: Generating Notices Generating Notices

CCMIS will generate a Child CCMIS will generate a Child Care Eligible Notice when a Care Eligible Notice when a case is eligible when case is eligible when reopened with discontinuous reopened with discontinuous eligibility. eligibility.

CCMIS will generate a Child CCMIS will generate a Child Care Ineligible Notice when Care Ineligible Notice when a case is ineligible when a case is ineligible when reopened with discontinuous reopened with discontinuous eligibility. eligibility.


4444

Reopening a Case withReopening a Case withDiscontinuous Eligibility: Discontinuous Eligibility:

Reasons to Reopen Reasons to Reopen

1.1. AA ReturnAA Return = A p/c returned an AA = A p/c returned an AA indicating the desire to appeal, but not indicating the desire to appeal, but not continue care. The worker must reopen continue care. The worker must reopen the case to enter the appeal information the case to enter the appeal information and must then override eligibility to fail to and must then override eligibility to fail to close the case.close the case.

2.2. AppealAppeal = A p/c appeals, chooses not to = A p/c appeals, chooses not to continue subsidy and wins the appealcontinue subsidy and wins the appeal

The Bureau of Hearings & Appeals The Bureau of Hearings & Appeals decides in favor of the p/c but indicates decides in favor of the p/c but indicates a date that would result in a date that would result in discontinuous eligibility.discontinuous eligibility.

3.3. ReapplyReapply = A p/c had received subsidy = A p/c had received subsidy previously, the case closed and now the previously, the case closed and now the p/c is applying againp/c is applying again

4.4. Worker Error Worker Error = Worker erroneously = Worker erroneously closed a case on the wrong date and must closed a case on the wrong date and must pay additional days of care.pay additional days of care.

5.5. TANF ReopenTANF Reopen = The worker unchecked = The worker unchecked cc request for the reason “p/c receiving cc request for the reason “p/c receiving TANF”, the case closed during the night TANF”, the case closed during the night batch that evening and the CCIS batch that evening and the CCIS must pay must pay through the notice periodthrough the notice period..


4545

Effective date of Effective date of coverage (Low-income) coverage (Low-income)

§3041.123§3041.123

When the CCIS determines the When the CCIS determines the family eligible and if funding is family eligible and if funding is available, payment of child care available, payment of child care costs is retroactive to the date costs is retroactive to the date the CCIS received/date-the CCIS received/date-stamped the applicationstamped the application..

If the CCIS places the child on If the CCIS places the child on the waiting list following the the waiting list following the determination of eligibility, determination of eligibility, payment of child care costs payment of child care costs begins on the date funding is begins on the date funding is available.available.



4646

Waiting List Waiting List §3041.133§3041.133

If funds are not available to enroll a child If funds are not available to enroll a child following the determination of the family’s following the determination of the family’s eligibility for subsidy, the CCIS must place eligibility for subsidy, the CCIS must place an eligible child on a waiting list on a first-an eligible child on a waiting list on a first-come, first-served basis. Placement on the come, first-served basis. Placement on the waiting list must be determined by the date waiting list must be determined by the date and time eligibility for the child was and time eligibility for the child was determined.determined.

If a p/c requests subsidy for an additional If a p/c requests subsidy for an additional child following the date the family was child following the date the family was initially determined eligible for subsidy, the initially determined eligible for subsidy, the additional child must be placed on the additional child must be placed on the waiting list according to the date and time waiting list according to the date and time that the p/c requests care for the additional that the p/c requests care for the additional child.child.

A p/c must select an eligible provider and A p/c must select an eligible provider and enroll the child no later than 30 calendar enroll the child no later than 30 calendar days following the date the CCIS notifies the days following the date the CCIS notifies the p/c that funding is available.p/c that funding is available.

When a p/c does not select an eligible When a p/c does not select an eligible provider and enroll the child within 30 days, provider and enroll the child within 30 days, the child is ineligible for subsidized child the child is ineligible for subsidized child care. On day 31, the CCIS must send a care. On day 31, the CCIS must send a Child Care Ineligible Notice and must Child Care Ineligible Notice and must remove the child from the waiting list.remove the child from the waiting list.


4747

Effective Date ofEffective Date of CoverageCoverage//WaitingWaiting ListList: :

EXAMPLE 1EXAMPLE 1 Application Date-Stamp = 3/1Application Date-Stamp = 3/1

Date last piece of Date last piece of verification/documentation verification/documentation received/date-stamped = 3/15received/date-stamped = 3/15

Date processed/eligibility determined Date processed/eligibility determined = 3/30= 3/30

Eligibility Date = Eligibility Date = 3/13/1 NOTNOT 3/15 3/15

Waiting List Date = Waiting List Date = 3/13/1 NOT NOT 3/15 3/15

Date Funds are Available = 6/18Date Funds are Available = 6/18

Earliest Effective Date of Child Care Earliest Effective Date of Child Care Payment = Payment = 6/186/18 NOTNOT 3/1 3/1


4848

Effective Date of Effective Date of Coverage/Coverage/NONO WaitingWaiting

ListList: EXAMPLE 2: EXAMPLE 2

Application Date-Stamp = 3/1Application Date-Stamp = 3/1 Date last piece of Date last piece of

verification/documentation verification/documentation received/date-stamped = 3/15received/date-stamped = 3/15

Date processed/eligibility Date processed/eligibility determined = 3/30determined = 3/30

Eligibility Date = Eligibility Date = 3/13/1 NOTNOT 3/153/15

Earliest Effective Date of Earliest Effective Date of Child Care Payment = Child Care Payment = 3/13/1 NOTNOT 3/15 3/15


4949

Effective Dates:Effective Dates: Initial Application Initial Application

The CCIS must assess eligibility The CCIS must assess eligibility when the CCIS receives the when the CCIS receives the required verification through required verification through written documentation, collateral written documentation, collateral contact or written self-declaration. contact or written self-declaration. Effective dates are determined as Effective dates are determined as follows:follows: Eligibility Date = Date Eligibility Date = Date

application is received/date application is received/date stamped.stamped.

Waiting List Date = Eligibility Waiting List Date = Eligibility date.date.

Enrollment Date = Eligibility Enrollment Date = Eligibility date or Date Funds become date or Date Funds become Available.Available.


5050

Effective Dates:Effective Dates: Initial Application/ Initial Application/Prospective WorkProspective Work

The CCIS must assess eligibility The CCIS must assess eligibility when the CCIS receives the when the CCIS receives the required verification through required verification through written documentation, collateral written documentation, collateral contact or written self-contact or written self-declaration. Effective dates are declaration. Effective dates are determined as follows:determined as follows: Eligibility Date = Date Eligibility Date = Date

application is received/date application is received/date stamped.stamped.

Waiting List Date = Eligibility Waiting List Date = Eligibility date.date.

Enrollment Date = Date p/c Enrollment Date = Date p/c begins work or Date Funds begins work or Date Funds become Available.become Available.


5151

Effective Dates:Effective Dates: Redetermination/ Redetermination/

Low-IncomeLow-Income The CCIS must assess The CCIS must assess

eligibility when the CCIS eligibility when the CCIS receives the required receives the required verification through verification through written documentation, written documentation, collateral contact or collateral contact or written written self-declaration. self-declaration.

CCMIS will set the next CCMIS will set the next redetermination date 183 redetermination date 183 days from the date days from the date eligibility is assessed.eligibility is assessed.


5252

Effective Dates:Effective Dates: Redeterminaton/TANF Redeterminaton/TANF

The CCIS must assess eligibility The CCIS must assess eligibility when the CCIS receives the when the CCIS receives the required verification through required verification through written documentation, collateral written documentation, collateral contact or written self-contact or written self-declaration. Effective dates are declaration. Effective dates are determined as follows:determined as follows: CCIS must review the CCIS must review the

verification as it is received.verification as it is received. 11stst redetermination – The CCIS redetermination – The CCIS

will notwill not redetermine eligibility redetermine eligibility until 184 days after TANF until 184 days after TANF ended.ended.

Subsequent redeterminations Subsequent redeterminations may be processed when all may be processed when all verification is received.verification is received.


5353

Period of eligibility Period of eligibility §3041.125§3041.125

A family receiving subsidy A family receiving subsidy remains eligible until remains eligible until determined ineligible.determined ineligible.

For more information regarding For more information regarding using the Eligibility Results using the Eligibility Results screens in CCMIS, see LMS R2-screens in CCMIS, see LMS R2-R3 Intake Result and Wage Pages R3 Intake Result and Wage Pages pdfpdf


5454

Signatures: Signatures: ApplicationApplication

The application The application does notdoes not need to be need to be signed in order for the CCIS to begin signed in order for the CCIS to begin the process of determining eligibility.the process of determining eligibility.

If the p/c submits an application with If the p/c submits an application with no signature, the CCIS must do one no signature, the CCIS must do one of the following:of the following:1.1. Interview Interview SCHEDULEDSCHEDULED within the within the

30-day application period30-day application period Have the p/c sign the application Have the p/c sign the application

at the face-to-face interview.at the face-to-face interview.2.2. Interview Interview NOT SCHEDULEDNOT SCHEDULED

within the 30-day application within the 30-day application periodperiod Mail or fax the application to the Mail or fax the application to the

p/c for signature along with a p/c for signature along with a Missing Verification Letter.Missing Verification Letter.

If the CCIS is unable to obtain the If the CCIS is unable to obtain the signature within 30 days, the CCIS signature within 30 days, the CCIS should determine the family should determine the family ineligible.ineligible.


5555

Signatures:Signatures:Release of Information Release of Information

§3041.61(e)&(f)§3041.61(e)&(f)

The p/c must sign the Release of The p/c must sign the Release of Information form during the Information form during the application process. application process.

The Release of Information form will The Release of Information form will remain in effect for as long as the remain in effect for as long as the family receives uninterrupted family receives uninterrupted subsidy.subsidy.

The CCIS must retain the signed The CCIS must retain the signed consent in the family’s file.consent in the family’s file.

If the CCIS is unable to obtain the If the CCIS is unable to obtain the signature within 30 days, the CCIS signature within 30 days, the CCIS should determine the family should determine the family ineligible.ineligible.

See the following options for See the following options for obtaining a missing signature on the obtaining a missing signature on the Release of Information form.Release of Information form.


5656

Signatures:Signatures:Release of Release of

Information Option Information Option #1#1

Interview Interview SCHEDULEDSCHEDULED w/in 30 daysw/in 30 days The p/c must sign the The p/c must sign the

Release of Information Release of Information form at the face-to-face form at the face-to-face interview if the interview interview if the interview is scheduled to occur is scheduled to occur within the 30-day within the 30-day application period.application period.


5757

Signatures:Signatures:Release of Release of

Information Option Information Option #2#2

Interview Interview NOT NOT SCHEDULEDSCHEDULED w/in 30 days w/in 30 days If the p/c is not scheduled If the p/c is not scheduled

for a face-to-face interview, for a face-to-face interview, the CCIS must mail or fax the CCIS must mail or fax the Release of Information the Release of Information form to the p/c for form to the p/c for signature. The CCIS can signature. The CCIS can send a copy of the Release send a copy of the Release of Information form to the of Information form to the p/c along with a Missing p/c along with a Missing Verification Letter.Verification Letter.


5858

Signatures: Signatures: HIPPA formHIPPA form

A signed HIPPA form isA signed HIPPA form is notnot an eligibility an eligibility requirement.requirement.

The CCIS must request the The CCIS must request the p/c to sign a HIPPA form.p/c to sign a HIPPA form.

If the p/c refuses to sign If the p/c refuses to sign the HIPPA form, the CCIS the HIPPA form, the CCIS must make note on the must make note on the form and place it in the form and place it in the family file.family file.


5959

Family: Definition Family: Definition §3041.3§3041.3

The child for whom subsidy is requested The child for whom subsidy is requested and the following individuals who live with and the following individuals who live with that child in the same household:that child in the same household: Parent of the child.Parent of the child. Caretaker and caretaker’s spouse.Caretaker and caretaker’s spouse. Biological, adoptive, foster child or Biological, adoptive, foster child or

stepchild of the p/c who is under 18 and stepchild of the p/c who is under 18 and not emancipated by marriage or by the not emancipated by marriage or by the court.court.

Unrelated child under the care and Unrelated child under the care and control of p/c who is under 18 and not control of p/c who is under 18 and not emancipated by marriage or by the emancipated by marriage or by the court.court.

Child 18 or older but under 22 who is Child 18 or older but under 22 who is enrolled in high school, a GED program enrolled in high school, a GED program or a post-secondary program leading to or a post-secondary program leading to a degree, diploma or certificate and who a degree, diploma or certificate and who is wholly or partially dependent upon is wholly or partially dependent upon income of p/c or spouse of p/c.income of p/c or spouse of p/c.


6060

Caretaker: Definition Caretaker: Definition §3041.3§3041.3

Aunts, uncles, grandparents, Aunts, uncles, grandparents, older siblings or great-older siblings or great-grandparents who certify the grandparents who certify the relationshiprelationship

Foster parentsFoster parents Other individuals with legal Other individuals with legal

custody (i.e., a friend or custody (i.e., a friend or neighbor)neighbor)

THIS THIS DOESDOES NOTNOT INCLUDE A INCLUDE A LIVE-IN COMPANION LIVE-IN COMPANION UNLESS THE LIVE-IN UNLESS THE LIVE-IN COMPANION IS THE COMPANION IS THE BIOLOGICAL PARENT OF A BIOLOGICAL PARENT OF A CHILD FOR WHOM SUBSIDY CHILD FOR WHOM SUBSIDY IS REQUESTED IS REQUESTED


6161

Parent: Definition Parent: Definition §3041.3§3041.3


Biological or adoptive mother Biological or adoptive mother or father, stepmother or or father, stepmother or stepfather who exercises care stepfather who exercises care and control of the child for and control of the child for whom subsidy is requested.whom subsidy is requested.

Click here to see family Click here to see family composition examples. composition examples. (CCMIS (CCMIS R3 Policy Examples.ppt, p.3)***R3 Policy Examples.ppt, p.3)***


6262

Income: Definition Income: Definition §3041.3§3041.3

Earned IncomeEarned Income Gross wages from work or cash or Gross wages from work or cash or

in-kind payments received by an in-kind payments received by an individual in exchange for individual in exchange for services, including income from services, including income from self-employment. self-employment.

Unearned IncomeUnearned Income Cash or contributions received by Cash or contributions received by

an individual for which the an individual for which the individual does not provide a individual does not provide a service.service.

Unearned benefits received Unearned benefits received periodically by an individual, such periodically by an individual, such as unemployment compensation, as unemployment compensation, worker’s compensation or worker’s compensation or retirement benefits.retirement benefits.


6363

Family Size & Family Size & Income Counted Income Counted

§3041.31§3041.31 An individual applying as a parent and An individual applying as a parent and

a caretaker may only be counted once a caretaker may only be counted once when determining family size.when determining family size.

EXAMPLES:EXAMPLES:

1.1. Mary Smith applies for subsidy for Mary Smith applies for subsidy for her child and her nephew. Mary her child and her nephew. Mary submits verification that she has submits verification that she has care and control of her nephew. care and control of her nephew. This is 1 case (NOT 2) with a family This is 1 case (NOT 2) with a family size of 3.size of 3.

2.2. John Doe is receiving subsidy for his John Doe is receiving subsidy for his child. The neighbor is arrested and child. The neighbor is arrested and leaves her child with John. John leaves her child with John. John obtains legal custody of the obtains legal custody of the neighbor’s child and requests neighbor’s child and requests subsidy for that child. This case subsidy for that child. This case continues and the child is added to continues and the child is added to the family size. This is NOT 2 the family size. This is NOT 2 cases. The family size is now 3.cases. The family size is now 3.


6464

Family Size & Income Family Size & Income Counted (cont’d)Counted (cont’d) §3041.31 & §3041.32§3041.31 & §3041.32

Income is counted for the following Income is counted for the following members of the family:members of the family: P/C of the child for whom subsidy is P/C of the child for whom subsidy is

sought.sought. P/C’s spouse.P/C’s spouse. ALL CHILDREN, EXCLUDING ALL CHILDREN, EXCLUDING

EARNED INCOME.EARNED INCOME. CCMIS ISSUES:CCMIS ISSUES:

All income must be attached to a p/c.All income must be attached to a p/c. All income entered in CCMIS is All income entered in CCMIS is

counted in the income calculation counted in the income calculation with the exception of foster parent with the exception of foster parent income.income.

The CCIS WILL NOT enter into The CCIS WILL NOT enter into CCMIS:CCMIS:

Employment income of a teen Employment income of a teen parent.parent.

Any other income exclusions.Any other income exclusions.


6565

Adjusting Income Adjusting Income §3041.34(c)&(d)§3041.34(c)&(d)

When adjusting income When adjusting income during intake or during intake or redetermination, the CCIS redetermination, the CCIS must use the past 30 calendar must use the past 30 calendar days as an indicator of future days as an indicator of future amounts unless:amounts unless: A change has occurred.A change has occurred. A change is anticipated.A change is anticipated. An unusual circumstance An unusual circumstance

existed that is not expected to existed that is not expected to recur, such as overtime not recur, such as overtime not likely to continue for 60 likely to continue for 60 calendar days.calendar days.

The CCIS must adjust the The CCIS must adjust the estimate to take into account estimate to take into account recent or anticipated changes recent or anticipated changes and unusual circumstances. and unusual circumstances.


6666

Income:Income: Counting Overtime Counting Overtime

The CCIS The CCIS will notwill not count count overtime in the income overtime in the income calculation unless it is calculation unless it is expected to continue for expected to continue for more than 60 calendar more than 60 calendar days.days.

See the following See the following examples.examples.


6767

Counting Overtime Counting Overtime (O/T WILL Continue):(O/T WILL Continue):

Example # 1Example # 1 At intake or redetermination, a At intake or redetermination, a

p/c submits 4 weekly paystubs p/c submits 4 weekly paystubs that all show overtime. The p/c that all show overtime. The p/c informs the CCIS the overtime informs the CCIS the overtime will continue for the next 90 will continue for the next 90 days. The CCIS days. The CCIS willwill include the include the overtime. overtime. Paystub #1 = $200 (plus $100 Paystub #1 = $200 (plus $100

O/T)O/T) Paystub #2 = $200 (plus $200 Paystub #2 = $200 (plus $200

O/T)O/T) Paystub #3 = $200 (plus $100 Paystub #3 = $200 (plus $100

O/T)O/T) Paystub #4 = + $200 (plus $135 Paystub #4 = + $200 (plus $135

O/T)O/T) Total Base Pay = $800Total Base Pay = $800 + $535 O/T+ $535 O/T Total Work Income = $1335Total Work Income = $1335


6868

Counting Overtime Counting Overtime (O/T WILL NOT Continue):(O/T WILL NOT Continue):

Example # 2Example # 2 At intake or redetermination, a At intake or redetermination, a

p/c submits 4 weekly paystubs p/c submits 4 weekly paystubs and one shows overtime. The p/c and one shows overtime. The p/c informs the CCIS the overtime informs the CCIS the overtime will not continue for the next 60 will not continue for the next 60 days. The CCIS days. The CCIS will notwill not include include the additional $100 for the the additional $100 for the overtime. overtime. Paystub #1 = $200Paystub #1 = $200 Paystub #2 = $200Paystub #2 = $200 Paystub #3 = $135Paystub #3 = $135 Paystub #4 = + $200 (plus $100 Paystub #4 = + $200 (plus $100

O/T)O/T)

Total income = $735 (NOT Total income = $735 (NOT $835)$835)


6969

Counting Overtime Counting Overtime (O/T WILL NOT Continue):(O/T WILL NOT Continue):

Example # 3Example # 3 At intake or redetermination, a p/c At intake or redetermination, a p/c

submits 4 weekly paystubs and two submits 4 weekly paystubs and two show overtime. The p/c informs the show overtime. The p/c informs the CCIS he is not expecting to work CCIS he is not expecting to work overtime for the remainder of the overtime for the remainder of the year. The CCIS year. The CCIS will notwill not include the include the overtime. overtime. Paystub #1 = $200(plus $100 Paystub #1 = $200(plus $100

O/T)O/T) Paystub #2 = $200(plus $0 O/T)Paystub #2 = $200(plus $0 O/T) Paystub #3 = $ 200(plus $100 Paystub #3 = $ 200(plus $100

O/T)O/T) Paystub #4 = +$200 (plus $0 O/T)Paystub #4 = +$200 (plus $0 O/T)

Total income= $800 (NOT Total income= $800 (NOT $1000)$1000)


7070

Work, Employment Work, Employment & Self-employment:& Self-employment:

DefinitionsDefinitions§ 3041.3§ 3041.3

WorkWork Employment or self-employment.Employment or self-employment.

EmploymentEmployment Working for another individual or Working for another individual or

entity for income.entity for income. Self-employmentSelf-employment

Operating one’s own business, trade Operating one’s own business, trade or profession for profit.or profession for profit.

THERE IS NO MINIMUM THERE IS NO MINIMUM WAGE REQUIREMENT.WAGE REQUIREMENT.


7171

Work Requirement Work Requirement §3041.43§3041.43

The p/c must work 20 The p/c must work 20 hours/week with the following hours/week with the following exemptions from the 20 exemptions from the 20 hours/week work requirement:hours/week work requirement: A teen parent must A teen parent must

participate in education on a participate in education on a full-time basis.full-time basis.

When a p/c works at least 10 When a p/c works at least 10 hours/week; p/c may attend hours/week; p/c may attend training 10 hours/week. The training 10 hours/week. The time spent in training is time spent in training is counted toward the 20-counted toward the 20-hours/week.hours/week.


