IDHS Child Care Assistance Program

IDHS Child Care Assistance Program
An Overview of Eligibility, Policy, Process & Systems FSS Fiscal Training April 6-8, 2009 Bryant Askew

PRESENTER Bryant Askew, Supervisor CCAP Eligibility Division
1615 West Chicago Ave. Chicago, Il 60622 Ph Fax Bryant Askew

- Child Care Assistance Program - Quality Enhancement Projects
IDHS - Child Care Assistance Program - Quality Enhancement Projects DCFS (SPECIAL CASES) - Protective Day Care Special Day Care - Foster Care Day Care Bryant Askew

IDHS CHILD CARE ASSISTANCE PROGRAM “CCAP” Two Delivery Systems
Certificates for legal child care providers Site Administered Contracts Includes CDFSS Bryant Askew

Child Care Assistance Program
A Look at CCAP Policies and Procedures Bryant Askew

On-Line Program Handbook
The Child Care Program Handbook is now on the Internet. Link on COPA dhs.state.il.us/ts/ChildCareDevelopment/ccd/manual/ Bryant Askew

The Basics of CCAP Eligibility
Residency Income Service Child Bryant Askew

Reasons for Child Care Assistance
Employment TANF Education/Training TANF Education/Training & Employment Non-TANF Education/Training Bryant Askew

Section 01.01.01 Eligibility Criteria Residence
All families must live in Illinois The application MUST show a physical home address Not a Post Office Box If they live in an abuse shelter, this must be noted A separate mailing address may also be used Refer to 3455 page 1 Fields for both mailing and physical address This was added on the latest 3455 revisions Bryant Askew

Section 01.01.02 Family Composition
Who may apply for the Child Care Assistance Program? “Parents or other relatives” Child’s custodial parent Child’s biological parent Child’s adoptive parent Child’s stepparent Legal Guardian Relative within the fifth degree of kinship This definition includes revised language Bryant Askew

The fifth degree of kinship
These relationships to the child do not need legal guardianship to apply Mother/Father Stepparents Adoptive Parents Grandmother/Grandfather and Greats Aunt/Uncle and Greats Brother/Sister Niece/Nephew First Cousins and First Cousins once removed Your Cousin’s child Definition of 5 degrees from ACL website Bryant Askew

Family Means . . . The Applicant Their spouse
Parent or guardian as already defined Their spouse Their biological, adoptive or step children Under 21, living in the home Bryant Askew

The Applicant MAY include . . .
Other persons related to the applicant By blood or law to the applicant or their spouse Living in the home Dependant on the family for more than 50% of support Bryant Askew

The Applicant MAY include . . .
A child of the applicant or spouse Under 21 Dependent on family for more than 50% of support Full-time student away from home Has not established legal residence outside of home Bryant Askew

Family Member with no SSN
Policy has been updated as of 12/1/05 Family members whose SSN are not provided on the application must: Be found on the IPACS system living in the same household OR Provide additional identification documentation as stated in policy Not be counted in the family size number Bryant Askew

Family Member with no SSN
If additional documentation is provided, it must confirm that the person in question meets the definition of Family Member in section Related by blood or marriage Lives in the applicant’s household (except as noted in policy) Dependant on the applicant for more than 50% of their support (where applicable per policy) Bryant Askew

Child’s Citizenship The citizenship status of each child, enrolled in a child care only program, for whom care is requested must be verified A child enrolled in a Head Start or Pre-K collaboration is exempt from the verification requirements Eligibility will not be denied based on a child's citizenship status. Illinois will continue to extend services to non-citizen children and will pay for these services with state dollars. Bryant Askew

Child’s Citizenship cont’d
Applicant’s Responsibility All applicants shall declare the citizenship status of each child for whom care is requested. If the child has a valid alien registration number, it shall be provided along with appropriate documentation. The applicant shall attest to the citizenship status of each child by completing page 7 of the child care application. If the child is a qualified alien, the parent must provide the alien registration number and supporting documentation; and The applicant must declare under penalty of perjury and possibly subject to later verification of status, that the child is a U.S. citizen, U.S. non-citizen national or qualified alien. The parent's signature on page 11 of the child care application that includes the child for whom care is requested is sufficient to meet this criteria. Bryant Askew

Section 01.03.01 Two Parent Households
In a household where both parents are present, the applicant must be unavailable due to at least one of the following reasons: Employment Education/Training (either TANF, Non-TANF or Teen Parent) Bryant Askew

Eligibility Criteria Two Parent Households Cont.
The second parent must be involved in employment, approved education/training or one of the following: Bryant Askew

Physical or Mental Health Problems or Participation in a Substance Abuse Program
Documentation must be gathered at time of application and each redetermination and include: Program’s or Doctor’s letterhead Name of the person under care A description of the disability/program Signature of physician, psychiatrist or other licensed health care provider Statement of how disability prevents employment and care of child(ren) Projected length of incapacitation Bryant Askew

