Policy & Regulatory Training Trainers: Karen Mercadante Karen Mercadante Nancy Buczeskie.

Policy & Regulatory Training Trainers: Karen Mercadante kmercadant@state.pa.us Karen Mercadante kmercadant@state.pa.us kmercadant@state.pa.us Nancy Buczeskie nbuczeskie@state.pa.us Nancy Buczeskie nbuczeskie@state.pa.us nbuczeskie@state.pa.us TO BE USED IN CONJUNCTION WITH R3 POLICY EXAMPLES ppt (9/26/2005) Yellow underlined items marked with *** = hyperlink

11/ 7/2006Office of Child Development2 Table of Contents Yellow underlined items marked with *** = hyperlink Goals (p. 16)*** Goals (p. 16)*** Goals Important Terms (p. 17)*** Important Terms (p. 17)*** Important Terms Important Terms Handbook (p. 18)*** Handbook (p. 18)*** Handbook Provision of Subsidy (p. 19)*** Provision of Subsidy (p. 19)*** Provision of Subsidy Provision of Subsidy Examples (p. 20)*** Examples (p. 20)*** Examples Foster Children (p. 21)*** Foster Children (p. 21)*** Foster Children Foster Children Option 1 (p. 22)*** Option 1 (p. 22)*** Option 1 Option 1 Option 2 (p. 25)*** Option 2 (p. 25)*** Option 2 Option 2 Subsidy Benefits (p. 27)*** Subsidy Benefits (p. 27)*** Subsidy Benefits Subsidy Benefits 24-hour Care (p. 28)*** 24-hour Care (p. 28)*** 24-hour Care 24-hour Care Subsidy Limitations (p. 29)*** Subsidy Limitations (p. 29)*** Subsidy Limitations Subsidy Limitations CareCheck: New Providers (p. 30)*** CareCheck: New Providers (p. 30)*** CareCheck: New Providers CareCheck: New Providers CareCheck: Existing Providers (p. 31)*** CareCheck: Existing Providers (p. 31)*** CareCheck: Existing Providers CareCheck: Existing Providers Selecting a Provider (p. 32)*** Selecting a Provider (p. 32)*** Selecting a Provider Selecting a Provider Example (p. 33)*** Example (p. 33)*** Example

11/ 7/2006Office of Child Development3 Table of Contents Yellow underlined items marked with *** = hyperlink Eligibility Determination Eligibility Determination Initial Determination (p. 34)*** Initial Determination (p. 34)*** Initial Determination Initial Determination CCMIS: Child Care Program (p. 35)*** CCMIS: Child Care Program (p. 35)*** CCMIS: Child Care Program CCMIS: Child Care Program CCMIS: Overriding Eligibility (p. 36)*** CCMIS: Overriding Eligibility (p. 36)*** CCMIS: Overriding Eligibility CCMIS: Overriding Eligibility CCMIS: Leave End Dates (p. 37)*** CCMIS: Leave End Dates (p. 37)*** CCMIS: Leave End Dates CCMIS: Leave End Dates Reopening a Case Reopening a Case Continuous Eligibility (p. 38)*** Continuous Eligibility (p. 38)*** Continuous Eligibility Continuous Eligibility Creating a Child Care Eligible Notice (p. 39)*** Creating a Child Care Eligible Notice (p. 39)*** Creating a Child Care Eligible Notice Creating a Child Care Eligible Notice Process for Case Failure (p. 40)*** Process for Case Failure (p. 40)*** Process for Case Failure Process for Case Failure Reasons for Reopening (p. 41)*** Reasons for Reopening (p. 41)*** Reasons for Reopening Reasons for Reopening Discontinuous Eligibility (p. 42)*** Discontinuous Eligibility (p. 42)*** Discontinuous Eligibility Discontinuous Eligibility Generating Notices (p. 43)*** Generating Notices (p. 43)*** Generating Notices Generating Notices Reasons for Reopening (p. 44)*** Reasons for Reopening (p. 44)*** Reasons for Reopening Reasons for Reopening

11/ 7/2006Office of Child Development4 Table of Contents Yellow underlined items marked with *** = hyperlink Effective Dates (p. 45)*** Effective Dates (p. 45)*** Effective Dates Effective Dates Waiting List (p. 46)*** Waiting List (p. 46)*** Waiting List Waiting List Example 1: No Waiting List (p. 47)*** Example 1: No Waiting List (p. 47)*** Example 1: No Waiting List Example 1: No Waiting List Example 2: Waiting List (p. 48)*** Example 2: Waiting List (p. 48)*** Example 2: Waiting List Example 2: Waiting List Initial Application (p. 49)*** Initial Application (p. 49)*** Initial Application Initial Application Prospective Work (p. 50)*** Prospective Work (p. 50)*** Prospective Work Prospective Work Redetermination: Low-Income (p. 51)*** Redetermination: Low-Income (p. 51)*** Redetermination: Low-Income Redetermination: Low-Income Redetermination: TANF (p. 52)*** Redetermination: TANF (p. 52)*** Redetermination: TANF Redetermination: TANF Period of Eligibility (p. 53)*** Period of Eligibility (p. 53)*** Period of Eligibility Period of Eligibility Signatures Signatures Application (p. 54)*** Application (p. 54)*** Application Release of Information (p. 55)*** Release of Information (p. 55)*** Release of Information Release of Information Option 1 (p. 56)*** Option 1 (p. 56)*** Option 1 Option 1 Option 2 (p. 57)*** Option 2 (p. 57)*** Option 2 Option 2 HIPPA form (p. 58)*** HIPPA form (p. 58)*** HIPPA form HIPPA form Family Definitions Family Definitions Family (p. 59)*** Family (p. 59)*** Family Caretaker (p. 60)*** Caretaker (p. 60)*** Caretaker Parent (p. 61)*** Parent (p. 61)*** Parent

11/ 7/2006Office of Child Development5 Table of Contents Yellow underlined items marked with *** = hyperlink Income Income Definition (p. 62)*** Definition (p. 62)*** Definition Family Size & Income Counted (p. 63)*** Family Size & Income Counted (p. 63)*** Family Size & Income Counted Family Size & Income Counted Adjusting Income (p. 65)*** Adjusting Income (p. 65)*** Adjusting Income Adjusting Income Counting Overtime (p. 66)*** Counting Overtime (p. 66)*** Counting Overtime Counting Overtime Example 1: OT WILL continue (p. 67)*** Example 1: OT WILL continue (p. 67)*** Example 1: OT WILL continue Example 1: OT WILL continue Examples 2 & 3: OT will NOT continue (p. 68 & 69)*** Examples 2 & 3: OT will NOT continue (p. 68 & 69)*** Examples 2 & 3: OT will NOT continue Examples 2 & 3: OT will NOT continue Work Requirement Work Requirement Definitions (p. 70)*** Definitions (p. 70)*** Definitions Requirements (p. 71)*** Requirements (p. 71)*** Requirements Temporary Exemptions (p. 72)*** Temporary Exemptions (p. 72)*** Temporary Exemptions Temporary Exemptions Loss of Work/Training (p. 73)*** Loss of Work/Training (p. 73)*** Loss of Work/Training Loss of Work/Training

11/ 7/2006Office of Child Development6 Table of Contents Yellow underlined items marked with *** = hyperlink Education/Training Education/Training Education Definition (p. 74)*** Education Definition (p. 74)*** Education Definition Education Definition Teen Parent Loss of Education (p. 75)*** Teen Parent Loss of Education (p. 75)*** Teen Parent Loss of Education Teen Parent Loss of Education Training Definition (p. 76)*** Training Definition (p. 76)*** Training Definition Training Definition Link to the U.S. Dep’t of Education (p. 77)*** Link to the U.S. Dep’t of Education (p. 77)*** Link to the U.S. Dep’t of Education Link to the U.S. Dep’t of Education Accreditation Determination Steps (p. 78)*** Accreditation Determination Steps (p. 78)*** Accreditation Determination Steps Accreditation Determination Steps Prospective Work/Education/Training Prospective Work/Education/Training Definition (p. 79)*** Definition (p. 79)*** Definition Estimated Income (p. 80)*** Estimated Income (p. 80)*** Estimated Income Estimated Income CCMIS Process (p. 81) *** CCMIS Process (p. 81) *** CCMIS Process CCMIS Process Example (p. 83)*** Example (p. 83)*** Example Determining Hours of Care Determining Hours of Care Employment (p. 84)*** Employment (p. 84)*** Employment Self-employment (p. 85)*** Self-employment (p. 85)*** Self-employment

11/ 7/2006Office of Child Development7 Table of Contents Yellow underlined items marked with *** = hyperlink Disability Disability Definition (p. 86)*** Definition (p. 86)*** Definition Eligibility Criteria (p. 87)*** Eligibility Criteria (p. 87)*** Eligibility Criteria Eligibility Criteria Eligibility Determination (p. 88)*** Eligibility Determination (p. 88)*** Eligibility Determination Eligibility Determination Partial Disability Partial Disability Single p/c (p. 89)*** Single p/c (p. 89)*** Single p/c Single p/c 2 p/c family (p. 90)*** 2 p/c family (p. 90)*** 2 p/c family 2 p/c family Child Support (p. 91)*** Child Support (p. 91)*** Child Support Child Support Domestic and other Violence Domestic and other Violence Definition (p. 92)*** Definition (p. 92)*** Definition Waiver Waiver Utilization (p. 94)*** Utilization (p. 94)*** Utilization Process (p. 95)*** Process (p. 95)*** Process Work Requirement (p. 97) *** Work Requirement (p. 97) *** Work Requirement Work Requirement

11/ 7/2006Office of Child Development8 Table of Contents Yellow underlined items marked with *** = hyperlink Verification/Self-Certification/Self-Declaration Verification/Self-Certification/Self-Declaration Definitions (p. 98)*** Definitions (p. 98)*** Definitions Types of Verification within CCMIS (p. 99)*** Types of Verification within CCMIS (p. 99)*** Types of Verification within CCMIS Types of Verification within CCMIS General Requirements (p. 100)*** General Requirements (p. 100)*** General Requirements General Requirements Collateral Contact (p. 102)*** Collateral Contact (p. 102)*** Collateral Contact Collateral Contact Process (p. 103)*** Process (p. 103)*** Process Reliable Source (p. 104)*** Reliable Source (p. 104)*** Reliable Source Reliable Source Methods (p. 106)*** Methods (p. 106)*** Methods Utilization (p. 107)*** Utilization (p. 107)*** Utilization Self-Certification (p. 108)*** Self-Certification (p. 108)*** Self-Certification Process (p. 109)*** Process (p. 109)*** Process Self-Declaration (p. 110)*** Self-Declaration (p. 110)*** Self-Declaration Process (p. 111)*** Process (p. 111)*** Process Utilization (p. 112)*** Utilization (p. 112)*** Utilization Verification Chart Hyperlink to LMS (p. 113)*** Verification Chart Hyperlink to LMS (p. 113)*** Verification Chart Hyperlink to LMS Verification Chart Hyperlink to LMS CCMIS Implications (p. 114)*** CCMIS Implications (p. 114)*** CCMIS Implications CCMIS Implications

11/ 7/2006Office of Child Development9 Table of Contents Yellow underlined items marked with *** = hyperlink Income Verification Income Verification Procedures (p. 115)*** Procedures (p. 115)*** Procedures Prospective Work (p. 116)*** Prospective Work (p. 116)*** Prospective Work Prospective Work Initial Application (p. 117)*** Initial Application (p. 117)*** Initial Application Initial Application Redetermination (p. 118)*** Redetermination (p. 118)*** Redetermination Initial Application Examples (p. 119)*** Initial Application Examples (p. 119)*** Initial Application Examples Initial Application Examples Ongoing Reduction of Income Examples (p. 123)*** Ongoing Reduction of Income Examples (p. 123)*** Ongoing Reduction of Income Examples Ongoing Reduction of Income Examples Redetermination Examples (p. 126)*** Redetermination Examples (p. 126)*** Redetermination Examples Redetermination Examples Co-payment Stabilization (p. 131)*** Co-payment Stabilization (p. 131)*** Co-payment Stabilization Co-payment Stabilization Adjusting Co-payment Adjusting Co-payment Maternity Leave (p. 132)*** Maternity Leave (p. 132)*** Maternity Leave Maternity Leave Disability Leave (p. 133)*** Disability Leave (p. 133)*** Disability Leave Disability Leave Involuntary Loss of Work (p. 134)*** Involuntary Loss of Work (p. 134)*** Involuntary Loss of Work Involuntary Loss of Work Prospective Work at Application (p. 135)*** Prospective Work at Application (p. 135)*** Prospective Work at Application Prospective Work at Application Examples (p. 136)*** Examples (p. 136)*** Examples Prospective Work for Recipient (p. 138)*** Prospective Work for Recipient (p. 138)*** Prospective Work for Recipient Prospective Work for Recipient Examples (p. 140)*** Examples (p. 140)*** Examples

11/ 7/2006Office of Child Development10 Table of Contents Yellow underlined items marked with *** = hyperlink Delinquent Co-payment (p. 142)*** Delinquent Co-payment (p. 142)*** Delinquent Co-payment Delinquent Co-payment Examples Examples Co-payment Resolved (p. 143)*** Co-payment Resolved (p. 143)*** Co-payment Resolved Co-payment Resolved Co-payment Unresolved (p. 144)*** Co-payment Unresolved (p. 144)*** Co-payment Unresolved Co-payment Unresolved Disqualification (p. 145)*** Disqualification (p. 145)*** Disqualification Co-payment Exceeds Cost of Care (p. 146)*** Co-payment Exceeds Cost of Care (p. 146)*** Co-payment Exceeds Cost of Care Co-payment Exceeds Cost of Care Stepparent Deduction (p. 147)*** Stepparent Deduction (p. 147)*** Stepparent Deduction Stepparent Deduction Chart Hyperlink to R3 Regulatory & Policy PowerPoint Chart Hyperlink to R3 Regulatory & Policy PowerPoint Examples Hyperlink to R3 Regulatory & Policy PowerPoint Examples Hyperlink to R3 Regulatory & Policy PowerPoint Income Exclusions Income Exclusions Permanent Legal Guardians (p. 148)*** Permanent Legal Guardians (p. 148)*** Permanent Legal Guardians Permanent Legal Guardians Children of Vietnam Veterans (p. 149)*** Children of Vietnam Veterans (p. 149)*** Children of Vietnam Veterans Children of Vietnam Veterans Face-to-Face (p. 150)*** Face-to-Face (p. 150)*** Face-to-Face Extension (p. 152)*** Extension (p. 152)*** Extension

11/ 7/2006Office of Child Development11 Table of Contents Yellow underlined items marked with *** = hyperlink Report of Change (p. 153)*** Report of Change (p. 153)*** Report of Change Report of Change Partial Redetermination (p. 154)*** Partial Redetermination (p. 154)*** Partial Redetermination Partial Redetermination CCIS Responsibilities (p. 155)*** CCIS Responsibilities (p. 155)*** CCIS Responsibilities CCIS Responsibilities Redetermination (p. 156)*** Redetermination (p. 156)*** Redetermination Low-Income (p. 157)*** Low-Income (p. 157)*** Low-Income Waiting List (p. 158)*** Waiting List (p. 158)*** Waiting List Waiting List Maternity/Disability Leave (p. 160)*** Maternity/Disability Leave (p. 160)*** Maternity/Disability Leave Maternity/Disability Leave Payment of Provider Charges (p. 161)*** Payment of Provider Charges (p. 161)*** Payment of Provider Charges Payment of Provider Charges Examples (p. 162)*** Examples (p. 162)*** Examples Nonstandard, Non-repeating Schedule (p. 164)*** Nonstandard, Non-repeating Schedule (p. 164)*** Nonstandard, Non-repeating Schedule Nonstandard, Non-repeating Schedule 10- Day Notice (p. 165)*** 10- Day Notice (p. 165)*** 10- Day Notice 10- Day Notice 10 Days of Absence (p. 166)*** 10 Days of Absence (p. 166)*** 10 Days of Absence 10 Days of Absence Examples of 10-Day Notice versus 10 Days of Absence (p. 167)*** Examples of 10-Day Notice versus 10 Days of Absence (p. 167)*** Examples of 10-Day Notice versus 10 Days of Absence Examples of 10-Day Notice versus 10 Days of Absence R/N Provider Payment (p. 171)*** R/N Provider Payment (p. 171)*** R/N Provider Payment R/N Provider Payment

11/ 7/2006Office of Child Development12 Table of Contents Yellow underlined items marked with *** = hyperlink In-home Provider Participation (p. 172)*** In-home Provider Participation (p. 172)*** In-home Provider Participation In-home Provider Participation Correspondence (p. 176)*** Correspondence (p. 176)*** Correspondence Types of Notices (p. 177)*** Types of Notices (p. 177)*** Types of Notices Types of Notices Notices Outside of CCMIS (p. 178)*** Notices Outside of CCMIS (p. 178)*** Notices Outside of CCMIS Notices Outside of CCMIS AA Notices (p. 179)*** AA Notices (p. 179)*** AA Notices AA Notices Types of Letters (p. 180)*** Types of Letters (p. 180)*** Types of Letters Types of Letters Letters Outside of CCMIS (p. 181)*** Letters Outside of CCMIS (p. 181)*** Letters Outside of CCMIS Letters Outside of CCMIS Types of Forms (p. 182)*** Types of Forms (p. 182)*** Types of Forms Types of Forms Absence (p. 183)*** Absence (p. 183)*** Absence Subsidy Continuation (p. 184)*** Subsidy Continuation (p. 184)*** Subsidy Continuation Subsidy Continuation Subsidy Suspension (p. 185)*** Subsidy Suspension (p. 185)*** Subsidy Suspension Subsidy Suspension Continuation versus Suspension (p. 186)*** Continuation versus Suspension (p. 186)*** Continuation versus Suspension Continuation versus Suspension Examples Examples Maternity Leave (p. 187)*** Maternity Leave (p. 187)*** Maternity Leave Maternity Leave Regularly Scheduled Breaks (p. 188)*** Regularly Scheduled Breaks (p. 188)*** Regularly Scheduled Breaks Regularly Scheduled Breaks Case Notes within CCMIS (p. 189)*** Case Notes within CCMIS (p. 189)*** Case Notes within CCMIS Case Notes within CCMIS Record Retention (p. 190)*** Record Retention (p. 190)*** Record Retention Record Retention Child Abuse Reporting (p. 191)*** Child Abuse Reporting (p. 191)*** Child Abuse Reporting Child Abuse Reporting

11/ 7/2006Office of Child Development13 Table of Contents Yellow underlined items marked with *** = hyperlink Former TANF Former TANF Definition (p. 192)*** Definition (p. 192)*** Definition Requirements (p. 193)*** Requirements (p. 193)*** Requirements Work Requirement (p. 194)*** Work Requirement (p. 194)*** Work Requirement Work Requirement Co-payment (p. 196)*** Co-payment (p. 196)*** Co-payment Procedure for Correcting Co-payment when Eligibility HAS BEEN assessed (p. 197)*** Procedure for Correcting Co-payment when Eligibility HAS BEEN assessed (p. 197)*** Procedure for Correcting Co-payment when Eligibility HAS BEEN assessed Procedure for Correcting Co-payment when Eligibility HAS BEEN assessed Procedure for Correcting Co-payment when Eligibility HAS NOT BEEN assessed (p. 198)*** Procedure for Correcting Co-payment when Eligibility HAS NOT BEEN assessed (p. 198)*** Procedure for Correcting Co-payment when Eligibility HAS NOT BEEN assessed Procedure for Correcting Co-payment when Eligibility HAS NOT BEEN assessed Expectation for using CIS (p. 199)*** Expectation for using CIS (p. 199)*** Expectation for using CIS Expectation for using CIS Contact within 60 Days (p. 200)*** Contact within 60 Days (p. 200)*** Contact within 60 Days Contact within 60 Days Examples (p. 201)*** Examples (p. 201)*** Examples Contact after 60 Days (p. 203)*** Contact after 60 Days (p. 203)*** Contact after 60 Days Contact after 60 Days Examples (p. 204)*** Examples (p. 204)*** Examples Never Contacting (p. 206)*** Never Contacting (p. 206)*** Never Contacting Never Contacting Face-to-Face (p. 207)*** Face-to-Face (p. 207)*** Face-to-Face General Responsibilities (p. 208)*** General Responsibilities (p. 208)*** General Responsibilities General Responsibilities Extension (p. 209)*** Extension (p. 209)*** Extension Failure to Attend (p. 210)*** Failure to Attend (p. 210)*** Failure to Attend Failure to Attend

11/ 7/2006Office of Child Development14 Table of Contents Yellow underlined items marked with *** = hyperlink Provider Payment (p. 211)*** Provider Payment (p. 211)*** Provider Payment Provider Payment Retroactive Payment (p. 213)*** Retroactive Payment (p. 213)*** Retroactive Payment Retroactive Payment Redetermination (p. 215)*** Redetermination (p. 215)*** Redetermination TANF & Low-Income Funding (p. 216)*** TANF & Low-Income Funding (p. 216)*** TANF & Low-Income Funding TANF & Low-Income Funding Expiration (p. 217)*** Expiration (p. 217)*** Expiration Diversion Program (p. 218)*** Diversion Program (p. 218)*** Diversion Program Diversion Program Procedures (p. 219)*** Procedures (p. 219)*** Procedures Inter CCIS Transfers Inter CCIS Transfers Requirements (p. 222)*** Requirements (p. 222)*** Requirements Procedures for Sending CCIS (p. 223)*** Procedures for Sending CCIS (p. 223)*** Procedures for Sending CCIS Procedures for Sending CCIS Procedures for Receiving CCIS (p. 227)*** Procedures for Receiving CCIS (p. 227)*** Procedures for Receiving CCIS Procedures for Receiving CCIS Examples (p. 228)*** Examples (p. 228)*** Examples Head Start Head Start Provisions (p. 231)*** Provisions (p. 231)*** Provisions Co-payment (p. 233)*** Co-payment (p. 233)*** Co-payment P/C Responsibilities (p. 234)*** P/C Responsibilities (p. 234)*** P/C Responsibilities P/C Responsibilities Program Ending within CCMIS (p. 235)*** Program Ending within CCMIS (p. 235)*** Program Ending within CCMIS Program Ending within CCMIS

11/ 7/2006Office of Child Development15 Table of Contents Yellow underlined items marked with *** = hyperlink Prekindergarten (p. 236)*** Prekindergarten (p. 236)*** Prekindergarten Eligibility Criteria (p. 237)*** Eligibility Criteria (p. 237)*** Eligibility Criteria Eligibility Criteria Provisions (p. 238)*** Provisions (p. 238)*** Provisions CCIS Responsibilities (p. 239)*** CCIS Responsibilities (p. 239)*** CCIS Responsibilities CCIS Responsibilities P/C Responsibilities (p. 240)*** P/C Responsibilities (p. 240)*** P/C Responsibilities P/C Responsibilities Appeal Appeal Rights & Responsibilities (p. 242)*** Rights & Responsibilities (p. 242)*** Rights & Responsibilities Rights & Responsibilities Appealable Actions (p. 243)*** Appealable Actions (p. 243)*** Appealable Actions Appealable Actions Subsidy Continuation (p. 244)*** Subsidy Continuation (p. 244)*** Subsidy Continuation Subsidy Continuation Fraud Fraud Definition (p. 245)*** Definition (p. 245)*** Definition Overpayment (p. 246)*** Overpayment (p. 246)*** Overpayment Determination of Inadvertent Error (p. 247)*** Determination of Inadvertent Error (p. 247)*** Determination of Inadvertent Error Determination of Inadvertent Error Examples (p. 248)*** Examples (p. 248)*** Examples Repayment/Recoupment (p. 251)*** Repayment/Recoupment (p. 251)*** Repayment/Recoupment Collection from Terminated Family (p. 252)*** Collection from Terminated Family (p. 252)*** Collection from Terminated Family Collection from Terminated Family

11/ 7/2006Office of Child Development16 Goals Helping families obtain affordable, accessible and quality child care. Helping families obtain affordable, accessible and quality child care. Developing a “user-friendly” child care system. Developing a “user-friendly” child care system. Reducing barriers to child care. Reducing barriers to child care. Promoting healthy child development. Promoting healthy child development. Promoting family self-sufficiency. Promoting family self-sufficiency.

11/ 7/2006Office of Child Development17 Important Terms Notice period Notice period Refers to the 10-day period that applies to ALL notices (not just the AA). Refers to the 10-day period that applies to ALL notices (not just the AA). Previously referred to as the “AA period”. Previously referred to as the “AA period”. Within CCMIS, the period is really 13 days. CCMIS allows 3 additional days for central mailing. Within CCMIS, the period is really 13 days. CCMIS allows 3 additional days for central mailing. CCMIS CCMIS Child Care Management Information System Child Care Management Information System Override Override A process within CCMIS to change results as mandated by policy or regulation. A process within CCMIS to change results as mandated by policy or regulation.