7272

Work Requirement:Work Requirement: Temporary Temporary

Exemptions Exemptions §3041.43(c)§3041.43(c)

A p/c shall remain eligible if A p/c shall remain eligible if currently meeting the work-hour currently meeting the work-hour requirement and one of the requirement and one of the following applies:following applies: Illness or injury of the p/c. Illness or injury of the p/c. A medical appointment cannot be A medical appointment cannot be

scheduled at a time that does not scheduled at a time that does not conflict with work hours.conflict with work hours.

Employer closing (holiday/other Employer closing (holiday/other reason).reason).

Domestic violence.Domestic violence. An emergency, such as illness, An emergency, such as illness,

injury, impairment, injury, impairment, hospitalization or disability of the hospitalization or disability of the child or another family member. child or another family member.


7373

Loss of Work/TrainingLoss of Work/Training If a p/c voluntarily quits a job, the If a p/c voluntarily quits a job, the

p/c receives an AA and must p/c receives an AA and must meet meet the work requirementthe work requirement on or before on or before the date the notice period expires.the date the notice period expires.

If a p/c involuntarily loses a job, If a p/c involuntarily loses a job, the p/c receives a Confirmation the p/c receives a Confirmation Notice and must Notice and must meet the work meet the work requirementrequirement no later than 60 no later than 60 calendar days following the loss of calendar days following the loss of workwork/training. The CCIS must /training. The CCIS must generate an AA on the 61generate an AA on the 61stst day day following the loss of work/training.following the loss of work/training. A p/c can involuntarily loose A p/c can involuntarily loose

self-employment (i.e., self-employment (i.e., flood, fire or other natural flood, fire or other natural disaster, etc.)disaster, etc.)


7474

Education: Education: Definition Definition §3041.3§3041.3

An elementary school, middle An elementary school, middle school, junior high or high school, junior high or high school program including a school program including a general educational general educational development program.development program.

A teen parent may receive A teen parent may receive care during the hours the care during the hours the teen participates in Cyber teen participates in Cyber School if the teen’s school School if the teen’s school district verifies that Cyber district verifies that Cyber School is part of the teen’s School is part of the teen’s full-time education program.full-time education program.


7575

Teen ParentTeen ParentLoss of EducationLoss of Education

Voluntary LossVoluntary Loss When a teen parent quits an When a teen parent quits an

education program, the teen education program, the teen parent receives an AA and must parent receives an AA and must enroll in an education program enroll in an education program on or before the date the notice on or before the date the notice period expires.period expires.

GraduationGraduation When a teen parent graduates When a teen parent graduates

from an education program, the from an education program, the teen parent receives a teen parent receives a Confirmation Notice and must Confirmation Notice and must meet the work requirement meet the work requirement within 60 calendar days within 60 calendar days following the date of graduation.following the date of graduation.


7676

Training: Definition Training: Definition §3041.3§3041.3

Includes:Includes: Adult basic education.Adult basic education. English as a second language.English as a second language. 2-year or 4-year post-secondary 2-year or 4-year post-secondary

degree program.degree program. An internship, clinical placement, An internship, clinical placement,

apprenticeship, lab work and field apprenticeship, lab work and field work required by the training work required by the training institution.institution.

The definition does The definition does NOTNOT include include graduate school or cyber School.graduate school or cyber School. The CCIS The CCIS MAY NOTMAY NOT pay for pay for

care during the hours a p/c care during the hours a p/c attends graduate school or attends graduate school or participates in cyber school participates in cyber school with the exception of a teen with the exception of a teen parent (See definition of parent (See definition of education).education).


7777

Training: Definition Training: Definition (cont’d)(cont’d)


Must be accredited by a Must be accredited by a nationally recognized nationally recognized accrediting organization:accrediting organization: Link to the U.S. Dept of Link to the U.S. Dept of

Education. Education. (CCMIS R3 Policy (CCMIS R3 Policy Examples.ppt, p.1)***Examples.ppt, p.1)***


7878

Accreditation Accreditation Determination StepsDetermination Steps

1.1. Type the name of the Type the name of the institution/program to see if the institution/program to see if the institution/program is accredited institution/program is accredited by a nationally recognized by a nationally recognized accrediting agency recognized accrediting agency recognized by the U.S. Department of by the U.S. Department of Education.Education.

2.2. Select Pennsylvania and enter a Select Pennsylvania and enter a city.city.

3.3. Click “Search”.Click “Search”.

4.4. If the institution/program is If the institution/program is returned in the search results, returned in the search results, the institution/program the institution/program IS IS accredited.accredited.


7979

Prospective Work, Prospective Work, Education & Training:Education & Training:

DefinitionDefinition§ 3041.3§ 3041.3

Employment, education or Employment, education or training verified by the training verified by the employer, school official or employer, school official or training official to begin no training official to begin no later than 30 calendar days later than 30 calendar days following following the date the CCIS the date the CCIS received/date-stamped the received/date-stamped the application for subsidyapplication for subsidy or no or no later than 60 calendar days later than 60 calendar days following the involuntary loss following the involuntary loss of of workwork..


8080

Estimated Income:Estimated Income:Prospective Prospective

Employment Employment §3041.34 & §3041.34 & §3041.45§3041.45

The CCIS must estimate income when The CCIS must estimate income when the p/c is not yet working or has not the p/c is not yet working or has not yet received pay at the time of yet received pay at the time of application.application.

The p/c who applies based on The p/c who applies based on prospective employment, must notify prospective employment, must notify the CCIS of the actual amount of the CCIS of the actual amount of income and provide verification of that income and provide verification of that amount no later than 10 calendar days amount no later than 10 calendar days following the receipt of the first following the receipt of the first income for work.income for work. In this case, the p/c may provide In this case, the p/c may provide

only 1 pay stub.only 1 pay stub. The CCIS must pro-rate the hourly The CCIS must pro-rate the hourly

salary if the pay stub does not salary if the pay stub does not reflect a full week of pay.reflect a full week of pay.


8181

Prospective Employment:Prospective Employment:CCMIS Process CCMIS Process using the using the

Initial VerificationInitial Verification

1.1. Use the verification of Use the verification of prospective employment and prospective employment and income until the p/c submits income until the p/c submits verification of the amount of verification of the amount of the 1the 1stst pay. pay.

2.2. Enter the following Enter the following information in the “If no” information in the “If no” income section on the income section on the Employment & Wage Detail Employment & Wage Detail screen:screen:

Income frequencyIncome frequency Estimated incomeEstimated income Number of hours worked Number of hours worked

per week per week


8282

Prospective Employment:Prospective Employment:CCMIS Process CCMIS Process upon receipt upon receipt

of Verification of 1of Verification of 1stst pay pay P/C has 10 days from the date 1P/C has 10 days from the date 1stst

pay is received to submit pay is received to submit verification of 1verification of 1stst pay. pay.

When the p/c submits the When the p/c submits the verification of the amount of the verification of the amount of the 11stst pay, the CCIS must: pay, the CCIS must:

1.1. Clear the information in the “If Clear the information in the “If no” section on the no” section on the Employment & Wage Detail Employment & Wage Detail screenscreen

2.2. Enter in the “If yes” income Enter in the “If yes” income section, the verified incomesection, the verified income

3.3. When the paystub does not When the paystub does not reflect 1 full week of pay, reflect 1 full week of pay, prorate the hourly salary and prorate the hourly salary and number of hours number of hours


8383

Prospective Employment:Prospective Employment:EXAMPLEEXAMPLE

11stst pay pay DOESDOES NOTNOT reflect 1 full reflect 1 full weekweek

The initial verification the p/c The initial verification the p/c submitted states the following submitted states the following information:information:

Paid weeklyPaid weekly Works 5 days/week, 8 Works 5 days/week, 8

hours/dayhours/day Earns $320/week at $8/hour Earns $320/week at $8/hour

The p/c submits the 1The p/c submits the 1stst paystub paystub for 3 days/24 hours in the for 3 days/24 hours in the amount of $192 . amount of $192 .

The CCIS must pro-rate the The CCIS must pro-rate the hourly salary if the pay stub does hourly salary if the pay stub does not reflect a full week of pay. not reflect a full week of pay. The CCIS must enter $320 and The CCIS must enter $320 and 40 hours/week40 hours/week


8484

Determining Hours of Determining Hours of Care:Care:

EmploymentEmployment The CCIS will pay for care when The CCIS will pay for care when

care is needed based on the p/c’s care is needed based on the p/c’s self-certification unless evidence self-certification unless evidence contradicts the p/c’s self-certification contradicts the p/c’s self-certification of the need for care.of the need for care.

Examples of when care is permitted:Examples of when care is permitted: Teen parent attending education Teen parent attending education

and working in the p.m. Care is and working in the p.m. Care is needed during work hours only.needed during work hours only.

P/C is working and training. Care P/C is working and training. Care is needed during training hours is needed during training hours only.only.

In a 2-p/c family dad works M-F, 9-In a 2-p/c family dad works M-F, 9-5; mom works 15 hours/week 5; mom works 15 hours/week while dad is home and attends while dad is home and attends training M-F, 9-5. Care is training M-F, 9-5. Care is needed during mom’s training needed during mom’s training hours only.hours only.


8585

Determining Hours of Determining Hours of Care:Care:

Self-EmploymentSelf-Employment

The CCIS will pay for The CCIS will pay for care when care is needed care when care is needed based on the p/c’s self-based on the p/c’s self-certification unless certification unless evidence contradicts the evidence contradicts the p/c’s self-certification of p/c’s self-certification of the need for care.the need for care.


8686

Disability: Definition Disability: Definition §3041.3§3041.3

A physical or mental A physical or mental impairment that impairment that precludes a p/c from precludes a p/c from participating in work, participating in work, education or training.education or training.


8787

Eligibility for a p/c Eligibility for a p/c with a disability with a disability §3041.48§3041.48

At application, a single p/c is ineligible At application, a single p/c is ineligible for subsidy when the p/c has a disability.for subsidy when the p/c has a disability.

Following determination of eligibility, a Following determination of eligibility, a single p/c who reports a disability is single p/c who reports a disability is eligible for a maximum of 183 calendar eligible for a maximum of 183 calendar days from the onset of the disability.days from the onset of the disability.

At application, a 2-p/c family may be At application, a 2-p/c family may be eligible when one p/c is meeting the eligible when one p/c is meeting the work requirement and the other p/c has work requirement and the other p/c has a disability.a disability.

Following enrollment, a 2-p/c family is Following enrollment, a 2-p/c family is eligible as long as the family meets the eligible as long as the family meets the verification requirements.verification requirements. If the working p/c leaves, treat the p/c If the working p/c leaves, treat the p/c

with the disability as a single p/c with with the disability as a single p/c with a disability and grant 183 days of a disability and grant 183 days of eligibility from the date the working eligibility from the date the working p/c left the household.p/c left the household.


8888

Disability: Disability: Eligibility DeterminationEligibility Determination

The p/c may be unable to care for the The p/c may be unable to care for the child due to a child due to a need to attend treatment need to attend treatment for the disabilityfor the disability. . §3041.48(b)§3041.48(b)

THERE IS NO REQUIREMENT TO THERE IS NO REQUIREMENT TO APPLY FOR PERMANENT APPLY FOR PERMANENT DISABILITY BENEFITS OR A 2-YEAR DISABILITY BENEFITS OR A 2-YEAR LIMIT.LIMIT.

TEMPORARYTEMPORARY Disability Disability In a 2-p/c family, the p/c with a In a 2-p/c family, the p/c with a

disability who is not receiving disability who is not receiving disability payment must provide disability payment must provide verification of the disability at each verification of the disability at each redetermination in order to remain redetermination in order to remain eligible. eligible. §3041.70(1)§3041.70(1)

PERMANENT PERMANENT DisabilityDisability Verification of disability payment in a Verification of disability payment in a

2-p/c family is considered permanent 2-p/c family is considered permanent verification of the disability and must verification of the disability and must be submitted only once. The family be submitted only once. The family remains eligible until subsidy is no remains eligible until subsidy is no longer needed as long as all other longer needed as long as all other eligibility requirements continue to be eligibility requirements continue to be met. met. §3041.70(2)§3041.70(2)


8989

Partial disability:Partial disability:Single P/C FamilySingle P/C Family

ApplicantApplicant A single p/c family is ineligible A single p/c family is ineligible

when the p/c reports a partial when the p/c reports a partial disability (works some hours but disability (works some hours but not enough hours to meet the not enough hours to meet the work requirement).work requirement).

Recipient of SubsidyRecipient of Subsidy In a single p/c family receiving In a single p/c family receiving

care, the family may be eligible care, the family may be eligible when the p/c reports a partial when the p/c reports a partial disability (works some hours but disability (works some hours but not enough hours to meet the not enough hours to meet the work requirement).work requirement).

Example:Example:1.1. P/C reports a partial disability P/C reports a partial disability

and verifies 5 hours/week of and verifies 5 hours/week of work. The p/c is eligible for work. The p/c is eligible for 183 days from the date the 183 days from the date the p/c became partially disabled. p/c became partially disabled.


9090

Partial disabilityPartial disability2-P/C Family2-P/C Family

In a 2-p/c family applying for In a 2-p/c family applying for or receiving care, the family or receiving care, the family may be eligible when a p/c may be eligible when a p/c reports a partial disability reports a partial disability (works some hours but not (works some hours but not enough hours to meet the enough hours to meet the work requirement).work requirement). Example:Example:

1.1. The p/c verifies a partial The p/c verifies a partial disability and verifies 5 disability and verifies 5 hours/week of work. The hours/week of work. The family is eligible as long family is eligible as long as the p/c meets the as the p/c meets the verification requirements verification requirements regarding disability.regarding disability.


9191

Child SupportChild Support ALTHOUGH THERE IS NO LONGER A ALTHOUGH THERE IS NO LONGER A

REQUIREMENT TO PURSUE COURT-REQUIREMENT TO PURSUE COURT-ORDERED CHILD SUPPORT, THE ORDERED CHILD SUPPORT, THE OFFICE OF CHILD DEVELOPMENT OFFICE OF CHILD DEVELOPMENT DOESDOES ENCOURAGE THE PURSUIT OF ENCOURAGE THE PURSUIT OF SUPPORT.SUPPORT.

A p/c must report the receipt or payment A p/c must report the receipt or payment of child support. of child support. §3041, Appendix A, §3041, Appendix A, Income InclusionsIncome Inclusions

When a p/c reports the receipt or When a p/c reports the receipt or payment of child support, the CCIS must payment of child support, the CCIS must include it in the income calculation.include it in the income calculation. Child support income must be entered Child support income must be entered

at the p/c level in CCMIS.at the p/c level in CCMIS. The CCIS The CCIS MAYMAY NOTNOT contact the DRO as contact the DRO as

a general practice; however, in certain a general practice; however, in certain circumstances the CCIS may use a circumstances the CCIS may use a collateral contact (phone/email) with collateral contact (phone/email) with DRO as follows:DRO as follows: Upon the p/c’s request.Upon the p/c’s request. If the CCIS has reason to suspect the If the CCIS has reason to suspect the

p/c is withholding information when p/c is withholding information when the p/c had been receiving child the p/c had been receiving child support and reports he is no longer support and reports he is no longer receiving it. receiving it.


9292

Domestic and other Domestic and other violence: violence:

Definition Definition §3041.3§3041.3 A physical act that results in, or A physical act that results in, or

threatens to result in, physical injury to threatens to result in, physical injury to the individual.the individual.

Mental abuse, including but not limited Mental abuse, including but not limited to stalking, threats to kidnap, kill or to stalking, threats to kidnap, kill or otherwise harm people or property, otherwise harm people or property, threats to commit suicide, repeated use threats to commit suicide, repeated use of degrading or coercive language, of degrading or coercive language, controlling access to food or sleep and controlling access to food or sleep and controlling or withholding access to controlling or withholding access to economic and social resources.economic and social resources.

Sexual abuse.Sexual abuse. Sexual activity involving a dependent Sexual activity involving a dependent

child.child. Being forced as the caretaker or relative Being forced as the caretaker or relative

of a dependent child to engage in of a dependent child to engage in nonconsensual sexual acts or activities.nonconsensual sexual acts or activities.

A threat of, or attempt at, physical or A threat of, or attempt at, physical or sexual abuse.sexual abuse.

Neglect or deprivation of medical care.Neglect or deprivation of medical care.


9393

Domestic and Domestic and otherother violence: Definition violence: Definition

(cont’d)(cont’d) THE DEFINITION THE DEFINITION DOESDOES NOTNOT

SPECIFY THE NEED FOR A SPECIFY THE NEED FOR A RELATIONSHIP BETWEEN THE RELATIONSHIP BETWEEN THE P/C AND THE ALLEGED OR P/C AND THE ALLEGED OR FORMER ABUSER.FORMER ABUSER.

The alleged or former abuser may The alleged or former abuser may have no familial or intimate have no familial or intimate relationship to the p/c.relationship to the p/c.

EXAMPLES:EXAMPLES: Complete Strangers/Unknown Complete Strangers/Unknown

Persons.Persons. Co-workers.Co-workers. Neighbors.Neighbors. Friends/Ex-friends.Friends/Ex-friends. Casual Acquaintances (i.e., Casual Acquaintances (i.e.,

church, clubs, fellow church, clubs, fellow students/trainees).students/trainees).


9494

Domestic and other Domestic and other violence: Waiver violence: Waiver

Utilization Utilization §3041.91§3041.91

The following requirements The following requirements WILLWILL NOTNOT be waived: be waived: Age of the child.Age of the child. Income eligibility.Income eligibility. Pennsylvania residency.Pennsylvania residency.

The work requirement The work requirement WILL NOT be WILL NOT be waivedwaived at initialat initial applicationapplication..

A waiver may be granted for a A waiver may be granted for a maximum of 183 calendar days for all maximum of 183 calendar days for all circumstances except waiver of the circumstances except waiver of the amount of income. amount of income. A waiver of the verification A waiver of the verification

regarding the amount of income regarding the amount of income may be granted for 60 calendar may be granted for 60 calendar days.days.

A p/c is A p/c is NOT NOT eligible for a eligible for a domestic violence waiver if the p/c domestic violence waiver if the p/c continues to reside with the continues to reside with the alleged or former abuser.alleged or former abuser.


9595

Domestic and other Domestic and other violence: Waiver Process violence: Waiver Process

§3041.93 & §3041.94§3041.93 & §3041.94 The p/c must request a waiver by The p/c must request a waiver by

completing the Domestic Violence completing the Domestic Violence Verification form PA/CS 1747.Verification form PA/CS 1747.

The CCIS must act on a p/c’s waiver The CCIS must act on a p/c’s waiver request no later than 15 calendar days request no later than 15 calendar days following the date the p/c requests a following the date the p/c requests a waiver. waiver.

Upon granting or denying a waiver Upon granting or denying a waiver request, the CCIS must send a request, the CCIS must send a Confirmation Notice to the p/c Confirmation Notice to the p/c indicating the status of the waiver indicating the status of the waiver request. request.

The CCIS must mail the notice to the The CCIS must mail the notice to the alternate address specified by the p/c alternate address specified by the p/c or hand-deliver the notice to the p/c or hand-deliver the notice to the p/c based on the p/c’s preference. based on the p/c’s preference.


9696

Domestic and other Domestic and other violence: Waiver Process violence: Waiver Process

(cont’d)(cont’d)

The CCIS must contact the The CCIS must contact the Subsidy Coordinator prior to Subsidy Coordinator prior to denying a waiver to discuss the denying a waiver to discuss the circumstances surrounding the circumstances surrounding the situation.situation.

The CCIS The CCIS WILL NOTWILL NOT require a require a p/c to pursue a Protection from p/c to pursue a Protection from Abuse (PFA) Order.Abuse (PFA) Order.

The CCIS may counsel a p/c on The CCIS may counsel a p/c on where to go for help regarding where to go for help regarding domestic violence issues.domestic violence issues.


9797

DOMESTIC VIOLENCE:DOMESTIC VIOLENCE:Work RequirementWork Requirement

When a p/c voluntarily quits a When a p/c voluntarily quits a job or training program due to job or training program due to domestic violence, the CCIS domestic violence, the CCIS must treat as an involuntary must treat as an involuntary loss of work or training.loss of work or training. EXAMPLE:EXAMPLE:

P/C quits work due to P/C quits work due to sexual harassment in the sexual harassment in the workplace.workplace.

Alleged/former abuser Alleged/former abuser stalks p/c at work.stalks p/c at work.

The p/c must be given 60 days The p/c must be given 60 days to meet the work to meet the work requirement.requirement.


9898

Verification,Verification,Self-certification &Self-certification &Self-declaration:Self-declaration:

DefinitionsDefinitions§ 3041.3§ 3041.3

VerificationVerification is the process of is the process of confirming information needed to confirming information needed to determine eligibility for subsidy. The determine eligibility for subsidy. The term includes documentary evidence or term includes documentary evidence or information obtained through collateral information obtained through collateral contacts, self-certification and self-contacts, self-certification and self-declaration.declaration.

Self-certificationSelf-certification is a written is a written statement provided by the p/c for the statement provided by the p/c for the purpose of establishing selected factors purpose of establishing selected factors of nonfinancial eligibility.of nonfinancial eligibility.

Self-declarationSelf-declaration is a written is a written statement provided by the p/c for the statement provided by the p/c for the purpose of establishing financial or purpose of establishing financial or nonfinancial eligibility for a period of nonfinancial eligibility for a period of time time NOT TO EXCEEDNOT TO EXCEED 30 calendar 30 calendar days.days.


9999

Verification:Verification: Types within CCMIS Types within CCMIS

VerificationVerification = documentation or = documentation or collateral contactcollateral contact

Self-certificationSelf-certification = once and = once and done, permanent verificationdone, permanent verification

Self-declarationSelf-declaration = p/c’s written = p/c’s written word; requires follow-up within 30 word; requires follow-up within 30 daysdays

PendingPending = waiting for the p/c to = waiting for the p/c to obtain; within timeframe requiredobtain; within timeframe required

Not Available (N/A)Not Available (N/A) = p/c has = p/c has not submitted and the timeframe not submitted and the timeframe has expiredhas expired


100100

General Verification General Verification Requirements Requirements §3041.61§3041.61

The p/c is the primary source of The p/c is the primary source of verification in establishing and verification in establishing and maintaining eligibility.maintaining eligibility.