Military service away from home
Obtain a copy of orders from the appropriate branch of the military Include any allowances, including clothing and housing, when calculating income Include the parent in the family size, even when away from home Bryant Askew

Boyfriends and Girlfriends
This also includes the unmarried boyfriend or girlfriend of the applicant if they are the parent of any of the children in the household and live with the family It does not include boyfriends and girlfriends that are not parents of any of the children Bryant Askew

CCAP - What is a Family? NOTE:
Only the “parents” (clients) of the children need to be service eligible. Other family members are not required to be working or going to school or to care for the child(ren) for free. Bryant Askew

Section 01.02.01 Income Guidelines
State law requires that child care eligibility income limits be no less than 185% of the Federal Poverty Level (FPL). The new income limits are set at 200% FPL. Guidelines will be updated once a year Applicants are responsible for providing income verification Bryant Askew

Income Guidelines Effective 4/1/2008 2 $2,334 3 $2,934 4 $3,534
Family Size Monthly Income Effective 4/1/2008 2 $2,334 3 $2,934 4 $3,534 5 $4,134 6 $4,734 7 $5,334 8 $5,934 Monthly was calculated by Annual/12 These will change according to HB294 if signed Bryant Askew

Section 01.02.01 Income Guidelines
All adults included in the family size must provide income documentation if they are employed Maintain all income documentation chronologically Bryant Askew

Income Types to Include for All Family Members
Gross wages and salary From family members 19 and older Net income from self-employment and farming Pensions and Annuities Dividends Interest Alimony See complete list in the handbook Bryant Askew

Income Types to Include for All Family Members Cont.
Subsidized Guardianship payments from DCFS Travel, clothing and housing allowances Unemployment compensation Monthly adoption assistance Worker’s compensation Veteran’s pensions Public Assistance Child support SSI and SSA TANF Subsidized adoption payments from DCFS Americorp payments Tips & Bonuses Bryant Askew

Section Exempt Income Do not include these types of income received by family members Earned income from employment from family members under 19 (unless they are the client) Money received from the sale of property, unless that is their job Educational loans Tax refunds Bryant Askew

Note If an APPLICANT is 19 or younger (such as a teen parent in high school), their earned income DOES count, since they are a CLIENT instead of a CHILD of the family Bryant Askew

Exempt Income Cont. Do not include these types of income received by family members Inheritances or insurance payments Food Stamps or donated foods DCFS foster care board payments Grants and scholarships for educational purposes Energy grants or allowances Travel reimbursement Lottery winnings Gifts Bryant Askew

Other Amounts Child support paid out by a family member is deducted from total family income The amount of housing assistance is asked for on the application, but is not added or deducted from family income Bryant Askew

Section 01.02.04 Income Calculation
Eligibility is based on monthly gross income and is determined on a prospective basis Income calculations must take into account all earned and unearned income included in the non-exempt income list for all people counted in the family size If eligibility is based on MONTHLY, why do we figure ANNUAL at all? Bryant Askew

Self Employment Income
All earnings paid in cash that taxes are not withheld Based on net earning instead of gross Self-employment income is not to fall below $0 Bryant Askew

Allowable Self-Employment Deductions
Expenses to cover these, and other costs of self-employment may be reduced from the gross earnings amount: Purchase of inventory/stock replacement Interest on loans for capital assets Salaries for employees Space rental Advertising Bryant Askew

Non-Allowable Self-Employment Deductions
Expenses to cover these, and other costs of self-employment may not be reduced from the gross earnings amount: Personal transportation Personal business costs Depreciation Meals Bryant Askew

Income Verification Staff may call employers to verify documentation when the client provides: Employment Verification Letters Employment and Income Verification forms Computer printouts Any documentation that is questionable In order to protect confidentiality, only give the employer relevant information Bryant Askew

Section Employment Child care hours must be REASONABLY RELATED to the hours the parent is at work or school Documentation must be submitted to support the need for child care This includes employment verification documentation Bryant Askew

Documentation for Employment – Pay Stubs
An applicant must supply two most recent and consecutive pay stubs for all family members 19 years and over In order to determine if they are the most recent, refer to: The date the application is received and How often the person is paid Bryant Askew

Documentation for Employment – Pay Stubs
Review information on stubs Confirm employer name, address Confirm employee name, marital status Compare number of hours worked, schedule and hourly wage with application Confirmation of Unemployment payments is NOT employment verification. Bryant Askew

Computer Printouts A computer printout is acceptable when a pay stub may not be available if it: Is on letterhead or has company logo States the name of the client States the rate of pay States the number of hours worked per week and when they occur (schedule) Is signed by the employer Includes the employer’s FEIN or SSN – Not required Bryant Askew