11/ 7/2006Office of Child Development18 Handbook § 3041.106(f) Provided by the Department. Provided by the Department. The Department is in the process of drafting the Handbook. The Department is in the process of drafting the Handbook. The eligibility agency will give each p/c who applies for subsidized child care, a handbook of rights/responsibilities in the subsidized child care program. The eligibility agency will give each p/c who applies for subsidized child care, a handbook of rights/responsibilities in the subsidized child care program. Includes an explanation of the relationship between the FPIG and income eligibility. Includes an explanation of the relationship between the FPIG and income eligibility.

11/ 7/2006Office of Child Development19 Provision of Subsidy §3041.12 Subsidy is available to an otherwise eligible child who is under 13. Subsidy is available to an otherwise eligible child who is under 13. Subsidy is available to an otherwise eligible child who is 13 or older but under 19 and has an injury or other impairment. Subsidy is available to an otherwise eligible child who is 13 or older but under 19 and has an injury or other impairment. Incapability of caring for self includes: Incapability of caring for self includes: Physical disability. Physical disability. Developmental delay/age. Developmental delay/age. Behavioral disability. Behavioral disability. See the following examples. See the following examples.

11/ 7/2006Office of Child Development20 Examples 1. A family applies for subsidy. The family consists of: Mother Mother 15 year old daughter with a cerebral palsy 15 year old daughter with a cerebral palsy This family is eligible. 2. A family is receiving subsidy. The family consists of: Mother Mother 12 year old daughter with a developmental delay turning 13 12 year old daughter with a developmental delay turning 13 This family continues to be eligible.

11/ 7/2006Office of Child Development21 Foster Children Foster children should receive continued care as long as the new foster parents meet the nonfinancial eligibility requirements (ex: both foster parents work at least 20 hours per week, etc.). Foster children should receive continued care as long as the new foster parents meet the nonfinancial eligibility requirements (ex: both foster parents work at least 20 hours per week, etc.). Offering continued child care to a foster child provides support to a child who is experiencing many changes; removing the child from a known, stable child care setting could cause further emotional trauma to the child. Even if the child cannot continue at the same provider, the structured environment of a child care setting may be beneficial to the child. Offering continued child care to a foster child provides support to a child who is experiencing many changes; removing the child from a known, stable child care setting could cause further emotional trauma to the child. Even if the child cannot continue at the same provider, the structured environment of a child care setting may be beneficial to the child. Requests for continuation of subsidy in other custody transfer situations must be directed to the subsidy coordinator. Requests for continuation of subsidy in other custody transfer situations must be directed to the subsidy coordinator.

11/ 7/2006Office of Child Development22 Moving a foster child with active enrollments to a new case: OPTION 1 When other children in the family continue to receive subsidized child care, or when the transfer to a new caretaker requires a change in the CCIS that is serving the child, the CCIS must create a new case. When other children in the family continue to receive subsidized child care, or when the transfer to a new caretaker requires a change in the CCIS that is serving the child, the CCIS must create a new case. See the following slide for directions regarding this option. See the following slide for directions regarding this option.

11/ 7/2006Office of Child Development23 CCMIS Actions required to complete OPTION 1 1. Create the new case, if necessary and add the child to the Case on the Individual Information Detail page and click Save. 2. Verify MCI results & click Save. Note: Since the child is already in CCMIS, select the radio button next to the correct name. Note: Since the child is already in CCMIS, select the radio button next to the correct name. 3. Update the Relationships Detail page and click Save. 4. Update the Care Request page and click Save. Note: You must select the Joint Custody checkbox and add the date the child moved into the new foster home while the child is still active in the original foster home case. Note: You must select the Joint Custody checkbox and add the date the child moved into the new foster home while the child is still active in the original foster home case.

11/ 7/2006Office of Child Development24 CCMIS Actions required to complete OPTION 1 (cont’d) 5. Assess and Confirm Eligibility. 6. Enter Enrollments for the child. Note: If the child is still active in another case, the child will appear on the waiting list with their Eligibility Date from the original case. When necessary, contact Headquarters to authorize the child from the waiting list. Note: If the child is still active in another case, the child will appear on the waiting list with their Eligibility Date from the original case. When necessary, contact Headquarters to authorize the child from the waiting list. 7. Delete the child and discontinue their enrollment (s) from the original case. Note: If the case is owned by another office, contact that office to discontinue enrollments and delete the child. Note: If the case is owned by another office, contact that office to discontinue enrollments and delete the child. 8. Go to the Care Request page in the new case and clear the Joint Custody checkbox and reset the date the child Moved Into Joint Custody by changing it to select.

11/ 7/2006Office of Child Development25 Moving a foster child with active enrollments to a new case: OPTION 2 When one foster child is receiving subsidy in the foster family and that child transfers to another family, the CCIS must keep the case open and change the primary caretaker. When one foster child is receiving subsidy in the foster family and that child transfers to another family, the CCIS must keep the case open and change the primary caretaker. See the following slide for directions regarding this option. See the following slide for directions regarding this option.

11/ 7/2006Office of Child Development26 CCMIS Actions required to complete OPTION 2 1. Add the new Parent Caretaker on the Individual Information Detail page and click Save. 2. Verify MCI results & click Save. 3. Move the Primary Caretaker radio button on the Individual Information Detail page to the new individual and click Save. 4. Update the Relationships Detail page and click Save. 5. Go to the Individual Information Detail page again and delete the parent and click Save. 6. Add any Eligibility Information for the new Parent/Caretaker (i.e. Employment). 7. Assess and Confirm Eligibility. Note: Also update the address, contact information, enrollments, etc. as necessary. Note: Also update the address, contact information, enrollments, etc. as necessary.

11/ 7/2006Office of Child Development27 Subsidy Benefits §3041.14 A subsidy-eligible family may receive child care during the hours the p/c needs care including: A subsidy-eligible family may receive child care during the hours the p/c needs care including: Hours p/c attends work, education or training. Hours p/c attends work, education or training. Travel between the p/c’s work, education or training and the child care facility. Travel between the p/c’s work, education or training and the child care facility. THERE IS NO LONGER A 50-HOUR OR 12-HOUR CAP ON CARE. THERE IS NO LONGER A 50-HOUR OR 12-HOUR CAP ON CARE. Uninterrupted sleep time when the work shift ends between the hours of 12 a.m. and 9 a.m. Uninterrupted sleep time when the work shift ends between the hours of 12 a.m. and 9 a.m. THIS BENEFIT APPLIES TO FUND A AND FUND C FAMILIES. THIS BENEFIT APPLIES TO FUND A AND FUND C FAMILIES.

11/ 7/2006Office of Child Development28 Care for more than a 24-hour period IN CERTAIN CIRCUMSTANCES, CHILD CARE MAY BE PROVIDED FOR MORE THAN A 24-HOUR PERIOD. IN CERTAIN CIRCUMSTANCES, CHILD CARE MAY BE PROVIDED FOR MORE THAN A 24-HOUR PERIOD. 48-hour shifts, including but not limited to: 48-hour shifts, including but not limited to: Nursing Homes Nursing Homes Hospitals Hospitals Group Homes Group Homes When continuous care is needed for more than 48 hours, the CCIS must contact the Subsidy Coordinator. When continuous care is needed for more than 48 hours, the CCIS must contact the Subsidy Coordinator.

11/ 7/2006Office of Child Development29 Subsidy Limitations §3041.16 A p/c must select an eligible provider and enroll the child within 30 calendar days following the date the CCIS notifies the p/c that funding is available or that the family’s current provider is ineligible to participate in the subsidized child care program. A p/c must select an eligible provider and enroll the child within 30 calendar days following the date the CCIS notifies the p/c that funding is available or that the family’s current provider is ineligible to participate in the subsidized child care program. If a p/c does not select an eligible provider and enroll the child within 30 days, the child is ineligible for subsidized child care. If a p/c does not select an eligible provider and enroll the child within 30 days, the child is ineligible for subsidized child care. On day 17, the CCIS will receive an alert that the p/c has not yet chosen a provider. Upon receipt of the alert, the CCIS must contact the p/c to determine if the p/c needs help finding an eligible provider and remind the p/c of the date the child must be enrolled in order to maintain eligibility. On day 17, the CCIS will receive an alert that the p/c has not yet chosen a provider. Upon receipt of the alert, the CCIS must contact the p/c to determine if the p/c needs help finding an eligible provider and remind the p/c of the date the child must be enrolled in order to maintain eligibility. On day 31, the CCIS must send the Child Care Ineligible Notice if the child is not enrolled with an eligible provider. On day 31, the CCIS must send the Child Care Ineligible Notice if the child is not enrolled with an eligible provider.

11/ 7/2006Office of Child Development30 CareCheck: New Providers Effective July 1, 2005, DPW is requiring criminal history and child abuse background checks for all child care providers, including grandparents, aunts and uncles. Effective July 1, 2005, DPW is requiring criminal history and child abuse background checks for all child care providers, including grandparents, aunts and uncles. All new R/N and in-home providers will be required to complete the criminal history and child abuse background checks through CareCheck. All new R/N and in-home providers will be required to complete the criminal history and child abuse background checks through CareCheck. R/n and in-home providers who do not agree to complete CareCheck are not eligible to participate in the CCIS subsidy program. R/n and in-home providers who do not agree to complete CareCheck are not eligible to participate in the CCIS subsidy program.

11/ 7/2006Office of Child Development31 CareCheck: Existing Providers Existing R/N and in-home providers currently doing business with the CCIS through an Affirmation Statement must complete the CareCheck process by December 31, 2005. Existing r/n and in-home providers who do not complete the CareCheck process by December 31, 2005 will be ineligible to participate in the subsidized child care program. Existing R/N and in-home providers currently doing business with the CCIS through an Affirmation Statement must complete the CareCheck process by December 31, 2005. Existing r/n and in-home providers who do not complete the CareCheck process by December 31, 2005 will be ineligible to participate in the subsidized child care program. In order to complete a CareCheck segment for an existing R/N or in-home provider, the provider must complete and sign a CareCheck Application form. The CCIS should send a letter along with a CareCheck Application form to each provider who has an Affirmation Statement and current enrollments. In addition, a copy of the provider letter should be sent to each parent who signed an Affimation Statement. The provider is not required to attend a face-to-face interview if the provider was previously seen by the CCIS. In order to complete a CareCheck segment for an existing R/N or in-home provider, the provider must complete and sign a CareCheck Application form. The CCIS should send a letter along with a CareCheck Application form to each provider who has an Affirmation Statement and current enrollments. In addition, a copy of the provider letter should be sent to each parent who signed an Affimation Statement. The provider is not required to attend a face-to-face interview if the provider was previously seen by the CCIS.

11/ 7/2006Office of Child Development32 Selecting a Provider A p/c has 30 days to locate another provider and enroll the child every time a provider fails CareCheck or becomes an ineligible provider. See example on the following slide. A p/c has 30 days to locate another provider and enroll the child every time a provider fails CareCheck or becomes an ineligible provider. See example on the following slide. If a provider fails CareCheck due to not providing information to ChildLine, the CCIS may not create another CareCheck segment until the provider submits the information. If a provider fails CareCheck due to not providing information to ChildLine, the CCIS may not create another CareCheck segment until the provider submits the information.

11/ 7/2006Office of Child Development33Example 8/1 - P/C notified that funds are available. 8/1 - P/C notified that funds are available. 8/21 - P/C selects an R/N provider following notification that funds are available. 8/21 - P/C selects an R/N provider following notification that funds are available. 8/25 - Provider appears for the face-to-face and CareCheck is initiated. 8/25 - Provider appears for the face-to-face and CareCheck is initiated. 9/26 - CCIS receives an alert that the provider failed CareCheck. P/C gets 30 days from 9/26 (10/26) to select an eligible provider and enroll the child. 9/26 - CCIS receives an alert that the provider failed CareCheck. P/C gets 30 days from 9/26 (10/26) to select an eligible provider and enroll the child. 10/7 - P/C choses another R/N provider. 10/7 - P/C choses another R/N provider. 10/15 - The new R/N provider appears for the face-to-face and CareCheck is initiated. 10/15 - The new R/N provider appears for the face-to-face and CareCheck is initiated. 10/25 - CCIS receives an alert that the new R/N provider failed CareCheck. P/C gets 30 days from 10/25 (11/24) to select an eligible provider and enroll the child. At this time the CCIS must counsel the p/c regarding the quality and consistency of care. The CCIS must offer resource and referral services to help the p/c locate an eligible provider. 10/25 - CCIS receives an alert that the new R/N provider failed CareCheck. P/C gets 30 days from 10/25 (11/24) to select an eligible provider and enroll the child. At this time the CCIS must counsel the p/c regarding the quality and consistency of care. The CCIS must offer resource and referral services to help the p/c locate an eligible provider. Upon notification of a CareCheck failure, a Stop Letter is generated, payment stops and care is suspended. Upon notification of a CareCheck failure, a Stop Letter is generated, payment stops and care is suspended.

11/ 7/2006Office of Child Development34 Initial determination of eligibility §3041.122 When the CCIS has received all information/verification necessary to complete the application, the CCIS must determine a family eligible retroactive to the date the CCIS received/date stamped the application. When the CCIS has received all information/verification necessary to complete the application, the CCIS must determine a family eligible retroactive to the date the CCIS received/date stamped the application.

11/ 7/2006Office of Child Development35 CCMIS: Child Care Program Defined as the eligibility rules the family must follow. Defined as the eligibility rules the family must follow. Types of Child Care Programs: Types of Child Care Programs: Former TANF Former TANF Low-Income Low-Income Head Start/Prekindergarten Head Start/Prekindergarten

11/ 7/2006Office of Child Development36 CCMIS: Overriding Eligibility Eligibility must be overridden in the following circumstances: Eligibility must be overridden in the following circumstances: Department mandate. Department mandate. Appeal. Appeal. Domestic Violence. Domestic Violence. Must enter a note in CCMIS “See comment in family file.” Must enter a note in CCMIS “See comment in family file.” Worker Error. Worker Error. Outside of the Scope of the System. Outside of the Scope of the System. Enrollment continues to be suspended on day 91. Enrollment continues to be suspended on day 91. Disqualified p/c. Disqualified p/c.

11/ 7/2006Office of Child Development37 CCMIS: Maternity & Disability Leave End Dates The CCIS must enter end dates whenever a p/c’s disability or maternity leave ends. The CCIS must enter end dates whenever a p/c’s disability or maternity leave ends. CCMIS will not recognize employment information if the end date is not populated in these circumstances. CCMIS will not recognize employment information if the end date is not populated in these circumstances.

11/ 7/2006Office of Child Development38 Reopening a Case: Continuous Eligibility When a case is opened with continuous eligibility, there is no break in eligibility segments or child care payment. When a case is opened with continuous eligibility, there is no break in eligibility segments or child care payment. The CCIS may open a case with continuous eligibility in either the FULL REDETERMINATION mode or the ONGOING mode based on the circumstances of the case. The CCIS may open a case with continuous eligibility in either the FULL REDETERMINATION mode or the ONGOING mode based on the circumstances of the case. Once the case is successfully reopened, the worker must manually create a Child Care Eligible Notice using the pdf template on the LMS. Once the case is successfully reopened, the worker must manually create a Child Care Eligible Notice using the pdf template on the LMS. See the following slide for instructions regarding the LMS. See the following slide for instructions regarding the LMS.

11/ 7/2006Office of Child Development39 Reopening a Case with Continuous Eligibility: Creating a Child Care Eligible Notice Go to the LMS, under Reference click Policy Documents Go to the LMS, under Reference click Policy Documents Open the Reopen R3 Eligible Notice pdf Open the Reopen R3 Eligible Notice pdf Populate the variable fields and print the notice to send to the p/c Populate the variable fields and print the notice to send to the p/c

11/ 7/2006Office of Child Development40 Reopening a Case with Continuous Eligibility: Process for Case Failure CCMIS will not allow a worker to reopen a case with continuous eligibility when the case fails. In this case the worker must: CCMIS will not allow a worker to reopen a case with continuous eligibility when the case fails. In this case the worker must: 1. Investigate to determine whether the case should be reopened with continuous eligibility. A case must be eligible if the CCIS is reopening with continuous eligibility. 2. If the case is appropriate to be reopened with continuous eligibility, update the information that caused the case to fail originally. 3. Assess and confirm eligibility once the information has been updated.

11/ 7/2006Office of Child Development41 Reopening a Case with Continuous Eligibility: Reasons to Reopen 1. Appeal = A p/c appeals, chooses not to continue subsidy and wins the appeal 2. Worker Error = The following are a few examples: A p/c satisfies an AA, the worker was unable to update the information and the case closed during the evening of the 14 th day A p/c satisfies an AA, the worker was unable to update the information and the case closed during the evening of the 14 th day Worker erroneously closed a case Worker erroneously closed a case

11/ 7/2006Office of Child Development42 Reopening a Case: Discontinuous Eligibility When a case is opened with discontinuous eligibility, there is a break in eligibility segments and child care payment. When a case is opened with discontinuous eligibility, there is a break in eligibility segments and child care payment. The CCIS must open a case with discontinuous eligibility in the FULL REDETERMINATION mode. The CCIS must open a case with discontinuous eligibility in the FULL REDETERMINATION mode. Once the case has been successfully reopened, the CCIS must: Once the case has been successfully reopened, the CCIS must: 1. Go to the full redetermination screen and enter “no, unscheduled” to the question regarding whether the packet was received. Failure to complete this action will result in an error message 28. 2. Update information as necessary. 3. Assess and confirm eligibility.

11/ 7/2006Office of Child Development43 Reopening a Case with Discontinuous Eligibility: Generating Notices CCMIS will generate a Child Care Eligible Notice when a case is eligible when reopened with discontinuous eligibility. CCMIS will generate a Child Care Eligible Notice when a case is eligible when reopened with discontinuous eligibility. CCMIS will generate a Child Care Ineligible Notice when a case is ineligible when reopened with discontinuous eligibility. CCMIS will generate a Child Care Ineligible Notice when a case is ineligible when reopened with discontinuous eligibility.

11/ 7/2006Office of Child Development44 Reopening a Case with Discontinuous Eligibility: Reasons to Reopen 1. AA Return = A p/c returned an AA indicating the desire to appeal, but not continue care. The worker must reopen the case to enter the appeal information and must then override eligibility to fail to close the case. 2. Appeal = A p/c appeals, chooses not to continue subsidy and wins the appeal The Bureau of Hearings & Appeals decides in favor of the p/c but indicates a date that would result in discontinuous eligibility. The Bureau of Hearings & Appeals decides in favor of the p/c but indicates a date that would result in discontinuous eligibility. 3. Reapply = A p/c had received subsidy previously, the case closed and now the p/c is applying again 4. Worker Error = Worker erroneously closed a case on the wrong date and must pay additional days of care. 5. TANF Reopen = The worker unchecked cc request for the reason “p/c receiving TANF”, the case closed during the night batch that evening and the CCIS must pay through the notice period.

11/ 7/2006Office of Child Development45 Effective date of coverage (Low-income) §3041.123 When the CCIS determines the family eligible and if funding is available, payment of child care costs is retroactive to the date the CCIS received/date-stamped the application. When the CCIS determines the family eligible and if funding is available, payment of child care costs is retroactive to the date the CCIS received/date-stamped the application. If the CCIS places the child on the waiting list following the determination of eligibility, payment of child care costs begins on the date funding is available. If the CCIS places the child on the waiting list following the determination of eligibility, payment of child care costs begins on the date funding is available. See the following examples. See the following examples.

11/ 7/2006Office of Child Development46 Waiting List §3041.133 If funds are not available to enroll a child following the determination of the family’s eligibility for subsidy, the CCIS must place an eligible child on a waiting list on a first-come, first-served basis. Placement on the waiting list must be determined by the date and time eligibility for the child was determined. If funds are not available to enroll a child following the determination of the family’s eligibility for subsidy, the CCIS must place an eligible child on a waiting list on a first-come, first-served basis. Placement on the waiting list must be determined by the date and time eligibility for the child was determined. If a p/c requests subsidy for an additional child following the date the family was initially determined eligible for subsidy, the additional child must be placed on the waiting list according to the date and time that the p/c requests care for the additional child. If a p/c requests subsidy for an additional child following the date the family was initially determined eligible for subsidy, the additional child must be placed on the waiting list according to the date and time that the p/c requests care for the additional child. A p/c must select an eligible provider and enroll the child no later than 30 calendar days following the date the CCIS notifies the p/c that funding is available. A p/c must select an eligible provider and enroll the child no later than 30 calendar days following the date the CCIS notifies the p/c that funding is available. When a p/c does not select an eligible provider and enroll the child within 30 days, the child is ineligible for subsidized child care. On day 31, the CCIS must send a Child Care Ineligible Notice and must remove the child from the waiting list. When a p/c does not select an eligible provider and enroll the child within 30 days, the child is ineligible for subsidized child care. On day 31, the CCIS must send a Child Care Ineligible Notice and must remove the child from the waiting list.

11/ 7/2006Office of Child Development47 Effective Date of Coverage/Waiting List: EXAMPLE 1 Application Date-Stamp = 3/1 Application Date-Stamp = 3/1 Date last piece of verification/documentation received/date- stamped = 3/15 Date last piece of verification/documentation received/date- stamped = 3/15 Date processed/eligibility determined = 3/30 Date processed/eligibility determined = 3/30 Eligibility Date = 3/1 NOT 3/15 Eligibility Date = 3/1 NOT 3/15 Waiting List Date = 3/1 NOT 3/15 Waiting List Date = 3/1 NOT 3/15 Date Funds are Available = 6/18 Date Funds are Available = 6/18 Earliest Effective Date of Child Care Payment = 6/18 NOT 3/1 Earliest Effective Date of Child Care Payment = 6/18 NOT 3/1

11/ 7/2006Office of Child Development48 Effective Date of Coverage/NO Waiting List: EXAMPLE 2 Application Date-Stamp = 3/1 Application Date-Stamp = 3/1 Date last piece of verification/documentation received/date-stamped = 3/15 Date last piece of verification/documentation received/date-stamped = 3/15 Date processed/eligibility determined = 3/30 Date processed/eligibility determined = 3/30 Eligibility Date = 3/1 NOT 3/15 Eligibility Date = 3/1 NOT 3/15 Earliest Effective Date of Child Care Payment = 3/1 NOT 3/15 Earliest Effective Date of Child Care Payment = 3/1 NOT 3/15

11/ 7/2006Office of Child Development49 Effective Dates: Initial Application The CCIS must assess eligibility when the CCIS receives the required verification through written documentation, collateral contact or written self-declaration. Effective dates are determined as follows: The CCIS must assess eligibility when the CCIS receives the required verification through written documentation, collateral contact or written self-declaration. Effective dates are determined as follows: Eligibility Date = Date application is received/date stamped. Eligibility Date = Date application is received/date stamped. Waiting List Date = Eligibility date. Waiting List Date = Eligibility date. Enrollment Date = Eligibility date or Date Funds become Available. Enrollment Date = Eligibility date or Date Funds become Available.

11/ 7/2006Office of Child Development50 Effective Dates: Initial Application/ Prospective Work The CCIS must assess eligibility when the CCIS receives the required verification through written documentation, collateral contact or written self-declaration. Effective dates are determined as follows: The CCIS must assess eligibility when the CCIS receives the required verification through written documentation, collateral contact or written self-declaration. Effective dates are determined as follows: Eligibility Date = Date application is received/date stamped. Eligibility Date = Date application is received/date stamped. Waiting List Date = Eligibility date. Waiting List Date = Eligibility date. Enrollment Date = Date p/c begins work or Date Funds become Available. Enrollment Date = Date p/c begins work or Date Funds become Available.

11/ 7/2006Office of Child Development51 Effective Dates: Redetermination/ Low-Income The CCIS must assess eligibility when the CCIS receives the required verification through written documentation, collateral contact or written self-declaration. The CCIS must assess eligibility when the CCIS receives the required verification through written documentation, collateral contact or written self-declaration. CCMIS will set the next redetermination date 183 days from the date eligibility is assessed. CCMIS will set the next redetermination date 183 days from the date eligibility is assessed.

11/ 7/2006Office of Child Development52 Effective Dates: Redeterminaton/TANF The CCIS must assess eligibility when the CCIS receives the required verification through written documentation, collateral contact or written self-declaration. Effective dates are determined as follows: The CCIS must assess eligibility when the CCIS receives the required verification through written documentation, collateral contact or written self-declaration. Effective dates are determined as follows: CCIS must review the verification as it is received. CCIS must review the verification as it is received. 1 st redetermination – The CCIS will not redetermine eligibility until 184 days after TANF ended. 1 st redetermination – The CCIS will not redetermine eligibility until 184 days after TANF ended. Subsequent redeterminations may be processed when all verification is received. Subsequent redeterminations may be processed when all verification is received.