The CCIS may not require a p/c to re-The CCIS may not require a p/c to re-verify information unless the CCIS has verify information unless the CCIS has information that indicates the subsidy information that indicates the subsidy status of the family has changed and the status of the family has changed and the family may be ineligible. family may be ineligible.

The CCIS may not impose requirements The CCIS may not impose requirements for verification beyond the requirements for verification beyond the requirements established in the regulations.established in the regulations.

The CCIS must inform each p/c that the The CCIS must inform each p/c that the CCIS is available to assist in obtaining CCIS is available to assist in obtaining verification that the p/c is unable to verification that the p/c is unable to obtain.obtain.

The CCIS must assist a p/c who requests The CCIS must assist a p/c who requests assistance or is struggling in obtaining assistance or is struggling in obtaining verification.verification.


101101

General Verification General Verification Requirements Requirements

(cont’d)(cont’d) At initial application, the CCIS must At initial application, the CCIS must

emphasize that the p/c should call emphasize that the p/c should call for help with missing verification.for help with missing verification.

As verification deadlines draw near As verification deadlines draw near for applicants and recipients who for applicants and recipients who have not been working for 4 weeks have not been working for 4 weeks prior to application or prior to application or redetermination, the CCIS must redetermination, the CCIS must contact the p/c whenever possible contact the p/c whenever possible to offer assistance and explore the to offer assistance and explore the need for self-declaration.need for self-declaration.

The CCIS may not deny or The CCIS may not deny or terminate subsidy when the p/c has terminate subsidy when the p/c has cooperated in the verification cooperated in the verification process and needed verification is process and needed verification is pending or cannot be obtained due pending or cannot be obtained due to circumstances beyond the p/c’s to circumstances beyond the p/c’s control.control.


102102

Collateral ContactCollateral Contact §3041.62§3041.62

The CCIS must use a The CCIS must use a collateral contactcollateral contact as a tool to as a tool to help a p/c who is struggling help a p/c who is struggling with verification as follows:with verification as follows: The CCIS must use a The CCIS must use a

collateral contact when collateral contact when appropriate.appropriate.

A collateral contact is A collateral contact is considered verification and considered verification and requires no additional or requires no additional or follow-up documentation.follow-up documentation.


103103

Collateral Contact:Collateral Contact:ProcessProcess

§ 3041.62(d), (e) & (f)§ 3041.62(d), (e) & (f)

Obtain from the p/c a list of Obtain from the p/c a list of reliable sources of reliable sources of information who would serve information who would serve as collateral contacts.as collateral contacts.

Cooperate with a source who Cooperate with a source who acts as a collateral contact.acts as a collateral contact.

Avoid contacting an alleged Avoid contacting an alleged abuser or former abuser in a abuser or former abuser in a domestic violence situation.domestic violence situation.


104104

Collateral Contact:Collateral Contact:Reliable Sources Reliable Sources

§3041.62(c)§3041.62(c) The following are reliable sources of The following are reliable sources of

information:information: Public records, such as domestic Public records, such as domestic

relations or other courthouse relations or other courthouse records.records.

An employer, friend, neighbor, An employer, friend, neighbor, relative, landlord, government relative, landlord, government agency, community social service agency, community social service agency or child care provider.agency or child care provider.

The determination of whether an The determination of whether an individual is a reliable source of individual is a reliable source of information should be made based information should be made based on the specific eligibility factors to on the specific eligibility factors to be verified by the source.be verified by the source.

ExampleExample: : A friend is NOT a reliable A friend is NOT a reliable

source to verify income or source to verify income or employment.employment.


105105

Collateral Contact: Collateral Contact: Reliable Sources (cont’d)Reliable Sources (cont’d)

§3041.62(g)§3041.62(g)

A reliable source of information used A reliable source of information used to verify care and control in a family to verify care and control in a family headed by an aunt, uncle or headed by an aunt, uncle or grandparent are any of the following grandparent are any of the following with knowledge of the circumstances:with knowledge of the circumstances: A school teacher or principal.A school teacher or principal. A regulated child care provider.A regulated child care provider. A health care professional.A health care professional. A social service worker or A social service worker or

counselor.counselor. A religious professional.A religious professional. An attorney.An attorney.


106106

Collateral Contact :Collateral Contact :Methods Methods

§3041.62(b)§3041.62(b)

In person.In person. By consulting public By consulting public

records.records. By mail.By mail. By electronic By electronic

communication.communication. By facsimile.By facsimile. By telephone.By telephone.


107107

Collateral Contact:Collateral Contact:UtilizationUtilization

§3041.62§3041.62

The p/c has made a reasonable The p/c has made a reasonable effort to obtain documentary effort to obtain documentary evidence without success.evidence without success.

Documentary evidence is Documentary evidence is unavailable.unavailable.

The eligibility determination The eligibility determination process must be expedited to avoid process must be expedited to avoid unnecessary hardship to the p/c or unnecessary hardship to the p/c or to ensure the timeframe for an to ensure the timeframe for an eligibility determination is met.eligibility determination is met.

The verification provided by the p/c The verification provided by the p/c requires additional clarification.requires additional clarification.

The CCIS suspects the p/c is The CCIS suspects the p/c is withholding information or has withholding information or has falsified the information given.falsified the information given.


108108

Self-certificationSelf-certification §3041.63(b)§3041.63(b)

Citizenship status.Citizenship status. Immunization status or exemption Immunization status or exemption

from immunization.from immunization. Face-to-face timeframe extension Face-to-face timeframe extension

based on hardship.based on hardship. Former TANF status/CIS Former TANF status/CIS

download within the first 60 days.download within the first 60 days. After day 61 = self-declarationAfter day 61 = self-declaration

Hours/days for which the former Hours/days for which the former TANF child needs care.TANF child needs care.


109109

Self-certification:Self-certification:ProcessProcess

When a p/c calls to report a change which When a p/c calls to report a change which requires self-certification, the CCIS requires self-certification, the CCIS must:must:

Complete and sign the self-Complete and sign the self-certification form.certification form.

The form was emailed to each CCIS The form was emailed to each CCIS from Rhoda Vega on 5/10/2005.from Rhoda Vega on 5/10/2005.

Note the date and time of the call, the Note the date and time of the call, the name of the person making the call name of the person making the call and what requirement is being and what requirement is being addressed.addressed.

Read the perjury/fraud statement to Read the perjury/fraud statement to the p/c.the p/c.

Mail a copy of the form to the p/c (for Mail a copy of the form to the p/c (for the p/c’s record, the p/c’s record, NOTNOT for signature for signature and return).and return).


110110

Self-declarationSelf-declaration §3041.64§3041.64

If a p/c’s attempts to verify eligibility If a p/c’s attempts to verify eligibility by documentary evidence are by documentary evidence are unsuccessful and the CCIS is unable to unsuccessful and the CCIS is unable to make a collateral contact, the CCIS make a collateral contact, the CCIS shall proceed without delay to shall proceed without delay to determine a family’s eligibility based determine a family’s eligibility based upon self-declaration.upon self-declaration.

The CCIS must accept the p/c’s The CCIS must accept the p/c’s self-declaration statement, unless self-declaration statement, unless evidence contradicts the statement.evidence contradicts the statement.

If the p/c uses self-declaration as If the p/c uses self-declaration as verification, the CCIS must require the verification, the CCIS must require the p/c to provide another form of p/c to provide another form of acceptable verification within 30 acceptable verification within 30 calendar days following the date the calendar days following the date the written self-declaration written self-declaration is accepted by the CCIS.is accepted by the CCIS.


111111

Self-declaration:Self-declaration:ProcessProcess

When a p/c calls to report a change which When a p/c calls to report a change which requires self-declaration, the CCIS requires self-declaration, the CCIS must:must:

Complete and sign the self-declaration Complete and sign the self-declaration form.form.

The form was emailed to each CCIS The form was emailed to each CCIS from Rhoda Vega on 5/10/2005.from Rhoda Vega on 5/10/2005.

Note the date and time of the call, the Note the date and time of the call, the name of the person making the call and name of the person making the call and what requirement is being addressed.what requirement is being addressed.

Read the perjury/fraud statement to the Read the perjury/fraud statement to the p/c and explain that the p/c must follow-p/c and explain that the p/c must follow-up with additional verification of the up with additional verification of the change self-declaration.change self-declaration.

Mail a copy of the form to the p/c (for Mail a copy of the form to the p/c (for the p/c’s record, the p/c’s record, NOTNOT for signature and for signature and return) along with a Missing Verification return) along with a Missing Verification Letter.Letter.


112112

Self-declaration: Self-declaration: UtilizationUtilization

The CCIS must use The CCIS must use self-declarationself-declaration as a tool as a tool to help a p/c who is struggling with to help a p/c who is struggling with verification as follows:verification as follows: Allow the p/c to self-declare (if Allow the p/c to self-declare (if

acceptable, SEE VERIFICATION CHART), acceptable, SEE VERIFICATION CHART), when a collateral contact is not available when a collateral contact is not available and the p/c reports difficulty in obtaining and the p/c reports difficulty in obtaining verification.verification.

Self-declaration is used as a last resort Self-declaration is used as a last resort and will not be used unless the and will not be used unless the verification deadline is drawing near.verification deadline is drawing near.

The p/c must submit follow-up The p/c must submit follow-up verification no later than 30 calendar verification no later than 30 calendar days following the date of the self-days following the date of the self-declaration.declaration.

The verification date is the date the p/c The verification date is the date the p/c self-declares. The CCIS WILL NOT wait self-declares. The CCIS WILL NOT wait an additional 30 days to process the case.an additional 30 days to process the case.

The CCIS must send an AA on the 31The CCIS must send an AA on the 31stst day when a p/c who has self-declared day when a p/c who has self-declared fails to submit follow-up verification on or fails to submit follow-up verification on or before the 30before the 30thth day following the date of day following the date of the self-declaration.the self-declaration.


113113

VerificationVerification Yellow underlinedYellow underlined items marked with *** = items marked with *** =

hyperlinkhyperlink

See Verification Chart for accSee Verification Chart for acceptable forms of verification feptable forms of verification for each eligibility factor. or each eligibility factor. (LMS document)***(LMS document)***


114114

Verification:Verification:CCMIS ImplicationsCCMIS Implications

SS#SS# Not a required field.Not a required field. Only enter the SS# if you Only enter the SS# if you

have documentation.have documentation. Child’s ageChild’s age

P/C may self-certify.P/C may self-certify. Head Start Child’s citizenship Head Start Child’s citizenship

statusstatus Consider the child to be a Consider the child to be a

citizen as the child meets the citizen as the child meets the Head Start requirements.Head Start requirements.

Consider the citizenship Consider the citizenship status to be “verified.”status to be “verified.”


115115

Income Verification:Income Verification:Procedures Procedures §3041.65§3041.65

For more information regarding For more information regarding using the Employment & Wage using the Employment & Wage screen in CCMIS, see LMS R2-R3 screen in CCMIS, see LMS R2-R3 Intake Result and Wage Pages pdfIntake Result and Wage Pages pdf

The CCIS must require 4 out of the most The CCIS must require 4 out of the most recent 6 (NOT NECESSARILY recent 6 (NOT NECESSARILY CONSECUTIVE) weeks income CONSECUTIVE) weeks income verification at initial application and verification at initial application and redetermination. redetermination.

The CCIS must require a p/c who The CCIS must require a p/c who reports prospective employment to reports prospective employment to submit initial verification of estimated submit initial verification of estimated income followed by 1 week’s verification income followed by 1 week’s verification of income within 10 days of the date the of income within 10 days of the date the p/c receives income for work.p/c receives income for work.

See the following slide regarding See the following slide regarding procedures for prospective work.procedures for prospective work.


116116

Income Verification:Income Verification:Procedures for Procedures for

Prospective Work Prospective Work §3041.65§3041.65 The CCIS must require a p/c who reports The CCIS must require a p/c who reports

prospective employment to submit initial prospective employment to submit initial verification of estimated income (i.e., an EV or verification of estimated income (i.e., an EV or employer’s statement) followed by 1 week’s employer’s statement) followed by 1 week’s verification of income within 10 days of the verification of income within 10 days of the date the p/c receives income for work.date the p/c receives income for work. The CCIS The CCIS MAYMAY NOTNOT delay an eligibility delay an eligibility

determination when a p/c submits an EV or determination when a p/c submits an EV or employer’s statement, but does not submit employer’s statement, but does not submit income verification.income verification.

In this case, the co-payment is based on In this case, the co-payment is based on the EV and the CCIS is simply confirming the EV and the CCIS is simply confirming via1 week of income verification that the via1 week of income verification that the EV information has not changed. Due to EV information has not changed. Due to co-payment stabililization, gathering 4 co-payment stabililization, gathering 4 weeks of income verification makes no weeks of income verification makes no difference because the co-payment may difference because the co-payment may only be decreased.only be decreased.

If the 1 week of income verification does If the 1 week of income verification does not reflect the EV information originally not reflect the EV information originally submitted, the CCIS must require 4 weeks submitted, the CCIS must require 4 weeks of income verification.of income verification.


117117

Income Verification:Income Verification:Procedures at Initial Procedures at Initial

ApplicationApplication The CCIS must give a p/c who is The CCIS must give a p/c who is

recently employed but has not been recently employed but has not been working 4 weeks at the time of working 4 weeks at the time of initial applicationinitial application the opportunity the opportunity to provide 4 weeks of income to provide 4 weeks of income verification as follows:verification as follows: Accept available income Accept available income

verification.verification. Send the p/c a Missing Send the p/c a Missing

Information/Verification Letter Information/Verification Letter requesting the p/c submit the requesting the p/c submit the remaining weeks of income remaining weeks of income verification no later than 30 days verification no later than 30 days from the date the application was from the date the application was received/date-stamped.received/date-stamped.


118118

Income Verification:Income Verification:Procedures at Procedures at

RedeterminationRedetermination The CCIS must give a p/c who is recently The CCIS must give a p/c who is recently

employed but has not been working 4 employed but has not been working 4 weeks at the time of weeks at the time of redeterminationredetermination the opportunity to provide 4 weeks of the opportunity to provide 4 weeks of income verification as follows:income verification as follows: Accept available income verification Accept available income verification

for the new job.for the new job. Establish eligibility for the next 6 Establish eligibility for the next 6

months.months. Do Do notnot use income verification from a use income verification from a

job the p/c has left.job the p/c has left. Send the Missing Send the Missing

Information/Verification Letter Information/Verification Letter requesting the p/c to submit the requesting the p/c to submit the remaining weeks of income remaining weeks of income verification by the redetermination verification by the redetermination due date.due date.


119119

Income Verification:Income Verification:Initial Application/Initial Application/

Prospective Employment Prospective Employment Example #1Example #1

P/C has a job and will start within 30 days P/C has a job and will start within 30 days of application. Funds are available.of application. Funds are available.

1/3/051/3/05 – P/C applies for child care and – P/C applies for child care and submits verification of prospective work submits verification of prospective work beginning 1/20/05 and 1beginning 1/20/05 and 1stst pay is expected pay is expected on 1/27/05. on 1/27/05.

1/15/051/15/05 – P/C submits all necessary – P/C submits all necessary verification and eligibility is established on verification and eligibility is established on 1/3/05. Child may be enrolled as of 1/3/05. Child may be enrolled as of 1/20/05. 1/20/05.

1/20/051/20/05 – P/C begins work and child is – P/C begins work and child is enrolled in care. enrolled in care.

1/27/051/27/05 – P/C receives 1 – P/C receives 1stst pay. pay.

2/4/052/4/05 – P/C submits income verification – P/C submits income verification reflecting 1 week of work.reflecting 1 week of work.


120120

Income Verification:Income Verification:Initial Application Initial Application

Example #2Example #2 P/C started a job 1 week prior to P/C started a job 1 week prior to

application.application.

1/3/051/3/05 – P/C applies for child care and – P/C applies for child care and submits verification of work beginning submits verification of work beginning 12/27/04. P/C has no income 12/27/04. P/C has no income verification. verification.

1/7/051/7/05 – CCIS reviews the information – CCIS reviews the information and sends a Missing and sends a Missing Information/Verification Letter Information/Verification Letter requesting 4 weeks of income requesting 4 weeks of income verification by 2/2/05. verification by 2/2/05.

2/2/05 2/2/05 – P/C submits all necessary – P/C submits all necessary verification and eligibility is verification and eligibility is established on 1/3/05. Child may be established on 1/3/05. Child may be enrolled or placed on the waiting list enrolled or placed on the waiting list as of 1/3/05.as of 1/3/05.


121121

Income Verification:Income Verification:Initial Application, Example Initial Application, Example

#3#3 P/C started a job 1 week prior to P/C started a job 1 week prior to

applicationapplication. . 1/3/05 1/3/05 – P/C applies for child care and – P/C applies for child care and

submits verification of work beginning submits verification of work beginning 12/27/04. P/C has no income verification. 12/27/04. P/C has no income verification.

1/7/051/7/05 – CCIS reviews information and – CCIS reviews information and sends Missing Verification Letter requesting sends Missing Verification Letter requesting 4 weeks of income verification by 2/2/05. 4 weeks of income verification by 2/2/05.

1/28/051/28/05 – Worker receives tracking date – Worker receives tracking date alert reminding worker that income alert reminding worker that income verification is due on 2/2/05 and contacts verification is due on 2/2/05 and contacts p/c who indicates the employer held 2 p/c who indicates the employer held 2 weeks pay and p/c cannot get the full 4 weeks pay and p/c cannot get the full 4 weeks verification by 2/2/05. Worker weeks verification by 2/2/05. Worker advises p/c to self-declare and submit the advises p/c to self-declare and submit the last week’s verification within 30 days. last week’s verification within 30 days. Worker completes self-declaration form and Worker completes self-declaration form and dates it 1/28/05. Worker establishes dates it 1/28/05. Worker establishes eligibility date of 1/3/05. Child may be eligibility date of 1/3/05. Child may be enrolled or placed on the waiting list as of enrolled or placed on the waiting list as of 1/3/05. 1/3/05.

2/18/05 2/18/05 – P/C submits final income – P/C submits final income verification.verification.


122122

Income Verification:Income Verification:Initial Application, Example Initial Application, Example

#4#4 P/C started a job 1 week prior to application.P/C started a job 1 week prior to application. 1/3/051/3/05 – P/C applies for child care and submits – P/C applies for child care and submits

verification of work beginning 12/27/04. P/C verification of work beginning 12/27/04. P/C has no income verification. has no income verification.

1/7/051/7/05 – CCIS reviews information and sends – CCIS reviews information and sends Missing Verification Letter requesting 4 weeks Missing Verification Letter requesting 4 weeks of income verification by 2/2/05. of income verification by 2/2/05.

1/28/051/28/05 – Worker receives tracking date alert – Worker receives tracking date alert reminding worker that income verification is reminding worker that income verification is due on 2/2/05 and contacts p/c who indicates due on 2/2/05 and contacts p/c who indicates the employer held 2 weeks pay and p/c cannot the employer held 2 weeks pay and p/c cannot get the full 4 weeks verification by 2/2/05. get the full 4 weeks verification by 2/2/05. Worker advises p/c to self-declare and submit Worker advises p/c to self-declare and submit the last week’s verification within 30 days. the last week’s verification within 30 days. Worker completes self-declaration form and Worker completes self-declaration form and dates it 1/28/05. dates it 1/28/05.

1/28/05 1/28/05 – Worker establishes eligibility date – Worker establishes eligibility date of 1/3/05. Child may be enrolled or placed on of 1/3/05. Child may be enrolled or placed on the waiting list as of 1/3/05. the waiting list as of 1/3/05.

2/28/05 2/28/05 – P/C fails to submit final income – P/C fails to submit final income verification within 30 days. CCIS sends an AA verification within 30 days. CCIS sends an AA to p/c citing missing income verification.to p/c citing missing income verification.


123123

Income Verification:Income Verification:Ongoing/Income Ongoing/Income

Reduction Example #1Reduction Example #1 5/31/055/31/05 – Redetermination is – Redetermination is

completed and the co-payment is completed and the co-payment is assessed at $20/week. assessed at $20/week.

7/18/057/18/05 – P/C calls the CCIS and – P/C calls the CCIS and reports a reduction in work hours that reports a reduction in work hours that results in less earned income. P/C results in less earned income. P/C self-declares information and CCIS self-declares information and CCIS completes and mails the self-completes and mails the self-declaration form along with a Missing declaration form along with a Missing Verification Letter. Verification Letter.

7/18/057/18/05 – CCIS lowers co-payment – CCIS lowers co-payment based on the p/c’s self-declaration and based on the p/c’s self-declaration and generates a Confirmation Notice generates a Confirmation Notice indicating a lower co-payment indicating a lower co-payment effective the following Monday. effective the following Monday.

8/1/05 8/1/05 –P/C submits 1 week of income –P/C submits 1 week of income verification.verification.


124124

Income Verification:Income Verification:Ongoing/Income Reduction Ongoing/Income Reduction

Example #2Example #2 5/31/055/31/05 – Redetermination is completed and – Redetermination is completed and

the co-payment is assessed at $20/week. the co-payment is assessed at $20/week.

7/18/057/18/05 – P/C calls the CCIS and reports a – P/C calls the CCIS and reports a reduction in work hours that results in less reduction in work hours that results in less earned income. P/C self-declares earned income. P/C self-declares information and CCIS completes and mails information and CCIS completes and mails the self-declaration form along with a the self-declaration form along with a Missing Verification Letter. Missing Verification Letter.