11/ 7/2006Office of Child Development53 Period of eligibility §3041.125 A family receiving subsidy remains eligible until determined ineligible. A family receiving subsidy remains eligible until determined ineligible. For more information regarding using the Eligibility Results screens in CCMIS, see LMS R2-R3 Intake Result and Wage Pages pdf For more information regarding using the Eligibility Results screens in CCMIS, see LMS R2-R3 Intake Result and Wage Pages pdf

11/ 7/2006Office of Child Development54 Signatures: Application The application does not need to be signed in order for the CCIS to begin the process of determining eligibility. The application does not need to be signed in order for the CCIS to begin the process of determining eligibility. If the p/c submits an application with no signature, the CCIS must do one of the following: If the p/c submits an application with no signature, the CCIS must do one of the following: 1. Interview SCHEDULED within the 30-day application period Have the p/c sign the application at the face-to-face interview. Have the p/c sign the application at the face-to-face interview. 2. Interview NOT SCHEDULED within the 30-day application period Mail or fax the application to the p/c for signature along with a Missing Verification Letter. Mail or fax the application to the p/c for signature along with a Missing Verification Letter. If the CCIS is unable to obtain the signature within 30 days, the CCIS should determine the family ineligible. If the CCIS is unable to obtain the signature within 30 days, the CCIS should determine the family ineligible.

11/ 7/2006Office of Child Development55 Signatures: Release of Information §3041.61(e)&(f) The p/c must sign the Release of Information form during the application process. The p/c must sign the Release of Information form during the application process. The Release of Information form will remain in effect for as long as the family receives uninterrupted subsidy. The Release of Information form will remain in effect for as long as the family receives uninterrupted subsidy. The CCIS must retain the signed consent in the family’s file. The CCIS must retain the signed consent in the family’s file. If the CCIS is unable to obtain the signature within 30 days, the CCIS should determine the family ineligible. If the CCIS is unable to obtain the signature within 30 days, the CCIS should determine the family ineligible. See the following options for obtaining a missing signature on the Release of Information form. See the following options for obtaining a missing signature on the Release of Information form.

11/ 7/2006Office of Child Development56 Signatures: Release of Information Option #1 Interview SCHEDULED w/in 30 days Interview SCHEDULED w/in 30 days The p/c must sign the Release of Information form at the face-to-face interview if the interview is scheduled to occur within the 30-day application period. The p/c must sign the Release of Information form at the face-to-face interview if the interview is scheduled to occur within the 30-day application period.

11/ 7/2006Office of Child Development57 Signatures: Release of Information Option #2 Interview NOT SCHEDULED w/in 30 days Interview NOT SCHEDULED w/in 30 days If the p/c is not scheduled for a face-to-face interview, the CCIS must mail or fax the Release of Information form to the p/c for signature. The CCIS can send a copy of the Release of Information form to the p/c along with a Missing Verification Letter. If the p/c is not scheduled for a face-to-face interview, the CCIS must mail or fax the Release of Information form to the p/c for signature. The CCIS can send a copy of the Release of Information form to the p/c along with a Missing Verification Letter.

11/ 7/2006Office of Child Development58 Signatures: HIPPA form A signed HIPPA form is not an eligibility requirement. A signed HIPPA form is not an eligibility requirement. The CCIS must request the p/c to sign a HIPPA form. The CCIS must request the p/c to sign a HIPPA form. If the p/c refuses to sign the HIPPA form, the CCIS must make note on the form and place it in the family file. If the p/c refuses to sign the HIPPA form, the CCIS must make note on the form and place it in the family file.

11/ 7/2006Office of Child Development59 Family: Definition §3041.3 The child for whom subsidy is requested and the following individuals who live with that child in the same household:  Parent of the child.  Caretaker and caretaker’s spouse.  Biological, adoptive, foster child or stepchild of the p/c who is under 18 and not emancipated by marriage or by the court.  Unrelated child under the care and control of p/c who is under 18 and not emancipated by marriage or by the court.  Child 18 or older but under 22 who is enrolled in high school, a GED program or a post-secondary program leading to a degree, diploma or certificate and who is wholly or partially dependent upon income of p/c or spouse of p/c.

11/ 7/2006Office of Child Development60 Caretaker: Definition §3041.3 Aunts, uncles, grandparents, older siblings or great-grandparents who certify the relationship Aunts, uncles, grandparents, older siblings or great-grandparents who certify the relationship Foster parents Foster parents Other individuals with legal custody (i.e., a friend or neighbor) Other individuals with legal custody (i.e., a friend or neighbor) THIS DOES NOT INCLUDE A LIVE-IN COMPANION UNLESS THE LIVE-IN COMPANION IS THE BIOLOGICAL PARENT OF A CHILD FOR WHOM SUBSIDY IS REQUESTED THIS DOES NOT INCLUDE A LIVE-IN COMPANION UNLESS THE LIVE-IN COMPANION IS THE BIOLOGICAL PARENT OF A CHILD FOR WHOM SUBSIDY IS REQUESTED

11/ 7/2006Office of Child Development61 Parent: Definition §3041.3 Yellow underlined items marked with *** = hyperlink Biological or adoptive mother or father, stepmother or stepfather who exercises care and control of the child for whom subsidy is requested. Biological or adoptive mother or father, stepmother or stepfather who exercises care and control of the child for whom subsidy is requested. Click here to see family composition examples. (CCMIS R3 Policy Examples.ppt, p.3)*** Click here to see family composition examples. (CCMIS R3 Policy Examples.ppt, p.3)*** Click here to see family composition examples. Click here to see family composition examples.

11/ 7/2006Office of Child Development62 Income: Definition §3041.3 Earned Income Earned Income Gross wages from work or cash or in- kind payments received by an individual in exchange for services, including income from self-employment. Gross wages from work or cash or in- kind payments received by an individual in exchange for services, including income from self-employment. Unearned Income Unearned Income Cash or contributions received by an individual for which the individual does not provide a service. Cash or contributions received by an individual for which the individual does not provide a service. Unearned benefits received periodically by an individual, such as unemployment compensation, worker’s compensation or retirement benefits. Unearned benefits received periodically by an individual, such as unemployment compensation, worker’s compensation or retirement benefits.

11/ 7/2006Office of Child Development63 Family Size & Income Counted §3041.31 An individual applying as a parent and a caretaker may only be counted once when determining family size. An individual applying as a parent and a caretaker may only be counted once when determining family size. EXAMPLES: EXAMPLES: 1. Mary Smith applies for subsidy for her child and her nephew. Mary submits verification that she has care and control of her nephew. This is 1 case (NOT 2) with a family size of 3. 2. John Doe is receiving subsidy for his child. The neighbor is arrested and leaves her child with John. John obtains legal custody of the neighbor’s child and requests subsidy for that child. This case continues and the child is added to the family size. This is NOT 2 cases. The family size is now 3.

11/ 7/2006Office of Child Development64 Family Size & Income Counted (cont’d) §3041.31 & §3041.32 Income is counted for the following members of the family: Income is counted for the following members of the family: P/C of the child for whom subsidy is sought. P/C of the child for whom subsidy is sought. P/C’s spouse. P/C’s spouse. ALL CHILDREN, EXCLUDING EARNED INCOME. ALL CHILDREN, EXCLUDING 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 counted in the income calculation with the exception of foster parent income. All income entered in CCMIS is counted in the income calculation with the exception of foster parent income. The CCIS WILL NOT enter into CCMIS: The CCIS WILL NOT enter into CCMIS: Employment income of a teen parent. Employment income of a teen parent. Any other income exclusions. Any other income exclusions.

11/ 7/2006Office of Child Development65 Adjusting Income §3041.34(c)&(d) When adjusting income during intake or redetermination, the CCIS must use the past 30 calendar days as an indicator of future amounts unless: When adjusting income during intake or redetermination, the CCIS must use the past 30 calendar days as an indicator of future amounts unless: A change has occurred. A change has occurred. A change is anticipated. A change is anticipated. An unusual circumstance existed that is not expected to recur, such as overtime not likely to continue for 60 calendar days. An unusual circumstance existed that is not expected to recur, such as overtime not likely to continue for 60 calendar days. The CCIS must adjust the estimate to take into account recent or anticipated changes and unusual circumstances. The CCIS must adjust the estimate to take into account recent or anticipated changes and unusual circumstances.

11/ 7/2006Office of Child Development66 Income: Counting Overtime The CCIS will not count overtime in the income calculation unless it is expected to continue for more than 60 calendar days. The CCIS will not count overtime in the income calculation unless it is expected to continue for more than 60 calendar days. See the following examples. See the following examples.

11/ 7/2006Office of Child Development67 Counting Overtime (O/T WILL Continue): Example # 1 At intake or redetermination, a p/c submits 4 weekly paystubs that all show overtime. The p/c informs the CCIS the overtime will continue for the next 90 days. The CCIS will include the overtime. At intake or redetermination, a p/c submits 4 weekly paystubs that all show overtime. The p/c informs the CCIS the overtime will continue for the next 90 days. The CCIS will include the overtime. Paystub #1 = $200 (plus $100 O/T) Paystub #1 = $200 (plus $100 O/T) Paystub #2 = $200 (plus $200 O/T) Paystub #2 = $200 (plus $200 O/T) Paystub #3 = $200 (plus $100 O/T) Paystub #3 = $200 (plus $100 O/T) Paystub #4 = + $200 (plus $135 O/T) Paystub #4 = + $200 (plus $135 O/T) Total Base Pay = $800 Total Base Pay = $800 + $535 O/T + $535 O/T Total Work Income = $1335 Total Work Income = $1335

11/ 7/2006Office of Child Development68 Counting Overtime (O/T WILL NOT Continue): Example # 2 At intake or redetermination, a p/c submits 4 weekly paystubs and one shows overtime. The p/c informs the CCIS the overtime will not continue for the next 60 days. The CCIS will not include the additional $100 for the overtime. At intake or redetermination, a p/c submits 4 weekly paystubs and one shows overtime. The p/c informs the CCIS the overtime will not continue for the next 60 days. The CCIS will not include the additional $100 for the overtime. Paystub #1 = $200 Paystub #1 = $200 Paystub #2 = $200 Paystub #2 = $200 Paystub #3 = $135 Paystub #3 = $135 Paystub #4 = + $200 (plus $100 O/T) Paystub #4 = + $200 (plus $100 O/T) Total income = $735 (NOT $835) Total income = $735 (NOT $835)

11/ 7/2006Office of Child Development69 Counting Overtime (O/T WILL NOT Continue): Example # 3 At intake or redetermination, a p/c submits 4 weekly paystubs and two show overtime. The p/c informs the CCIS he is not expecting to work overtime for the remainder of the year. The CCIS will not include the overtime. At intake or redetermination, a p/c submits 4 weekly paystubs and two show overtime. The p/c informs the CCIS he is not expecting to work overtime for the remainder of the year. The CCIS will not include the overtime. Paystub #1 = $200(plus $100 O/T) Paystub #1 = $200(plus $100 O/T) Paystub #2 = $200(plus $0 O/T) Paystub #2 = $200(plus $0 O/T) Paystub #3 = $ 200(plus $100 O/T) Paystub #3 = $ 200(plus $100 O/T) Paystub #4 = +$200 (plus $0 O/T) Paystub #4 = +$200 (plus $0 O/T) Total income= $800 (NOT $1000)

11/ 7/2006Office of Child Development70 Work, Employment & Self-employment: Definitions § 3041.3 Work Work Employment or self-employment. Employment or self-employment. Employment Employment Working for another individual or entity for income. Working for another individual or entity for income. Self-employment Self-employment Operating one’s own business, trade or profession for profit. Operating one’s own business, trade or profession for profit. THERE IS NO MINIMUM WAGE REQUIREMENT. THERE IS NO MINIMUM WAGE REQUIREMENT.

11/ 7/2006Office of Child Development71 Work Requirement §3041.43 The p/c must work 20 hours/week with the following exemptions from the 20 hours/week work requirement: The p/c must work 20 hours/week with the following exemptions from the 20 hours/week work requirement: A teen parent must participate in education on a full-time basis. A teen parent must participate in education on a full-time basis. When a p/c works at least 10 hours/week; p/c may attend training 10 hours/week. The time spent in training is counted toward the 20-hours/week. When a p/c works at least 10 hours/week; p/c may attend training 10 hours/week. The time spent in training is counted toward the 20-hours/week.

11/ 7/2006Office of Child Development72 Work Requirement: Temporary Exemptions §3041.43(c) A p/c shall remain eligible if currently meeting the work-hour requirement and one of the following applies: A p/c shall remain eligible if currently meeting the work-hour requirement and one of the following applies: Illness or injury of the p/c. Illness or injury of the p/c. A medical appointment cannot be scheduled at a time that does not conflict with work hours. A medical appointment cannot be scheduled at a time that does not conflict with work hours. Employer closing (holiday/other reason). Employer closing (holiday/other reason). Domestic violence. Domestic violence. An emergency, such as illness, injury, impairment, hospitalization or disability of the child or another family member. An emergency, such as illness, injury, impairment, hospitalization or disability of the child or another family member.

11/ 7/2006Office of Child Development73 Loss of Work/Training If a p/c voluntarily quits a job, the p/c receives an AA and must meet the work requirement on or before the date the notice period expires. If a p/c voluntarily quits a job, the p/c receives an AA and must meet the work requirement on or before the date the notice period expires. If a p/c involuntarily loses a job, the p/c receives a Confirmation Notice and must meet the work requirement no later than 60 calendar days following the loss of work/training. The CCIS must generate an AA on the 61 st day following the loss of work/training. If a p/c involuntarily loses a job, the p/c receives a Confirmation Notice and must meet the work requirement no later than 60 calendar days following the loss of work/training. The CCIS must generate an AA on the 61 st day following the loss of work/training. A p/c can involuntarily loose self-employment (i.e., flood, fire or other natural disaster, etc.) A p/c can involuntarily loose self-employment (i.e., flood, fire or other natural disaster, etc.)

11/ 7/2006Office of Child Development74 Education: Definition §3041.3 An elementary school, middle school, junior high or high school program including a general educational development program. An elementary school, middle school, junior high or high school program including a general educational development program. A teen parent may receive care during the hours the teen participates in Cyber School if the teen’s school district verifies that Cyber School is part of the teen’s full-time education program. A teen parent may receive care during the hours the teen participates in Cyber School if the teen’s school district verifies that Cyber School is part of the teen’s full-time education program.

11/ 7/2006Office of Child Development75 Teen Parent Loss of Education Voluntary Loss Voluntary Loss When a teen parent quits an education program, the teen parent receives an AA and must enroll in an education program on or before the date the notice period expires. When a teen parent quits an education program, the teen parent receives an AA and must enroll in an education program on or before the date the notice period expires. Graduation Graduation When a teen parent graduates from an education program, the teen parent receives a Confirmation Notice and must meet the work requirement within 60 calendar days following the date of graduation. When a teen parent graduates from an education program, the teen parent receives a Confirmation Notice and must meet the work requirement within 60 calendar days following the date of graduation.

11/ 7/2006Office of Child Development76 Training: Definition §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 degree program. 2-year or 4-year post-secondary degree program. An internship, clinical placement, apprenticeship, lab work and field work required by the training institution. An internship, clinical placement, apprenticeship, lab work and field work required by the training institution. The definition does NOT include graduate school or cyber School. The definition does NOT include graduate school or cyber School. The CCIS MAY NOT pay for care during the hours a p/c attends graduate school or participates in cyber school with the exception of a teen parent (See definition of education). The CCIS MAY NOT pay for care during the hours a p/c attends graduate school or participates in cyber school with the exception of a teen parent (See definition of education).

11/ 7/2006Office of Child Development77 Training: Definition (cont’d) Yellow underlined items marked with *** = hyperlink Must be accredited by a nationally recognized accrediting organization: Must be accredited by a nationally recognized accrediting organization: Link to the U.S. Dept of Education. (CCMIS R3 Policy Examples.ppt, p.1)*** Link to the U.S. Dept of Education. (CCMIS R3 Policy Examples.ppt, p.1)*** Link to the U.S. Dept of Education Link to the U.S. Dept of Education

11/ 7/2006Office of Child Development78 Accreditation Determination Steps 1. Type the name of the institution/program to see if the institution/program is accredited by a nationally recognized accrediting agency recognized by the U.S. Department of Education. 2. Select Pennsylvania and enter a city. 3. Click “Search”. 4. If the institution/program is returned in the search results, the institution/program IS accredited.

11/ 7/2006Office of Child Development79 Prospective Work, Education & Training: Definition § 3041.3 Employment, education or training verified by the employer, school official or training official to begin no later than 30 calendar days following the date the CCIS received/date-stamped the application for subsidy or no later than 60 calendar days following the involuntary loss of work. Employment, education or training verified by the employer, school official or training official to begin no later than 30 calendar days following the date the CCIS received/date-stamped the application for subsidy or no later than 60 calendar days following the involuntary loss of work.

11/ 7/2006Office of Child Development80 Estimated Income: Prospective Employment §3041.34 & §3041.45 The CCIS must estimate income when the p/c is not yet working or has not yet received pay at the time of application. The CCIS must estimate income when the p/c is not yet working or has not yet received pay at the time of application. The p/c who applies based on prospective employment, must notify the CCIS of the actual amount of income and provide verification of that amount no later than 10 calendar days following the receipt of the first income for work. The p/c who applies based on prospective employment, must notify the CCIS of the actual amount of income and provide verification of that amount no later than 10 calendar days following the receipt of the first income for work. In this case, the p/c may provide only 1 pay stub. In this case, the p/c may provide only 1 pay stub. The CCIS must pro-rate the hourly salary if the pay stub does not reflect a full week of pay. The CCIS must pro-rate the hourly salary if the pay stub does not reflect a full week of pay.

11/ 7/2006Office of Child Development81 Prospective Employment: CCMIS Process using the Initial Verification 1. Use the verification of prospective employment and income until the p/c submits verification of the amount of the 1 st pay. 2. Enter the following information in the “If no” income section on the Employment & Wage Detail screen: Income frequency Income frequency Estimated income Estimated income Number of hours worked per week Number of hours worked per week

11/ 7/2006Office of Child Development82 Prospective Employment: CCMIS Process upon receipt of Verification of 1 st pay P/C has 10 days from the date 1 st pay is received to submit verification of 1 st pay. P/C has 10 days from the date 1 st pay is received to submit verification of 1 st pay. When the p/c submits the verification of the amount of the 1 st pay, the CCIS must: When the p/c submits the verification of the amount of the 1 st pay, the CCIS must: 1. Clear the information in the “If no” section on the Employment & Wage Detail screen 2. Enter in the “If yes” income section, the verified income 3. When the paystub does not reflect 1 full week of pay, prorate the hourly salary and number of hours

11/ 7/2006Office of Child Development83 Prospective Employment: EXAMPLE 1 st pay DOES NOT reflect 1 full week The initial verification the p/c submitted states the following information: The initial verification the p/c submitted states the following information: Paid weekly Paid weekly Works 5 days/week, 8 hours/day Works 5 days/week, 8 hours/day Earns $320/week at $8/hour Earns $320/week at $8/hour The p/c submits the 1 st paystub for 3 days/24 hours in the amount of $192. The p/c submits the 1 st paystub for 3 days/24 hours in the amount of $192. The CCIS must pro-rate the hourly salary if the pay stub does not reflect a full week of pay. The CCIS must enter $320 and 40 hours/week The CCIS must pro-rate the hourly salary if the pay stub does not reflect a full week of pay. The CCIS must enter $320 and 40 hours/week

11/ 7/2006Office of Child Development84 Determining Hours of Care: Employment The CCIS will pay for care when care is needed based on the p/c’s self- certification unless evidence contradicts the p/c’s self-certification of the need for care. The CCIS will pay for care when care is needed based on the p/c’s self- certification unless evidence contradicts the p/c’s self-certification of the need for care. Examples of when care is permitted: Examples of when care is permitted: Teen parent attending education and working in the p.m. Care is needed during work hours only. Teen parent attending education and working in the p.m. Care is needed during work hours only. P/C is working and training. Care is needed during training hours only. P/C is working and training. Care is needed during training hours only. In a 2-p/c family dad works M-F, 9-5; mom works 15 hours/week while dad is home and attends training M-F, 9-5. Care is needed during mom’s training hours only. In a 2-p/c family dad works M-F, 9-5; mom works 15 hours/week while dad is home and attends training M-F, 9-5. Care is needed during mom’s training hours only.

11/ 7/2006Office of Child Development85 Determining Hours of Care: Self-Employment The CCIS will pay for care when care is needed based on the p/c’s self-certification unless evidence contradicts the p/c’s self-certification of the need for care. The CCIS will pay for care when care is needed based on the p/c’s self-certification unless evidence contradicts the p/c’s self-certification of the need for care.

11/ 7/2006Office of Child Development86 Disability: Definition §3041.3 A physical or mental impairment that precludes a p/c from participating in work, education or training. A physical or mental impairment that precludes a p/c from participating in work, education or training.

11/ 7/2006Office of Child Development87 Eligibility for a p/c with a disability §3041.48 At application, a single p/c is ineligible for subsidy when the p/c has a disability. At application, a single p/c is ineligible for subsidy when the p/c has a disability. Following determination of eligibility, a single p/c who reports a disability is eligible for a maximum of 183 calendar days from the onset of the disability. Following determination of eligibility, a single p/c who reports a disability is eligible for a maximum of 183 calendar days from the onset of the disability. At application, a 2-p/c family may be eligible when one p/c is meeting the work requirement and the other p/c has a disability. At application, a 2-p/c family may be eligible when one p/c is meeting the work requirement and the other p/c has a disability. Following enrollment, a 2-p/c family is eligible as long as the family meets the verification requirements. Following enrollment, a 2-p/c family is eligible as long as the family meets the verification requirements. If the working p/c leaves, treat the p/c with the disability as a single p/c with a disability and grant 183 days of eligibility from the date the working p/c left the household. If the working p/c leaves, treat the p/c with the disability as a single p/c with a disability and grant 183 days of eligibility from the date the working p/c left the household.

11/ 7/2006Office of Child Development88 Disability: Eligibility Determination The p/c may be unable to care for the child due to a need to attend treatment for the disability. §3041.48(b) The p/c may be unable to care for the child due to a need to attend treatment for the disability. §3041.48(b) THERE IS NO REQUIREMENT TO APPLY FOR PERMANENT DISABILITY BENEFITS OR A 2-YEAR LIMIT. THERE IS NO REQUIREMENT TO APPLY FOR PERMANENT DISABILITY BENEFITS OR A 2-YEAR LIMIT. TEMPORARY Disability TEMPORARY Disability In a 2-p/c family, the p/c with a disability who is not receiving disability payment must provide verification of the disability at each redetermination in order to remain eligible. §3041.70(1) In a 2-p/c family, the p/c with a disability who is not receiving disability payment must provide verification of the disability at each redetermination in order to remain eligible. §3041.70(1) PERMANENT Disability PERMANENT Disability Verification of disability payment in a 2-p/c family is considered permanent verification of the disability and must be submitted only once. The family remains eligible until subsidy is no longer needed as long as all other eligibility requirements continue to be met. §3041.70(2) Verification of disability payment in a 2-p/c family is considered permanent verification of the disability and must be submitted only once. The family remains eligible until subsidy is no longer needed as long as all other eligibility requirements continue to be met. §3041.70(2)

11/ 7/2006Office of Child Development89 Partial disability: Single P/C Family Applicant Applicant A single p/c family is ineligible when the p/c reports a partial disability (works some hours but not enough hours to meet the work requirement). A single p/c family is ineligible when the p/c reports a partial disability (works some hours but not enough hours to meet the work requirement). Recipient of Subsidy Recipient of Subsidy In a single p/c family receiving care, the family may be eligible when the p/c reports a partial disability (works some hours but not enough hours to meet the work requirement). In a single p/c family receiving care, the family may be eligible when the p/c reports a partial disability (works some hours but not enough hours to meet the work requirement). Example: Example: 1. P/C reports a partial disability and verifies 5 hours/week of work. The p/c is eligible for 183 days from the date the p/c became partially disabled.

11/ 7/2006Office of Child Development90 Partial disability 2-P/C Family In a 2-p/c family applying for or receiving care, the family may be eligible when a p/c reports a partial disability (works some hours but not enough hours to meet the work requirement). In a 2-p/c family applying for or receiving care, the family may be eligible when a p/c reports a partial disability (works some hours but not enough hours to meet the work requirement). Example: Example: 1. The p/c verifies a partial disability and verifies 5 hours/week of work. The family is eligible as long as the p/c meets the verification requirements regarding disability.