7/18/057/18/05 – CCIS lowers co-payment based on – CCIS lowers co-payment based on the p/c’s self-declaration and generates a the p/c’s self-declaration and generates a Confirmation Notice indicating a lower Confirmation Notice indicating a lower co-payment effective the following co-payment effective the following Monday. Monday.

8/18/058/18/05 – P/C fails to submit required – P/C fails to submit required verification within 30 days.verification within 30 days.

8/18/058/18/05 – CCIS sends a Confirmation Notice – CCIS sends a Confirmation Notice increasing the co-payment back to the increasing the co-payment back to the original amount starting the Monday original amount starting the Monday following the date the notice period expires. following the date the notice period expires. CCIS makes arrangements with the p/c to CCIS makes arrangements with the p/c to repay the overpayment that resulted.repay the overpayment that resulted.


125125

Income Verification:Income Verification:Ongoing/Income Ongoing/Income

Increased Example #3Increased Example #3 5/31/055/31/05 – Redetermination is – Redetermination is

completed and the co-payment is completed and the co-payment is assessed at $20/week. assessed at $20/week.

7/18/057/18/05 – P/C calls the CCIS and – P/C calls the CCIS and reports a promotion resulting in $2 reports a promotion resulting in $2 more per hour. more per hour.

7/18/057/18/05 – CCIS enters the increase in – CCIS enters the increase in income, but informs the p/c that the income, but informs the p/c that the co-payment will be stabilized until co-payment will be stabilized until the next redetermination.the next redetermination.

7/18/057/18/05 – CCMIS stabilizes co- – CCMIS stabilizes co-payment. payment.

12/2/05 12/2/05 –Redetermination completed. –Redetermination completed. The CCIS sends a Confirmation The CCIS sends a Confirmation Notice increasing the co-payment Notice increasing the co-payment starting the Monday following the starting the Monday following the date the notice period expires. date the notice period expires.


126126

Income Verification:Income Verification:Redetermination Redetermination

Example #1Example #1 P/C is employed at same P/C is employed at same

job as at application.job as at application. 4/19/054/19/05 – Redetermination – Redetermination

packet is printed and sent to packet is printed and sent to the p/c.the p/c.

5/10/055/10/05 – P/C submits all – P/C submits all required required information/verification information/verification including 4 weeks of income including 4 weeks of income verification.verification.

5/13/055/13/05 – CCIS assesses – CCIS assesses eligibility and the family eligibility and the family remains eligible.remains eligible.


127127

Income Verification:Income Verification:Redetermination Example Redetermination Example

#2#2 P/C has new job that started 1 week prior P/C has new job that started 1 week prior

to redetermination.to redetermination. 4/19/054/19/05 – Redetermination packet is – Redetermination packet is

printed and sent to the p/c. printed and sent to the p/c. Redetermination due date is 5/31/05.Redetermination due date is 5/31/05.

5/10/055/10/05 – P/C submits Redetermination – P/C submits Redetermination Summary but does not submit current Summary but does not submit current income verification.income verification.

5/10/055/10/05 – CCIS reviews information and – CCIS reviews information and sends a Missing Verification Letter sends a Missing Verification Letter requesting 4 weeks of income verification requesting 4 weeks of income verification by 5/31/05.by 5/31/05.

5/29/055/29/05 – P/C submits 3 weeks of income – P/C submits 3 weeks of income verification and explains he is having verification and explains he is having difficulty obtaining the 4difficulty obtaining the 4thth week of income week of income verification. CCIS accepts self-verification. CCIS accepts self-declaration and informs p/c that the 4declaration and informs p/c that the 4thth week of income verification must be week of income verification must be submitted by 6/28/05. CCIS assesses submitted by 6/28/05. CCIS assesses eligibility and the family remains eligible.eligibility and the family remains eligible.

6/28/056/28/05 – P/C fails to submit 4 – P/C fails to submit 4thth week of week of income verification. CCIS sends an AA income verification. CCIS sends an AA terminating care in 13 days unless the p/c terminating care in 13 days unless the p/c submits the 4submits the 4thth week of income week of income verification.verification.


128128


Example #3Example #3 P/C quit job 2 weeks prior to P/C quit job 2 weeks prior to

redetermination; no new redetermination; no new employment.employment.

4/19/054/19/05 – Redetermination packet is – Redetermination packet is printed and sent to the p/c. printed and sent to the p/c. Redetermination due date is 5/31/05.Redetermination due date is 5/31/05.

4/21/054/21/05 – P/C contacts CCIS to report – P/C contacts CCIS to report that she quit her job on 4/5/05 and is that she quit her job on 4/5/05 and is not currently working.not currently working.

4/21/054/21/05 – CCIS sends an AA – CCIS sends an AA terminating care in 13 days unless terminating care in 13 days unless the p/c meets the work requirement the p/c meets the work requirement on or before the date the notice on or before the date the notice period expires. CCIS explores the period expires. CCIS explores the possibility of an overpayment for the possibility of an overpayment for the time the p/c was not working.time the p/c was not working.


129129


Example #4Example #4 P/C involuntarily lost job 2 weeks P/C involuntarily lost job 2 weeks

prior to redetermination; no new prior to redetermination; no new employment.employment.

4/19/054/19/05 – Redetermination packet is – Redetermination packet is printed and send to the p/c. printed and send to the p/c. Redetermination due date is 5/31/05.Redetermination due date is 5/31/05.

4/21/054/21/05 – P/C contacts CCIS to report – P/C contacts CCIS to report that she was laid off on 4/5/05 and is that she was laid off on 4/5/05 and is not currently working.not currently working.

5/1/055/1/05 – P/C submits all required – P/C submits all required verification including verification of verification including verification of involuntary job loss.involuntary job loss.

5/1/055/1/05 – CCIS assesses eligibility and – CCIS assesses eligibility and determines the family eligible for determines the family eligible for continued child care. Worker sets a continued child care. Worker sets a tracking date to remind him the p/c tracking date to remind him the p/c must meet the work requirement by must meet the work requirement by 6/3/05 (60 days from job loss).6/3/05 (60 days from job loss).


130130

Income Verification:Income Verification:Redetermination,Example Redetermination,Example

#5#5 P/C on maternity/disability leave at redet.P/C on maternity/disability leave at redet. 4/1/054/1/05 – P/C reports maternity/disability – P/C reports maternity/disability

leave.leave. 4/1/054/1/05 – CCIS notes decrease in income in – CCIS notes decrease in income in

case notes, overrides co-payment and case notes, overrides co-payment and generates Confirmation Notice advising p/c generates Confirmation Notice advising p/c that the decreased co-payment will begin the that the decreased co-payment will begin the following Monday. following Monday.

4/19/054/19/05 – Redet. packet is printed and sent to – Redet. packet is printed and sent to the p/c. Redetermination due date is 5/31/05.the p/c. Redetermination due date is 5/31/05.

5/1/055/1/05 – P/C submits all required verification. – P/C submits all required verification. Worker leaves the old income, sets a tracking Worker leaves the old income, sets a tracking date to check that p/c returned to work and date to check that p/c returned to work and overrides co-payment until the date the p/c overrides co-payment until the date the p/c returns to work.returns to work.

5/31/055/31/05 – Worker completes redetermination. – Worker completes redetermination. 6/20/056/20/05 – P/C verifies return to work. CCIS – P/C verifies return to work. CCIS

end dates leave, assesses eligibility and end dates leave, assesses eligibility and generates a Confirmation Notice advising p/c generates a Confirmation Notice advising p/c that the increased co-payment will begin the that the increased co-payment will begin the Monday following the date the notice period Monday following the date the notice period expires.expires.


131131

Co-payment Co-payment StabilizationStabilization

CCMIS will stabilize co-CCMIS will stabilize co-payments between full payments between full redeterminations which occur redeterminations which occur every 6 months.every 6 months.

Co-payment stabilization Co-payment stabilization allows a decrease, but not allows a decrease, but not increase, in the co-increase, in the co-payment between payment between redeterminations. redeterminations.

CCMIS will decrease a co-CCMIS will decrease a co-payment to reflect a change in payment to reflect a change in income when the p/c reports income when the p/c reports and the CCIS enters a and the CCIS enters a decrease in work hours or decrease in work hours or income.income.


132132

Adjusting Co-payment Adjusting Co-payment in Ongoing Mode:in Ongoing Mode:Maternity LeaveMaternity Leave

The CCIS must override the co-The CCIS must override the co-payment to the minimum amount payment to the minimum amount when a single p/c reports when a single p/c reports maternity leave with no income maternity leave with no income from workfrom work. .

The CCIS must assess and confirm The CCIS must assess and confirm eligibility, and manually generate eligibility, and manually generate a Confirmation Notice 13 days a Confirmation Notice 13 days prior to the date the p/c is prior to the date the p/c is expected to return to work. The expected to return to work. The p/c begins to pay the originally p/c begins to pay the originally assessed co-payment (or less) on assessed co-payment (or less) on the Monday following the date the the Monday following the date the notice period expires.notice period expires.


133133

Adjusting Co-paymentAdjusting Co-payment in Ongoing Mode : in Ongoing Mode :

Disability LeaveDisability Leave

The CCIS must override the The CCIS must override the co-payment to the minimum co-payment to the minimum amount when a single p/c reports amount when a single p/c reports a a disability with no income from disability with no income from workwork. .

The CCIS must assess and confirm The CCIS must assess and confirm eligibility, and manually generate eligibility, and manually generate a Confirmation Notice upon the a Confirmation Notice upon the p/c’s return to work. The p/c p/c’s return to work. The p/c begins to pay the originally begins to pay the originally assessed co-payment (or less) on assessed co-payment (or less) on the Monday following the date the the Monday following the date the notice period expires.notice period expires.


134134

Adjusting Co-paymentAdjusting Co-payment in Ongoing Mode : in Ongoing Mode :

Involuntary Loss of WorkInvoluntary Loss of Work CCMIS will adjust the co-payment to the CCMIS will adjust the co-payment to the

minimum amount or an amount based minimum amount or an amount based on the income entered when a worker on the income entered when a worker inputs information that a single p/c inputs information that a single p/c reported the reported the involuntary loss of workinvoluntary loss of work. .

The CCIS must override the co-The CCIS must override the co-payment to the original amount based payment to the original amount based on the previous employment income and on the previous employment income and any other income entered in CCMIS.any other income entered in CCMIS.

The CCIS must assess and confirm The CCIS must assess and confirm eligibility, and manually generate a eligibility, and manually generate a Confirmation Notice upon the p/c’s Confirmation Notice upon the p/c’s return to work. The p/c must report return to work. The p/c must report income from work within 10 days of income from work within 10 days of receipt. The p/c begins to pay the receipt. The p/c begins to pay the originally assessed co-originally assessed co-payment (or less) on the Monday payment (or less) on the Monday following the date the notice period following the date the notice period expires.expires.


135135

Adjusting Co-payment, Ongoing Adjusting Co-payment, Ongoing Mode Mode Prospective Work at Prospective Work at

ApplicationApplication A single p/c who applies for subsidy and A single p/c who applies for subsidy and who reports prospective work who reports prospective work isis notnot required to pay a co-payment until he required to pay a co-payment until he receives income from work.receives income from work.

The CCIS must override the co-payment to The CCIS must override the co-payment to $0 when a single p/c verifies $0 when a single p/c verifies prospective prospective work with no income at applicationwork with no income at application. .

The CCIS must assess and confirm The CCIS must assess and confirm eligibility, and manually generate a eligibility, and manually generate a Confirmation Notice using the date the 1Confirmation Notice using the date the 1stst pay is expected for work as the 1pay is expected for work as the 1stst date date field (CCMIS date p/c reported not the date field (CCMIS date p/c reported not the date p/c submitted income verification) and the p/c submitted income verification) and the Monday following the date 1Monday following the date 1stst pay is pay is expected as the 2expected as the 2ndnd date field. date field. EXAMPLEEXAMPLE: “…co-payment will be waived : “…co-payment will be waived

until (1until (1stst date field). Effective, (2 date field). Effective, (2ndnd date date field), you must begin paying…”field), you must begin paying…”

The CCIS must select the appropriate The CCIS must select the appropriate reason code in CCMIS when generating reason code in CCMIS when generating the Confirmation Notice. the Confirmation Notice.

The p/c begins to pay the originally The p/c begins to pay the originally assessed co-payment (or less) on assessed co-payment (or less) on the Monday following the date the 1the Monday following the date the 1stst pay is pay is expected.expected.



136136

Adjusting Co-payment Adjusting Co-payment in Ongoing Mode:in Ongoing Mode:

Prospective Work at Prospective Work at Application:Application:EXAMPLE 1EXAMPLE 1

A single p/c applies on 4/1/05 with A single p/c applies on 4/1/05 with prospective employment starting prospective employment starting on 4/25/05. on 4/25/05. 1st paycheck = 4/29/05: 1st paycheck = 4/29/05:

Send Confirmation Notice Send Confirmation Notice increasing co-payment increasing co-payment effective the Monday effective the Monday following the date 1following the date 1stst pay is pay is expected (4/29/05) = 5/2/05expected (4/29/05) = 5/2/05


137137

Adjusting Co-paymentAdjusting Co-paymentin Ongoing Mode: in Ongoing Mode:

Prospective Work at Prospective Work at Application:Application:EXAMPLE 2EXAMPLE 2

A single p/c applies on 4/1/05 with A single p/c applies on 4/1/05 with prospective employment starting prospective employment starting on 4/25/05. on 4/25/05. 1st paycheck = 5/6/05: 1st paycheck = 5/6/05:

Send Confirmation Notice Send Confirmation Notice increasing co-payment increasing co-payment effective the Monday effective the Monday following the date 1following the date 1stst pay is pay is expected (5/6/05) = 5/9/05expected (5/6/05) = 5/9/05


138138

Adjusting Co-payment Adjusting Co-payment in Ongoing Mode: in Ongoing Mode:

Prospective Work for a Prospective Work for a RecipientRecipient

A single p/c who receives subsidy, A single p/c who receives subsidy, has involuntarily lost work and has involuntarily lost work and reports prospective work, is reports prospective work, is assessed the minimum co-payment assessed the minimum co-payment based on family size and income based on family size and income until he receives income from until he receives income from work.work.

The CCIS must override the co-The CCIS must override the co-payment to the minimum amount payment to the minimum amount when a single p/c verifies when a single p/c verifies prospective work with no income prospective work with no income between redeterminations (in between redeterminations (in ONGOING mode)ONGOING mode). .


139139

Adjusting Co-payment Adjusting Co-payment in Ongoing Mode: in Ongoing Mode:

Prospective Work for a Prospective Work for a RecipientRecipient(cont’d)(cont’d) The CCIS must assess and confirm The CCIS must assess and confirm

eligibility, and manually generate a eligibility, and manually generate a Confirmation Notice using the date the 1Confirmation Notice using the date the 1stst pay is expected for work as the 1pay is expected for work as the 1stst date date field (CCMIS date p/c reported not the field (CCMIS date p/c reported not the date p/c submitted income verification) date p/c submitted income verification) and the Monday following the date 1and the Monday following the date 1stst pay pay is expected as the 2is expected as the 2ndnd date field. date field. EXAMPLEEXAMPLE: “…co-payment will be : “…co-payment will be

reduced until (1reduced until (1stst date field). Effective, date field). Effective, (2(2ndnd date field), you must begin date field), you must begin paying…”paying…”

The CCIS must select the appropriate The CCIS must select the appropriate reason code in CCMIS when generating reason code in CCMIS when generating the Confirmation Notice. the Confirmation Notice.

The p/c begins to pay the originally The p/c begins to pay the originally assessed co-payment (or less) on assessed co-payment (or less) on the Monday following the date the 1the Monday following the date the 1stst pay pay is expected.is expected.

If a p/c receives other income, the co-If a p/c receives other income, the co-payment will be based on that income and payment will be based on that income and the waiver would not apply.the waiver would not apply.



140140


Prospective Work for a Recipient:Prospective Work for a Recipient:EXAMPLE 1EXAMPLE 1

Prospective work to begin on 4/25/05. Prospective work to begin on 4/25/05. No other income. No other income.

Co-payment = $5 until 1st Co-payment = $5 until 1st paycheck is received on 4/29/05paycheck is received on 4/29/05

Upon determination of eligibility Upon determination of eligibility based on prospective work, send a based on prospective work, send a Confirmation Notice acknowledging Confirmation Notice acknowledging the report of prospective work, the report of prospective work, explaining the waiver of co-explaining the waiver of co-payment and notifying the p/c of payment and notifying the p/c of the date the increased co-payment the date the increased co-payment is effective. The increased is effective. The increased co-payment is effective 5/2/05. co-payment is effective 5/2/05.

Increase co-payment to the original Increase co-payment to the original amount or less based upon income amount or less based upon income entered in CCMISentered in CCMIS


141141


Prospective Work for a Prospective Work for a Recipient:Recipient:

EXAMPLE 2EXAMPLE 2 Prospective work to begin on 4/25/05. Prospective work to begin on 4/25/05.

SSI $550/month. SSI $550/month. Co-payment is based on SSI income Co-payment is based on SSI income

until 1st paycheck is received on until 1st paycheck is received on 5/6/05. 5/6/05.

Upon determination of eligibility Upon determination of eligibility based on prospective work, send a based on prospective work, send a Confirmation Notice acknowledging Confirmation Notice acknowledging the report of prospective work, the report of prospective work, explaining the waiver of co-payment explaining the waiver of co-payment and notifying the p/c of the date the and notifying the p/c of the date the increased co-payment is increased co-payment is effective. The increased co-payment effective. The increased co-payment is effective 5/9/05.is effective 5/9/05.

Increase co-payment to original Increase co-payment to original amount or less based upon income amount or less based upon income entered in CCMIS.entered in CCMIS.


142142

Delinquent Co-Delinquent Co-payment payment §3041.105(c)§3041.105(c)

The CCIS must generate an AA each time The CCIS must generate an AA each time a family co-payment becomes delinquent.a family co-payment becomes delinquent.

The CCIS agency will not transfer the The CCIS agency will not transfer the child to a new provider if there is an child to a new provider if there is an outstanding delinquent co-payment. The outstanding delinquent co-payment. The requested transfer will take place when requested transfer will take place when all co-payments owed to the original all co-payments owed to the original provider are paid. provider are paid.

Payment is applied first to current co-Payment is applied first to current co-payment. Any additional payment is then payment. Any additional payment is then applied to the delinquent co-payment. applied to the delinquent co-payment.

Provider must first apply p/c’s payment Provider must first apply p/c’s payment to current and delinquent co-payments. to current and delinquent co-payments. Any remaining funds may be used to Any remaining funds may be used to cover additional fees (ex: transportation, cover additional fees (ex: transportation, snack) charged by the provider.snack) charged by the provider. See the following examples.See the following examples.


143143

Delinquent Co-payment:Delinquent Co-payment:Co-payment ResolvedCo-payment Resolved

EXAMPLESEXAMPLES On 5/2/05 provider reports On 5/2/05 provider reports

p/c did not pay $10 co-p/c did not pay $10 co-payment due 4/29/05. CCIS payment due 4/29/05. CCIS sends AA to p/c citing sends AA to p/c citing delinquent co-payment.delinquent co-payment.

1.1. On 5/5/05 p/c pays On 5/5/05 p/c pays provider $20 = provider $20 = delinquent delinquent co-payment is resolved co-payment is resolved

2.2. On 5/10/05 p/c pays On 5/10/05 p/c pays provider $30 = provider $30 = delinquent delinquent co-payment resolved co-payment resolved


144144

Delinquent Co-payment:Delinquent Co-payment:Co-payment UnresolvedCo-payment Unresolved

EXAMPLESEXAMPLES On 5/2/05 provider reports p/c On 5/2/05 provider reports p/c

did not pay $10 co-payment due did not pay $10 co-payment due 4/29/05. CCIS sends AA to p/c 4/29/05. CCIS sends AA to p/c citing delinquent co-payment.citing delinquent co-payment.

1.1. On 5/5/05 p/c pays provider On 5/5/05 p/c pays provider $10 = delinquent co-payment $10 = delinquent co-payment not resolved ($10 must be not resolved ($10 must be applied to current co-applied to current co-payment, payment, delinquency delinquency remainsremains))

2.2. On 5/10 p/c pays provider On 5/10 p/c pays provider $10 = co-payment not $10 = co-payment not resolved (new week; p/c is resolved (new week; p/c is still behind $10)still behind $10)


145145

Delinquent Co-Delinquent Co-payment & payment &

DisqualificationDisqualification§3041.106(d)§3041.106(d)

A family whose subsidy is A family whose subsidy is terminated for failure to pay the terminated for failure to pay the co-payment may not be co-payment may not be reauthorized for enrollment until reauthorized for enrollment until all outstanding co-payments have all outstanding co-payments have been paid in full. been paid in full.

The family may reapply at any The family may reapply at any time, but may not be enrolled until time, but may not be enrolled until all delinquent co-payments are all delinquent co-payments are resolved.resolved.


146146

Co-payment exceeds Co-payment exceeds cost of carecost of care

§3041.108(d)§3041.108(d)

If the co-payments for 1 If the co-payments for 1 month are equal to or exceed month are equal to or exceed the monthly payment for care, the monthly payment for care, the family is ineligible for the family is ineligible for subsidized child care with subsidized child care with that provider.that provider. This does not apply to a This does not apply to a

month in which there are month in which there are 5 Mondays.5 Mondays.

The p/c has the option of The p/c has the option of choosing another provider.choosing another provider.


147147

Stepparent DeductionStepparent Deduction§ 3041, Appendix A, Income § 3041, Appendix A, Income

Deductions, DDeductions, D


A stepparent deduction is deducted A stepparent deduction is deducted from a family’s annual income.from a family’s annual income.

The amount of the deduction per family The amount of the deduction per family per income calculation is based on per income calculation is based on family size and county of residence.family size and county of residence.

The amounts are specified in Appendix The amounts are specified in Appendix C. (CCMIS R3 Policy Examples.ppt C. (CCMIS R3 Policy Examples.ppt ppt, p. 10)***ppt, p. 10)***

A stepparent deduction is NOT deducted A stepparent deduction is NOT deducted when the stepparent is the biological when the stepparent is the biological parent of a child requesting care.parent of a child requesting care.

Click here to see examples of when to Click here to see examples of when to apply a stepparent deduction. apply a stepparent deduction. (CCMIS R3 Policy (CCMIS R3 Policy Examples.ppt, p. 15)***Examples.ppt, p. 15)***


148148

Income Exclusions:Income Exclusions:Payments to Permanent Payments to Permanent

Legal CustodiansLegal Custodians§ 3041, Appendix A, § 3041, Appendix A, Income Exclusions, PIncome Exclusions, P

Any foster care payments by a Any foster care payments by a foster care placement agency, foster care placement agency, including payments to including payments to permanent legal custodians, permanent legal custodians, are excluded in determining are excluded in determining gross monthly income.gross monthly income.


149149

Income Exclusions:Income Exclusions:Payments to Children of Payments to Children of

Vietnam VeteransVietnam Veterans§ 3041, Appendix A, § 3041, Appendix A, Income Exclusions, UIncome Exclusions, U

Payments made by the Payments made by the Veterans Administration to Veterans Administration to children of Vietnam veterans children of Vietnam veterans under The Benefits for under The Benefits for Children of Vietnam Veterans Children of Vietnam Veterans Act (38 U.S.C. § 1823c) are Act (38 U.S.C. § 1823c) are excluded in determining gross excluded in determining gross monthly income.monthly income.


150150

Face-to-face:Face-to-face:Low-Income FamiliesLow-Income Families

§3041.126§3041.126

If the CCIS determines a If the CCIS determines a family eligible for subsidy and family eligible for subsidy and if funding is available, the p/c if funding is available, the p/c must attend a face-to-face no must attend a face-to-face no later than 30 calendar days later than 30 calendar days following the date the CCIS following the date the CCIS notifies the family of eligibility.notifies the family of eligibility.

If the CCIS determines a If the CCIS determines a family eligible for subsidy and family eligible for subsidy and funding is not available, the funding is not available, the p/c must attend a face-to-face p/c must attend a face-to-face within 30 calendar days within 30 calendar days following enrollment of the following enrollment of the first child.first child.


151151

Face-to-face:Face-to-face:Low-Income Families Low-Income Families

(cont’d)(cont’d) The CCIS may still waive the The CCIS may still waive the

face-to-face face-to-face requirement for a family who requirement for a family who has left subsidy and returns has left subsidy and returns again within one year.again within one year.

The face-to-face requirement The face-to-face requirement is an application is an application requirement only.requirement only.

In a 2-p/c family only one p/c In a 2-p/c family only one p/c is required to attend the is required to attend the face-to-face. face-to-face.

When a single p/c is When a single p/c is receiving subsidy and receiving subsidy and marries, the spouse is not marries, the spouse is not required to attend a face-to-required to attend a face-to-face.face.


152152

Face-to-face:Face-to-face: Extension for Low- Extension for Low-

Income Income §3041.126(d)§3041.126(d) The CCIS may extend the 30-The CCIS may extend the 30-

day timeframe for the face-to-day timeframe for the face-to-face if, on or before the 30face if, on or before the 30thth calendar day, the p/c claims calendar day, the p/c claims hardship due to conflicts with hardship due to conflicts with the p/c’s work hours, the p/c’s work hours, transportation problems or transportation problems or illness of the p/c or another illness of the p/c or another family member.family member.

At the time the p/c claims At the time the p/c claims hardship, the CCIS may grant hardship, the CCIS may grant an additional 30 days to an additional 30 days to complete from the date the complete from the date the hardship is claimed.hardship is claimed.


153153

Report of change:Report of change:What must a p/c report What must a p/c report within 10 calendar days? within 10 calendar days?

§3041.127§3041.127

Loss of work, including layoffs or Loss of work, including layoffs or strikes.strikes.

Decrease work/education/training Decrease work/education/training hours below an average of 20 hours below an average of 20 hours/week.hours/week.

A change in the number of days/hours A change in the number of days/hours for which subsidy is needed.for which subsidy is needed.

Onset of maternity, paternity or Onset of maternity, paternity or adoption (family) leave and return to adoption (family) leave and return to work following leave.work following leave.

Onset of a disability and return to work Onset of a disability and return to work following disability.following disability.

Change of address.Change of address. Change in family composition.Change in family composition. THERE IS NO REQUIREMENT TO THERE IS NO REQUIREMENT TO

REPORT A CHANGE IN INCOME.REPORT A CHANGE IN INCOME.


154154

Report of change:Report of change: Partial RedeterminationPartial Redetermination

The following changes would be entered The following changes would be entered in CCMIS in in CCMIS in ONGOINGONGOING mode: mode: A change that may result in a A change that may result in a

decrease in the family co-payment.decrease in the family co-payment. Loss of work, including layoffs or Loss of work, including layoffs or

strikes.strikes. Decrease work/education/training Decrease work/education/training

hours below an average of 20 hours below an average of 20 hours/week.hours/week.

A change in the number of days/hours A change in the number of days/hours for which subsidy is needed.for which subsidy is needed.

Onset of maternity, paternity or Onset of maternity, paternity or adoption (family) leave and return to adoption (family) leave and return to work following leave.work following leave.

Onset of a disability and return to Onset of a disability and return to work following disability.work following disability.

Change of address.Change of address. Change in family composition.Change in family composition.


155155

Partial Partial Redetermination:Redetermination:

CCIS ResponsibilitiesCCIS Responsibilities When conducting a partial When conducting a partial

redetermination, the CCIS redetermination, the CCIS must enter/update all must enter/update all information in information in ONGOINGONGOING mode only.mode only.

Complete a partial Complete a partial redetermination within 10 redetermination within 10 calendar days following the calendar days following the date a p/c reports and date a p/c reports and verifies a change. verifies a change. §3041.129(b)§3041.129(b)


156156

RedeterminationRedetermination §3041.130§3041.130

A redetermination is completed A redetermination is completed in in FULL REDETERMINATIONFULL REDETERMINATION mode every 6 months.mode every 6 months.

A p/c is required to verify earned A p/c is required to verify earned income only.income only.

In a 2 p/c family where one p/c is In a 2 p/c family where one p/c is working and the other p/c has a working and the other p/c has a disability but does not receive disability but does not receive disability benefits, the p/c with a disability benefits, the p/c with a disability must verify the disability must verify the disability.disability.

A p/c is required to verify any A p/c is required to verify any information that has changed information that has changed from the last full from the last full redetermination.redetermination.


157157

Redetermination:Redetermination:Low-IncomeLow-Income

The CCIS The CCIS MUSTMUST process process the redetermination upon the redetermination upon receipt of the receipt of the Redetermination Summary Redetermination Summary Form and all verifications.Form and all verifications.


158158

Redetermination Redetermination Process:Process:

Waiting List Waiting List §3041.133(d)§3041.133(d) The CCIS is not required to complete a The CCIS is not required to complete a

redetermination for families who are redetermination for families who are on the waiting list for more than 6 on the waiting list for more than 6 months. However, if a family is on the months. However, if a family is on the waiting for more than 6 months, the waiting for more than 6 months, the CCIS CCIS MUSTMUST:: Print the Redetermination Letter Print the Redetermination Letter

and Summary Form, place them in and Summary Form, place them in the family file and send them to the the family file and send them to the p/c when the family is notified p/c when the family is notified funding is available. funding is available.

For families who remain on the waiting For families who remain on the waiting list for more than one redetermination list for more than one redetermination period, the CCIS period, the CCIS MUSTMUST:: Print the most recent Print the most recent

Redetermination Letter and Redetermination Letter and Summary Form upon generation, Summary Form upon generation, discard the out-dated information discard the out-dated information and replace it with the most recent and replace it with the most recent information.information.


159159

Redetermination Redetermination Procedure:Procedure:Waiting ListWaiting List

When the waiting list exceeds When the waiting list exceeds 6 months, the CCIS must 6 months, the CCIS must complete a redetermination complete a redetermination for families who are at the top for families who are at the top of the waiting list so families of the waiting list so families are eligible and ready to are eligible and ready to enroll when funds become enroll when funds become available.available.


160160

Redetermination Procedure:Redetermination Procedure:Maternity/Disability LeaveMaternity/Disability Leave

The CCIS The CCIS MUST MUST complete a complete a redetermination for families who are on redetermination for families who are on maternity or disability leave as follows :maternity or disability leave as follows : Print the Redetermination Letter and Print the Redetermination Letter and

Summary Form and send them to the Summary Form and send them to the p/c. p/c.

Leave/re-enter the old income Leave/re-enter the old income information.information.

Override the co-payment to an amount Override the co-payment to an amount based on the income the p/c is actually based on the income the p/c is actually receiving during the leave.receiving during the leave.

Request pay verification from the p/c Request pay verification from the p/c and end date leave in CCMIS upon the and end date leave in CCMIS upon the p/c’s return to work.p/c’s return to work.

Assess and confirm eligibility upon the Assess and confirm eligibility upon the p/c’s return or failure to return to work. p/c’s return or failure to return to work. CCMIS will assess the original co-CCMIS will assess the original co-payment or a co-payment payment or a co-payment based on the amount of income entered based on the amount of income entered in CCMIS at that time.in CCMIS at that time.

See “Income Verification, See “Income Verification, Redetermination, Examples, #5” on Redetermination, Examples, #5” on slide 129 in this presentation.slide 129 in this presentation.


161161

Payment of Provider Payment of Provider Charges Charges §3041.15§3041.15

A change in the p/c’s need for child A change in the p/c’s need for child care and the resulting adjustment care and the resulting adjustment in the amount of payment to the in the amount of payment to the provider shall begin on the date provider shall begin on the date the p/c reports the change or on the p/c reports the change or on the date the change begins, the date the change begins, whichever is later.whichever is later.

Per policy, use the first Monday Per policy, use the first Monday following the date of the p/c’s following the date of the p/c’s report of change in child care need report of change in child care need or the date the change begins, or the date the change begins, whichever is later to generate the whichever is later to generate the Enrollment Summary.Enrollment Summary.



162162

Payment of Provider Payment of Provider Charges: EXAMPLE 1Charges: EXAMPLE 1

Increase in number of daysIncrease in number of days P/C reports a change in child P/C reports a change in child

care need from 2 days/week (Tu. care need from 2 days/week (Tu. & Th.) to 5 days/week (M-F) on & Th.) to 5 days/week (M-F) on Tuesday, 4/5/05. Additional Tuesday, 4/5/05. Additional care is needed beginning care is needed beginning Wednesday, 4/6/05.Wednesday, 4/6/05.

Add the additional days Add the additional days (Wednesday, 4/6/05 and Friday, (Wednesday, 4/6/05 and Friday, 4/8/05) to the child’s schedule.4/8/05) to the child’s schedule.

Generate the Enrollment Generate the Enrollment Summary as of Monday, 4/11/05 Summary as of Monday, 4/11/05 to indicate the change.to indicate the change.


163163

Payment of Provider Payment of Provider Charges: EXAMPLE 2Charges: EXAMPLE 2

Decrease in number of daysDecrease in number of days P/C reports a change in child P/C reports a change in child

care need from 5 days/week (M-care need from 5 days/week (M-F) to 3 days/week (Tu., W & Th.) F) to 3 days/week (Tu., W & Th.) on Tuesday, 4/5/05. on Tuesday, 4/5/05.

Pay the remainder of the week Pay the remainder of the week based on the child’s previous based on the child’s previous schedule (CCIS would pay W, schedule (CCIS would pay W, Th. & F).Th. & F).

Generate the Enrollment Generate the Enrollment Summary as of Monday, 4/11/05 Summary as of Monday, 4/11/05 to indicate the change.to indicate the change.


164164

Payment of Provider Payment of Provider Charges: Nonstandard,Charges: Nonstandard,

Nonrepeating SchedulesNonrepeating Schedules P/C reports she works at Wal-Mart P/C reports she works at Wal-Mart

and cannot provide a stable and cannot provide a stable schedule from one week to the schedule from one week to the next.next.

Verification of work hours Verification of work hours confirms this statement.confirms this statement.

The CCIS must immediately The CCIS must immediately consider this to be the p/c’s report consider this to be the p/c’s report of change and average the child’s of change and average the child’s schedule going forward.schedule going forward. AVERAGING PRINCIPLES AVERAGING PRINCIPLES

MUST BE CONSISTENT MUST BE CONSISTENT WITHIN EACH CCIS.WITHIN EACH CCIS.


165165

Payment of Provider Payment of Provider Charges: 10-day NoticeCharges: 10-day Notice

Some CCIS agencies have established Some CCIS agencies have established the practice of continuing to pay the the practice of continuing to pay the provider after the p/c withdraws the provider after the p/c withdraws the child from the provider’s care. In child from the provider’s care. In these cases, the CCIS is attempting to these cases, the CCIS is attempting to fulfill the p/c’s contract with the fulfill the p/c’s contract with the provider to give a 10-day notice prior provider to give a 10-day notice prior to withdrawing the child from care.to withdrawing the child from care.

The 10-day notice of withdrawal is an The 10-day notice of withdrawal is an agreement between the p/c and the agreement between the p/c and the provider. It is up to the p/c to fulfill provider. It is up to the p/c to fulfill the contract. The CCIS is not required the contract. The CCIS is not required to pay when the p/c fails to give notice to pay when the p/c fails to give notice to the provider. Providers may go to the provider. Providers may go though their local magistrates to though their local magistrates to collect unpaid child care bills. collect unpaid child care bills. Holding parents responsible to uphold Holding parents responsible to uphold their end of the p/c-provider contract their end of the p/c-provider contract may help to alleviate some of the prior may help to alleviate some of the prior notice problems. notice problems.


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Payment of Provider Payment of Provider Charges: 10 days of Charges: 10 days of

AbsenceAbsence The difference between the provider’s 10-day The difference between the provider’s 10-day withdrawal notice and DPW’s 10-day absence withdrawal notice and DPW’s 10-day absence regulation has to do with the p/c’s regulation has to do with the p/c’s notification to the CCIS and the provider. We notification to the CCIS and the provider. We pay for ten-days of absence when the child is pay for ten-days of absence when the child is ill or temporarily unable to attend the child ill or temporarily unable to attend the child care facility. The term “absence” implies that care facility. The term “absence” implies that the child intends to return to the provider. the child intends to return to the provider. We also pay for ten days of absence when the We also pay for ten days of absence when the child does not attend the facility and neither child does not attend the facility and neither the CCIS nor the provider has heard from the the CCIS nor the provider has heard from the p/c. In these cases, the CCIS agency sends p/c. In these cases, the CCIS agency sends an AA to the p/c on after the 10th day of an AA to the p/c on after the 10th day of absence.absence.

When a p/c informs either the CCIS or the When a p/c informs either the CCIS or the provider that the child will no longer be provider that the child will no longer be attending a particular facility, the CCIS attending a particular facility, the CCIS should stop payment to the provider on the should stop payment to the provider on the last day the child attends, or the day the p/c last day the child attends, or the day the p/c informs the CCIS, whichever is later. If the informs the CCIS, whichever is later. If the p/c requests a new provider, the CCIS should p/c requests a new provider, the CCIS should begin to make payments to the new provider begin to make payments to the new provider immediately. The CCIS should not continue to immediately. The CCIS should not continue to pay the original provider for additional days pay the original provider for additional days in order to fulfill the p/c’s obligation to give in order to fulfill the p/c’s obligation to give notice to the provider. notice to the provider.


167167

10-day Notice versus 10 10-day Notice versus 10 days of Absence: days of Absence:

Example 1Example 1 The child receives care Monday The child receives care Monday

through Friday. On Friday 8/26 the through Friday. On Friday 8/26 the parent informs the CCIS that the parent informs the CCIS that the child will be attending a new facility child will be attending a new facility on Monday 8/29. The provider has a on Monday 8/29. The provider has a ten-day notice policy that parent has ten-day notice policy that parent has not fulfilled.not fulfilled. CCIS actionCCIS action: The last paid day for : The last paid day for

the original provider is 8/26. The the original provider is 8/26. The CCIS enrolls the child at the new CCIS enrolls the child at the new provider and begins payment to provider and begins payment to new provider on 8/29, the date the new provider on 8/29, the date the parent reports the change to the parent reports the change to the CCIS.CCIS.

Provider actionProvider action: The provider : The provider discusses payment of agreed upon discusses payment of agreed upon 10-day notice with parent. If 10-day notice with parent. If parent refuses to honor the parent refuses to honor the agreement, provider files a agreement, provider files a complaint with the local magistrate.complaint with the local magistrate.


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Example 2Example 2

The child receives care Monday The child receives care Monday through Friday. Child has been through Friday. Child has been absent from Monday 8/15 through absent from Monday 8/15 through Friday 8/26 (10 days); neither the Friday 8/26 (10 days); neither the provider nor the CCIS have heard provider nor the CCIS have heard from the parent.from the parent. Provider actionProvider action: Provider : Provider

contacts the CCIS to report the contacts the CCIS to report the absence at the end of the day on absence at the end of the day on 8/26 or beginning of the day on 8/26 or beginning of the day on 8/29 (11th day of absence)8/29 (11th day of absence)

CCIS actionCCIS action: CCIS sends the : CCIS sends the parent a Notice of Adverse parent a Notice of Adverse Action. CCIS pays the provider Action. CCIS pays the provider through 8/26.through 8/26.


169169



through Friday. Same as #2. The through Friday. Same as #2. The parent calls the CCIS upon receipt of parent calls the CCIS upon receipt of the Notice of Adverse Action and the Notice of Adverse Action and reports that she began to use a new reports that she began to use a new provider on 8/15. provider on 8/15. CCIS actionCCIS action: The parent did not : The parent did not

inform the provider or the CCIS of inform the provider or the CCIS of the change in providers. The CCIS the change in providers. The CCIS pays the old provider for 10 days of pays the old provider for 10 days of absence through 8/26. The CCIS absence through 8/26. The CCIS enrolls the child with the new enrolls the child with the new provider starting Monday 8/29.provider starting Monday 8/29.

Provider actionProvider action: The new provider : The new provider should not have expected payment should not have expected payment from the CCIS without receipt of an from the CCIS without receipt of an Enrollment Summary or a call from Enrollment Summary or a call from the CCIS. The new provider will the CCIS. The new provider will need to discuss payment need to discuss payment arrangements with the parent for arrangements with the parent for care given 8/15 through 8/26. care given 8/15 through 8/26.


170170



through Friday. The child has been through Friday. The child has been absent from 8/15. On Monday 8/22 the absent from 8/15. On Monday 8/22 the parent calls the CCIS and informs the parent calls the CCIS and informs the worker that she began to use a new worker that she began to use a new provider on 8/15.provider on 8/15. CCIS actionCCIS action: The CCIS pays forward : The CCIS pays forward

based on the parent’s report. The based on the parent’s report. The CCIS ends enrollment at original CCIS ends enrollment at original provider, paying through 8/19. The provider, paying through 8/19. The CCIS then creates an enrollment at CCIS then creates an enrollment at the new provider and begins paying the new provider and begins paying on 8/22, the date the parent reported on 8/22, the date the parent reported the change.the change.

Provider actionProvider action: The original : The original provider received payment for five provider received payment for five days of absence. If the provider’s days of absence. If the provider’s agreement with the parent is to have agreement with the parent is to have 10 days prior notice, the provider 10 days prior notice, the provider will need to make arrangements with will need to make arrangements with the parent for payment for the the parent for payment for the additional five days.additional five days.


171171

R/N Provider PaymentR/N Provider Payment CCMIS has been modified to reflect the CCMIS has been modified to reflect the

adjusted rates for R/N providers effective adjusted rates for R/N providers effective July 1, 2005. The CCIS should notify R/N July 1, 2005. The CCIS should notify R/N and in-home providers as soon as and in-home providers as soon as possible of the change in payment rates. possible of the change in payment rates. The procedure for notifying providers is as The procedure for notifying providers is as follows:follows: R/n providers who are immediately R/n providers who are immediately

signing a Relative/Neighbor Provider signing a Relative/Neighbor Provider Agreement will be notified of the new Agreement will be notified of the new rates when they receive the new rates when they receive the new agreement. Appendix B of the 2005-agreement. Appendix B of the 2005-2006 Relative/Neighbor Provider 2006 Relative/Neighbor Provider Agreement has been revised to reflect Agreement has been revised to reflect the adjusted rates. the adjusted rates.

R/n providers who are not immediately R/n providers who are not immediately signing an R/N agreement and in-home signing an R/N agreement and in-home providers should be notified of the providers should be notified of the change through a letter which informs change through a letter which informs the provider of the adjusted rates. the provider of the adjusted rates.

Effective July 1, 2005, the CCIS will no Effective July 1, 2005, the CCIS will no longer pay R/N providers for closed days. longer pay R/N providers for closed days.


172172

In-home Provider In-home Provider ParticipationParticipation

In-home care may only be provided by a In-home care may only be provided by a person who does not reside in the same person who does not reside in the same home as the child. home as the child.

In-home care may only be used when a In-home care may only be used when a p/c works between the hours of 9:00 p/c works between the hours of 9:00 p.m. and 6:00 a.m.p.m. and 6:00 a.m.

Limited exceptions for use of in-home Limited exceptions for use of in-home care outside the hours of 9:00 p.m. to care outside the hours of 9:00 p.m. to 6:00 a.m. are permitted for seriously ill 6:00 a.m. are permitted for seriously ill children whose health would be children whose health would be compromised out side the home compromised out side the home provided that the following conditions provided that the following conditions are met:are met: The Office of Child Development must The Office of Child Development must

approve all requests by approve all requests by parents/caretakers to use in-home parents/caretakers to use in-home care for seriously ill children.care for seriously ill children.