11/ 7/2006Office of Child Development91 Child Support ALTHOUGH THERE IS NO LONGER A REQUIREMENT TO PURSUE COURT- ORDERED CHILD SUPPORT, THE OFFICE OF CHILD DEVELOPMENT DOES ENCOURAGE THE PURSUIT OF SUPPORT. ALTHOUGH THERE IS NO LONGER A REQUIREMENT TO PURSUE COURT- ORDERED CHILD SUPPORT, THE OFFICE OF CHILD DEVELOPMENT DOES ENCOURAGE THE PURSUIT OF SUPPORT. A p/c must report the receipt or payment of child support. §3041, Appendix A, Income Inclusions A p/c must report the receipt or payment of child support. §3041, Appendix A, Income Inclusions When a p/c reports the receipt or payment of child support, the CCIS must include it in the income calculation. When a p/c reports the receipt or payment of child support, the CCIS must include it in the income calculation. Child support income must be entered at the p/c level in CCMIS. Child support income must be entered at the p/c level in CCMIS. The CCIS MAY NOT contact the DRO as a general practice; however, in certain circumstances the CCIS may use a collateral contact (phone/email) with DRO as follows: The CCIS MAY NOT contact the DRO as a general practice; however, in certain circumstances the CCIS may use a collateral contact (phone/email) with DRO as follows: Upon the p/c’s request. Upon the p/c’s request. If the CCIS has reason to suspect the p/c is withholding information when the p/c had been receiving child support and reports he is no longer receiving it. If the CCIS has reason to suspect the p/c is withholding information when the p/c had been receiving child support and reports he is no longer receiving it.

11/ 7/2006Office of Child Development92 Domestic and other violence: Definition §3041.3 A physical act that results in, or threatens to result in, physical injury to the individual. A physical act that results in, or threatens to result in, physical injury to the individual. Mental abuse, including but not limited to stalking, threats to kidnap, kill or otherwise harm people or property, threats to commit suicide, repeated use of degrading or coercive language, controlling access to food or sleep and controlling or withholding access to economic and social resources. Mental abuse, including but not limited to stalking, threats to kidnap, kill or otherwise harm people or property, threats to commit suicide, repeated use of degrading or coercive language, controlling access to food or sleep and controlling or withholding access to economic and social resources. Sexual abuse. Sexual abuse. Sexual activity involving a dependent child. Sexual activity involving a dependent child. Being forced as the caretaker or relative of a dependent child to engage in nonconsensual sexual acts or activities. Being forced as the caretaker or relative of a dependent child to engage in nonconsensual sexual acts or activities. A threat of, or attempt at, physical or sexual abuse. A threat of, or attempt at, physical or sexual abuse. Neglect or deprivation of medical care. Neglect or deprivation of medical care.

11/ 7/2006Office of Child Development93 Domestic and other violence: Definition (cont’d) THE DEFINITION DOES NOT SPECIFY THE NEED FOR A RELATIONSHIP BETWEEN THE P/C AND THE ALLEGED OR FORMER ABUSER. THE DEFINITION DOES NOT SPECIFY THE NEED FOR A RELATIONSHIP BETWEEN THE P/C AND THE ALLEGED OR FORMER ABUSER. The alleged or former abuser may have no familial or intimate relationship to the p/c. The alleged or former abuser may have no familial or intimate relationship to the p/c. EXAMPLES: EXAMPLES: Complete Strangers/Unknown Persons. Complete Strangers/Unknown Persons. Co-workers. Co-workers. Neighbors. Neighbors. Friends/Ex-friends. Friends/Ex-friends. Casual Acquaintances (i.e., church, clubs, fellow students/trainees). Casual Acquaintances (i.e., church, clubs, fellow students/trainees).

11/ 7/2006Office of Child Development94 Domestic and other violence: Waiver Utilization §3041.91 The following requirements WILL NOT be waived: The following requirements WILL NOT be waived: Age of the child. Age of the child. Income eligibility. Income eligibility. Pennsylvania residency. Pennsylvania residency. The work requirement WILL NOT be waived at initial application. The work requirement WILL NOT be waived at initial application. A waiver may be granted for a maximum of 183 calendar days for all circumstances except waiver of the amount of income. A waiver may be granted for a maximum of 183 calendar days for all circumstances except waiver of the amount of income. A waiver of the verification regarding the amount of income may be granted for 60 calendar days. A waiver of the verification regarding the amount of income may be granted for 60 calendar days. A p/c is NOT eligible for a domestic violence waiver if the p/c continues to reside with the alleged or former abuser. A p/c is NOT eligible for a domestic violence waiver if the p/c continues to reside with the alleged or former abuser.

11/ 7/2006Office of Child Development95 Domestic and other violence: Waiver Process §3041.93 & §3041.94 The p/c must request a waiver by completing the Domestic Violence Verification form PA/CS 1747. The p/c must request a waiver by completing the Domestic Violence Verification form PA/CS 1747. The CCIS must act on a p/c’s waiver request no later than 15 calendar days following the date the p/c requests a waiver. The CCIS must act on a p/c’s waiver request no later than 15 calendar days following the date the p/c requests a waiver. Upon granting or denying a waiver request, the CCIS must send a Confirmation Notice to the p/c indicating the status of the waiver request. Upon granting or denying a waiver request, the CCIS must send a Confirmation Notice to the p/c indicating the status of the waiver request. The CCIS must mail the notice to the alternate address specified by the p/c or hand-deliver the notice to the p/c based on the p/c’s preference. The CCIS must mail the notice to the alternate address specified by the p/c or hand-deliver the notice to the p/c based on the p/c’s preference.

11/ 7/2006Office of Child Development96 Domestic and other violence: Waiver Process (cont’d) The CCIS must contact the Subsidy Coordinator prior to denying a waiver to discuss the circumstances surrounding the situation. The CCIS must contact the Subsidy Coordinator prior to denying a waiver to discuss the circumstances surrounding the situation. The CCIS WILL NOT require a p/c to pursue a Protection from Abuse (PFA) Order. The CCIS WILL NOT require a p/c to pursue a Protection from Abuse (PFA) Order. The CCIS may counsel a p/c on where to go for help regarding domestic violence issues. The CCIS may counsel a p/c on where to go for help regarding domestic violence issues.

11/ 7/2006Office of Child Development97 DOMESTIC VIOLENCE: Work Requirement When a p/c voluntarily quits a job or training program due to domestic violence, the CCIS must treat as an involuntary loss of work or training. When a p/c voluntarily quits a job or training program due to domestic violence, the CCIS must treat as an involuntary loss of work or training. EXAMPLE: EXAMPLE: P/C quits work due to sexual harassment in the workplace. P/C quits work due to sexual harassment in the workplace. Alleged/former abuser stalks p/c at work. Alleged/former abuser stalks p/c at work. The p/c must be given 60 days to meet the work requirement. The p/c must be given 60 days to meet the work requirement.

11/ 7/2006Office of Child Development98 Verification, Self-certification & Self-declaration: Definitions § 3041.3 Verification is the process of confirming information needed to determine eligibility for subsidy. The term includes documentary evidence or information obtained through collateral contacts, self-certification and self- declaration. Verification is the process of confirming information needed to determine eligibility for subsidy. The term includes documentary evidence or information obtained through collateral contacts, self-certification and self- declaration. Self-certification is a written statement provided by the p/c for the purpose of establishing selected factors of nonfinancial eligibility. Self-certification is a written statement provided by the p/c for the purpose of establishing selected factors of nonfinancial eligibility. Self-declaration is a written statement provided by the p/c for the purpose of establishing financial or nonfinancial eligibility for a period of time NOT TO EXCEED 30 calendar days. Self-declaration is a written statement provided by the p/c for the purpose of establishing financial or nonfinancial eligibility for a period of time NOT TO EXCEED 30 calendar days.

11/ 7/2006Office of Child Development99 Verification: Types within CCMIS Verification = documentation or collateral contact Verification = documentation or collateral contact Self-certification = once and done, permanent verification Self-certification = once and done, permanent verification Self-declaration = p/c’s written word; requires follow-up within 30 days Self-declaration = p/c’s written word; requires follow-up within 30 days Pending = waiting for the p/c to obtain; within timeframe required Pending = waiting for the p/c to obtain; within timeframe required Not Available (N/A) = p/c has not submitted and the timeframe has expired Not Available (N/A) = p/c has not submitted and the timeframe has expired

11/ 7/2006Office of Child Development100 General Verification Requirements §3041.61 The p/c is the primary source of verification in establishing and maintaining eligibility. The p/c is the primary source of verification in establishing and maintaining eligibility. The CCIS may not require a p/c to re-verify information unless the CCIS has information that indicates the subsidy status of the family has changed and the family may be ineligible. The CCIS may not require a p/c to re-verify information unless the CCIS has information that indicates the subsidy status of the family has changed and the family may be ineligible. The CCIS may not impose requirements for verification beyond the requirements established in the regulations. The CCIS may not impose requirements for verification beyond the requirements established in the regulations. The CCIS must inform each p/c that the CCIS is available to assist in obtaining verification that the p/c is unable to obtain. The CCIS must inform each p/c that the CCIS is available to assist in obtaining verification that the p/c is unable to obtain. The CCIS must assist a p/c who requests assistance or is struggling in obtaining verification. The CCIS must assist a p/c who requests assistance or is struggling in obtaining verification.

11/ 7/2006Office of Child Development101 General Verification Requirements (cont’d) At initial application, the CCIS must emphasize that the p/c should call for help with missing verification. At initial application, the CCIS must emphasize that the p/c should call for help with missing verification. As verification deadlines draw near for applicants and recipients who have not been working for 4 weeks prior to application or redetermination, the CCIS must contact the p/c whenever possible to offer assistance and explore the need for self-declaration. As verification deadlines draw near for applicants and recipients who have not been working for 4 weeks prior to application or redetermination, the CCIS must contact the p/c whenever possible to offer assistance and explore the need for self-declaration. The CCIS may not deny or terminate subsidy when the p/c has cooperated in the verification process and needed verification is pending or cannot be obtained due to circumstances beyond the p/c’s control. The CCIS may not deny or terminate subsidy when the p/c has cooperated in the verification process and needed verification is pending or cannot be obtained due to circumstances beyond the p/c’s control.

11/ 7/2006Office of Child Development102 Collateral Contact §3041.62 The CCIS must use a collateral contact as a tool to help a p/c who is struggling with verification as follows: The CCIS must use a collateral contact as a tool to help a p/c who is struggling with verification as follows: The CCIS must use a collateral contact when appropriate. The CCIS must use a collateral contact when appropriate. A collateral contact is considered verification and requires no additional or follow-up documentation. A collateral contact is considered verification and requires no additional or follow-up documentation.

11/ 7/2006Office of Child Development103 Collateral Contact: Process § 3041.62(d), (e) & (f) Obtain from the p/c a list of reliable sources of information who would serve as collateral contacts. Obtain from the p/c a list of reliable sources of information who would serve as collateral contacts. Cooperate with a source who acts as a collateral contact. Cooperate with a source who acts as a collateral contact. Avoid contacting an alleged abuser or former abuser in a domestic violence situation. Avoid contacting an alleged abuser or former abuser in a domestic violence situation.

11/ 7/2006Office of Child Development104 Collateral Contact: Reliable Sources §3041.62(c) The following are reliable sources of information: The following are reliable sources of information: Public records, such as domestic relations or other courthouse records. Public records, such as domestic relations or other courthouse records. An employer, friend, neighbor, relative, landlord, government agency, community social service agency or child care provider. An employer, friend, neighbor, relative, landlord, government agency, community social service agency or child care provider. The determination of whether an individual is a reliable source of information should be made based on the specific eligibility factors to be verified by the source. The determination of whether an individual is a reliable source of information should be made based on the specific eligibility factors to be verified by the source. Example: Example: A friend is NOT a reliable source to verify income or employment. A friend is NOT a reliable source to verify income or employment.

11/ 7/2006Office of Child Development105 Collateral Contact: Reliable Sources (cont’d) §3041.62(g) A reliable source of information used to verify care and control in a family headed by an aunt, uncle or grandparent are any of the following with knowledge of the circumstances: A reliable source of information used to verify care and control in a family headed by an aunt, uncle or grandparent are any of the following 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 counselor. A social service worker or counselor. A religious professional. A religious professional. An attorney. An attorney.

11/ 7/2006Office of Child Development106 Collateral Contact : Methods §3041.62(b) In person. In person. By consulting public records. By consulting public records. By mail. By mail. By electronic communication. By electronic communication. By facsimile. By facsimile. By telephone. By telephone.

11/ 7/2006Office of Child Development107 Collateral Contact: Utilization §3041.62 The p/c has made a reasonable effort to obtain documentary evidence without success. The p/c has made a reasonable effort to obtain documentary evidence without success. Documentary evidence is unavailable. Documentary evidence is unavailable. The eligibility determination process must be expedited to avoid unnecessary hardship to the p/c or to ensure the timeframe for an eligibility determination is met. The eligibility determination process must be expedited to avoid unnecessary hardship to the p/c or to ensure the timeframe for an eligibility determination is met. The verification provided by the p/c requires additional clarification. The verification provided by the p/c requires additional clarification. The CCIS suspects the p/c is withholding information or has falsified the information given. The CCIS suspects the p/c is withholding information or has falsified the information given.

11/ 7/2006Office of Child Development108 Self-certification §3041.63(b) Citizenship status. Citizenship status. Immunization status or exemption from immunization. Immunization status or exemption from immunization. Face-to-face timeframe extension based on hardship. Face-to-face timeframe extension based on hardship. Former TANF status/CIS download within the first 60 days. Former TANF status/CIS download within the first 60 days. After day 61 = self-declaration After day 61 = self-declaration Hours/days for which the former TANF child needs care. Hours/days for which the former TANF child needs care.

11/ 7/2006Office of Child Development109 Self-certification: Process When a p/c calls to report a change which requires self-certification, the CCIS must: Complete and sign the self-certification form. Complete and sign the self-certification form. The form was emailed to each CCIS from Rhoda Vega on 5/10/2005. The form was emailed to each CCIS from Rhoda Vega on 5/10/2005. Note the date and time of the call, the name of the person making the call and what requirement is being addressed. Note the date and time of the call, the name of the person making the call and what requirement is being addressed. Read the perjury/fraud statement to the p/c. Read the perjury/fraud statement to the p/c. Mail a copy of the form to the p/c (for the p/c’s record, NOT for signature and return). Mail a copy of the form to the p/c (for the p/c’s record, NOT for signature and return).

11/ 7/2006Office of Child Development110 Self-declaration §3041.64 If a p/c’s attempts to verify eligibility by documentary evidence are unsuccessful and the CCIS is unable to make a collateral contact, the CCIS shall proceed without delay to determine a family’s eligibility based upon self-declaration. If a p/c’s attempts to verify eligibility by documentary evidence are unsuccessful and the CCIS is unable to make a collateral contact, the CCIS shall proceed without delay to determine a family’s eligibility based upon self-declaration. The CCIS must accept the p/c’s self-declaration statement, unless evidence contradicts the statement. The CCIS must accept the p/c’s self-declaration statement, unless evidence contradicts the statement. If the p/c uses self-declaration as verification, the CCIS must require the p/c to provide another form of acceptable verification within 30 calendar days following the date the written self-declaration is accepted by the CCIS. If the p/c uses self-declaration as verification, the CCIS must require the p/c to provide another form of acceptable verification within 30 calendar days following the date the written self-declaration is accepted by the CCIS.

11/ 7/2006Office of Child Development111 Self-declaration: Process When a p/c calls to report a change which requires self-declaration, the CCIS must: Complete and sign the self-declaration form. Complete and sign the self-declaration form. The form was emailed to each CCIS from Rhoda Vega on 5/10/2005. The form was emailed to each CCIS from Rhoda Vega on 5/10/2005. Note the date and time of the call, the name of the person making the call and what requirement is being addressed. Note the date and time of the call, the name of the person making the call and what requirement is being addressed. Read the perjury/fraud statement to the p/c and explain that the p/c must follow-up with additional verification of the change self-declaration. Read the perjury/fraud statement to the p/c and explain that the p/c must follow-up with additional verification of the change self-declaration. Mail a copy of the form to the p/c (for the p/c’s record, NOT for signature and return) along with a Missing Verification Letter. Mail a copy of the form to the p/c (for the p/c’s record, NOT for signature and return) along with a Missing Verification Letter.

11/ 7/2006Office of Child Development112 Self-declaration: Utilization The CCIS must use self-declaration as a tool to help a p/c who is struggling with verification as follows: The CCIS must use self-declaration as a tool to help a p/c who is struggling with verification as follows: Allow the p/c to self-declare (if acceptable, SEE VERIFICATION CHART), when a collateral contact is not available and the p/c reports difficulty in obtaining verification. Allow the p/c to self-declare (if acceptable, SEE VERIFICATION CHART), when a collateral contact is not available and the p/c reports difficulty in obtaining verification. Self-declaration is used as a last resort and will not be used unless the verification deadline is drawing near. Self-declaration is used as a last resort and will not be used unless the verification deadline is drawing near. The p/c must submit follow-up verification no later than 30 calendar days following the date of the self-declaration. The p/c must submit follow-up verification no later than 30 calendar days following the date of the self-declaration. The verification date is the date the p/c self- declares. The CCIS WILL NOT wait an additional 30 days to process the case. The verification date is the date the p/c self- declares. The CCIS WILL NOT wait an additional 30 days to process the case. The CCIS must send an AA on the 31 st day when a p/c who has self-declared fails to submit follow-up verification on or before the 30 th day following the date of the self- declaration. The CCIS must send an AA on the 31 st day when a p/c who has self-declared fails to submit follow-up verification on or before the 30 th day following the date of the self- declaration.

11/ 7/2006Office of Child Development113 Verification Yellow underlined items marked with *** = hyperlink See Verification Chart for acceptable forms of verification for each eligibility factor. (LMS document)*** See Verification Chart for acceptable forms of verification for each eligibility factor. (LMS document)*** See Verification Chart for acceptable forms of verification for each eligibility factor. See Verification Chart for acceptable forms of verification for each eligibility factor.

11/ 7/2006Office of Child Development114 Verification: CCMIS Implications SS# SS# Not a required field. Not a required field. Only enter the SS# if you have documentation. Only enter the SS# if you have documentation. Child’s age Child’s age P/C may self-certify. P/C may self-certify. Head Start Child’s citizenship status Head Start Child’s citizenship status Consider the child to be a citizen as the child meets the Head Start requirements. Consider the child to be a citizen as the child meets the Head Start requirements. Consider the citizenship status to be “verified.” Consider the citizenship status to be “verified.”

11/ 7/2006Office of Child Development115 Income Verification: Procedures §3041.65 For more information regarding using the Employment & Wage screen in CCMIS, see LMS R2-R3 Intake Result and Wage Pages pdf For more information regarding using the Employment & Wage screen in CCMIS, see LMS R2-R3 Intake Result and Wage Pages pdf The CCIS must require 4 out of the most recent 6 (NOT NECESSARILY CONSECUTIVE) weeks income verification at initial application and redetermination. The CCIS must require 4 out of the most recent 6 (NOT NECESSARILY CONSECUTIVE) weeks income verification at initial application and redetermination. The CCIS must require a p/c who reports prospective employment to submit initial verification of estimated income followed by 1 week’s verification of income within 10 days of the date the p/c receives income for work. The CCIS must require a p/c who reports prospective employment to submit initial verification of estimated income followed by 1 week’s verification of income within 10 days of the date the p/c receives income for work. See the following slide regarding procedures for prospective work. See the following slide regarding procedures for prospective work.

11/ 7/2006Office of Child Development116 Income Verification: Procedures for Prospective Work §3041.65 The CCIS must require a p/c who reports prospective employment to submit initial verification of estimated income (i.e., an EV or employer’s statement) followed by 1 week’s verification of income within 10 days of the date the p/c receives income for work. The CCIS must require a p/c who reports prospective employment to submit initial verification of estimated income (i.e., an EV or employer’s statement) followed by 1 week’s verification of income within 10 days of the date the p/c receives income for work. The CCIS MAY NOT delay an eligibility determination when a p/c submits an EV or employer’s statement, but does not submit income verification. The CCIS MAY NOT delay an eligibility determination when a p/c submits an EV or employer’s statement, but does not submit income verification. In this case, the co-payment is based on the EV and the CCIS is simply confirming via1 week of income verification that the EV information has not changed. Due to co-payment stabililization, gathering 4 weeks of income verification makes no difference because the co-payment may only be decreased. In this case, the co-payment is based on the EV and the CCIS is simply confirming via1 week of income verification that the EV information has not changed. Due to co-payment stabililization, gathering 4 weeks of income verification makes no difference because the co-payment may only be decreased. If the 1 week of income verification does not reflect the EV information originally submitted, the CCIS must require 4 weeks of income verification. If the 1 week of income verification does not reflect the EV information originally submitted, the CCIS must require 4 weeks of income verification.

11/ 7/2006Office of Child Development117 Income Verification: Procedures at Initial Application The CCIS must give a p/c who is recently employed but has not been working 4 weeks at the time of initial application the opportunity to provide 4 weeks of income verification as follows: The CCIS must give a p/c who is recently employed but has not been working 4 weeks at the time of initial application the opportunity to provide 4 weeks of income verification as follows: Accept available income verification. Accept available income verification. Send the p/c a Missing Information/Verification Letter requesting the p/c submit the remaining weeks of income verification no later than 30 days from the date the application was received/date-stamped. Send the p/c a Missing Information/Verification Letter requesting the p/c submit the remaining weeks of income verification no later than 30 days from the date the application was received/date-stamped.

11/ 7/2006Office of Child Development118 Income Verification: Procedures at Redetermination The CCIS must give a p/c who is recently employed but has not been working 4 weeks at the time of redetermination the opportunity to provide 4 weeks of income verification as follows: The CCIS must give a p/c who is recently employed but has not been working 4 weeks at the time of redetermination the opportunity to provide 4 weeks of income verification as follows: Accept available income verification for the new job. Accept available income verification for the new job. Establish eligibility for the next 6 months. Establish eligibility for the next 6 months. Do not use income verification from a job the p/c has left. Do not use income verification from a job the p/c has left. Send the Missing Information/Verification Letter requesting the p/c to submit the remaining weeks of income verification by the redetermination due date. Send the Missing Information/Verification Letter requesting the p/c to submit the remaining weeks of income verification by the redetermination due date.

11/ 7/2006Office of Child Development119 Income Verification: Initial Application/ Prospective Employment Example #1  P/C has a job and will start within 30 days of application. Funds are available.  1/3/05 – P/C applies for child care and submits verification of prospective work beginning 1/20/05 and 1 st pay is expected on 1/27/05.  1/15/05 – P/C submits all necessary verification and eligibility is established on 1/3/05. Child may be enrolled as of 1/20/05.  1/20/05 – P/C begins work and child is enrolled in care.  1/27/05 – P/C receives 1 st pay.  2/4/05 – P/C submits income verification reflecting 1 week of work.

11/ 7/2006Office of Child Development120 Income Verification: Initial Application Example #2  P/C started a job 1 week prior to application.  1/3/05 – P/C applies for child care and submits verification of work beginning 12/27/04. P/C has no income verification.  1/7/05 – CCIS reviews the information and sends a Missing Information/Verification Letter requesting 4 weeks of income verification by 2/2/05.  2/2/05 – P/C submits all necessary verification and eligibility is established on 1/3/05. Child may be enrolled or placed on the waiting list as of 1/3/05.

11/ 7/2006Office of Child Development121 Income Verification: Initial Application, Example #3  P/C started a job 1 week prior to application.  1/3/05 – P/C applies for child care and submits verification of work beginning 12/27/04. P/C has no income verification.  1/7/05 – CCIS reviews information and sends Missing Verification Letter requesting 4 weeks of income verification by 2/2/05.  1/28/05 – Worker receives tracking date alert reminding worker that income verification is due on 2/2/05 and contacts p/c who indicates the employer held 2 weeks pay and p/c cannot get the full 4 weeks verification by 2/2/05. Worker advises p/c to self-declare and submit the last week’s verification within 30 days. Worker completes self-declaration form and dates it 1/28/05. Worker establishes eligibility date of 1/3/05. Child may be enrolled or placed on the waiting list as of 1/3/05.  2/18/05 – P/C submits final income verification.

11/ 7/2006Office of Child Development122 Income Verification: Initial Application, Example #4  P/C started a job 1 week prior to application.  1/3/05 – P/C applies for child care and submits verification of work beginning 12/27/04. P/C has no income verification.  1/7/05 – CCIS reviews information and sends Missing Verification Letter requesting 4 weeks of income verification by 2/2/05.  1/28/05 – Worker receives tracking date alert reminding worker that income verification is due on 2/2/05 and contacts p/c who indicates the employer held 2 weeks pay and p/c cannot get the full 4 weeks verification by 2/2/05. Worker advises p/c to self-declare and submit the last week’s verification within 30 days. Worker completes self-declaration form and dates it 1/28/05.  1/28/05 – Worker establishes eligibility date of 1/3/05. Child may be enrolled or placed on the waiting list as of 1/3/05.  2/28/05 – P/C fails to submit final income verification within 30 days. CCIS sends an AA to p/c citing missing income verification.

11/ 7/2006Office of Child Development123 Income Verification: Ongoing/Income Reduction Example #1  5/31/05 – Redetermination is completed and the co-payment is assessed at $20/week.  7/18/05 – P/C calls the CCIS and reports a reduction in work hours that results in less earned income. P/C self- declares information and CCIS completes and mails the self-declaration form along with a Missing Verification Letter.  7/18/05 – CCIS lowers co-payment based on the p/c’s self-declaration and generates a Confirmation Notice indicating a lower co-payment effective the following Monday.  8/1/05 –P/C submits 1 week of income verification.

11/ 7/2006Office of Child Development124 Income Verification: Ongoing/Income Reduction Example #2  5/31/05 – Redetermination is completed and the co-payment is assessed at $20/week.  7/18/05 – P/C calls the CCIS and reports a reduction in work hours that results in less earned income. P/C self-declares information and CCIS completes and mails the self- declaration form along with a Missing Verification Letter.  7/18/05 – CCIS lowers co-payment based on the p/c’s self-declaration and generates a Confirmation Notice indicating a lower co-payment effective the following Monday.  8/18/05 – P/C fails to submit required verification within 30 days.  8/18/05 – CCIS sends a Confirmation Notice increasing the co-payment back to the original amount starting the Monday following the date the notice period expires. CCIS makes arrangements with the p/c to repay the overpayment that resulted.

11/ 7/2006Office of Child Development125 Income Verification: Ongoing/Income Increased Example #3  5/31/05 – Redetermination is completed and the co-payment is assessed at $20/week.  7/18/05 – P/C calls the CCIS and reports a promotion resulting in $2 more per hour.  7/18/05 – CCIS enters the increase in income, but informs the p/c that the co- payment will be stabilized until the next redetermination.  7/18/05 – CCMIS stabilizes co-payment.  12/2/05 –Redetermination completed. The CCIS sends a Confirmation Notice increasing the co-payment starting the Monday following the date the notice period expires.

11/ 7/2006Office of Child Development126 Income Verification: Redetermination Example #1  P/C is employed at same job as at application.  4/19/05 – Redetermination packet is printed and sent to the p/c.  5/10/05 – P/C submits all required information/verification including 4 weeks of income verification.  5/13/05 – CCIS assesses eligibility and the family remains eligible.

11/ 7/2006Office of Child Development127 Income Verification: Redetermination Example #2  P/C has new job that started 1 week prior to redetermination.  4/19/05 – Redetermination packet is printed and sent to the p/c. Redetermination due date is 5/31/05.  5/10/05 – P/C submits Redetermination Summary but does not submit current income verification.  5/10/05 – CCIS reviews information and sends a Missing Verification Letter requesting 4 weeks of income verification by 5/31/05.  5/29/05 – P/C submits 3 weeks of income verification and explains he is having difficulty obtaining the 4 th week of income verification. CCIS accepts self-declaration and informs p/c that the 4 th week of income verification must be submitted by 6/28/05. CCIS assesses eligibility and the family remains eligible.  6/28/05 – P/C fails to submit 4 th week of income verification. CCIS sends an AA terminating care in 13 days unless the p/c submits the 4 th week of income verification.

11/ 7/2006Office of Child Development128 Income Verification: Redetermination Example #3  P/C quit job 2 weeks prior to redetermination; no new employment.  4/19/05 – Redetermination packet is printed and sent to the p/c. Redetermination due date is 5/31/05.  4/21/05 – P/C contacts CCIS to report that she quit her job on 4/5/05 and is not currently working.  4/21/05 – CCIS sends an AA terminating care in 13 days unless the p/c meets the work requirement on or before the date the notice period expires. CCIS explores the possibility of an overpayment for the time the p/c was not working.

11/ 7/2006Office of Child Development129 Income Verification: Redetermination Example #4  P/C involuntarily lost job 2 weeks prior to redetermination; no new employment.  4/19/05 – Redetermination packet is printed and send to the p/c. Redetermination due date is 5/31/05.  4/21/05 – P/C contacts CCIS to report that she was laid off on 4/5/05 and is not currently working.  5/1/05 – P/C submits all required verification including verification of involuntary job loss.  5/1/05 – CCIS assesses eligibility and determines the family eligible for continued child care. Worker sets a tracking date to remind him the p/c must meet the work requirement by 6/3/05 (60 days from job loss).

11/ 7/2006Office of Child Development130 Income Verification: Redetermination,Example #5  P/C on maternity/disability leave at redet.  4/1/05 – P/C reports maternity/disability leave.  4/1/05 – CCIS notes decrease in income in case notes, overrides co-payment and generates Confirmation Notice advising p/c that the decreased co-payment will begin the following Monday.  4/19/05 – Redet. packet is printed and sent to the p/c. Redetermination due date is 5/31/05.  5/1/05 – P/C submits all required verification. Worker leaves the old income, sets a tracking date to check that p/c returned to work and overrides co-payment until the date the p/c returns to work.  5/31/05 – Worker completes redetermination.  6/20/05 – P/C verifies return to work. CCIS end dates leave, assesses eligibility and generates a Confirmation Notice advising p/c that the increased co-payment will begin the Monday following the date the notice period expires.

11/ 7/2006Office of Child Development131 Co-payment Stabilization CCMIS will stabilize co-payments between full redeterminations which occur every 6 months. CCMIS will stabilize co-payments between full redeterminations which occur every 6 months. Co-payment stabilization allows a decrease, but not increase, in the co-payment between redeterminations. Co-payment stabilization allows a decrease, but not increase, in the co-payment between redeterminations. CCMIS will decrease a co-payment to reflect a change in income when the p/c reports and the CCIS enters a decrease in work hours or income. CCMIS will decrease a co-payment to reflect a change in income when the p/c reports and the CCIS enters a decrease in work hours or income.

11/ 7/2006Office of Child Development132 Adjusting Co-payment in Ongoing Mode: Maternity Leave The CCIS must override the co-payment to the minimum amount when a single p/c reports maternity leave with no income from work. The CCIS must override the co-payment to the minimum amount when a single p/c reports maternity leave with no income from work. The CCIS must assess and confirm eligibility, and manually generate a Confirmation Notice 13 days prior to the date the p/c is expected to return to work. The p/c begins to pay the originally assessed co-payment (or less) on the Monday following the date the notice period expires. The CCIS must assess and confirm eligibility, and manually generate a Confirmation Notice 13 days prior to the date the p/c is expected to return to work. The p/c begins to pay the originally assessed co-payment (or less) on the Monday following the date the notice period expires.

11/ 7/2006Office of Child Development133 Adjusting Co-payment in Ongoing Mode : Disability Leave The CCIS must override the co-payment to the minimum amount when a single p/c reports a disability with no income from work. The CCIS must override the co-payment to the minimum amount when a single p/c reports a disability with no income from work. The CCIS must assess and confirm eligibility, and manually generate a Confirmation Notice upon the p/c’s return to work. The p/c begins to pay the originally assessed co-payment (or less) on the Monday following the date the notice period expires. The CCIS must assess and confirm eligibility, and manually generate a Confirmation Notice upon the p/c’s return to work. The p/c begins to pay the originally assessed co-payment (or less) on the Monday following the date the notice period expires.

11/ 7/2006Office of Child Development134 Adjusting Co-payment in Ongoing Mode : Involuntary Loss of Work CCMIS will adjust the co-payment to the minimum amount or an amount based on the income entered when a worker inputs information that a single p/c reported the involuntary loss of work. CCMIS will adjust the co-payment to the minimum amount or an amount based on the income entered when a worker inputs information that a single p/c reported the involuntary loss of work. The CCIS must override the co-payment to the original amount based on the previous employment income and any other income entered in CCMIS. The CCIS must override the co-payment to the original amount based on the previous employment income and any other income entered in CCMIS. The CCIS must assess and confirm eligibility, and manually generate a Confirmation Notice upon the p/c’s return to work. The p/c must report income from work within 10 days of receipt. The p/c begins to pay the originally assessed co-payment (or less) on the Monday following the date the notice period expires. The CCIS must assess and confirm eligibility, and manually generate a Confirmation Notice upon the p/c’s return to work. The p/c must report income from work within 10 days of receipt. The p/c begins to pay the originally assessed co-payment (or less) on the Monday following the date the notice period expires.

11/ 7/2006Office of Child Development135 Adjusting Co-payment, Ongoing Mode Prospective Work at Application A single p/c who applies for subsidy and who reports prospective work is not required to pay a co-payment until he receives income from work. A single p/c who applies for subsidy and who reports prospective work is not required to pay a co-payment until he receives income from work. The CCIS must override the co-payment to $0 when a single p/c verifies prospective work with no income at application. The CCIS must override the co-payment to $0 when a single p/c verifies prospective work with no income at application. The CCIS must assess and confirm eligibility, and manually generate a Confirmation Notice using the date the 1 st pay is expected for work as the 1 st date field (CCMIS date p/c reported not the date p/c submitted income verification) and the Monday following the date 1 st pay is expected as the 2 nd date field. The CCIS must assess and confirm eligibility, and manually generate a Confirmation Notice using the date the 1 st pay is expected for work as the 1 st date field (CCMIS date p/c reported not the date p/c submitted income verification) and the Monday following the date 1 st pay is expected as the 2 nd date field. EXAMPLE: “…co-payment will be waived until (1 st date field). Effective, (2 nd date field), you must begin paying…” EXAMPLE: “…co-payment will be waived until (1 st date field). Effective, (2 nd date field), you must begin paying…” The CCIS must select the appropriate reason code in CCMIS when generating the Confirmation Notice. The CCIS must select the appropriate reason code in CCMIS when generating the Confirmation Notice. The p/c begins to pay the originally assessed co-payment (or less) on the Monday following the date the 1 st pay is expected. The p/c begins to pay the originally assessed co-payment (or less) on the Monday following the date the 1 st pay is expected. See the following examples. See the following examples.

11/ 7/2006Office of Child Development136 Adjusting Co-payment in Ongoing Mode: Prospective Work at Application: EXAMPLE 1 A single p/c applies on 4/1/05 with prospective employment starting on 4/25/05. A single p/c applies on 4/1/05 with prospective employment starting on 4/25/05. 1st paycheck = 4/29/05: 1st paycheck = 4/29/05: Send Confirmation Notice increasing co-payment effective the Monday following the date 1 st pay is expected (4/29/05) = 5/2/05 Send Confirmation Notice increasing co-payment effective the Monday following the date 1 st pay is expected (4/29/05) = 5/2/05

11/ 7/2006Office of Child Development137 Adjusting Co-payment in Ongoing Mode: Prospective Work at Application: EXAMPLE 2 A single p/c applies on 4/1/05 with prospective employment starting on 4/25/05. A single p/c applies on 4/1/05 with prospective employment starting on 4/25/05. 1st paycheck = 5/6/05: 1st paycheck = 5/6/05: Send Confirmation Notice increasing co-payment effective the Monday following the date 1 st pay is expected (5/6/05) = 5/9/05 Send Confirmation Notice increasing co-payment effective the Monday following the date 1 st pay is expected (5/6/05) = 5/9/05

11/ 7/2006Office of Child Development138 Adjusting Co-payment in Ongoing Mode: Prospective Work for a Recipient A single p/c who receives subsidy, has involuntarily lost work and reports prospective work, is assessed the minimum co-payment based on family size and income until he receives income from work. A single p/c who receives subsidy, has involuntarily lost work and reports prospective work, is assessed the minimum co-payment based on family size and income until he receives income from work. The CCIS must override the co-payment to the minimum amount when a single p/c verifies prospective work with no income between redeterminations (in ONGOING mode). The CCIS must override the co-payment to the minimum amount when a single p/c verifies prospective work with no income between redeterminations (in ONGOING mode).

11/ 7/2006Office of Child Development139 Adjusting Co-payment in Ongoing Mode: Prospective Work for a Recipient (cont’d) The CCIS must assess and confirm eligibility, and manually generate a Confirmation Notice using the date the 1 st pay is expected for work as the 1 st date field (CCMIS date p/c reported not the date p/c submitted income verification) and the Monday following the date 1 st pay is expected as the 2 nd date field. The CCIS must assess and confirm eligibility, and manually generate a Confirmation Notice using the date the 1 st pay is expected for work as the 1 st date field (CCMIS date p/c reported not the date p/c submitted income verification) and the Monday following the date 1 st pay is expected as the 2 nd date field. EXAMPLE: “…co-payment will be reduced until (1 st date field). Effective, (2 nd date field), you must begin paying…” EXAMPLE: “…co-payment will be reduced until (1 st date field). Effective, (2 nd date field), you must begin paying…” The CCIS must select the appropriate reason code in CCMIS when generating the Confirmation Notice. The CCIS must select the appropriate reason code in CCMIS when generating the Confirmation Notice. The p/c begins to pay the originally assessed co-payment (or less) on the Monday following the date the 1 st pay is expected. The p/c begins to pay the originally assessed co-payment (or less) on the Monday following the date the 1 st pay is expected. If a p/c receives other income, the co-payment will be based on that income and the waiver would not apply. If a p/c receives other income, the co-payment will be based on that income and the waiver would not apply. See the following examples. See the following examples.

11/ 7/2006Office of Child Development140 Adjusting Co-payment in Ongoing Mode: Prospective Work for a Recipient: EXAMPLE 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 paycheck is received on 4/29/05 Co-payment = $5 until 1st paycheck is received on 4/29/05 Upon determination of eligibility based on prospective work, send a Confirmation Notice acknowledging the report of prospective work, explaining the waiver of co-payment and notifying the p/c of the date the increased co- payment is effective. The increased co-payment is effective 5/2/05. Upon determination of eligibility based on prospective work, send a Confirmation Notice acknowledging the report of prospective work, explaining the waiver of co-payment and notifying the p/c of the date the increased co- payment is effective. The increased co-payment is effective 5/2/05. Increase co-payment to the original amount or less based upon income entered in CCMIS Increase co-payment to the original amount or less based upon income entered in CCMIS

11/ 7/2006Office of Child Development141 Adjusting Co-payment in Ongoing Mode: Prospective Work for a Recipient: EXAMPLE 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 until 1st paycheck is received on 5/6/05. Co-payment is based on SSI income until 1st paycheck is received on 5/6/05. Upon determination of eligibility based on prospective work, send a Confirmation Notice acknowledging the report of prospective work, explaining the waiver of co-payment and notifying the p/c of the date the increased co-payment is effective. The increased co-payment is effective 5/9/05. Upon determination of eligibility based on prospective work, send a Confirmation Notice acknowledging the report of prospective work, explaining the waiver of co-payment and notifying the p/c of the date the increased co-payment is effective. The increased co-payment is effective 5/9/05. Increase co-payment to original amount or less based upon income entered in CCMIS. Increase co-payment to original amount or less based upon income entered in CCMIS.

11/ 7/2006Office of Child Development142 Delinquent Co-payment §3041.105(c) The CCIS must generate an AA each time a family co-payment becomes delinquent. The CCIS must generate an AA each time a family co-payment becomes delinquent. The CCIS agency will not transfer the child to a new provider if there is an outstanding delinquent co-payment. The requested transfer will take place when all co-payments owed to the original provider are paid. The CCIS agency will not transfer the child to a new provider if there is an outstanding delinquent co-payment. The requested transfer will take place when all co-payments owed to the original provider are paid. Payment is applied first to current co- payment. Any additional payment is then applied to the delinquent co-payment. Payment is applied first to current co- payment. Any additional payment is then applied to the delinquent co-payment. Provider must first apply p/c’s payment to current and delinquent co-payments. Any remaining funds may be used to cover additional fees (ex: transportation, snack) charged by the provider. Provider must first apply p/c’s payment to current and delinquent co-payments. Any remaining funds may be used to cover additional fees (ex: transportation, snack) charged by the provider. See the following examples. See the following examples.

11/ 7/2006Office of Child Development143 Delinquent Co-payment: Co-payment Resolved EXAMPLES On 5/2/05 provider reports p/c did not pay $10 co-payment due 4/29/05. CCIS sends AA to p/c citing delinquent co-payment. On 5/2/05 provider reports p/c did not pay $10 co-payment due 4/29/05. CCIS sends AA to p/c citing delinquent co-payment. 1. On 5/5/05 p/c pays provider $20 = delinquent co-payment is resolved 2. On 5/10/05 p/c pays provider $30 = delinquent co-payment resolved

11/ 7/2006Office of Child Development144 Delinquent Co-payment: Co-payment Unresolved EXAMPLES On 5/2/05 provider reports p/c did not pay $10 co-payment due 4/29/05. CCIS sends AA to p/c citing delinquent co-payment. On 5/2/05 provider reports p/c did not pay $10 co-payment due 4/29/05. CCIS sends AA to p/c citing delinquent co-payment. 1. On 5/5/05 p/c pays provider $10 = delinquent co-payment not resolved ($10 must be applied to current co-payment, delinquency remains) 2. On 5/10 p/c pays provider $10 = co-payment not resolved (new week; p/c is still behind $10)

11/ 7/2006Office of Child Development145 Delinquent Co-payment & Disqualification §3041.106(d) A family whose subsidy is terminated for failure to pay the co-payment may not be reauthorized for enrollment until all outstanding co-payments have been paid in full. A family whose subsidy is terminated for failure to pay the co-payment may not be reauthorized for enrollment until all outstanding co-payments have been paid in full. The family may reapply at any time, but may not be enrolled until all delinquent co-payments are resolved. The family may reapply at any time, but may not be enrolled until all delinquent co-payments are resolved.

11/ 7/2006Office of Child Development146 Co-payment exceeds cost of care §3041.108(d) If the co-payments for 1 month are equal to or exceed the monthly payment for care, the family is ineligible for subsidized child care with that provider. If the co-payments for 1 month are equal to or exceed the monthly payment for care, the family is ineligible for subsidized child care with that provider. This does not apply to a month in which there are 5 Mondays. This does not apply to a month in which there are 5 Mondays. The p/c has the option of choosing another provider. The p/c has the option of choosing another provider.

11/ 7/2006Office of Child Development147 Stepparent Deduction § 3041, Appendix A, Income Deductions, D Yellow underlined items marked with *** = hyperlink A stepparent deduction is deducted from a family’s annual income. A stepparent deduction is deducted from a family’s annual income. The amount of the deduction per family per income calculation is based on family size and county of residence. The amount of the deduction per family per income calculation is based on family size and county of residence. The amounts are specified in Appendix C. (CCMIS R3 Policy Examples.ppt ppt, p. 10)*** The amounts are specified in Appendix C. (CCMIS R3 Policy Examples.ppt ppt, p. 10)***Appendix CAppendix C A stepparent deduction is NOT deducted when the stepparent is the biological parent of a child requesting care. A stepparent deduction is NOT deducted when the stepparent is the biological parent of a child requesting care. Click here to see examples of when to apply a stepparent deduction. (CCMIS R3 Policy Examples.ppt, p. 15)*** Click here to see examples of when to apply a stepparent deduction. (CCMIS R3 Policy Examples.ppt, p. 15)*** Click here Click here

11/ 7/2006Office of Child Development148 Income Exclusions: Payments to Permanent Legal Custodians § 3041, Appendix A, Income Exclusions, P Any foster care payments by a foster care placement agency, including payments to permanent legal custodians, are excluded in determining gross monthly income. Any foster care payments by a foster care placement agency, including payments to permanent legal custodians, are excluded in determining gross monthly income.

11/ 7/2006Office of Child Development149 Income Exclusions: Payments to Children of Vietnam Veterans § 3041, Appendix A, Income Exclusions, U Payments made by the Veterans Administration to children of Vietnam veterans under The Benefits for Children of Vietnam Veterans Act (38 U.S.C. § 1823c) are excluded in determining gross monthly income. Payments made by the Veterans Administration to children of Vietnam veterans under The Benefits for Children of Vietnam Veterans Act (38 U.S.C. § 1823c) are excluded in determining gross monthly income.

11/ 7/2006Office of Child Development150 Face-to-face: Low-Income Families §3041.126 If the CCIS determines a family eligible for subsidy and if funding is available, the p/c must attend a face-to-face no later than 30 calendar days following the date the CCIS notifies the family of eligibility. If the CCIS determines a family eligible for subsidy and if funding is available, the p/c must attend a face-to-face no later than 30 calendar days following the date the CCIS notifies the family of eligibility. If the CCIS determines a family eligible for subsidy and funding is not available, the p/c must attend a face-to-face within 30 calendar days following enrollment of the first child. If the CCIS determines a family eligible for subsidy and funding is not available, the p/c must attend a face-to-face within 30 calendar days following enrollment of the first child.

11/ 7/2006Office of Child Development151 Face-to-face: Low-Income Families (cont’d) The CCIS may still waive the face-to-face requirement for a family who has left subsidy and returns again within one year. The CCIS may still waive the face-to-face requirement for a family who has left subsidy and returns again within one year. The face-to-face requirement is an application requirement only. The face-to-face requirement is an application requirement only. In a 2-p/c family only one p/c is required to attend the face-to-face. In a 2-p/c family only one p/c is required to attend the face-to-face. When a single p/c is receiving subsidy and marries, the spouse is not required to attend a face-to-face. When a single p/c is receiving subsidy and marries, the spouse is not required to attend a face-to-face.

11/ 7/2006Office of Child Development152 Face-to-face: Extension for Low-Income §3041.126(d) The CCIS may extend the 30-day timeframe for the face-to-face if, on or before the 30 th calendar day, the p/c claims hardship due to conflicts with the p/c’s work hours, transportation problems or illness of the p/c or another family member. The CCIS may extend the 30-day timeframe for the face-to-face if, on or before the 30 th calendar day, the p/c claims hardship due to conflicts with the p/c’s work hours, transportation problems or illness of the p/c or another family member. At the time the p/c claims hardship, the CCIS may grant an additional 30 days to complete from the date the hardship is claimed. At the time the p/c claims hardship, the CCIS may grant an additional 30 days to complete from the date the hardship is claimed.

11/ 7/2006Office of Child Development153 Report of change: What must a p/c report within 10 calendar days? §3041.127 Loss of work, including layoffs or strikes. Loss of work, including layoffs or strikes. Decrease work/education/training hours below an average of 20 hours/week. Decrease work/education/training hours below an average of 20 hours/week. A change in the number of days/hours for which subsidy is needed. A change in the number of days/hours for which subsidy is needed. Onset of maternity, paternity or adoption (family) leave and return to work following leave. Onset of maternity, paternity or adoption (family) leave and return to work following leave. Onset of a disability and return to work following disability. Onset of a disability and return to work following disability. Change of address. Change of address. Change in family composition. Change in family composition. THERE IS NO REQUIREMENT TO REPORT A CHANGE IN INCOME. THERE IS NO REQUIREMENT TO REPORT A CHANGE IN INCOME.

11/ 7/2006Office of Child Development154 Report of change: Partial Redetermination The following changes would be entered in CCMIS in ONGOING mode: The following changes would be entered in CCMIS in ONGOING mode: A change that may result in a decrease in the family co-payment. A change that may result in a decrease in the family co-payment. Loss of work, including layoffs or strikes. Loss of work, including layoffs or strikes. Decrease work/education/training hours below an average of 20 hours/week. Decrease work/education/training hours below an average of 20 hours/week. A change in the number of days/hours for which subsidy is needed. A change in the number of days/hours for which subsidy is needed. Onset of maternity, paternity or adoption (family) leave and return to work following leave. Onset of maternity, paternity or adoption (family) leave and return to work following leave. Onset of a disability and return to work following disability. Onset of a disability and return to work following disability. Change of address. Change of address. Change in family composition. Change in family composition.

11/ 7/2006Office of Child Development155 Partial Redetermination: CCIS Responsibilities When conducting a partial redetermination, the CCIS must enter/update all information in ONGOING mode only. When conducting a partial redetermination, the CCIS must enter/update all information in ONGOING mode only. Complete a partial redetermination within 10 calendar days following the date a p/c reports and verifies a change. §3041.129(b) Complete a partial redetermination within 10 calendar days following the date a p/c reports and verifies a change. §3041.129(b)

11/ 7/2006Office of Child Development156 Redetermination §3041.130 A redetermination is completed in FULL REDETERMINATION mode every 6 months. A redetermination is completed in FULL REDETERMINATION mode every 6 months. A p/c is required to verify earned income only. A p/c is required to verify earned income only. In a 2 p/c family where one p/c is working and the other p/c has a disability but does not receive disability benefits, the p/c with a disability must verify the disability. In a 2 p/c family where one p/c is working and the other p/c has a disability but does not receive disability benefits, the p/c with a disability must verify the disability. A p/c is required to verify any information that has changed from the last full redetermination. A p/c is required to verify any information that has changed from the last full redetermination.