The child’s health condition must be The child’s health condition must be documented by a licensed physician.documented by a licensed physician.


173173

In-home Provider In-home Provider Participation (cont’d)Participation (cont’d)

The p/c must self-certify, subject to The p/c must self-certify, subject to 18 Pa. C.S. § 4904 (relating to 18 Pa. C.S. § 4904 (relating to unsworn falsification to authorities), unsworn falsification to authorities), that s/he will pay the additional that s/he will pay the additional amount necessary to meet minimum amount necessary to meet minimum wage requirements and will pay wage requirements and will pay applicable taxes in all situations.applicable taxes in all situations.

The CCIS will follow-up with the p/c The CCIS will follow-up with the p/c within 30 calendar days following within 30 calendar days following completion of the Agreement with a completion of the Agreement with a letter or postcard to remind the letter or postcard to remind the parent/caretaker about the parent/caretaker about the responsibility for paying the in-responsibility for paying the in-home provider minimum wage for home provider minimum wage for child care and applicable federal child care and applicable federal and state taxes.and state taxes.


174174


If the p/c requests in-home care, an in-If the p/c requests in-home care, an in-home agreement must be completed. home agreement must be completed. This assures that the p/c and the provider This assures that the p/c and the provider are agreeing to all of the requirements, are agreeing to all of the requirements, including that the parent will pay including that the parent will pay minimum wage to the provider. minimum wage to the provider.

A p/c who wants R/N care from 3 to 9 A p/c who wants R/N care from 3 to 9 followed by in-home care from 9 to 11 is followed by in-home care from 9 to 11 is requesting two separate enrollments. requesting two separate enrollments. This means two different providers and This means two different providers and two agreements, one for R/N care, which two agreements, one for R/N care, which must be provided in the R/N provider’s must be provided in the R/N provider’s home, and one for in-home care, which home, and one for in-home care, which must be provided in the child’s home. If must be provided in the child’s home. If the parent wants in-home care from 3 to the parent wants in-home care from 3 to 11, we will only pay for the two hours 11, we will only pay for the two hours between 9 and 11. This means we will between 9 and 11. This means we will pay one nontraditional part-time rate; if pay one nontraditional part-time rate; if the provider wants additional the provider wants additional compensation, it will have to be worked compensation, it will have to be worked out between the parent and the provider.out between the parent and the provider.


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P/Cs who do not qualify for in-home care P/Cs who do not qualify for in-home care or whose provider does not sign the new or whose provider does not sign the new agreement will have 30 days to find a agreement will have 30 days to find a new provider. On day 31, the child will new provider. On day 31, the child will be placed in suspended subsidy until the be placed in suspended subsidy until the p/c finds a new provider.p/c finds a new provider.

The in-home provider agreement can be The in-home provider agreement can be terminated if the parent fails to pay terminated if the parent fails to pay minimum wage. Use a “Stop Letter” to minimum wage. Use a “Stop Letter” to inform the p/c that we will no longer pay inform the p/c that we will no longer pay the current provider. Reason is failure the current provider. Reason is failure to meet the terms of the agreement. to meet the terms of the agreement. Help the p/c to find a new provider or Help the p/c to find a new provider or place the child in suspended care until place the child in suspended care until the new provider can be found.the new provider can be found.

Termination of provider agreement Termination of provider agreement means we are stopping payment, not means we are stopping payment, not that the p/c is ineligible.that the p/c is ineligible.


176176

CorrespondenceCorrespondence

CCMIS is the formal record keeping CCMIS is the formal record keeping system. system.

The CCIS The CCIS WILLWILL NOTNOT print file print file copies of letters, notices or forms copies of letters, notices or forms except as mandated by OCD.except as mandated by OCD. CCIS agencies were permitted, to CCIS agencies were permitted, to

increase comfort level, to print increase comfort level, to print locally letters, notices and forms locally letters, notices and forms for the first three weeks following for the first three weeks following implementation of central implementation of central printing.printing.

The final wave of central printing The final wave of central printing implementation occurred on implementation occurred on 8/29/05 and the 3-week grace 8/29/05 and the 3-week grace period has since expired.period has since expired.


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Types of Correspondence:Types of Correspondence:NoticesNotices

Child Care Eligible NoticeChild Care Eligible Notice Child Care Ineligible NoticeChild Care Ineligible Notice Adverse Action Notice (AA)Adverse Action Notice (AA) Confirmation NoticeConfirmation Notice


178178

Notices Outside of Notices Outside of CCMISCCMIS

Available on the LMS:Available on the LMS: Child Care Eligible Notice:Child Care Eligible Notice:

Reopened Cases Reopened Cases with continuous with continuous eligibility that are eligible upon re-eligibility that are eligible upon re-openingopening

Confirmation Notices:Confirmation Notices: School-age ½ co-payment flip – School-age ½ co-payment flip –

Increase co-payment at the end of Increase co-payment at the end of the school yearthe school year

To be posted on the LMS soon:To be posted on the LMS soon: Child Care Ineligible Notice for Child Care Ineligible Notice for

Disqualified P/C CasesDisqualified P/C Cases 3 versions 3 versions (6 month, 12 month, permanently)(6 month, 12 month, permanently)

Adverse Action Notice for Disqualified Adverse Action Notice for Disqualified P/C CasesP/C Cases

3 versions3 versions (6 month, 12 month, permanently)(6 month, 12 month, permanently)


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Correspondence: Correspondence: AA NoticesAA Notices

An AA is used An AA is used onlyonly when a case when a case or individual fails eligibility.or individual fails eligibility.

Most other current AA reasons Most other current AA reasons are now addressed using a are now addressed using a Confirmation Notice.Confirmation Notice.

An AA is never sent prior to the An AA is never sent prior to the date the case or individual is date the case or individual is ineligible.ineligible.

The AA period is 10 days, but The AA period is 10 days, but CCMIS allows for 13 days (10 CCMIS allows for 13 days (10 days AA plus 3 days for central days AA plus 3 days for central mailing).mailing).

A Stop Letter is sent to the parent A Stop Letter is sent to the parent and a Noncompliance Letter is and a Noncompliance Letter is sent to the provider when a sent to the provider when a provider is ineligible for payment, provider is ineligible for payment, but the case remains eligible.but the case remains eligible.


180180

Types of Types of Correspondence:Correspondence:

LettersLetters Stop LetterStop Letter Provider Noncompliance Letter Provider Noncompliance Letter

(Provider Agreement)(Provider Agreement) Provider Noncompliance Letter Provider Noncompliance Letter

(Licensing)(Licensing) Change in Primary Worker Letter Change in Primary Worker Letter

(Case)(Case) Change in Primary Worker Letter Change in Primary Worker Letter

(Provider)(Provider) Redetermination LetterRedetermination Letter Missing Information LetterMissing Information Letter CareCheck Appointment LetterCareCheck Appointment Letter Waiting List Funds Available LetterWaiting List Funds Available Letter Funds Available LetterFunds Available Letter TANF Transfer LetterTANF Transfer Letter


181181

Letters Outside of Letters Outside of CCMISCCMIS

Delinquent co-payment Delinquent co-payment following an unresolved AA following an unresolved AA and case closure.and case closure.

A PDF writable template A PDF writable template has been provided by the has been provided by the Department.Department.


182182

Types of Types of Correspondence:Correspondence:

FormsForms

Redetermination Redetermination Summary FormSummary Form


183183

Absence Absence §3041.19§3041.19

Termination due to absence Termination due to absence doesdoes notnot include days of a child’s include days of a child’s illness, injury or other impairment illness, injury or other impairment or other reason specified under or other reason specified under subsidy suspension.subsidy suspension.

The p/c must report the date the The p/c must report the date the child returns to care.child returns to care.

Following the issuance of an AA, Following the issuance of an AA, payment payment willwill resumeresume on the day on the day the child returns to care within the the child returns to care within the AA period.AA period.

If the child does not return within If the child does not return within the AA period and there are no the AA period and there are no grounds for subsidy suspension, grounds for subsidy suspension, the child’s subsidy will be the child’s subsidy will be terminated the day following the terminated the day following the expiration of the AA period.expiration of the AA period.


184184

Subsidy Subsidy Continuation Continuation §3041.20§3041.20

The timeframe following the The timeframe following the involuntary loss of work, the date a involuntary loss of work, the date a strike begins or the date the p/c strike begins or the date the p/c graduates from or completes an graduates from or completes an education or training program is education or training program is extended from 30 to 60 calendar days.extended from 30 to 60 calendar days.

Maternity leave is extended from 56 Maternity leave is extended from 56 to 84 calendar days.to 84 calendar days. CCMIS ISSUECCMIS ISSUE: :

Maternity leave must be Maternity leave must be handled as a disability handled as a disability for a p/c who is for a p/c who is self-employed.self-employed.

Subsidy continues during regularly Subsidy continues during regularly scheduled breaks in scheduled breaks in workwork, education , education oror trainingtraining, if the break is less than , if the break is less than 31 calendar days.31 calendar days.


185185

Subsidy Suspension Subsidy Suspension §3041.21§3041.21

Subsidy may be suspended Subsidy may be suspended if a p/c has a break in work, if a p/c has a break in work, education or training that education or training that exceeds 30 calendar days exceeds 30 calendar days but does not continue but does not continue beyond 90 calendar days. beyond 90 calendar days.

Subsidy may be suspended Subsidy may be suspended if the p/c needs to locate if the p/c needs to locate another provider because another provider because the current provider cannot the current provider cannot meet the p/c’s or child’s meet the p/c’s or child’s child care needs.child care needs.


186186

Subsidy Continuation Subsidy Continuation versus Subsidy versus Subsidy

SuspensionSuspension Maternity leave – P/C may choose: Maternity leave – P/C may choose:

Care to continue for up to 84 days; Care to continue for up to 84 days; oror Care to be suspended for up to 90 days.Care to be suspended for up to 90 days.

Regularly scheduled breaks in work, Regularly scheduled breaks in work, education or training – P/C may choose, if education or training – P/C may choose, if the break is less than 31 days:the break is less than 31 days: P/C must verify length of break.P/C must verify length of break. Care to continue for up to 30 days; Care to continue for up to 30 days; oror Care to be suspended for up to 30 days.Care to be suspended for up to 30 days.

Regularly scheduled breaks in work, Regularly scheduled breaks in work, education or training greater than 31 days:education or training greater than 31 days: P/C must verify length of break.P/C must verify length of break. Care is suspended for up to 90 days Care is suspended for up to 90 days

UNLESSUNLESS the p/c finds alternate the p/c finds alternate employment/training during the break.employment/training during the break.


187187

Continuation versus Continuation versus Suspension:Suspension:

Maternity Leave ExamplesMaternity Leave Examples1.1. P/C chooses to have care continue for up P/C chooses to have care continue for up

to 84 days and then on day 70 calls the to 84 days and then on day 70 calls the CCIS requesting that care be suspended. CCIS requesting that care be suspended. How long do you suspend care? How long do you suspend care?

Care to be suspended for up to 90 Care to be suspended for up to 90 days so in this case care would be days so in this case care would be suspended beginning on day 70 suspended beginning on day 70 through day 90.through day 90.

2.2. P/C chooses to have care suspended for P/C chooses to have care suspended for 90 days and then on day 70 calls the 90 days and then on day 70 calls the CCIS requesting that care resume CCIS requesting that care resume although the p/c has NOT returned to although the p/c has NOT returned to work. How do you handle this?work. How do you handle this?

Care may resume beginning on day 70 Care may resume beginning on day 70 through day 84. On day 84, the CCIS through day 84. On day 84, the CCIS must ensure the p/c has returned to must ensure the p/c has returned to work.work.

If the p/c If the p/c hashas returned to work, returned to work, care continues.care continues.

If the p/c If the p/c has nothas not returned to work, returned to work, AA.AA.


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Continuation versus Continuation versus Suspension: Examples of Suspension: Examples of

Regularly Scheduled BreaksRegularly Scheduled Breaks1.1. P/C chooses to have care suspended P/C chooses to have care suspended

and then on day 30 requests that care and then on day 30 requests that care continue to be suspended because the continue to be suspended because the break does not end until day 36. How break does not end until day 36. How do you handle this?do you handle this?

Suspension may not continue.Suspension may not continue. If p/c returns to If p/c returns to

work/education/training, care work/education/training, care continues.continues.

If p/c does not return to If p/c does not return to work/education/training, AA.work/education/training, AA.

2.2. Regularly scheduled breaks in work, Regularly scheduled breaks in work, education or training greater than 31 education or training greater than 31 daysdays – P/C wants care to continue – P/C wants care to continue although break is 95 days long. How although break is 95 days long. How do you handle this?do you handle this?

If p/c finds alternate work/training If p/c finds alternate work/training during the break care may continue.during the break care may continue.

If the p/c does not find alternate If the p/c does not find alternate work/training during the break care work/training during the break care is suspended for up to 90 days.is suspended for up to 90 days.


189189

Case Notes within CCMISCase Notes within CCMIS

CCMIS is the formal record keeping CCMIS is the formal record keeping system. system.

The CCIS must enter case notes within The CCIS must enter case notes within CCMIS CCMIS unlessunless the family’s circumstances the family’s circumstances include one of the following:include one of the following: Domestic ViolenceDomestic Violence Teen Parent under 12 years of ageTeen Parent under 12 years of age CCIS worker receiving subsidyCCIS worker receiving subsidy

Cases involving the circumstance listed Cases involving the circumstance listed above must be treated as follows:above must be treated as follows: Case notes are kept outside of CCMISCase notes are kept outside of CCMIS Minimal access to the family fileMinimal access to the family file

Kept in locked files in a separate Kept in locked files in a separate location from other family fileslocation from other family files

Director, supervisor and primary Director, supervisor and primary worker only are permitted accessworker only are permitted access


190190

Record RetentionRecord Retention§ 3041.85§ 3041.85

The CCIS must retain family files, The CCIS must retain family files, completed application forms, completed application forms, written notices, books, records written notices, books, records and other fiscal and administrative and other fiscal and administrative documents pertaining to documents pertaining to subsidized child care.subsidized child care.

Records must be maintained for at Records must be maintained for at least 6 years from the end of the least 6 years from the end of the fiscal year in which subsidized fiscal year in which subsidized child care has been provided or child care has been provided or until an audit or litigation is until an audit or litigation is resolved.resolved.


191191

Child Abuse Child Abuse ReportingReporting

§ 3041.86§ 3041.86

CCIS staff are mandated CCIS staff are mandated reporters and must reporters and must immediately report immediately report suspected child abuse.suspected child abuse.


192192

TANF: Definitions TANF: Definitions §3041.3§3041.3

A Federal nonentitlement A Federal nonentitlement program under sections program under sections 401-419 of the Social 401-419 of the Social Security Act (42 U.S.C.A. §§ Security Act (42 U.S.C.A. §§ 601-619) that provides cash 601-619) that provides cash assistance to families assistance to families including dependent including dependent children and an adult.children and an adult.

The definition includes The definition includes extended TANF benefits extended TANF benefits that are received beyond that are received beyond the 5-year TANF period.the 5-year TANF period.


193193

Former TANF RequirementsFormer TANF Requirements

No application required with the following No application required with the following exceptions:exceptions: Failed downloadFailed download TANF transfer from another stateTANF transfer from another state Former TANF p/c who participated in Former TANF p/c who participated in

the Diversion program (See “Diversion the Diversion program (See “Diversion Program, slide Program, slide

P/C reaching the point of TANF P/C reaching the point of TANF expirationexpiration

A p/c who meets the eligibility A p/c who meets the eligibility requirements and wants the CCIS to pay requirements and wants the CCIS to pay for child care must contact the CCIS for child care must contact the CCIS within 30 days following the date TANF within 30 days following the date TANF ended.ended.

A p/c who is not eligible to receive child A p/c who is not eligible to receive child care from the CCIS agency within 30 days care from the CCIS agency within 30 days following the TANF closing date has up to following the TANF closing date has up to 183 days to meet the work requirement 183 days to meet the work requirement and contact the CCIS to access child care and contact the CCIS to access child care under former TANF rules. under former TANF rules.


194194

Former TANF: Former TANF: Work Requirement Work Requirement

§3041.142(a)(1)§3041.142(a)(1)

The p/c The p/c must meetmust meet the work-hour the work-hour requirement as follows:requirement as follows: A teen parent must participate in A teen parent must participate in

education.education. A p/c other than a teen parent A p/c other than a teen parent

must: must: work 20 hours/week; work 20 hours/week; OROR Work 10 hours/week and train Work 10 hours/week and train

10 hours/week.10 hours/week. The p/c who does not meet the work-The p/c who does not meet the work-

hour requirement and who hour requirement and who wouldwould exceed 235% of FPIG if he increased exceed 235% of FPIG if he increased work hours work hours is eligibleis eligible for subsidized for subsidized child care.child care. EXAMPLE:EXAMPLE: P/C works 16 hours at P/C works 16 hours at

230% of FPIG; working 20 hours 230% of FPIG; working 20 hours would cause the family to exceed would cause the family to exceed 235% of FPIG.235% of FPIG.


195195

Former TANF: Former TANF: Work RequirementWork Requirement (cont’d)(cont’d) §3041.142(a)(1)§3041.142(a)(1)

The p/c who does not meet the The p/c who does not meet the work-hour requirement and who work-hour requirement and who would notwould not exceed 235% of FPIG if exceed 235% of FPIG if he increased work hours to 20 he increased work hours to 20 is is ineligibleineligible for subsidized child for subsidized child care. The CCIS must send an AA care. The CCIS must send an AA to the p/c terminating care unless to the p/c terminating care unless the p/c meets the work-hour the p/c meets the work-hour requirement by the expiration of requirement by the expiration of the 13-day notice period.the 13-day notice period. EXAMPLE:EXAMPLE: P/C works 15 hours P/C works 15 hours

at 205%; working the additional at 205%; working the additional 5 hours would not cause the 5 hours would not cause the family to exceed 235%.family to exceed 235%.

The p/c who involuntarily loses his The p/c who involuntarily loses his job has 60 days to find new job has 60 days to find new employment.employment.


196196

Former TANF:Former TANF:Co-paymentCo-payment

THE CCIS MUST CORRECT THE CCIS MUST CORRECT THE CO-PAYMENT THE CO-PAYMENT AMOUNT IF THE CO-AMOUNT IF THE CO-PAYMENT IS PAYMENT IS INCORRECTLY ASSIGNED INCORRECTLY ASSIGNED FROM THE DOWNLOAD.FROM THE DOWNLOAD.

The CCIS must follow standard The CCIS must follow standard rules regarding notification of rules regarding notification of a co-payment a co-payment increase/decrease.increase/decrease. The CCIS The CCIS MAYMAY NOTNOT set the set the

corrected co-payment corrected co-payment effective in the past (i.e., the effective in the past (i.e., the date after TANF ended).date after TANF ended).


197197

Former TANF: Former TANF: Procedure for Correcting Procedure for Correcting

Co-payment Co-payment when when Eligibility HAS BEEN Eligibility HAS BEEN

assessedassessed

EXAMPLE:EXAMPLE: A TANF transfer with A TANF transfer with regulated provider comes over via regulated provider comes over via download and the provider is download and the provider is requesting continuous payment.requesting continuous payment.

1.1. Complete a full redetermination Complete a full redetermination within CCMIS to correct and within CCMIS to correct and stabilize the co-payment.stabilize the co-payment.

2.2. Once the co-payment is Once the co-payment is stabilized initially, CCMIS will stabilized initially, CCMIS will apply co-payment apply co-payment stabilization rules.stabilization rules.


198198

Former TANF: Former TANF: Procedure for Correcting Procedure for Correcting

Co-payment Co-payment when when Eligibility HAS NOT BEEN Eligibility HAS NOT BEEN

assessedassessed

EXAMPLESEXAMPLES: A TANF transfer : A TANF transfer with an R/N provider that does with an R/N provider that does not yet have an agreement or a not yet have an agreement or a TANF transfer with no provider TANF transfer with no provider that contacts the CCIS.that contacts the CCIS.

1.1. Correct the income within Correct the income within CCMIS.CCMIS.

2.2. Assess and confirm eligibility.Assess and confirm eligibility.

3.3. Once the co-payment is Once the co-payment is stabilized initially, CCMIS will stabilized initially, CCMIS will apply co-payment apply co-payment stabilization rules.stabilization rules.


199199

Former TANF: Former TANF: Expectations for using Expectations for using

CISCIS

The CCIS The CCIS MUSTMUST review all review all appropriate screens in CIS to appropriate screens in CIS to determine whether the former determine whether the former TANF p/c’s information has TANF p/c’s information has changed since the download.changed since the download.

When a worker becomes aware of a When a worker becomes aware of a p/c who has started receiving TANF p/c who has started receiving TANF benefits again, the worker must benefits again, the worker must generate an AA. The worker must generate an AA. The worker must treat this AA in the same manner as treat this AA in the same manner as all other AAs and pay for the child’s all other AAs and pay for the child’s care care through the notice periodthrough the notice period..


200200

Former TANF:Former TANF:Contact within 60 daysContact within 60 days

§3041.145(1)§3041.145(1)

At the time of the p/c’s face-to-face or At the time of the p/c’s face-to-face or telephone contact, the p/c may telephone contact, the p/c may self-self-certify/validatecertify/validate the following: the following: The p/c needs child care to work or The p/c needs child care to work or

attend education or training in attend education or training in addition to work.addition to work.

The name of the employer, The name of the employer, education or training program.education or training program.

The hours (number of hours and The hours (number of hours and actual schedule) the p/c works or actual schedule) the p/c works or attends education or training.attends education or training.

That facts in the TANF transfer That facts in the TANF transfer information regarding address, information regarding address, family size and income are accurate.family size and income are accurate.

The family is financially eligible.The family is financially eligible. Days/hours for which the child Days/hours for which the child

needs care.needs care.