11/ 7/2006Office of Child Development157 Redetermination: Low-Income The CCIS MUST process the redetermination upon receipt of the Redetermination Summary Form and all verifications. The CCIS MUST process the redetermination upon receipt of the Redetermination Summary Form and all verifications.

11/ 7/2006Office of Child Development158 Redetermination Process: Waiting List §3041.133(d) The CCIS is not required to complete a redetermination for families who are on the waiting list for more than 6 months. However, if a family is on the waiting for more than 6 months, the CCIS MUST: The CCIS is not required to complete a redetermination for families who are on the waiting list for more than 6 months. However, if a family is on the waiting for more than 6 months, the CCIS MUST: Print the Redetermination Letter and Summary Form, place them in the family file and send them to the p/c when the family is notified funding is available. Print the Redetermination Letter and Summary Form, place them in the family file and send them to the p/c when the family is notified funding is available. For families who remain on the waiting list for more than one redetermination period, the CCIS MUST: For families who remain on the waiting list for more than one redetermination period, the CCIS MUST: Print the most recent Redetermination Letter and Summary Form upon generation, discard the out-dated information and replace it with the most recent information. Print the most recent Redetermination Letter and Summary Form upon generation, discard the out-dated information and replace it with the most recent information.

11/ 7/2006Office of Child Development159 Redetermination Procedure: Waiting List When the waiting list exceeds 6 months, the CCIS must complete a redetermination for families who are at the top of the waiting list so families are eligible and ready to enroll when funds become available. When the waiting list exceeds 6 months, the CCIS must complete a redetermination for families who are at the top of the waiting list so families are eligible and ready to enroll when funds become available.

11/ 7/2006Office of Child Development160 Redetermination Procedure: Maternity/Disability Leave The CCIS MUST complete a redetermination for families who are on maternity or disability leave as follows : The CCIS MUST complete a redetermination for families who are on maternity or disability leave as follows : Print the Redetermination Letter and Summary Form and send them to the p/c. Print the Redetermination Letter and Summary Form and send them to the p/c. Leave/re-enter the old income information. Leave/re-enter the old income information. Override the co-payment to an amount based on the income the p/c is actually receiving during the leave. Override the co-payment to an amount based on the income the p/c is actually receiving during the leave. Request pay verification from the p/c and end date leave in CCMIS upon the p/c’s return to work. Request pay verification from the p/c and end date leave in CCMIS upon the p/c’s return to work. Assess and confirm eligibility upon the p/c’s return or failure to return to work. CCMIS will assess the original co-payment or a co-payment based on the amount of income entered in CCMIS at that time. Assess and confirm eligibility upon the p/c’s return or failure to return to work. CCMIS will assess the original co-payment or a co-payment based on the amount of income entered in CCMIS at that time. See “Income Verification, Redetermination, Examples, #5” on slide 129 in this presentation. See “Income Verification, Redetermination, Examples, #5” on slide 129 in this presentation.

11/ 7/2006Office of Child Development161 Payment of Provider Charges §3041.15 A change in the p/c’s need for child care and the resulting adjustment in the amount of payment to the provider shall begin on the date the p/c reports the change or on the date the change begins, whichever is later. A change in the p/c’s need for child care and the resulting adjustment in the amount of payment to the provider shall begin on the date the p/c reports the change or on the date the change begins, whichever is later. Per policy, use the first Monday following the date of the p/c’s report of change in child care need or the date the change begins, whichever is later to generate the Enrollment Summary. Per policy, use the first Monday following the date of the p/c’s report of change in child care need or the date the change begins, whichever is later to generate the Enrollment Summary. See the following examples. See the following examples.

11/ 7/2006Office of Child Development162 Payment of Provider Charges: EXAMPLE 1 Increase in number of days Increase in number of days P/C reports a change in child care need from 2 days/week (Tu. & Th.) to 5 days/week (M-F) on Tuesday, 4/5/05. Additional care is needed beginning Wednesday, 4/6/05. P/C reports a change in child care need from 2 days/week (Tu. & Th.) to 5 days/week (M-F) on Tuesday, 4/5/05. Additional care is needed beginning Wednesday, 4/6/05. Add the additional days (Wednesday, 4/6/05 and Friday, 4/8/05) to the child’s schedule. Add the additional days (Wednesday, 4/6/05 and Friday, 4/8/05) to the child’s schedule. Generate the Enrollment Summary as of Monday, 4/11/05 to indicate the change. Generate the Enrollment Summary as of Monday, 4/11/05 to indicate the change.

11/ 7/2006Office of Child Development163 Payment of Provider Charges: EXAMPLE 2 Decrease in number of days Decrease in number of days P/C reports a change in child care need from 5 days/week (M-F) to 3 days/week (Tu., W & Th.) on Tuesday, 4/5/05. P/C reports a change in child care need from 5 days/week (M-F) to 3 days/week (Tu., W & Th.) on Tuesday, 4/5/05. Pay the remainder of the week based on the child’s previous schedule (CCIS would pay W, Th. & F). Pay the remainder of the week based on the child’s previous schedule (CCIS would pay W, Th. & F). Generate the Enrollment Summary as of Monday, 4/11/05 to indicate the change. Generate the Enrollment Summary as of Monday, 4/11/05 to indicate the change.

11/ 7/2006Office of Child Development164 Payment of Provider Charges: Nonstandard, Nonrepeating Schedules P/C reports she works at Wal-Mart and cannot provide a stable schedule from one week to the next. P/C reports she works at Wal-Mart and cannot provide a stable schedule from one week to the next. Verification of work hours confirms this statement. Verification of work hours confirms this statement. The CCIS must immediately consider this to be the p/c’s report of change and average the child’s schedule going forward. The CCIS must immediately consider this to be the p/c’s report of change and average the child’s schedule going forward. AVERAGING PRINCIPLES MUST BE CONSISTENT WITHIN EACH CCIS. AVERAGING PRINCIPLES MUST BE CONSISTENT WITHIN EACH CCIS.

11/ 7/2006Office of Child Development165 Payment of Provider Charges: 10-day Notice Some CCIS agencies have established the practice of continuing to pay the provider after the p/c withdraws the child from the provider’s care. In these cases, the CCIS is attempting to fulfill the p/c’s contract with the provider to give a 10-day notice prior to withdrawing the child from care. Some CCIS agencies have established the practice of continuing to pay the provider after the p/c withdraws the child from the provider’s care. In these cases, the CCIS is attempting to fulfill the p/c’s contract with the provider to give a 10-day notice prior to withdrawing the child from care. The 10-day notice of withdrawal is an agreement between the p/c and the provider. It is up to the p/c to fulfill the contract. The CCIS is not required to pay when the p/c fails to give notice to the provider. Providers may go though their local magistrates to collect unpaid child care bills. Holding parents responsible to uphold their end of the p/c-provider contract may help to alleviate some of the prior notice problems. The 10-day notice of withdrawal is an agreement between the p/c and the provider. It is up to the p/c to fulfill the contract. The CCIS is not required to pay when the p/c fails to give notice to the provider. Providers may go though their local magistrates to collect unpaid child care bills. Holding parents responsible to uphold their end of the p/c-provider contract may help to alleviate some of the prior notice problems.

11/ 7/2006Office of Child Development166 Payment of Provider Charges: 10 days of Absence The difference between the provider’s 10-day withdrawal notice and DPW’s 10-day absence regulation has to do with the p/c’s notification to the CCIS and the provider. We pay for ten-days of absence when the child is ill or temporarily unable to attend the child care facility. The term “absence” implies that the child intends to return to the provider. We also pay for ten days of absence when the child does not attend the facility and neither the CCIS nor the provider has heard from the p/c. In these cases, the CCIS agency sends an AA to the p/c on after the 10th day of absence. The difference between the provider’s 10-day withdrawal notice and DPW’s 10-day absence regulation has to do with the p/c’s notification to the CCIS and the provider. We pay for ten-days of absence when the child is ill or temporarily unable to attend the child care facility. The term “absence” implies that the child intends to return to the provider. We also pay for ten days of absence when the child does not attend the facility and neither the CCIS nor the provider has heard from the p/c. In these cases, the CCIS agency sends an AA to the p/c on after the 10th day of absence. When a p/c informs either the CCIS or the provider that the child will no longer be attending a particular facility, the CCIS should stop payment to the provider on the last day the child attends, or the day the p/c informs the CCIS, whichever is later. If the p/c requests a new provider, the CCIS should begin to make payments to the new provider immediately. The CCIS should not continue to pay the original provider for additional days in order to fulfill the p/c’s obligation to give notice to the provider. When a p/c informs either the CCIS or the provider that the child will no longer be attending a particular facility, the CCIS should stop payment to the provider on the last day the child attends, or the day the p/c informs the CCIS, whichever is later. If the p/c requests a new provider, the CCIS should begin to make payments to the new provider immediately. The CCIS should not continue to pay the original provider for additional days in order to fulfill the p/c’s obligation to give notice to the provider.

11/ 7/2006Office of Child Development167 10-day Notice versus 10 days of Absence: Example 1 The child receives care Monday through Friday. On Friday 8/26 the parent informs the CCIS that the child will be attending a new facility on Monday 8/29. The provider has a ten-day notice policy that parent has not fulfilled. The child receives care Monday through Friday. On Friday 8/26 the parent informs the CCIS that the child will be attending a new facility on Monday 8/29. The provider has a ten-day notice policy that parent has not fulfilled. CCIS action: The last paid day for the original provider is 8/26. The CCIS enrolls the child at the new provider and begins payment to new provider on 8/29, the date the parent reports the change to the CCIS. CCIS action: The last paid day for the original provider is 8/26. The CCIS enrolls the child at the new provider and begins payment to new provider on 8/29, the date the parent reports the change to the CCIS. Provider action: The provider discusses payment of agreed upon 10-day notice with parent. If parent refuses to honor the agreement, provider files a complaint with the local magistrate. Provider action: The provider discusses payment of agreed upon 10-day notice with parent. If parent refuses to honor the agreement, provider files a complaint with the local magistrate.

11/ 7/2006Office of Child Development168 10-day Notice versus 10 days of Absence: Example 2 The child receives care Monday through Friday. Child has been absent from Monday 8/15 through Friday 8/26 (10 days); neither the provider nor the CCIS have heard from the parent. The child receives care Monday through Friday. Child has been absent from Monday 8/15 through Friday 8/26 (10 days); neither the provider nor the CCIS have heard from the parent. Provider action: Provider contacts the CCIS to report the absence at the end of the day on 8/26 or beginning of the day on 8/29 (11th day of absence) Provider action: Provider contacts the CCIS to report the absence at the end of the day on 8/26 or beginning of the day on 8/29 (11th day of absence) CCIS action: CCIS sends the parent a Notice of Adverse Action. CCIS pays the provider through 8/26. CCIS action: CCIS sends the parent a Notice of Adverse Action. CCIS pays the provider through 8/26.

11/ 7/2006Office of Child Development169 10-day Notice versus 10 days of Absence: Example 3 The child receives care Monday through Friday. Same as #2. The parent calls the CCIS upon receipt of the Notice of Adverse Action and reports that she began to use a new provider on 8/15. The child receives care Monday through Friday. Same as #2. The parent calls the CCIS upon receipt of the Notice of Adverse Action and reports that she began to use a new provider on 8/15. CCIS action: The parent did not inform the provider or the CCIS of the change in providers. The CCIS pays the old provider for 10 days of absence through 8/26. The CCIS enrolls the child with the new provider starting Monday 8/29. CCIS action: The parent did not inform the provider or the CCIS of the change in providers. The CCIS pays the old provider for 10 days of absence through 8/26. The CCIS enrolls the child with the new provider starting Monday 8/29. Provider action: The new provider should not have expected payment from the CCIS without receipt of an Enrollment Summary or a call from the CCIS. The new provider will need to discuss payment arrangements with the parent for care given 8/15 through 8/26. Provider action: The new provider should not have expected payment from the CCIS without receipt of an Enrollment Summary or a call from the CCIS. The new provider will need to discuss payment arrangements with the parent for care given 8/15 through 8/26.

11/ 7/2006Office of Child Development170 10-day Notice versus 10 days of Absence: Example 4 The child receives care Monday through Friday. The child has been absent from 8/15. On Monday 8/22 the parent calls the CCIS and informs the worker that she began to use a new provider on 8/15. The child receives care Monday through Friday. The child has been absent from 8/15. On Monday 8/22 the parent calls the CCIS and informs the worker that she began to use a new provider on 8/15. CCIS action: The CCIS pays forward based on the parent’s report. The CCIS ends enrollment at original provider, paying through 8/19. The CCIS then creates an enrollment at the new provider and begins paying on 8/22, the date the parent reported the change. CCIS action: The CCIS pays forward based on the parent’s report. The CCIS ends enrollment at original provider, paying through 8/19. The CCIS then creates an enrollment at the new provider and begins paying on 8/22, the date the parent reported the change. Provider action: The original provider received payment for five days of absence. If the provider’s agreement with the parent is to have 10 days prior notice, the provider will need to make arrangements with the parent for payment for the additional five days. Provider action: The original provider received payment for five days of absence. If the provider’s agreement with the parent is to have 10 days prior notice, the provider will need to make arrangements with the parent for payment for the additional five days.

11/ 7/2006Office of Child Development171 R/N Provider Payment CCMIS has been modified to reflect the adjusted rates for R/N providers effective July 1, 2005. The CCIS should notify R/N and in-home providers as soon as possible of the change in payment rates. The procedure for notifying providers is as follows: CCMIS has been modified to reflect the adjusted rates for R/N providers effective July 1, 2005. The CCIS should notify R/N and in-home providers as soon as possible of the change in payment rates. The procedure for notifying providers is as follows: R/n providers who are immediately signing a Relative/Neighbor Provider Agreement will be notified of the new rates when they receive the new agreement. Appendix B of the 2005-2006 Relative/Neighbor Provider Agreement has been revised to reflect the adjusted rates. R/n providers who are immediately signing a Relative/Neighbor Provider Agreement will be notified of the new rates when they receive the new agreement. Appendix B of the 2005-2006 Relative/Neighbor Provider Agreement has been revised to reflect the adjusted rates. R/n providers who are not immediately signing an R/N agreement and in-home providers should be notified of the change through a letter which informs the provider of the adjusted rates. R/n providers who are not immediately signing an R/N agreement and in-home providers should be notified of the change through a letter which informs the provider of the adjusted rates. Effective July 1, 2005, the CCIS will no longer pay R/N providers for closed days. Effective July 1, 2005, the CCIS will no longer pay R/N providers for closed days.

11/ 7/2006Office of Child Development172 In-home Provider Participation In-home care may only be provided by a person who does not reside in the same home as the child. In-home care may only be provided by a person who does not reside in the same home as the child. In-home care may only be used when a p/c works between the hours of 9:00 p.m. and 6:00 a.m. In-home care may only be used when a p/c works between the hours of 9:00 p.m. and 6:00 a.m. Limited exceptions for use of in-home care outside the hours of 9:00 p.m. to 6:00 a.m. are permitted for seriously ill children whose health would be compromised out side the home provided that the following conditions are met: Limited exceptions for use of in-home care outside the hours of 9:00 p.m. to 6:00 a.m. are permitted for seriously ill children whose health would be compromised out side the home provided that the following conditions are met: The Office of Child Development must approve all requests by parents/caretakers to use in-home care for seriously ill children. The Office of Child Development must approve all requests by parents/caretakers to use in-home care for seriously ill children. The child’s health condition must be documented by a licensed physician. The child’s health condition must be documented by a licensed physician.

11/ 7/2006Office of Child Development173 In-home Provider Participation (cont’d) The p/c must self-certify, subject to 18 Pa. C.S. § 4904 (relating to unsworn falsification to authorities), that s/he will pay the additional amount necessary to meet minimum wage requirements and will pay applicable taxes in all situations. The p/c must self-certify, subject to 18 Pa. C.S. § 4904 (relating to unsworn falsification to authorities), that s/he will pay the additional amount necessary to meet minimum wage requirements and will pay applicable taxes in all situations. The CCIS will follow-up with the p/c within 30 calendar days following completion of the Agreement with a letter or postcard to remind the parent/caretaker about the responsibility for paying the in-home provider minimum wage for child care and applicable federal and state taxes. The CCIS will follow-up with the p/c within 30 calendar days following completion of the Agreement with a letter or postcard to remind the parent/caretaker about the responsibility for paying the in-home provider minimum wage for child care and applicable federal and state taxes.

11/ 7/2006Office of Child Development174 In-home Provider Participation (cont’d) If the p/c requests in-home care, an in-home agreement must be completed. This assures that the p/c and the provider are agreeing to all of the requirements, including that the parent will pay minimum wage to the provider. If the p/c requests in-home care, an in-home agreement must be completed. This assures that the p/c and the provider are agreeing to all of the requirements, including that the parent will pay minimum wage to the provider. A p/c who wants R/N care from 3 to 9 followed by in-home care from 9 to 11 is requesting two separate enrollments. This means two different providers and two agreements, one for R/N care, which must be provided in the R/N provider’s home, and one for in-home care, which must be provided in the child’s home. If the parent wants in-home care from 3 to 11, we will only pay for the two hours between 9 and 11. This means we will pay one nontraditional part-time rate; if the provider wants additional compensation, it will have to be worked out between the parent and the provider. A p/c who wants R/N care from 3 to 9 followed by in-home care from 9 to 11 is requesting two separate enrollments. This means two different providers and two agreements, one for R/N care, which must be provided in the R/N provider’s home, and one for in-home care, which must be provided in the child’s home. If the parent wants in-home care from 3 to 11, we will only pay for the two hours between 9 and 11. This means we will pay one nontraditional part-time rate; if the provider wants additional compensation, it will have to be worked out between the parent and the provider.

11/ 7/2006Office of Child Development175 In-home Provider Participation (cont’d) P/Cs who do not qualify for in-home care or whose provider does not sign the new agreement will have 30 days to find a new provider. On day 31, the child will be placed in suspended subsidy until the p/c finds a new provider. P/Cs who do not qualify for in-home care or whose provider does not sign the new agreement will have 30 days to find a new provider. On day 31, the child will be placed in suspended subsidy until the p/c finds a new provider. The in-home provider agreement can be terminated if the parent fails to pay minimum wage. Use a “Stop Letter” to inform the p/c that we will no longer pay the current provider. Reason is failure to meet the terms of the agreement. Help the p/c to find a new provider or place the child in suspended care until the new provider can be found. The in-home provider agreement can be terminated if the parent fails to pay minimum wage. Use a “Stop Letter” to inform the p/c that we will no longer pay the current provider. Reason is failure to meet the terms of the agreement. Help the p/c to find a new provider or place the child in suspended care until the new provider can be found. Termination of provider agreement means we are stopping payment, not that the p/c is ineligible. Termination of provider agreement means we are stopping payment, not that the p/c is ineligible.

11/ 7/2006Office of Child Development176Correspondence CCMIS is the formal record keeping system. CCMIS is the formal record keeping system. The CCIS WILL NOT print file copies of letters, notices or forms except as mandated by OCD. The CCIS WILL NOT print file copies of letters, notices or forms except as mandated by OCD. CCIS agencies were permitted, to increase comfort level, to print locally letters, notices and forms for the first three weeks following implementation of central printing. CCIS agencies were permitted, to increase comfort level, to print locally letters, notices and forms for the first three weeks following implementation of central printing. The final wave of central printing implementation occurred on 8/29/05 and the 3-week grace period has since expired. The final wave of central printing implementation occurred on 8/29/05 and the 3-week grace period has since expired.

11/ 7/2006Office of Child Development177 Types of Correspondence: Notices Child Care Eligible Notice Child Care Eligible Notice Child Care Ineligible Notice Child Care Ineligible Notice Adverse Action Notice (AA) Adverse Action Notice (AA) Confirmation Notice Confirmation Notice

11/ 7/2006Office of Child Development178 Notices Outside of CCMIS Available on the LMS: Available on the LMS: Child Care Eligible Notice: Child Care Eligible Notice: Reopened Cases with continuous eligibility that are eligible upon reopening Reopened Cases with continuous eligibility that are eligible upon reopening Confirmation Notices: Confirmation Notices: School-age ½ co-payment flip – Increase co-payment at the end of the school year School-age ½ co-payment flip – Increase co-payment at the end of the school year To be posted on the LMS soon: To be posted on the LMS soon: Child Care Ineligible Notice for Disqualified P/C Cases Child Care Ineligible Notice for Disqualified P/C Cases 3 versions 3 versions (6 month, 12 month, permanently) (6 month, 12 month, permanently) Adverse Action Notice for Disqualified P/C Cases Adverse Action Notice for Disqualified P/C Cases 3 versions 3 versions (6 month, 12 month, permanently) (6 month, 12 month, permanently)

11/ 7/2006Office of Child Development179 Correspondence: AA Notices An AA is used only when a case or individual fails eligibility. An AA is used only when a case or individual fails eligibility. Most other current AA reasons are now addressed using a Confirmation Notice. Most other current AA reasons are now addressed using a Confirmation Notice. An AA is never sent prior to the date the case or individual is ineligible. An AA is never sent prior to the date the case or individual is ineligible. The AA period is 10 days, but CCMIS allows for 13 days (10 days AA plus 3 days for central mailing). The AA period is 10 days, but CCMIS allows for 13 days (10 days AA plus 3 days for central mailing). A Stop Letter is sent to the parent and a Noncompliance Letter is sent to the provider when a provider is ineligible for payment, but the case remains eligible. A Stop Letter is sent to the parent and a Noncompliance Letter is sent to the provider when a provider is ineligible for payment, but the case remains eligible.

11/ 7/2006Office of Child Development180 Types of Correspondence: Letters Stop Letter Stop Letter Provider Noncompliance Letter (Provider Agreement) Provider Noncompliance Letter (Provider Agreement) Provider Noncompliance Letter (Licensing) Provider Noncompliance Letter (Licensing) Change in Primary Worker Letter (Case) Change in Primary Worker Letter (Case) Change in Primary Worker Letter (Provider) Change in Primary Worker Letter (Provider) Redetermination Letter Redetermination Letter Missing Information Letter Missing Information Letter CareCheck Appointment Letter CareCheck Appointment Letter Waiting List Funds Available Letter Waiting List Funds Available Letter Funds Available Letter Funds Available Letter TANF Transfer Letter TANF Transfer Letter

11/ 7/2006Office of Child Development181 Letters Outside of CCMIS Delinquent co-payment following an unresolved AA and case closure. Delinquent co-payment following an unresolved AA and case closure. A PDF writable template has been provided by the Department. A PDF writable template has been provided by the Department.

11/ 7/2006Office of Child Development182 Types of Correspondence: Forms Redetermination Summary Form Redetermination Summary Form

11/ 7/2006Office of Child Development183 Absence §3041.19 Termination due to absence does not include days of a child’s illness, injury or other impairment or other reason specified under subsidy suspension. Termination due to absence does not include days of a child’s illness, injury or other impairment or other reason specified under subsidy suspension. The p/c must report the date the child returns to care. The p/c must report the date the child returns to care. Following the issuance of an AA, payment will resume on the day the child returns to care within the AA period. Following the issuance of an AA, payment will resume on the day the child returns to care within the AA period. If the child does not return within the AA period and there are no grounds for subsidy suspension, the child’s subsidy will be terminated the day following the expiration of the AA period. If the child does not return within the AA period and there are no grounds for subsidy suspension, the child’s subsidy will be terminated the day following the expiration of the AA period.

11/ 7/2006Office of Child Development184 Subsidy Continuation §3041.20 The timeframe following the involuntary loss of work, the date a strike begins or the date the p/c graduates from or completes an education or training program is extended from 30 to 60 calendar days. The timeframe following the involuntary loss of work, the date a strike begins or the date the p/c graduates from or completes an education or training program is extended from 30 to 60 calendar days. Maternity leave is extended from 56 to 84 calendar days. Maternity leave is extended from 56 to 84 calendar days. CCMIS ISSUE: Maternity leave must be handled as a disability for a p/c who is self-employed. CCMIS ISSUE: Maternity leave must be handled as a disability for a p/c who is self-employed. Subsidy continues during regularly scheduled breaks in work, education or training, if the break is less than 31 calendar days. Subsidy continues during regularly scheduled breaks in work, education or training, if the break is less than 31 calendar days.

11/ 7/2006Office of Child Development185 Subsidy Suspension §3041.21 Subsidy may be suspended if a p/c has a break in work, education or training that exceeds 30 calendar days but does not continue beyond 90 calendar days. Subsidy may be suspended if a p/c has a break in work, education or training that exceeds 30 calendar days but does not continue beyond 90 calendar days. Subsidy may be suspended if the p/c needs to locate another provider because the current provider cannot meet the p/c’s or child’s child care needs. Subsidy may be suspended if the p/c needs to locate another provider because the current provider cannot meet the p/c’s or child’s child care needs.

11/ 7/2006Office of Child Development186 Subsidy Continuation versus Subsidy Suspension Maternity leave – P/C may choose: Maternity leave – P/C may choose: Care to continue for up to 84 days; or Care to continue for up to 84 days; or Care to be suspended for up to 90 days. Care to be suspended for up to 90 days. Regularly scheduled breaks in work, education or training – P/C may choose, if the break is less than 31 days: Regularly scheduled breaks in work, education or training – P/C may choose, if 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; or Care to continue for up to 30 days; or Care to be suspended for up to 30 days. Care to be suspended for up to 30 days. Regularly scheduled breaks in work, education or training greater than 31 days: Regularly scheduled breaks in work, 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 UNLESS the p/c finds alternate employment/training during the break. Care is suspended for up to 90 days UNLESS the p/c finds alternate employment/training during the break.

11/ 7/2006Office of Child Development187 Continuation versus Suspension: Maternity Leave Examples 1. P/C chooses to have care continue for up to 84 days and then on day 70 calls the CCIS requesting that care be suspended. How long do you suspend care? Care to be suspended for up to 90 days so in this case care would be suspended beginning on day 70 through day 90. Care to be suspended for up to 90 days so in this case care would be suspended beginning on day 70 through day 90. 2. P/C chooses to have care suspended for 90 days and then on day 70 calls the CCIS requesting that care resume although the p/c has NOT returned to work. How do you handle this? Care may resume beginning on day 70 through day 84. On day 84, the CCIS must ensure the p/c has returned to work. Care may resume beginning on day 70 through day 84. On day 84, the CCIS must ensure the p/c has returned to work. If the p/c has returned to work, care continues. If the p/c has returned to work, care continues. If the p/c has not returned to work, AA. If the p/c has not returned to work, AA.

11/ 7/2006Office of Child Development188 Continuation versus Suspension: Examples of Regularly Scheduled Breaks 1. P/C chooses to have care suspended and then on day 30 requests that care continue to be suspended because the break does not end until day 36. How do you handle this? Suspension may not continue. Suspension may not continue. If p/c returns to work/education/training, care continues. If p/c returns to work/education/training, care continues. If p/c does not return to work/education/training, AA. If p/c does not return to work/education/training, AA. 2. Regularly scheduled breaks in work, education or training greater than 31 days – P/C wants care to continue although break is 95 days long. How do you handle this? If p/c finds alternate work/training during the break care may continue. If p/c finds alternate work/training during the break care may continue. If the p/c does not find alternate work/training during the break care is suspended for up to 90 days. If the p/c does not find alternate work/training during the break care is suspended for up to 90 days.

11/ 7/2006Office of Child Development189 Case Notes within CCMIS CCMIS is the formal record keeping system. CCMIS is the formal record keeping system. The CCIS must enter case notes within CCMIS unless the family’s circumstances include one of the following: The CCIS must enter case notes within CCMIS unless the family’s circumstances include one of the following: Domestic Violence Domestic Violence Teen Parent under 12 years of age Teen Parent under 12 years of age CCIS worker receiving subsidy CCIS worker receiving subsidy Cases involving the circumstance listed above must be treated as follows: Cases involving the circumstance listed above must be treated as follows: Case notes are kept outside of CCMIS Case notes are kept outside of CCMIS Minimal access to the family file Minimal access to the family file Kept in locked files in a separate location from other family files Kept in locked files in a separate location from other family files Director, supervisor and primary worker only are permitted access Director, supervisor and primary worker only are permitted access

11/ 7/2006Office of Child Development190 Record Retention § 3041.85 The CCIS must retain family files, completed application forms, written notices, books, records and other fiscal and administrative documents pertaining to subsidized child care. The CCIS must retain family files, completed application forms, written notices, books, records and other fiscal and administrative documents pertaining to subsidized child care. Records must be maintained for at least 6 years from the end of the fiscal year in which subsidized child care has been provided or until an audit or litigation is resolved. Records must be maintained for at least 6 years from the end of the fiscal year in which subsidized child care has been provided or until an audit or litigation is resolved.

11/ 7/2006Office of Child Development191 Child Abuse Reporting § 3041.86 CCIS staff are mandated reporters and must immediately report suspected child abuse. CCIS staff are mandated reporters and must immediately report suspected child abuse.

11/ 7/2006Office of Child Development192 TANF: Definitions §3041.3 A Federal nonentitlement program under sections 401-419 of the Social Security Act (42 U.S.C.A. §§ 601-619) that provides cash assistance to families including dependent children and an adult. A Federal nonentitlement program under sections 401-419 of the Social Security Act (42 U.S.C.A. §§ 601-619) that provides cash assistance to families including dependent children and an adult. The definition includes extended TANF benefits that are received beyond the 5-year TANF period. The definition includes extended TANF benefits that are received beyond the 5-year TANF period.

11/ 7/2006Office of Child Development193 Former TANF Requirements No application required with the following exceptions: No application required with the following exceptions: Failed download Failed download TANF transfer from another state TANF transfer from another state Former TANF p/c who participated in the Diversion program (See “Diversion Program, slide Former TANF p/c who participated in the Diversion program (See “Diversion Program, slide P/C reaching the point of TANF expiration P/C reaching the point of TANF expiration A p/c who meets the eligibility requirements and wants the CCIS to pay for child care must contact the CCIS within 30 days following the date TANF ended. A p/c who meets the eligibility requirements and wants the CCIS to pay for child care must contact the CCIS within 30 days following the date TANF ended. A p/c who is not eligible to receive child care from the CCIS agency within 30 days following the TANF closing date has up to 183 days to meet the work requirement and contact the CCIS to access child care under former TANF rules. A p/c who is not eligible to receive child care from the CCIS agency within 30 days following the TANF closing date has up to 183 days to meet the work requirement and contact the CCIS to access child care under former TANF rules.

11/ 7/2006Office of Child Development194 Former TANF: Work Requirement §3041.142(a)(1) The p/c must meet the work-hour requirement as follows: A teen parent must participate in education. A teen parent must participate in education. A p/c other than a teen parent must: A p/c other than a teen parent must: work 20 hours/week; OR work 20 hours/week; OR Work 10 hours/week and train 10 hours/week. Work 10 hours/week and train 10 hours/week. The p/c who does not meet the work-hour requirement and who would exceed 235% of FPIG if he increased work hours is eligible for subsidized child care. The p/c who does not meet the work-hour requirement and who would exceed 235% of FPIG if he increased work hours is eligible for subsidized child care. EXAMPLE: P/C works 16 hours at 230% of FPIG; working 20 hours would cause the family to exceed 235% of FPIG. EXAMPLE: P/C works 16 hours at 230% of FPIG; working 20 hours would cause the family to exceed 235% of FPIG.

11/ 7/2006Office of Child Development195 Former TANF: Work Requirement (cont’d) §3041.142(a)(1) The p/c who does not meet the work- hour requirement and who would not exceed 235% of FPIG if he increased work hours to 20 is ineligible for subsidized child care. The CCIS must send an AA to the p/c terminating care unless the p/c meets the work-hour requirement by the expiration of the 13-day notice period. The p/c who does not meet the work- hour requirement and who would not exceed 235% of FPIG if he increased work hours to 20 is ineligible for subsidized child care. The CCIS must send an AA to the p/c terminating care unless the p/c meets the work-hour requirement by the expiration of the 13-day notice period. EXAMPLE: P/C works 15 hours at 205%; working the additional 5 hours would not cause the family to exceed 235%. EXAMPLE: P/C works 15 hours at 205%; working the additional 5 hours would not cause the family to exceed 235%. The p/c who involuntarily loses his job has 60 days to find new employment. The p/c who involuntarily loses his job has 60 days to find new employment.

11/ 7/2006Office of Child Development196 Former TANF: Co-payment THE CCIS MUST CORRECT THE CO-PAYMENT AMOUNT IF THE CO-PAYMENT IS INCORRECTLY ASSIGNED FROM THE DOWNLOAD. THE CCIS MUST CORRECT THE CO-PAYMENT AMOUNT IF THE CO-PAYMENT IS INCORRECTLY ASSIGNED FROM THE DOWNLOAD. The CCIS must follow standard rules regarding notification of a co-payment increase/decrease. The CCIS must follow standard rules regarding notification of a co-payment increase/decrease. The CCIS MAY NOT set the corrected co-payment effective in the past (i.e., the date after TANF ended). The CCIS MAY NOT set the corrected co-payment effective in the past (i.e., the date after TANF ended).

11/ 7/2006Office of Child Development197 Former TANF: Procedure for Correcting Co-payment when Eligibility HAS BEEN assessed EXAMPLE: A TANF transfer with regulated provider comes over via download and the provider is requesting continuous payment. EXAMPLE: A TANF transfer with regulated provider comes over via download and the provider is requesting continuous payment. 1. Complete a full redetermination within CCMIS to correct and stabilize the co-payment. 2. Once the co-payment is stabilized initially, CCMIS will apply co-payment stabilization rules.

11/ 7/2006Office of Child Development198 Former TANF: Procedure for Correcting Co-payment when Eligibility HAS NOT BEEN assessed EXAMPLES: A TANF transfer with an R/N provider that does not yet have an agreement or a TANF transfer with no provider that contacts the CCIS. EXAMPLES: A TANF transfer with an R/N provider that does not yet have an agreement or a TANF transfer with no provider that contacts the CCIS. 1. Correct the income within CCMIS. 2. Assess and confirm eligibility. 3. Once the co-payment is stabilized initially, CCMIS will apply co-payment stabilization rules.

11/ 7/2006Office of Child Development199 Former TANF: Expectations for using CIS The CCIS MUST review all appropriate screens in CIS to determine whether the former TANF p/c’s information has changed since the download. The CCIS MUST review all appropriate screens in CIS to determine whether the former TANF p/c’s information has changed since the download. When a worker becomes aware of a p/c who has started receiving TANF benefits again, the worker must generate an AA. The worker must treat this AA in the same manner as all other AAs and pay for the child’s care through the notice period. When a worker becomes aware of a p/c who has started receiving TANF benefits again, the worker must generate an AA. The worker must treat this AA in the same manner as all other AAs and pay for the child’s care through the notice period.

11/ 7/2006Office of Child Development200 Former TANF: Contact within 60 days §3041.145(1) At the time of the p/c’s face-to-face or telephone contact, the p/c may self- certify/validate the following: At the time of the p/c’s face-to-face or telephone contact, the p/c may self- certify/validate the following: The p/c needs child care to work or attend education or training in addition to work. The p/c needs child care to work or attend education or training in addition to work. The name of the employer, education or training program. The name of the employer, education or training program. The hours (number of hours and actual schedule) the p/c works or attends education or training. The hours (number of hours and actual schedule) the p/c works or attends education or training. That facts in the TANF transfer information regarding address, family size and income are accurate. That facts in the TANF transfer information regarding address, family size and income are accurate. The family is financially eligible. The family is financially eligible. Days/hours for which the child needs care. Days/hours for which the child needs care.

11/ 7/2006Office of Child Development201 Example : Contact within 60 days when information has not changed Case comes over via download on 9/6. Case comes over via download on 9/6. CCMIS generates a TANF Letter for the case and the letter is centrally mailed to the p/c. CCMIS generates a TANF Letter for the case and the letter is centrally mailed to the p/c. The p/c contacts the CCIS on 9/19 and schedules a face-to-face on 9/22. The p/c contacts the CCIS on 9/19 and schedules a face-to-face on 9/22. At the time of the p/c’s face-to-face, the p/c self-certifies/validates the following: At the time of the p/c’s face-to-face, the p/c self-certifies/validates the following: The need for child care to work or attend education or training in addition to work. The need for child care to work or attend education or training in addition to work. The name of the employer, education or training program. The name of the employer, education or training program. The hours the p/c works or attends education or training. The hours the p/c works or attends education or training. The address, family size and income are accurate. The address, family size and income are accurate. Days/hours for which the child needs care. Days/hours for which the child needs care.

11/ 7/2006Office of Child Development202 Example: Contact within 60 days when information has changed Case comes over via download on 9/6. Case comes over via download on 9/6. CCMIS generates a TANF Letter for the case and the letter is centrally mailed to the p/c. CCMIS generates a TANF Letter for the case and the letter is centrally mailed to the p/c. The p/c contacts the CCIS on 9/19 and schedules a face-to-face on 9/22. The p/c contacts the CCIS on 9/19 and schedules a face-to-face on 9/22. At the time of the p/c’s face-to-face, the p/c self- certifies/validates the following: At the time of the p/c’s face-to-face, the p/c self- certifies/validates the following: The need for child care to work or attend education or training in addition to work. The need for child care to work or attend education or training in addition to work. The address, family size and income are accurate. The address, family size and income are accurate. At the time of the p/c’s face-to-face, the p/c reports changes in the following: At the time of the p/c’s face-to-face, the p/c reports changes in the following: The name of the employer, education or training program. The name of the employer, education or training program. The hours the p/c works or attends education or training. The hours the p/c works or attends 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 information that has changed since the transfer. The p/c must provide verification of the information that has changed since the transfer.

11/ 7/2006Office of Child Development203 Former TANF: Contact after day 60 §3041.145(2) At the time of the p/c’s face-to-face or telephone contact, the p/c may self-declare the following: At the time of the p/c’s face-to-face or telephone contact, the p/c may self-declare the following: The p/c needs child care to work or attend education or training in addition to work. The p/c needs child care to work or attend education or training in addition to work. The name of the employer, education or training program. The name of the employer, education or training program. The hours (number of hours and actual schedule) the p/c works or attends education or training. The hours (number of hours and actual schedule) the p/c works or attends education or training. That facts in the TANF transfer information regarding address, family size and income are accurate. That facts in the TANF transfer information regarding address, family size and income are accurate. The family is financially eligible. The family is financially eligible. Days/hours for which the child needs care. Days/hours for which the child needs care.

11/ 7/2006Office of Child Development204 Example : Contact after 60 days when information has not changed Case comes over via download on 9/6. Case comes over via download on 9/6. CCMIS generates a TANF Letter for the case and the letter is centrally mailed to the p/c. CCMIS generates a TANF Letter for the case and the letter is centrally mailed to the p/c. The p/c contacts the CCIS on 11/7 and schedules a face-to-face on 11/22. The p/c contacts the CCIS on 11/7 and schedules a face-to-face on 11/22. At the time of the p/c’s face-to-face, the p/c self-declares the following: At the time of the p/c’s face-to-face, the p/c self-declares the following: The need for child care to work or attend education or training in addition to work. The need for child care to work or attend education or training in addition to work. The name of the employer, education or training program. The name of the employer, education or training program. The hours the p/c works or attends education or training. The hours the p/c works or attends education or training. The address, family size and income are accurate. The address, family size and income are accurate. Days/hours for which the child needs care. Days/hours for which the child needs care. The p/c must submit verification within 30 days from the date of the self-declaration in order to maintain eligibility. The p/c must submit verification within 30 days from the date of the self-declaration in order to maintain eligibility.

11/ 7/2006Office of Child Development205 Example : Contact after 60 days when information has changed Case comes over via download on 9/6. Case comes over via download on 9/6. CCMIS generates a TANF Letter for the case and the letter is centrally mailed to the p/c. CCMIS generates a TANF Letter for the case and the letter is centrally mailed to the p/c. The p/c contacts the CCIS on 11/7 and schedules a face-to-face on 11/22. The p/c contacts the CCIS on 11/7 and schedules a face-to-face on 11/22. At the time of the p/c’s face-to-face, the p/c reports changes to the following: At the time of the p/c’s face-to-face, the p/c reports changes to the following: The name of the employer, education or training program. The name of the employer, education or training program. The hours the p/c works or attends education or training. The hours the p/c works or attends education or training. Days/hours for which the child needs care. Days/hours for which the child needs care. The p/c self-declares all of the information. The p/c self-declares all of the information. The p/c must submit verification within 30 days from the date of the self-declaration in order to maintain eligibility. The p/c must submit verification within 30 days from the date of the self-declaration in order to maintain eligibility.

11/ 7/2006Office of Child Development206 Former TANF: Never contacting §3041.146(a)&(b) Contact the p/c by telephone within 31 calendar days following the date of the TANF eligibility notification. Contact the p/c by telephone within 31 calendar days following the date of the TANF eligibility notification. Determine the following during the telephone contact: Determine the following during the telephone contact: The p/c’s continuing need for child care. The p/c’s continuing need for child care. The p/c’s choice to meet the face-to-face requirement using a telephone contact or participating in a face-to-face. The p/c’s choice to meet the face-to-face requirement using a telephone contact or participating in a face-to-face. If the CCIS makes reasonable attempts and is unable to contact the p/c, the CCIS must send an AA. If the CCIS makes reasonable attempts and is unable to contact the p/c, the CCIS must send an AA.

11/ 7/2006Office of Child Development207 Former TANF: Face-to-face §3041.144(a) The p/c must complete a face-to-face no later than 30 calendar days following the date of the TANF transfer notice. The p/c must complete a face-to-face no later than 30 calendar days following the date of the TANF transfer notice. The CCIS may still waive the face-to-face requirement for a family who has left subsidy and returns again within one year. The CCIS may still waive the face-to-face requirement for a family who has left subsidy and returns again within one year. The face-to-face requirement is an application requirement only. The face-to-face requirement is an application requirement only. In a 2-p/c family only one p/c is required to attend the face-to-face. In a 2-p/c family only one p/c is required to attend the face-to-face. When a single p/c is receiving subsidy and marries, the spouse is not required to attend a face-to-face. When a single p/c is receiving subsidy and marries, the spouse is not required to attend a face-to-face.

11/ 7/2006Office of Child Development208 Former TANF: General Responsibilities during Face-to-face Advise the p/c of the requirement to report the following: Advise the p/c of the requirement to report the following: Loss of work. Loss of work. Change in family composition. Change in family composition. Advise the p/c that the CCIS will complete a redetermination on or after day 184. Advise the p/c that the CCIS will complete a redetermination on or after day 184. Collect the p/c’s information regarding choice of provider or help the p/c to locate an eligible provider. Collect the p/c’s information regarding choice of provider or help the p/c to locate an eligible provider.

11/ 7/2006Office of Child Development209 Former TANF: Face-to-face Extension §3041.144(a) The CCIS may extend the 30-day timeframe for the face-to-face if, on or before the 30 th calendar day, the p/c claims hardship due to conflicts with the p/c’s work hours, transportation problems or illness of the p/c or another family member. The CCIS may extend the 30-day timeframe for the face-to-face if, on or before the 30 th calendar day, the p/c claims hardship due to conflicts with the p/c’s work hours, transportation problems or illness of the p/c or another family member. At the time the p/c claims hardship, the CCIS may grant an additional 30 days to complete the face-to-face from the date the hardship is claimed. At the time the p/c claims hardship, the CCIS may grant an additional 30 days to complete the face-to-face from the date the hardship is claimed. The CCIS may substitute a telephone contact for the face-to-face if a face-to-face cannot be scheduled without the p/c losing work time. The CCIS may substitute a telephone contact for the face-to-face if a face-to-face cannot be scheduled without the p/c losing work time.

11/ 7/2006Office of Child Development210 Former TANF: Failure to attend F-t-F §3041.146(d) Contact the p/c by telephone within 1 working day following the date the p/c failed to attend the face-to-face. Contact the p/c by telephone within 1 working day following the date the p/c failed to attend the face-to-face. Determine the following during the telephone contact: Determine the following during the telephone contact: The p/c’s continuing need for child care. The p/c’s continuing need for child care. The p/c’s choice to meet the face-to-face requirement using a telephone contact or participating in a face-to-face. The p/c’s choice to meet the face-to-face requirement using a telephone contact or participating in a face-to-face. If the CCIS makes reasonable attempts and is unable to contact the p/c, the CCIS must send an AA. If the CCIS makes reasonable attempts and is unable to contact the p/c, the CCIS must send an AA.

11/ 7/2006Office of Child Development211 Former TANF: Provider Payment A former TANF p/c who meets the eligibility requirements and wants the CCIS to pay for child care must contact the CCIS within 30 days of the TANF closing date. A former TANF p/c who meets the eligibility requirements and wants the CCIS to pay for child care must contact the CCIS within 30 days of the TANF closing date. The CCIS will continue the current practice of paying for child care for up to 30 days following the TANF closing date. The CCIS will continue the current practice of paying for child care for up to 30 days following the TANF closing date. At the face-to-face meeting, the CCIS must determine whether the parent’s provider is eligible for payment based on the CCIS provider agreement standards. At the face-to-face meeting, the CCIS must determine whether the parent’s provider is eligible for payment based on the CCIS provider agreement standards.

11/ 7/2006Office of Child Development212 Former TANF: Provider Payment (cont’d) If at the face-to-face meeting, the CCIS finds that the provider is not eligible by CCIS standards (ex: Affirmation Statement, live-in in-home provider, in- home care being given outside of the in- home care hours), the CCIS will give the parent 30 days to find an eligible provider. The CCIS will continue to pay the provider for up to an additional 30 days while the parent looks for a new provider. If at the face-to-face meeting, the CCIS finds that the provider is not eligible by CCIS standards (ex: Affirmation Statement, live-in in-home provider, in- home care being given outside of the in- home care hours), the CCIS will give the parent 30 days to find an eligible provider. The CCIS will continue to pay the provider for up to an additional 30 days while the parent looks for a new provider. Note: under no circumstances will the CCIS pay a provider after (s)he fails CareCheck. Note: under no circumstances will the CCIS pay a provider after (s)he fails CareCheck.

11/ 7/2006Office of Child Development213 Former TANF: Retroactive Payment §3041.148 Payment is retroactive to the day after TANF ended or to the date child care costs were first incurred for all TANF transfers, providing the p/c provides verification of incurred child care expenses. Payment is retroactive to the day after TANF ended or to the date child care costs were first incurred for all TANF transfers, providing the p/c provides verification of incurred child care expenses. See the following slide regarding important policy interpretations of this regulation. See the following slide regarding important policy interpretations of this regulation.

11/ 7/2006Office of Child Development214 Former TANF: Retroactive Payment (cont’d) The CCIS will not guarantee retroactive payment for child care to a p/c who does not contact the CCIS within 30 days of TANF closing. The CCIS will not guarantee retroactive payment for child care to a p/c who does not contact the CCIS within 30 days of TANF closing. An eligible p/c who contacts the CCIS between 31 and 183 days after the TANF closing date must have an eligible provider in order to receive retroactive payments. An eligible p/c who contacts the CCIS between 31 and 183 days after the TANF closing date must have an eligible provider in order to receive retroactive payments. If the provider is not eligible by CCIS standards, the p/c will receive 30 days to find an eligible provider. The CCIS must pay the p/c’s provider for up to 30 days while the parent finds a new provider. If the provider is not eligible by CCIS standards, the p/c will receive 30 days to find an eligible provider. The CCIS must pay the p/c’s provider for up to 30 days while the parent finds a new provider. An eligible p/c who provides invoices or receipts for care provided prior to contacting the CCIS may only receive retroactive payment for the period the provider was eligible by CCIS standards. The maximum retroactive payment period for an eligible provider is 183 days. An eligible p/c who provides invoices or receipts for care provided prior to contacting the CCIS may only receive retroactive payment for the period the provider was eligible by CCIS standards. The maximum retroactive payment period for an eligible provider is 183 days.

11/ 7/2006Office of Child Development215 Redetermination: TANF For the first redetermination due after TANF ends, the CCIS WILL NOT process the redetermination within CCMIS until day 184 or later. For the first redetermination due after TANF ends, the CCIS WILL NOT process the redetermination within CCMIS until day 184 or later. The CCIS must review the information to determine if any information/verification is missing and send a Missing Verification Letter if needed. The CCIS must review the information to determine if any information/verification is missing and send a Missing Verification Letter if needed. For subsequent redeterminations, the CCIS must process the redetermination upon receipt of the Redetermination Summary Form and all verification. For subsequent redeterminations, the CCIS must process the redetermination upon receipt of the Redetermination Summary Form and all verification.