201201

Example : Contact within 60 Example : Contact within 60 days when days when information has not information has not

changedchanged Case comes over via download on 9/6.Case comes over via download on 9/6. CCMIS generates a TANF Letter for the CCMIS generates a TANF Letter for the

case and the letter is centrally mailed to case and the letter is centrally mailed to the p/c.the p/c.

The p/c contacts the CCIS on 9/19 and The p/c contacts the CCIS on 9/19 and schedules a face-to-face on 9/22.schedules a face-to-face on 9/22.

At the time of the p/c’s face-to-face, the At the time of the p/c’s face-to-face, the p/c p/c self-certifies/validatesself-certifies/validates the following: the following: The need for child care to work or The need for child care to work or

attend education or training in addition attend education or training in addition to work.to work.

The name of the employer, education The name of the employer, education or training program.or training program.

The hours the p/c works or attends The hours the p/c works or attends education or training.education or training.

The address, family size and income The address, family size and income are accurate.are accurate.

Days/hours for which the child needs Days/hours for which the child needs care.care.


202202

Example: Contact within 60 Example: Contact within 60 days when days when information has information has

changedchanged Case comes over via download on 9/6.Case comes over via download on 9/6. CCMIS generates a TANF Letter for the case CCMIS generates a TANF Letter for the case

and the letter is centrally mailed to the p/c.and the letter is centrally mailed to the p/c. The p/c contacts the CCIS on 9/19 and The p/c contacts the CCIS on 9/19 and

schedules a face-to-face on 9/22.schedules a face-to-face on 9/22. At the time of the p/c’s face-to-face, the p/c At the time of the p/c’s face-to-face, the p/c

self-certifies/validatesself-certifies/validates the following: the following: The need for child care to work or attend The need for child care to work or attend

education or training in addition to work.education or training in addition to work. The address, family size and income are The address, family size and income are

accurate.accurate. At the time of the p/c’s face-to-face, the p/c At the time of the p/c’s face-to-face, the p/c

reports changes in the following:reports changes in the following: The name of the employer, education or The name of the employer, education or

training program.training program. The hours the p/c works or attends The hours the p/c works or attends

education or training.education or training. Days/hours for which the child needs care.Days/hours for which the child needs care.

The p/c must provide verification of the The p/c must provide verification of the information that has changed since the information that has changed since the transfer.transfer.


203203

Former TANF:Former TANF:Contact after day 60 Contact after day 60

§3041.145(2)§3041.145(2)

At the time of the p/c’s face-to-face or At the time of the p/c’s face-to-face or telephone contact, the p/c may telephone contact, the p/c may self-self-declaredeclare the following: the following: The p/c needs child care to work or The p/c needs child care to work or

attend education or training in attend education or training in addition to work.addition to work.

The name of the employer, The name of the employer, education or training program.education or training program.

The hours (number of hours and The hours (number of hours and actual schedule) the p/c works or actual schedule) the p/c works or attends education or training.attends education or training.

That facts in the TANF transfer That facts in the TANF transfer information regarding address, information regarding address, family size and income are accurate.family size and income are accurate.

The family is financially eligible.The family is financially eligible. Days/hours for which the child Days/hours for which the child

needs care.needs care.


204204

Example : Contact after 60 days Example : Contact after 60 days when when information has not information has not


case and the letter is centrally mailed to the case and the letter is centrally mailed to the p/c.p/c.


At the time of the p/c’s face-to-face, the p/c At the time of the p/c’s face-to-face, the p/c self-declaresself-declares the following: the following: The need for child care to work or attend The need for child care to work or attend

education or training in addition to work.education or training in addition to work. The name of the employer, education or The name of the employer, education or

training program.training program. The hours the p/c works or attends The hours the p/c works or attends

education or training.education or training. The address, family size and income are The address, family size and income are

accurate.accurate. Days/hours for which the child needs Days/hours for which the child needs

care.care. The p/c must submit verification within 30 The p/c must submit verification within 30

days from the date of the self-declaration in days from the date of the self-declaration in order to maintain eligibility.order to maintain eligibility.


205205

Example : Contact after 60 Example : Contact after 60 days when days when information has information has


case and the letter is centrally mailed to case and the letter is centrally mailed to the p/c.the p/c.


At the time of the p/c’s face-to-face, the At the time of the p/c’s face-to-face, the p/c reports changes to the following:p/c reports changes to the following: The name of the employer, education The name of the employer, education

or training program.or training program. The hours the p/c works or attends The hours the p/c works or attends

education or training.education or training. Days/hours for which the child needs Days/hours for which the child needs

care.care. The p/c self-declares all of the The p/c self-declares all of the

information. information. The p/c must submit verification within 30 The p/c must submit verification within 30

days from the date of the self-declaration days from the date of the self-declaration in order to maintain eligibility.in order to maintain eligibility.


206206

Former TANF: Former TANF: Never contacting Never contacting

§3041.146(a)&(b)§3041.146(a)&(b)

Contact the p/c by telephone Contact the p/c by telephone within 31 calendar days following within 31 calendar days following the date of the TANF eligibility the date of the TANF eligibility notification.notification.

Determine the following during the Determine the following during the telephone contact:telephone contact: The p/c’s continuing need for The p/c’s continuing need for

child care.child care. The p/c’s choice to meet the The p/c’s choice to meet the

face-to-face requirement face-to-face requirement using a telephone contact or using a telephone contact or participating in a face-to-face.participating in a face-to-face.

If the CCIS makes reasonable If the CCIS makes reasonable attempts and is unable to contact attempts and is unable to contact the p/c, the CCIS must send an AA.the p/c, the CCIS must send an AA.


207207

Former TANF: Former TANF: Face-to-faceFace-to-face

§3041.144(a)§3041.144(a)

The p/c must complete a face-to-The p/c must complete a face-to-face no later than 30 calendar face no later than 30 calendar days following the date of the days following the date of the TANF transfer notice.TANF transfer notice.

The CCIS may still waive the The CCIS may still waive the face-to-face requirement for face-to-face requirement for a family who has left subsidy and a family who has left subsidy and returns again within one year.returns again within one year.

The face-to-face requirement is an The face-to-face requirement is an application requirement only.application requirement only.

In a 2-p/c family only one p/c is In a 2-p/c family only one p/c is required to attend the face-to-face.required to attend the face-to-face.

When a single p/c is receiving When a single p/c is receiving subsidy and marries, the spouse is subsidy and marries, the spouse is not required to attend a face-to-not required to attend a face-to-face.face.


208208

Former TANF:Former TANF:General General

Responsibilities Responsibilities during Face-to-faceduring Face-to-face

Advise the p/c of the Advise the p/c of the requirement to report the requirement to report the following:following: Loss of work.Loss of work. Change in family composition.Change in family composition.

Advise the p/c that the CCIS will Advise the p/c that the CCIS will complete a redetermination on complete a redetermination on or after day 184.or after day 184.

Collect the p/c’s information Collect the p/c’s information regarding choice of provider or regarding choice of provider or help the p/c to locate an eligible help the p/c to locate an eligible provider.provider.


209209

Former TANF: Former TANF: Face-to-face Face-to-face ExtensionExtension§3041.144(a)§3041.144(a)

The CCIS may extend the 30-day The CCIS may extend the 30-day timeframe for the face-to-face if, on timeframe for the face-to-face if, on or before the 30or before the 30thth calendar day, the calendar day, the p/c claims hardship due to conflicts p/c claims hardship due to conflicts with the p/c’s work hours, with the p/c’s work hours, transportation problems or illness of transportation problems or illness of the p/c or another family member.the p/c or another family member.

At the time the p/c claims hardship, At the time the p/c claims hardship, the CCIS may grant an additional 30 the CCIS may grant an additional 30 days to complete the face-to-face days to complete the face-to-face from the date the hardship is claimed.from the date the hardship is claimed.

The CCIS may substitute a telephone The CCIS may substitute a telephone contact for the face-to-face if a contact for the face-to-face if a face-to-face cannot be scheduled face-to-face cannot be scheduled without the p/c losing work time.without the p/c losing work time.


210210

Former TANF: Former TANF: Failure to attend F-t-Failure to attend F-t-

F F §3041.146(d)§3041.146(d)

Contact the p/c by telephone within Contact the p/c by telephone within 1 working day following the date 1 working day following the date the p/c failed to attend the face-to-the p/c failed to attend the face-to-face.face.

Determine the following during the Determine the following during the telephone contact:telephone contact: The p/c’s continuing need for The p/c’s continuing need for

child care.child care. The p/c’s choice to meet the The p/c’s choice to meet the

face-to-face requirement using a face-to-face requirement using a telephone contact or telephone contact or participating in a face-to-face.participating in a face-to-face.

If the CCIS makes reasonable If the CCIS makes reasonable attempts and is unable to contact attempts and is unable to contact the p/c, the CCIS must send an AA.the p/c, the CCIS must send an AA.


211211

Former TANF: Former TANF: Provider PaymentProvider Payment

A former TANF p/c who meets the A former TANF p/c who meets the eligibility requirements and wants eligibility requirements and wants the CCIS to pay for child care the CCIS to pay for child care must must contact the CCIS within 30 contact the CCIS within 30 days of the TANF closing date. days of the TANF closing date.

The CCIS will continue the current The CCIS will continue the current practice of paying for child care practice of paying for child care for up to 30 days following the for up to 30 days following the TANF closing date. TANF closing date.

At the face-to-face meeting, the At the face-to-face meeting, the CCIS must determine whether the CCIS must determine whether the parent’s provider is eligible for parent’s provider is eligible for payment based on the CCIS payment based on the CCIS provider agreement standards. provider agreement standards.


212212

Former TANF: Former TANF: Provider Payment Provider Payment

(cont’d)(cont’d) If at the face-to-face meeting, the If at the face-to-face meeting, the

CCIS finds that the provider is not CCIS finds that the provider is not eligible by CCIS standards (ex: eligible by CCIS standards (ex: Affirmation Statement, live-in in-Affirmation Statement, live-in in-home provider, in-home care being home provider, in-home care being given outside of the in-home care given outside of the in-home care hours), the CCIS will give the parent hours), the CCIS will give the parent 30 days to find an eligible provider. 30 days to find an eligible provider. The CCIS will continue to pay the The CCIS will continue to pay the provider for up to an additional 30 provider for up to an additional 30 days while the parent looks for a new days while the parent looks for a new provider. provider.

NoteNote: under no circumstances : under no circumstances will the CCIS pay a provider after will the CCIS pay a provider after (s)he fails CareCheck.(s)he fails CareCheck.


213213

Former TANF: Former TANF: Retroactive Payment Retroactive Payment

§3041.148§3041.148

Payment is retroactive to the Payment is retroactive to the day after TANF ended or to day after TANF ended or to the date child care costs were the date child care costs were first incurred first incurred for all TANF for all TANF transferstransfers, providing the p/c , providing the p/c provides verification of provides verification of incurred child care expenses.incurred child care expenses.

See the following slide See the following slide regarding important policy regarding important policy interpretations of this interpretations of this regulation.regulation.


214214

Former TANF: Former TANF: Retroactive Payment Retroactive Payment

(cont’d)(cont’d) The CCIS will not guarantee retroactive The CCIS will not guarantee retroactive

payment for child care to a p/c who does payment for child care to a p/c who does not contact the CCIS within 30 days of not contact the CCIS within 30 days of TANF closing. TANF closing.

An An eligible p/celigible p/c who contacts the CCIS who contacts the CCIS between 31 and 183 days after the TANF between 31 and 183 days after the TANF closing date must have an eligible closing date must have an eligible provider in order to receive retroactive provider in order to receive retroactive payments. payments.

If the provider is not eligible by CCIS If the provider is not eligible by CCIS standards, the p/c will receive 30 days to standards, the p/c will receive 30 days to find an eligible provider. The CCIS must find an eligible provider. The CCIS must pay the p/c’s provider for up to 30 days pay the p/c’s provider for up to 30 days while the parent finds a new provider. while the parent finds a new provider.

An eligible p/c who provides invoices or An eligible p/c who provides invoices or receipts for care provided prior to receipts for care provided prior to contacting the CCIS may only receive contacting the CCIS may only receive retroactive payment for the period the retroactive payment for the period the provider was eligible by CCIS standards. provider was eligible by CCIS standards. The maximum retroactive payment The maximum retroactive payment period for an eligible provider is 183 period for an eligible provider is 183 days. days.


215215

Redetermination:Redetermination:TANFTANF

For the first redetermination due For the first redetermination due after TANF ends, the CCIS after TANF ends, the CCIS WILL WILL NOTNOT process the redetermination process the redetermination within CCMIS until day 184 or within CCMIS until day 184 or later.later.

The CCIS must review the The CCIS must review the information to determine if any information to determine if any information/verification is missing information/verification is missing and send a Missing Verification and send a Missing Verification Letter if needed.Letter if needed.

For subsequent redeterminations, For subsequent redeterminations, the CCIS must process the the CCIS must process the redetermination upon receipt of the redetermination upon receipt of the Redetermination Summary Form Redetermination Summary Form and all verification.and all verification.


216216

Former TANF & Former TANF & Low-Income FundingLow-Income Funding

If part of the family is receiving If part of the family is receiving TANF funding while part is TANF funding while part is receiving Low-Income funding, receiving Low-Income funding, the whole family shall be funded the whole family shall be funded using former TANF funding.using former TANF funding.

ExamplesExamples: : 1.1. Mother is Fund C and marries Mother is Fund C and marries

father of a child who is Fund A. father of a child who is Fund A. All family members become All family members become Fund C. Fund C.

2.2. Mother moves in with the father Mother moves in with the father of one of her children who is of one of her children who is receiving Fund C care. Father receiving Fund C care. Father also has other children in the also has other children in the home who are receiving Fund A home who are receiving Fund A care. The two families are care. The two families are meshed into one family and all meshed into one family and all family members become Fund family members become Fund C.C.


217217

TANF Expiration TANF Expiration §3041.150§3041.150

A p/c who reaches the 5-A p/c who reaches the 5-year TANF expiration date year TANF expiration date and is no longer eligible and is no longer eligible for TANF, is eligible for 60 for TANF, is eligible for 60 calendar days of subsidy to calendar days of subsidy to seek work.seek work.


218218

Former TANF: Former TANF: Diversion ProgramDiversion Program

A new initiative for TANF eligible A new initiative for TANF eligible applicants which was implemented by applicants which was implemented by OIM effective 8/1/2005. OIM effective 8/1/2005.

A TANF program that affords recipients A TANF program that affords recipients the same 183-day period of potential the same 183-day period of potential child care eligibility that former TANF child care eligibility that former TANF transfer families receive. As with former transfer families receive. As with former TANF transfers, the p/c has 183 days to TANF transfers, the p/c has 183 days to access Fund C child care from the CCIS.access Fund C child care from the CCIS.

Provides short term financial assistance Provides short term financial assistance to families whose income has been to families whose income has been reduced.reduced.

Designed to provide an alternative to Designed to provide an alternative to ongoing TANF cash assistance.ongoing TANF cash assistance.

A p/c that participated in the Diversion A p/c that participated in the Diversion program will come to the CCIS with a program will come to the CCIS with a PA1696 form.PA1696 form.

The rules for Diversion families are the The rules for Diversion families are the same rules that apply to former TANF same rules that apply to former TANF families.families.


219219

Former TANF:Former TANF:Diversion Program Diversion Program

ProceduresProcedures1.1. Collect the PA1696 form from the Collect the PA1696 form from the

p/c. If the p/c does not have the p/c. If the p/c does not have the form, call the CAO Child Care form, call the CAO Child Care Coordinator.Coordinator.

2.2. Confirm the p/c received a Confirm the p/c received a diversion payment by checking diversion payment by checking CIS for the p/c’s name and a one CIS for the p/c’s name and a one day eligibility segment. Program day eligibility segment. Program status codes for Diversion are:status codes for Diversion are:

47 = 1-month grant47 = 1-month grant 48 = 2-month grant48 = 2-month grant 49 = 3-month grant49 = 3-month grant

3.3. Have the p/c complete an Have the p/c complete an application because CIS will not application because CIS will not provide the information needed to provide the information needed to determine child care eligibility determine child care eligibility and the family will not come via and the family will not come via the download. the download.


220220

Former TANF:Former TANF:Diversion Program Diversion Program Procedures (cont’d)Procedures (cont’d)

4.4. Evaluate the family’s eligibility Evaluate the family’s eligibility using the following criteria:using the following criteria:

The p/c must meet the work The p/c must meet the work requirementrequirement

The child must meet the age The child must meet the age requirementsrequirements

The family’s income must be The family’s income must be under 235% of FPIGunder 235% of FPIG

The family must use a provider The family must use a provider who meets the CCIS agency’s who meets the CCIS agency’s rules for provider rules for provider participation.participation.

5.5. A family who does not meet the A family who does not meet the eligibility rules listed above, has eligibility rules listed above, has 183 days from the CIS diversion 183 days from the CIS diversion date to meet them.date to meet them.


221221

Former TANF:Former TANF:Diversion Program Diversion Program Procedures (cont’d)Procedures (cont’d)

6.6. The CCIS may pay retroactive The CCIS may pay retroactive child care payments for a period child care payments for a period not to exceed 183 days from the not to exceed 183 days from the CIS diversion date as long as the CIS diversion date as long as the p/c, child and provider all meet p/c, child and provider all meet eligibility requirements.eligibility requirements.

7.7. The CCIS must use Fund C to pay The CCIS must use Fund C to pay for the child(ren)’s enrollment(s).for the child(ren)’s enrollment(s).

8.8. A family who participated in the A family who participated in the Diversion program and who Diversion program and who applies to the CCIS more than 183 applies to the CCIS more than 183 days from the CIS diversion date days from the CIS diversion date must meet all low-income must meet all low-income eligibility rules, is subject to the eligibility rules, is subject to the waiting list and must receive child waiting list and must receive child care payments through Fund A.care payments through Fund A.


222222

Inter CCIS Transfer: Inter CCIS Transfer: RequirementsRequirements

The sending and receiving CCISs must The sending and receiving CCISs must actively communicate with one another actively communicate with one another and make joint decisions based on the and make joint decisions based on the best interests of the child(ren) and best interests of the child(ren) and family.family.

A case will be transferred only when the A case will be transferred only when the case is eligible at the time of transfer.case is eligible at the time of transfer.

UNDER NO CIRCUMSTANCESUNDER NO CIRCUMSTANCES, will , will the CCIS transfer a case if any of the the CCIS transfer a case if any of the following are true:following are true: There is an outstanding AA.There is an outstanding AA. There is an outstanding co-payment There is an outstanding co-payment

delinquency.delinquency. It is suggested that the CCIS process a It is suggested that the CCIS process a

transfer on a Monday transfer on a Monday IF IT IS IF IT IS POSSIBLE AND IF IT MEETS THE POSSIBLE AND IF IT MEETS THE FAMILY’S NEEDSFAMILY’S NEEDS..


223223

Inter CCIS Transfer: Inter CCIS Transfer: Procedures/Sending Procedures/Sending

CCISCCIS1.1. Discuss the upcoming move with the Discuss the upcoming move with the

parent/caretaker.parent/caretaker. What is the tentative date of the What is the tentative date of the

move?move? What is the location of the move?What is the location of the move? Will child care continue to be needed? Will child care continue to be needed?

Is the need for care the same? Is the need for care the same? Will the same provider be used? If Will the same provider be used? If

not, do you have another provider in not, do you have another provider in mind?mind?

If the transfer occurs within the 6-If the transfer occurs within the 6-week redetermination timeframe, week redetermination timeframe, determine which CCIS would the p/c determine which CCIS would the p/c prefer to work with to complete the prefer to work with to complete the redetermination?redetermination?

Would you like help with resource and Would you like help with resource and referral to locate a new provider?referral to locate a new provider?


224224


CCISCCIS(cont’d)(cont’d)

2.2. Give the p/c the name, address, Give the p/c the name, address, telephone number and fax number of telephone number and fax number of the receiving CCIS the receiving CCIS at a minimumat a minimum..

3.3. Call the CCIS in the receiving Call the CCIS in the receiving county/geographic area county/geographic area PRIOR TO PRIOR TO TRANSFERRING THE CASETRANSFERRING THE CASE to to discuss the following:discuss the following: Information regarding the transfer.Information regarding the transfer. Which CCIS should complete the Which CCIS should complete the

redetermination if necessary. The redetermination if necessary. The sending and receiving CCISs sending and receiving CCISs must must come to an agreement based on come to an agreement based on the Inter CCIS Transfer the Inter CCIS Transfer requirements. requirements.

Information regarding any Information regarding any outstanding actions/issues (i.e., outstanding actions/issues (i.e., AAs).AAs).


225225


CCISCCIS(cont’d)(cont’d)

4.4. Fax the receiving CCIS a copy of the Fax the receiving CCIS a copy of the Release of Information form.Release of Information form.

5.5. 5. When there is a discrepancy in the 5. When there is a discrepancy in the information and the receiving CCIS information and the receiving CCIS requests it, fax needed requests it, fax needed information/verification to the receiving information/verification to the receiving CCIS.CCIS.

6.6. Update all information known about the Update all information known about the family such as:family such as: New address and telephone New address and telephone

number.number. New employment and income New employment and income

information if applicable.information if applicable.7.7. Run eligibility if necessary to ensure the Run eligibility if necessary to ensure the

transfer of transfer of an eligiblean eligible case. case.8.8. Do Do notnot end enrollments. CCMIS will end enrollments. CCMIS will

automatically end enrollments during automatically end enrollments during the night batch following successful the night batch following successful transfer.transfer.