11/ 7/2006Office of Child Development216 Former TANF & Low-Income Funding If part of the family is receiving TANF funding while part is receiving Low- Income funding, the whole family shall be funded using former TANF funding. If part of the family is receiving TANF funding while part is receiving Low- Income funding, the whole family shall be funded using former TANF funding. Examples: Examples: 1. Mother is Fund C and marries father of a child who is Fund A. All family members become Fund C. 2. Mother moves in with the father of one of her children who is receiving Fund C care. Father also has other children in the home who are receiving Fund A care. The two families are meshed into one family and all family members become Fund C.

11/ 7/2006Office of Child Development217 TANF Expiration §3041.150 A p/c who reaches the 5-year TANF expiration date and is no longer eligible for TANF, is eligible for 60 calendar days of subsidy to seek work. A p/c who reaches the 5-year TANF expiration date and is no longer eligible for TANF, is eligible for 60 calendar days of subsidy to seek work.

11/ 7/2006Office of Child Development218 Former TANF: Diversion Program A new initiative for TANF eligible applicants which was implemented by OIM effective 8/1/2005. A new initiative for TANF eligible applicants which was implemented by OIM effective 8/1/2005. A TANF program that affords recipients the same 183-day period of potential child care eligibility that former TANF transfer families receive. As with former TANF transfers, the p/c has 183 days to access Fund C child care from the CCIS. A TANF program that affords recipients the same 183-day period of potential child care eligibility that former TANF transfer families receive. As with former TANF transfers, the p/c has 183 days to access Fund C child care from the CCIS. Provides short term financial assistance to families whose income has been reduced. Provides short term financial assistance to families whose income has been reduced. Designed to provide an alternative to ongoing TANF cash assistance. Designed to provide an alternative to ongoing TANF cash assistance. A p/c that participated in the Diversion program will come to the CCIS with a PA1696 form. A p/c that participated in the Diversion program will come to the CCIS with a PA1696 form. The rules for Diversion families are the same rules that apply to former TANF families. The rules for Diversion families are the same rules that apply to former TANF families.

11/ 7/2006Office of Child Development219 Former TANF: Diversion Program Procedures 1. Collect the PA1696 form from the p/c. If the p/c does not have the form, call the CAO Child Care Coordinator. 2. Confirm the p/c received a diversion payment by checking CIS for the p/c’s name and a one day eligibility segment. Program status codes for Diversion are: 47 = 1-month grant 47 = 1-month grant 48 = 2-month grant 48 = 2-month grant 49 = 3-month grant 49 = 3-month grant 3. Have the p/c complete an application because CIS will not provide the information needed to determine child care eligibility and the family will not come via the download.

11/ 7/2006Office of Child Development220 Former TANF: Diversion Program Procedures (cont’d) 4. Evaluate the family’s eligibility using the following criteria: The p/c must meet the work requirement The p/c must meet the work requirement The child must meet the age requirements The child must meet the age requirements The family’s income must be under 235% of FPIG The family’s income must be under 235% of FPIG The family must use a provider who meets the CCIS agency’s rules for provider participation. The family must use a provider who meets the CCIS agency’s rules for provider participation. 5. A family who does not meet the eligibility rules listed above, has 183 days from the CIS diversion date to meet them.

11/ 7/2006Office of Child Development221 Former TANF: Diversion Program Procedures (cont’d) 6. The CCIS may pay retroactive child care payments for a period not to exceed 183 days from the CIS diversion date as long as the p/c, child and provider all meet eligibility requirements. 7. The CCIS must use Fund C to pay for the child(ren)’s enrollment(s). 8. A family who participated in the Diversion program and who applies to the CCIS more than 183 days from the CIS diversion date must meet all low- income eligibility rules, is subject to the waiting list and must receive child care payments through Fund A.

11/ 7/2006Office of Child Development222 Inter CCIS Transfer: Requirements The sending and receiving CCISs must actively communicate with one another and make joint decisions based on the best interests of the child(ren) and family. The sending and receiving CCISs must actively communicate with one another and make joint decisions based on the best interests of the child(ren) and family. A case will be transferred only when the case is eligible at the time of transfer. A case will be transferred only when the case is eligible at the time of transfer. UNDER NO CIRCUMSTANCES, will the CCIS transfer a case if any of the following are true: UNDER NO CIRCUMSTANCES, will the CCIS transfer a case if any of the following are true: There is an outstanding AA. There is an outstanding AA. There is an outstanding co-payment delinquency. There is an outstanding co-payment delinquency. It is suggested that the CCIS process a transfer on a Monday IF IT IS POSSIBLE AND IF IT MEETS THE FAMILY’S NEEDS. It is suggested that the CCIS process a transfer on a Monday IF IT IS POSSIBLE AND IF IT MEETS THE FAMILY’S NEEDS.

11/ 7/2006Office of Child Development223 Inter CCIS Transfer: Procedures/Sending CCIS 1. Discuss the upcoming move with the parent/caretaker. What is the tentative date of the move? What is the tentative date of the move? What is the location of the move? What is the location of the move? Will child care continue to be needed? Is the need for care the same? Will child care continue to be needed? Is the need for care the same? Will the same provider be used? If not, do you have another provider in mind? Will the same provider be used? If not, do you have another provider in mind? If the transfer occurs within the 6-week redetermination timeframe, determine which CCIS would the p/c prefer to work with to complete the redetermination? If the transfer occurs within the 6-week redetermination timeframe, determine which CCIS would the p/c prefer to work with to complete the redetermination? Would you like help with resource and referral to locate a new provider? Would you like help with resource and referral to locate a new provider?

11/ 7/2006Office of Child Development224 Inter CCIS Transfer: Procedures/Sending CCIS (cont’d) 2. Give the p/c the name, address, telephone number and fax number of the receiving CCIS at a minimum. 3. Call the CCIS in the receiving county/geographic area PRIOR TO TRANSFERRING THE CASE to discuss the following: Information regarding the transfer. Information regarding the transfer. Which CCIS should complete the redetermination if necessary. The sending and receiving CCISs must come to an agreement based on the Inter CCIS Transfer requirements. Which CCIS should complete the redetermination if necessary. The sending and receiving CCISs must come to an agreement based on the Inter CCIS Transfer requirements. Information regarding any outstanding actions/issues (i.e., AAs). Information regarding any outstanding actions/issues (i.e., AAs).

11/ 7/2006Office of Child Development225 Inter CCIS Transfer: Procedures/Sending CCIS (cont’d) 4. Fax the receiving CCIS a copy of the Release of Information form. 5. 5. When there is a discrepancy in the information and the receiving CCIS requests it, fax needed information/verification to the receiving CCIS. 6. Update all information known about the family such as: New address and telephone number. New address and telephone number. New employment and income information if applicable. New employment and income information if applicable. 7. Run eligibility if necessary to ensure the transfer of an eligible case. 8. Do not end enrollments. CCMIS will automatically end enrollments during the night batch following successful transfer.

11/ 7/2006Office of Child Development226 Inter CCIS Transfer: Procedures/Sending CCIS (cont’d) 9. Perform the transfer on the agreed-upon date. 10. Once the transfer has been completed, the sending CCIS WILL NOT update any information in the case and WILL NOT run eligibility. 11. If a redetermination packet has been generated for the sending CCIS and the redetermination is not yet completed, CCMIS will generate a second redetermination packet for the receiving CCIS upon completion of the transfer to ensure a redetermination is completed. In most cases, the receiving CCIS will not need to act upon the redetermination packet. Dates for the redetermination packets will vary. The redetermination date for each packet will be the generation date + 42 days (6 weeks).

11/ 7/2006Office of Child Development227 Inter CCIS Transfer: Procedures/Receiving CCIS 1.Request that the sending CCIS fax needed information/verification if there is a discrepancy in the information. 2.Obtain from the p/c verification of information that has changed or was not verified at the time of the transfer. 3.Note in the family file: Which CCIS transferred the case and has the supporting documentation. Which CCIS transferred the case and has the supporting documentation. The date of the transfer. The date of the transfer. 4.Receive an alert generated within CCMIS to inform the worker that the case has been transferred. 5.Assign the case to the correct caseload. 6.Create and process the enrollments using the established enrollment information by searching the for the case using the previous county record number.

11/ 7/2006Office of Child Development228 Inter CCIS Transfer: Redetermination Examples Inter CCIS Transfer: Redetermination Examples 1. Packet generated by CCMIS (6 weeks prior to the redetermination due date) – P/C has not yet returned the packet: The sending and receiving CCISs must decide which CCIS will complete the redetermination. However, if the p/c indicates a preference the CCIS must honor this preference. The sending and receiving CCISs must decide which CCIS will complete the redetermination. However, if the p/c indicates a preference the CCIS must honor this preference. 2. Packet generated by CCMIS (6 weeks prior to the redetermination due date) – P/C has returned the packet, but the CCIS has not yet initiated the redetermination: The sending and receiving CCIS agencies must decide which CCIS will complete the redetermination. However, if the p/c indicates a preference the CCIS must honor this preference. The sending and receiving CCIS agencies must decide which CCIS will complete the redetermination. However, if the p/c indicates a preference the CCIS must honor this preference.

11/ 7/2006Office of Child Development229 Inter CCIS Transfer: Redetermination Examples (cont’d) Inter CCIS Transfer: Redetermination Examples (cont’d) 3. Packet generated by CCMIS (6 weeks prior to the redetermination due date) – P/C has returned the packet, but the CCIS has not yet began the redetermination: The sending and receiving CCISs must decide which CCIS will complete the redetermination. However, if the p/c indicates a preference the CCIS must honor this preference. The sending and receiving CCISs must decide which CCIS will complete the redetermination. However, if the p/c indicates a preference the CCIS must honor this preference.

11/ 7/2006Office of Child Development230 Inter CCIS Transfer: Redetermination Examples (cont’d) Inter CCIS Transfer: Redetermination Examples (cont’d) 4. Packet generated by CCMIS (6 weeks prior to the redetermination due date) – P/C has returned the packet and the CCIS has initiated the redetermination in redetermination mode within CCMIS: The sending CCISs must complete the redetermination. P/C preference can not be honored in this situation. The sending CCISs must complete the redetermination. P/C preference can not be honored in this situation. 5. Between redeterminations – The sending CCIS processes the transfer and the receiving CCIS sends a Missing Verification Letter if information has changed or was not verified at the time of transfer. Upon receipt of additional information/verification, the receiving CCIS must update the information/verification in ONGOING mode only and assess eligibility. The sending CCIS processes the transfer and the receiving CCIS sends a Missing Verification Letter if information has changed or was not verified at the time of transfer. Upon receipt of additional information/verification, the receiving CCIS must update the information/verification in ONGOING mode only and assess eligibility.

11/ 7/2006Office of Child Development231 Head Start Provisions §3041.51 The Head Start provisions regarding reporting requirements and redeterminations apply to all children in the family, when one child is enrolled in Head Start. The Head Start provisions regarding reporting requirements and redeterminations apply to all children in the family, when one child is enrolled in Head Start. Other children in the family are not entitled to extra days of care beyond the p/c’s work schedule. Other children in the family are not entitled to extra days of care beyond the p/c’s work schedule. Examples: The CCIS will pay for care as follows: Examples: The CCIS will pay for care as follows: 1. A Head Start child who is enrolled with a provider with a collaborative agreement 5 days/week may receive care 5 days/week when the parent works only 3 days/week. This allows the child to continue to experience the special benefits of the Head Start program. 2. Other children in the family may only receive care as indicated by the p/c’s work/training schedule; in this case 3 days/week.

11/ 7/2006Office of Child Development232 Head Start Provisions (cont’d) If the p/c involuntarily loses work, the family remains eligible for up to 60 calendar days following the loss of work. If the p/c involuntarily loses work, the family remains eligible for up to 60 calendar days following the loss of work. If the p/c begins to receive cash assistance, the family is ineligible for subsidized child care through the CCIS. The CCIS must: If the p/c begins to receive cash assistance, the family is ineligible for subsidized child care through the CCIS. The CCIS must: 1. Uncheck child care (cc) request with a reason of p/c receiving TANF. This will generate an AA terminating care 2. Pay for the child’s care through the notice period.

11/ 7/2006Office of Child Development233 Head Start Provisions: Co-payments §3041.51(f)(4) The co-payment is based on family size and income. THERE IS NO LONGER A $5 CO-PAYMENT ASSESSED FOR A HEAD START FAMILY. The co-payment is based on family size and income. THERE IS NO LONGER A $5 CO-PAYMENT ASSESSED FOR A HEAD START FAMILY. Family income includes both earned and unearned income. Family income includes both earned and unearned income. The co-payment assigned at the initial eligibility determination remains unchanged until the child is no longer enrolled in Head Start. The co-payment assigned at the initial eligibility determination remains unchanged until the child is no longer enrolled in Head Start. Exception: Exception: 1. The co-payment may be overridden to $5 when a p/c involuntarily loses a job. When the p/c finds new employment, the co-payment returns to the original amount assessed at initial eligibility.

11/ 7/2006Office of Child Development234 Head Start: P/C Responsibilities The p/c will not be required to complete a partial or full redetermination until the child is no longer enrolled in the Head Start program. The p/c will not be required to complete a partial or full redetermination until the child is no longer enrolled in the Head Start program. The p/c must report the following within 10 calendar days: The p/c must report the following within 10 calendar days: The loss of work. The loss of work. When a child is no longer enrolled in Head Start. A HEAD START PROGRAM OR A RELIABLE SOURCE CONFIRMED BY THE CCIS MAY ALSO REPORT THE END OF A CHILD’S ENROLLMENT IN HEAD START. When a child is no longer enrolled in Head Start. A HEAD START PROGRAM OR A RELIABLE SOURCE CONFIRMED BY THE CCIS MAY ALSO REPORT THE END OF A CHILD’S ENROLLMENT IN HEAD START.

11/ 7/2006Office of Child Development235 Head Start: Ending the Program in CCMIS The CCIS must: The CCIS must: 1. Six weeks prior to the end of the child’s Head Start enrollment, go to the “Determine Eligibility” screen in CCMIS, assess eligibility and set the family’s redetermination date at least six weeks and one day in the future. Choose “Department Mandate” as the override reason. Save and confirm eligibility. This will generate a redetermination packet within the next day or so. 2. Mail the redetermination packet and the redetermination letter to the parent. 3. Upon return of the information, go to “Redetermination Mode” and enter the information into CCMIS. Remember to change the child care program to “Low- Income” prior to determining eligibility in redetermination mode. 4. Proceed as usual, based on the eligibility results.

11/ 7/2006Office of Child Development236 Prekindergarten §3041.52 Is similar to the Head Start expansion program. Is similar to the Head Start expansion program. Provisions regarding reporting requirements and redetermination apply to all children in the family, when one child is enrolled in prekindergarten. Provisions regarding reporting requirements and redetermination apply to all children in the family, when one child is enrolled in prekindergarten. The prekindergarten program must be: The prekindergarten program must be: Operated by a school entity. Operated by a school entity. Operated by a certified child day care center or licensed private academic school serving children 3 or 4 years of age operating under contract with a school entity. Operated by a certified child day care center or licensed private academic school serving children 3 or 4 years of age operating under contract with a school entity. A school entity is a public school, school district, intermediate unit or area vocational-technical school as defined in 22 Pa.Code § 49.1 (relating to definitions). A school entity is a public school, school district, intermediate unit or area vocational-technical school as defined in 22 Pa.Code § 49.1 (relating to definitions).

11/ 7/2006Office of Child Development237 Prekindergarten: Eligibility Criteria A child who is 3 or 4 and who is enrolled in a prekindergarten program, whose p/c needs extended hours/days of care to meet the work requirement is eligible for subsidized child care. A child who is 3 or 4 and who is enrolled in a prekindergarten program, whose p/c needs extended hours/days of care to meet the work requirement is eligible for subsidized child care.

11/ 7/2006Office of Child Development238 Prekindergarten: Program Provisions The CCIS will not pay for additional days or hours of care beyond the parent’s work/training hours for any child in a prekindergarten family. The CCIS will not pay for additional days or hours of care beyond the parent’s work/training hours for any child in a prekindergarten family. Co-payment is based on family size and income. Co-payment is based on family size and income. Subsidy for a child who is enrolled in a prekindergarten program and who is receiving care may be suspended during summer school breaks. Subsidy for a child who is enrolled in a prekindergarten program and who is receiving care may be suspended during summer school breaks. The CCIS will not require a p/c whose child receives subsidized child care and who is enrolled in a prekindergarten program to complete a partial or full redetermination until the child is no longer enrolled in a prekindergarten program The CCIS will not require a p/c whose child receives subsidized child care and who is enrolled in a prekindergarten program to complete a partial or full redetermination until the child is no longer enrolled in a prekindergarten program

11/ 7/2006Office of Child Development239 Prekindergarten: CCIS Responsibilities The CCIS must verify that the prekindergarten program is operated by a school entity or by a certified child day care center or licensed private academic school operating under contract with a school entity. The CCIS must verify that the prekindergarten program is operated by a school entity or by a certified child day care center or licensed private academic school operating under contract with a school entity. The CCIS must ensure that if extended hours/days of care are provided beyond the prekindergarten program’s hours/days, the extended hours/days are provided by a facility that has a certificate of compliance or registration by the Department as a child care facility. The CCIS must ensure that if extended hours/days of care are provided beyond the prekindergarten program’s hours/days, the extended hours/days are provided by a facility that has a certificate of compliance or registration by the Department as a child care facility. The CCIS must ensure compliance with waiting list conditions. The CCIS must ensure compliance with waiting list conditions.

11/ 7/2006Office of Child Development240 Prekindergarten: P/C Responsibilities The p/c must verify the following at the time of application: The p/c must verify the following at the time of application: A minimum of 20 hours/week of work. A minimum of 20 hours/week of work. Income eligibility. Income eligibility. Extended days/hours of care are needed to work. Extended days/hours of care are needed to work. The p/c must pay the co-payment timely. The p/c must pay the co-payment timely.

11/ 7/2006Office of Child Development241 Prekindergarten: P/C Responsibilities (cont’d) The p/c must report the following within 10 calendar days: The p/c must report the following within 10 calendar days: Loss of work. Loss of work. When a child is no longer enrolled in a prekindergarten program. When a child is no longer enrolled in a prekindergarten program. A PREKINDERGARTEN PROGRAM OR A RELIABLE SOURCE CONFIRMED BY THE CCIS MAY ALSO REPORT THE END OF A CHILD’S ENROLLMENT IN PREKINDERGARTEN. A PREKINDERGARTEN PROGRAM OR A RELIABLE SOURCE CONFIRMED BY THE CCIS MAY ALSO REPORT THE END OF A CHILD’S ENROLLMENT IN PREKINDERGARTEN. The p/c does not have to report decrease in hours of work, education or training. The p/c does not have to report decrease in hours of work, education or training.

11/ 7/2006Office of Child Development242 Appeal rights and responsibilities § 3041.174 & § 3041.175 The p/c may appeal orally. The p/c may appeal orally. The CCIS must document the date and time of the oral appeal in the family file. The CCIS must document the date and time of the oral appeal in the family file. The p/c must confirm the oral appeal in writing to the CCIS no later than 7 calendar days following the date the p/c orally requested an appeal. The p/c must confirm the oral appeal in writing to the CCIS no later than 7 calendar days following the date the p/c orally requested an appeal. The oral appeal is not considered a formal appeal if the p/c does not provide written confirmation within the timeframe. The oral appeal is not considered a formal appeal if the p/c does not provide written confirmation within the timeframe. The CCIS follows the current procedures/regulations regarding appeal once the written confirmation is received. The CCIS follows the current procedures/regulations regarding appeal once the written confirmation is received.

11/ 7/2006Office of Child Development243 Appealable Actions § 3041.171 “Denial of a request for waiver of a requirement based on domestic violence” was added as an appealable action. “Denial of a request for waiver of a requirement based on domestic violence” was added as an appealable action.

11/ 7/2006Office of Child Development244 Subsidy continuation during appeal § 3041.173 Subsidy continues at the prior level until the appeal is heard and a final decision is made if the p/c appeals for a reason other than disruption of subsidy as specified in § 3041.22 (relating to subsidy disruption) or a lack of funding. Subsidy continues at the prior level until the appeal is heard and a final decision is made if the p/c appeals for a reason other than disruption of subsidy as specified in § 3041.22 (relating to subsidy disruption) or a lack of funding.

11/ 7/2006Office of Child Development245 Definitions: Fraud §3041.3 The intentional act of a p/c that results in obtaining, continuing or increasing subsidy for which the family is not eligible and that involves any of the following: The intentional act of a p/c that results in obtaining, continuing or increasing subsidy for which the family is not eligible and that involves any of the following: A false or misleading statement. A false or misleading statement. The failure to disclose information. The failure to disclose information.

11/ 7/2006Office of Child Development246 Overpayment § 3041.181 A p/c is only required to repay an overpayment that resulted from one of the following: A p/c is only required to repay an overpayment that resulted from one of the following: Fraud. Fraud. Failure to comply with the regulations. Failure to comply with the regulations. Subsidy continuation pending an appeal when the p/c did not win the appeal. Subsidy continuation pending an appeal when the p/c did not win the appeal. INADVERTENT ERROR BY THE CCIS OR THE P/C IS NO LONGER CONSIDERED AN OVERPAYMENT. INADVERTENT ERROR BY THE CCIS OR THE P/C IS NO LONGER CONSIDERED AN OVERPAYMENT. See the following slides for some possible examples. See the following slides for some possible examples.

11/ 7/2006Office of Child Development247 Determination of Inadvertent Error: Things to Consider Did the p/c know and understand the responsibility to report? What is the p/c’s explanation and is it reasonable? (See Examples #1 & #3 that follow) Did the p/c know and understand the responsibility to report? What is the p/c’s explanation and is it reasonable? (See Examples #1 & #3 that follow) Was it a CCIS error? (See Example #2 that follows) Was it a CCIS error? (See Example #2 that follows) Did the p/c fail to report or provide correct or complete information due to circumstances beyond the p/c’s control? (i.e., serious illness, injury, death or accident) Did the p/c fail to report or provide correct or complete information due to circumstances beyond the p/c’s control? (i.e., serious illness, injury, death or accident)

11/ 7/2006Office of Child Development248 Inadvertent Error: Example 1 The p/c works 3 pm – 11 pm, M – F. The p/c begins day shift and failed to report this to the CCIS because the change did not result in a decrease in hours below 20 and was not a change in the days or amount of care needed. The provider was paid for nontraditional care based on the Enrollment Summary. The worker discovered the error at redetermination. THE CCIS SHOULD NOT PURSUE AN OVERPAYMENT.

11/ 7/2006Office of Child Development249 Inadvertent Error: Example 2 The worker mistakenly switched numbers when entering employment income and the p/c was determined eligible rather than ineligible. The worker discovered the error. Other examples include: Other examples include: Failing to act promptly on a reported change. Failing to act promptly on a reported change. Computing income or deductions incorrectly. Computing income or deductions incorrectly. Misapplying the regulations or policy. Misapplying the regulations or policy. Failing to secure or act on information. Failing to secure or act on information. Failing to disqualify/terminate a child’s or family’s eligibility timely. Failing to disqualify/terminate a child’s or family’s eligibility timely. THE CCIS SHOULD NOT PURSUE AN OVERPAYMENT.

11/ 7/2006Office of Child Development250 Inadvertent Error: Example 3 The p/c’s hours were decreased from 45 hours/week to 20 hours/week. The p/c continues to take the child to the provider because he is looking for another job to make up the difference. The decrease in hours is not a change the p/c must report unless the hours fall below 20 hours/week. The p/c believed it was okay to continue care because he intends to locate another job to make up the hours and does not want to disrupt his child’s schedule. Also, he can not locate a job as effectively if he must take his child with him. The worker discovers this at redetermination. The p/c is NOT entitled to 60 days to look for work because the 60 days only applies to a p/c that is not meeting the work requirement due to involuntary job loss/hour loss. HOWEVER, THE CCIS SHOULD NOT PROCESS AN OVERPAYMENT BECAUSE THE ARGUMENT IS A REASONABLE ONE.

11/ 7/2006Office of Child Development251 Repayment/Recoupment § 3041.183 When the p/c files an appeal of the overpayment decision, the CCIS WILL NOT recoup the overpayment until after a hearing decision has been issued from the Bureau of Hearings and Appeals. When the p/c files an appeal of the overpayment decision, the CCIS WILL NOT recoup the overpayment until after a hearing decision has been issued from the Bureau of Hearings and Appeals.

11/ 7/2006Office of Child Development252 Collection from a family whose child is no longer in care § 3041.188 The p/c is permitted to repay the overpayment in a single payment or under a payment plan agreeable to the p/c and the CCIS. The p/c is permitted to repay the overpayment in a single payment or under a payment plan agreeable to the p/c and the CCIS.

Policy & Regulatory Training Trainers: Karen Mercadante Karen Mercadante Nancy Buczeskie.

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Policy & Regulatory Training Trainers: Karen Mercadante Karen Mercadante Nancy Buczeskie.

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