226226

Inter CCIS Transfer: Inter CCIS Transfer: Procedures/Sending CCISProcedures/Sending CCIS

(cont’d)(cont’d)9.9. Perform the transfer on the agreed-Perform the transfer on the agreed-

upon date.upon date.10.10. Once the transfer has been completed, Once the transfer has been completed,

the sending CCIS the sending CCIS WILL NOTWILL NOT update update any information in the case and any information in the case and WILL WILL NOTNOT run eligibility. run eligibility.

11.11. If a redetermination packet has been If a redetermination packet has been generated for the sending CCIS and generated for the sending CCIS and the redetermination is not yet the redetermination is not yet completed, CCMIS will generate a completed, CCMIS will generate a second redetermination packet for the second redetermination packet for the receiving CCIS upon completion of the receiving CCIS upon completion of the transfer to ensure a redetermination is transfer to ensure a redetermination is completed. In most cases, the completed. In most cases, the receiving CCIS will not need to act receiving CCIS will not need to act upon the redetermination packet. upon the redetermination packet. Dates for the redetermination packets Dates for the redetermination packets will vary. The redetermination date will vary. The redetermination date for each packet will be the generation for each packet will be the generation date + 42 days (6 weeks).date + 42 days (6 weeks).


227227

Inter CCIS Transfer: Inter CCIS Transfer: Procedures/Receiving Procedures/Receiving

CCISCCIS1.1. Request that the sending CCIS fax Request that the sending CCIS fax

needed information/verification if there needed information/verification if there is a discrepancy in the information.is a discrepancy in the information.

2.2. Obtain from the p/c verification of Obtain from the p/c verification of information that has changed or was not information that has changed or was not verified at the time of the transfer.verified at the time of the transfer.

3.3. Note in the family file:Note in the family file: Which CCIS transferred the case and Which CCIS transferred the case and

has the supporting documentation. has the supporting documentation. The date of the transfer.The date of the transfer.

4.4. Receive an alert generated within Receive an alert generated within CCMIS to inform the worker that the CCMIS to inform the worker that the case has been transferred.case has been transferred.

5.5. Assign the case to the correct caseload.Assign the case to the correct caseload.

6.6. Create and process the enrollments Create and process the enrollments using the established enrollment using the established enrollment information by searching the for the case information by searching the for the case using the previous county record using the previous county record number.number.


228228

Inter CCIS Transfer:Inter CCIS Transfer:Redetermination Redetermination

ExamplesExamples1.1. Packet generated by CCMIS (6 weeks prior Packet generated by CCMIS (6 weeks prior

to the redetermination due date) – P/C has to the redetermination due date) – P/C has not yet returned the packet:not yet returned the packet:

The sending and receiving CCISs must The sending and receiving CCISs must decide which CCIS will complete the decide which CCIS will complete the redetermination. However, if the p/c redetermination. However, if the p/c indicates a preference the CCIS must indicates a preference the CCIS must honor this preference.honor this preference.

2.2. Packet generated by CCMIS (6 weeks prior Packet generated by CCMIS (6 weeks prior to the redetermination due date) – P/C has to the redetermination due date) – P/C has returned the packet, but the CCIS has not returned the packet, but the CCIS has not yet initiated the redetermination:yet initiated the redetermination:

The sending and receiving CCIS The sending and receiving CCIS agencies must decide which CCIS will agencies must decide which CCIS will complete the redetermination. complete the redetermination. However, if the p/c indicates a However, if the p/c indicates a preference the CCIS must honor this preference the CCIS must honor this preference.preference.


229229


ExamplesExamples(cont’d)(cont’d)

3.3. Packet generated by CCMIS (6 Packet generated by CCMIS (6 weeks prior to the weeks prior to the redetermination due date) – P/C redetermination due date) – P/C has returned the packet, but the has returned the packet, but the CCIS has not yet began the CCIS has not yet began the redetermination:redetermination:

The sending and receiving The sending and receiving CCISs must decide which CCIS CCISs must decide which CCIS will complete the will complete the redetermination. However, if redetermination. However, if the p/c indicates a preference the p/c indicates a preference the CCIS must honor this the CCIS must honor this preference.preference.


230230


ExamplesExamples(cont’d)(cont’d)

4.4. Packet generated by CCMIS (6 weeks Packet generated by CCMIS (6 weeks prior to the redetermination due date) – prior to the redetermination due date) – P/C has returned the packet and the P/C has returned the packet and the CCIS has initiated the redetermination CCIS has initiated the redetermination in redetermination mode within in redetermination mode within CCMIS:CCMIS:

The sending CCISs must complete The sending CCISs must complete the redetermination. P/C preference the redetermination. P/C preference can not be honored in this situation.can not be honored in this situation.

5.5. Between redeterminations – Between redeterminations – The sending CCIS processes the The sending CCIS processes the

transfer and the receiving CCIS transfer and the receiving CCIS sends a Missing Verification Letter if sends a Missing Verification Letter if information has changed or was not information has changed or was not verified at the time of transfer. Upon verified at the time of transfer. Upon receipt of additional receipt of additional information/verification, the information/verification, the receiving CCIS must update the receiving CCIS must update the information/verification in information/verification in ONGOINGONGOING mode only and assess mode only and assess eligibility.eligibility.


231231

Head Start Head Start Provisions Provisions §3041.51§3041.51

The Head Start provisions regarding The Head Start provisions regarding reporting requirements and reporting requirements and redeterminations apply to all children in redeterminations apply to all children in the family, when one child is enrolled in the family, when one child is enrolled in Head Start.Head Start.

Other children in the family are not Other children in the family are not entitled to extra days of care beyond the entitled to extra days of care beyond the p/c’s work schedule.p/c’s work schedule.

ExamplesExamples: : The CCIS will pay for care as The CCIS will pay for care as follows:follows:1.1. A Head Start child who is enrolled A Head Start child who is enrolled

with a provider with a collaborative with a provider with a collaborative agreement 5 days/week may agreement 5 days/week may receive care 5 days/week when the receive care 5 days/week when the parent works only 3 days/week. parent works only 3 days/week. This allows the child to continue to This allows the child to continue to experience the special benefits of experience the special benefits of the Head Start program.the Head Start program.

2.2. Other children in the family may Other children in the family may only receive care as indicated by the only receive care as indicated by the p/c’s work/training schedule; in this p/c’s work/training schedule; in this case 3 days/week. case 3 days/week.


232232

Head Start Head Start Provisions (cont’d)Provisions (cont’d)

If the p/c involuntarily loses If the p/c involuntarily loses work, the family remains eligible work, the family remains eligible for up to 60 calendar days for up to 60 calendar days following the loss of work.following the loss of work.

If the p/c begins to receive cash If the p/c begins to receive cash assistance, the family is ineligible assistance, the family is ineligible for subsidized child care through for subsidized child care through the CCIS. The CCIS must:the CCIS. The CCIS must:

1.1. Uncheck child care (cc) Uncheck child care (cc) request with a reason of p/c request with a reason of p/c receiving TANF. This will receiving TANF. This will generate an AA terminating generate an AA terminating carecare

2.2. Pay for the child’s care Pay for the child’s care through the notice periodthrough the notice period..


233233

Head Start Head Start Provisions: Provisions:

Co-payments Co-payments §3041.51(f)§3041.51(f)(4)(4) The co-payment is based on family size The co-payment is based on family size

and income. and income. THERE IS NO LONGER THERE IS NO LONGER A $5 CO-PAYMENT ASSESSED FOR A $5 CO-PAYMENT ASSESSED FOR A HEAD START FAMILY.A HEAD START FAMILY.

Family income includes both earned Family income includes both earned and unearned income.and unearned income.

The co-payment assigned at the initial The co-payment assigned at the initial eligibility determination remains eligibility determination remains unchanged until the child is no longer unchanged until the child is no longer enrolled in Head Start.enrolled in Head Start.

ExceptionException::1.1. The co-payment may be The co-payment may be

overridden to $5 when a p/c overridden to $5 when a p/c involuntarily loses a job. When involuntarily loses a job. When the p/c finds new employment, the p/c finds new employment, the co-payment returns to the the co-payment returns to the originaloriginal amount assessed at amount assessed at initial eligibility.initial eligibility.


234234

Head Start:Head Start:P/C ResponsibilitiesP/C Responsibilities

The p/c The p/c willwill notnot be required to be required to complete a partial or full complete a partial or full redetermination until the child is no redetermination until the child is no longer enrolled in the Head Start longer enrolled in the Head Start program.program.

The p/c must report the following The p/c must report the following within 10 calendar days:within 10 calendar days: The loss of work.The loss of work. When a child is no longer enrolled When a child is no longer enrolled

in Head Start. in Head Start. A HEAD START A HEAD START PROGRAM OR A RELIABLE PROGRAM OR A RELIABLE SOURCE CONFIRMED BY THE SOURCE CONFIRMED BY THE CCIS MAY ALSO REPORT THE CCIS MAY ALSO REPORT THE END OF A CHILD’S END OF A CHILD’S ENROLLMENT IN HEAD ENROLLMENT IN HEAD START.START.


235235

Head Start:Head Start:Ending the Program in Ending the Program in

CCMISCCMIS The CCIS must:The CCIS must:

1.1. Six weeks prior to the end of the Six weeks prior to the end of the child’s Head Start enrollment, go to child’s Head Start enrollment, go to the “Determine Eligibility” screen in the “Determine Eligibility” screen in CCMIS, assess eligibility and set the CCMIS, assess eligibility and set the family’s redetermination date at least family’s redetermination date at least six weeks and one day in the future. six weeks and one day in the future. Choose “Department Mandate” as the Choose “Department Mandate” as the override reason. Save and confirm override reason. Save and confirm eligibility. This will generate a eligibility. This will generate a redetermination packet within the next redetermination packet within the next day or so. day or so.

2.2. Mail the redetermination packet and Mail the redetermination packet and the redetermination letter to the the redetermination letter to the parent. parent.

3.3. Upon return of the information, go to Upon return of the information, go to “Redetermination Mode” and enter the “Redetermination Mode” and enter the information into CCMIS. Remember to information into CCMIS. Remember to change the child care program to change the child care program to “Low-Income” prior to determining “Low-Income” prior to determining eligibility in redetermination mode. eligibility in redetermination mode.

4.4. Proceed as usual, based on the Proceed as usual, based on the eligibility results. eligibility results.


236236

PrekindergartenPrekindergarten§3041.52§3041.52

Is similar to the Head Start Is similar to the Head Start expansion program.expansion program.

Provisions regarding reporting Provisions regarding reporting requirements and redetermination requirements and redetermination apply to all children in the family, apply to all children in the family, when one child is enrolled in when one child is enrolled in prekindergarten.prekindergarten.

The prekindergarten program must The prekindergarten program must be:be: Operated by a school entity.Operated by a school entity. Operated by a certified child day Operated by a certified child day

care center or licensed private care center or licensed private academic school serving children 3 academic school serving children 3 or 4 years of age operating under or 4 years of age operating under contract with a school entity.contract with a school entity.

A school entity is a public school, A school entity is a public school, school district, intermediate unit or school district, intermediate unit or area vocational-technical school as area vocational-technical school as defined in 22 Pa.Code defined in 22 Pa.Code §§ 49.1 (relating 49.1 (relating to definitions).to definitions).


237237

Prekindergarten: Prekindergarten: Eligibility CriteriaEligibility Criteria

A child who is 3 or 4 A child who is 3 or 4 and who is enrolled in a and who is enrolled in a prekindergarten prekindergarten program, whose p/c program, whose p/c needs extended needs extended hours/days of care to hours/days of care to meet the work meet the work requirement is eligible requirement is eligible for subsidized child for subsidized child care.care.


238238

Prekindergarten: Prekindergarten: Program ProvisionsProgram Provisions

The CCIS The CCIS willwill notnot pay for pay for additional days or hours of care additional days or hours of care beyond the parent’s work/training beyond the parent’s work/training hours for any child in a hours for any child in a prekindergarten family.prekindergarten family.

Co-payment is based on family size Co-payment is based on family size and income.and income.

Subsidy for a child who is enrolled Subsidy for a child who is enrolled in a prekindergarten program and in a prekindergarten program and who is receiving care may be who is receiving care may be suspended during summer school suspended during summer school breaks. breaks.

The CCIS The CCIS willwill notnot require a p/c require a p/c whose child receives subsidized whose child receives subsidized child care and who is enrolled in a child care and who is enrolled in a prekindergarten program to prekindergarten program to complete a partial or full complete a partial or full redetermination until the child is no redetermination until the child is no longer enrolled in a longer enrolled in a prekindergarten programprekindergarten program


239239

Prekindergarten: Prekindergarten: CCIS CCIS

ResponsibilitiesResponsibilities The CCIS must verify that the The CCIS must verify that the

prekindergarten program is operated prekindergarten program is operated by a school entity or by a certified by a school entity or by a certified child day care center or licensed child day care center or licensed private academic school operating private academic school operating under contract with a school entity.under contract with a school entity.

The CCIS must ensure that if The CCIS must ensure that if extended hours/days of care are extended hours/days of care are provided beyond the prekindergarten provided beyond the prekindergarten program’s hours/days, the extended program’s hours/days, the extended hours/days are provided by a facility hours/days are provided by a facility that has a certificate of compliance that has a certificate of compliance or registration by the Department as or registration by the Department as a child care facility.a child care facility.

The CCIS must ensure compliance The CCIS must ensure compliance with waiting list conditions.with waiting list conditions.


240240

Prekindergarten: Prekindergarten: P/C ResponsibilitiesP/C Responsibilities

The p/c must verify the The p/c must verify the following at the time of following at the time of application:application: A minimum of 20 A minimum of 20

hours/week of work.hours/week of work. Income eligibility.Income eligibility. Extended days/hours of Extended days/hours of

care are needed to work.care are needed to work. The p/c must pay the The p/c must pay the

co-payment timely. co-payment timely.


241241

Prekindergarten: Prekindergarten: P/C Responsibilities P/C Responsibilities

(cont’d)(cont’d) The p/c must report the following The p/c must report the following

within 10 calendar days:within 10 calendar days: Loss of work.Loss of work. When a child is no longer When a child is no longer

enrolled in a prekindergarten enrolled in a prekindergarten program. program. A PREKINDERGARTEN A PREKINDERGARTEN PROGRAM OR A RELIABLE PROGRAM OR A RELIABLE SOURCE CONFIRMED BY SOURCE CONFIRMED BY THE CCIS MAY ALSO THE CCIS MAY ALSO REPORT THE END OF A REPORT THE END OF A CHILD’S ENROLLMENT IN CHILD’S ENROLLMENT IN PREKINDERGARTEN.PREKINDERGARTEN.

The p/c does not have to report The p/c does not have to report decrease in hours of work, decrease in hours of work, education or training.education or training.


242242

Appeal rights and Appeal rights and responsibilities responsibilities

§ 3041.174 & § 3041.175§ 3041.174 & § 3041.175

The p/c may appeal orally.The p/c may appeal orally. The CCIS must document the date The CCIS must document the date

and time of the oral appeal in the and time of the oral appeal in the family file.family file.

The p/c must confirm the oral The p/c must confirm the oral appeal in writing to the CCIS no appeal in writing to the CCIS no later than 7 calendar days following later than 7 calendar days following the date the p/c orally requested an the date the p/c orally requested an appeal.appeal.

The oral appeal is not considered a The oral appeal is not considered a formal appeal if the p/c does not formal appeal if the p/c does not provide written confirmation within provide written confirmation within the timeframe.the timeframe.

The CCIS follows the current The CCIS follows the current procedures/regulations regarding procedures/regulations regarding appeal once the written appeal once the written confirmation is received.confirmation is received.


243243

Appealable Actions Appealable Actions § 3041.171§ 3041.171

““Denial of a request for Denial of a request for waiver of a requirement waiver of a requirement based on domestic based on domestic violence” was added as an violence” was added as an appealable action.appealable action.


244244

Subsidy continuation Subsidy continuation during appeal during appeal

§ 3041.173§ 3041.173

Subsidy continues at the Subsidy continues at the prior level until the appeal prior level until the appeal is heard and a final is heard and a final decision is made if the p/c decision is made if the p/c appeals for a reason other appeals for a reason other than disruption of subsidy than disruption of subsidy as specified in as specified in § 3041.22 (relating to § 3041.22 (relating to subsidy disruption) or a subsidy disruption) or a lack of funding.lack of funding.


245245

Definitions: Fraud Definitions: Fraud §3041.3§3041.3

The The intentionalintentional actact of a of a p/c that results in p/c that results in obtaining, continuing or obtaining, continuing or increasing subsidy for increasing subsidy for which the family is not which the family is not eligible and that involves eligible and that involves any of the following:any of the following: A false or misleading A false or misleading

statement.statement. The failure to disclose The failure to disclose

information.information.


246246

Overpayment Overpayment § 3041.181§ 3041.181

A p/c is A p/c is onlyonly required to repay required to repay an overpayment that resulted an overpayment that resulted from one of the following:from one of the following:

Fraud.Fraud. Failure to comply with the Failure to comply with the

regulations.regulations. Subsidy continuation pending Subsidy continuation pending

an appeal when the p/c did not an appeal when the p/c did not win the appeal.win the appeal.

INADVERTENT ERROR BY INADVERTENT ERROR BY THE CCIS OR THE P/C IS NO THE CCIS OR THE P/C IS NO LONGER CONSIDERED AN LONGER CONSIDERED AN OVERPAYMENT.OVERPAYMENT.

See the following slides for some See the following slides for some possible examples.possible examples.


247247

Determination of Determination of Inadvertent Error: Inadvertent Error: Things to ConsiderThings to Consider

Did the p/c know and understand Did the p/c know and understand the responsibility to report? the responsibility to report? What is the p/c’s explanation and What is the p/c’s explanation and is it reasonable? (See Examples is it reasonable? (See Examples #1 & #3 that follow)#1 & #3 that follow)

Was it a CCIS error? (See Was it a CCIS error? (See Example #2 that follows)Example #2 that follows)

Did the p/c fail to report or Did the p/c fail to report or provide correct or complete provide correct or complete information due to information due to circumstances beyond the p/c’s circumstances beyond the p/c’s control? (i.e., serious illness, control? (i.e., serious illness, injury, death or accident)injury, death or accident)


248248

Inadvertent Error: Inadvertent Error: Example 1Example 1

The p/c works 3 pm – 11 pm, M The p/c works 3 pm – 11 pm, M – F. The p/c begins day shift – F. The p/c begins day shift and failed to report this to the and failed to report this to the CCIS because the change did CCIS because the change did not result in a decrease in hours not result in a decrease in hours below 20 and was not a change below 20 and was not a change in the days or amount of care in the days or amount of care needed. The provider was paid needed. The provider was paid for nontraditional care based on for nontraditional care based on the Enrollment Summary. The the Enrollment Summary. The worker discovered the error at worker discovered the error at redetermination.redetermination.

THE CCIS SHOULD NOT THE CCIS SHOULD NOT PURSUE AN OVERPAYMENT.PURSUE AN OVERPAYMENT.


249249


The worker mistakenly switched numbers The worker mistakenly switched numbers when entering employment income and the when entering employment income and the p/c was determined eligible rather than p/c was determined eligible rather than ineligible. The worker discovered the error.ineligible. The worker discovered the error.

Other examples include:Other examples include: Failing to act promptly on a reported Failing to act promptly on a reported

change.change. Computing income or deductions Computing income or deductions

incorrectly.incorrectly. Misapplying the regulations or Misapplying the regulations or

policy.policy. Failing to secure or act on Failing to secure or act on

information.information. Failing to disqualify/terminate a Failing to disqualify/terminate a

child’s or family’s eligibility timely.child’s or family’s eligibility timely.

THE CCIS SHOULD NOT PURSUE THE CCIS SHOULD NOT PURSUE AN OVERPAYMENT.AN OVERPAYMENT.


250250


The p/c’s hours were decreased from 45 The p/c’s hours were decreased from 45 hours/week to 20 hours/week. The p/c hours/week to 20 hours/week. The p/c continues to take the child to the provider continues to take the child to the provider because he is looking for another job to because he is looking for another job to make up the difference. The decrease in make up the difference. The decrease in hours is not a change the p/c must report hours is not a change the p/c must report unless the hours fall below 20 hours/week. unless the hours fall below 20 hours/week. The p/c believed it was okay to continue The p/c believed it was okay to continue care because he intends to locate another care because he intends to locate another job to make up the hours and does not want job to make up the hours and does not want to disrupt his child’s schedule. Also, he can to disrupt his child’s schedule. Also, he can not locate a job as effectively if he must not locate a job as effectively if he must take his child with him. The worker take his child with him. The worker discovers this at redetermination. discovers this at redetermination.

The p/c is NOT entitled to 60 days to The p/c is NOT entitled to 60 days to look for work because the 60 days only look for work because the 60 days only applies to a p/c that is not meeting the applies to a p/c that is not meeting the work requirement due to involuntary work requirement due to involuntary job loss/hour loss. job loss/hour loss.

HOWEVER, THE CCIS SHOULD NOT HOWEVER, THE CCIS SHOULD NOT PROCESS AN OVERPAYMENT PROCESS AN OVERPAYMENT BECAUSE THE ARGUMENT IS A BECAUSE THE ARGUMENT IS A REASONABLE ONE.REASONABLE ONE.


251251

Repayment/Repayment/Recoupment Recoupment

§ 3041.183§ 3041.183

When the p/c files an appeal When the p/c files an appeal of the overpayment decision, of the overpayment decision, the CCIS the CCIS WILLWILL NOTNOT recoup recoup the overpayment until after a the overpayment until after a hearing decision has been hearing decision has been issued from the Bureau of issued from the Bureau of Hearings and Appeals.Hearings and Appeals.


252252

Collection from a Collection from a family whose child family whose child is no longer in care is no longer in care

§ 3041.188§ 3041.188

The p/c is permitted to The p/c is permitted to repay the overpayment in a repay the overpayment in a single payment single payment or under a or under a payment plan agreeable payment plan agreeable to the p/c and the CCISto the p/c and the CCIS..