Verification Letters An employment and income verification letter is only acceptable if: The client has not worked at a job long enough to receive two check stubs The client is paid in cash and taxes are taken out by the employer The client MUST provide check stubs if the employer issues them and they have worked long enough to be paid. Bryant Askew

Computer Printouts and Letters from Employers Will:
Be approved for three months, if eligible Be redetermined during the third month of eligibility Be required to submit check stubs at that time or a new letter from the employer If check stubs are submitted at that time, the case will be approved for six months Bryant Askew

Documentation for Self-Employment
A Copy of the most recent, signed federal income tax return (1040) AND all schedules and attachments After April 15 of each year, only the tax return for the previous year is acceptable The client must provide a copy of a receipt if the return was filed electronically Bryant Askew

Note Not all deductions listed on a client’s 1040 and attachments will be deducted from their gross self-employment income. See Section , III for details Bryant Askew

If a tax return is not available for any reason, a monthly statement of earnings and expenses must be submitted until a tax return is available Form IL , Self-Employment Record A client’s own records showing income and expenses Bryant Askew

Income verification letters must include: The name, address, phone number and FEIN or SSN (not required) of the person completing the letter Dates the work was completed or if it is on-going Type of work performed Rate of pay Schedule Bryant Askew

When a client provides income verification letters: They cannot fill it out themselves If eligible, the case is to be approved for three months If the client can provide federal tax returns, approve them for six months Bryant Askew

Clients submitting Self-employment records other than tax returns Will be approved for three month intervals until a federal tax return is available Will be approved for six month intervals once the tax return is submitted Must provide the most recent month’s records at each redetermination Bryant Askew

If a client is working under contract, obtain a copy of the contract as documentation If eligible, approve the case for up to six months or to the end of the contract period, whichever is less Bryant Askew

Section 01.03.03 Education and Training
Three types of Education and Training TANF recipients Non-TANF recipients Teen parents Bryant Askew

TANF Education and Training Programs
Activities include, but are not limited to: Work First/JOBS Advantage Substance Abuse Counseling Job search GED ESL Bryant Askew

TANF Education and Training Programs
One of the following documents must be submitted by the client: Responsibility and Service Plan (RSP) Referral for Employment Change/Progress Report Contact Report All clients that are working must submit their two most recent and consecutive pay stubs Bryant Askew

Responsibility and Service Plans (RSPs)
Goal is to move clients toward self-sufficiency Plans developed by caseworker and client Caseworkers responsibility to monitor activity and set requirements Including work requirements, if any Bryant Askew

More on RSPs. Staff will confirm activities on the State computer system (IPACS) If eligible, the case will be approved for up to six months, or the length of the program, semester or quarter, whichever is shortest The case will then be redetermined Bryant Askew

Non-TANF Education and Training Programs
Types of programs eligible: Below post-secondary education Non-degree occupational/vocational training Two-year/Four-year college degree Bryant Askew

Non-TANF Below Post Secondary Education
Adult Basic Education (ABE) English as a Second Language (ESL) High School General Equivalency Degree (GED) Bryant Askew

Non-TANF Non-degree Occupational/Vocational
Prepares a client for a specific job Registered Nursing Heating and Air Conditioning repair Radiology Technician Usually results in a Certificate of Achievement or Completion May result in an Associate’s or Bachelor’s Degree All Associate in Applied Science degree programs are Vocational training Bryant Askew

Non-TANF Two-year/Four-year College Degree
Education for several different types of work Computer Science Biology English Up to first Associates or Bachelors degree No Master’s degree Bryant Askew

A Second Degree?? The only time a second degree can have care approved is if a client’s goal was originally to earn an Associates degree, and then decides to continue in the same field of study to earn a Bachelors degree Bryant Askew

Non-TANF Two-year/Four-year College Degree – Online Courses
On-line college courses do not qualify if performed in the home, unless A parent attending an on-line course from home may be eligible if all of the following are met: The class is offered only at a regularly scheduled time. (i.e. 11:00 am every Monday and Wednesday) or the parent must leave the home to have access to a computer. Web based classes that the parent may take at any time do not fit this criteria. The child or children for whom care is requested must be under the age of six, (except during the summer or school breaks). Care shall not be authorized during the hours the child is in school, or is home schooled or in a two-parent family when the other parent is available to care for the child. Bryant Askew

STUDY TIME Study time must be requested and does not include study performed at home Study time is not to exceed 1 hours per credit hour and must be outside the home When possible, study periods should be arranged around regularly scheduled classes in order to provide a consistent and uninterrupted routine for the child(ren) in care. Study time shall not be granted to add additional days of care. Bryant Askew

SLEEP TIME Policy 01.03.09 - Sleep Time Care
If a parent works full time (defined as 5 hours or more) during the third shift (defined as the hours from 11:00 p.m. to 7:00 a.m.) care may be authorized during daytime hours in order to sleep if all other income and eligibility requirements are met. Bryant Askew

Teen Parents Eligible for child care to work and/or attend high school or GED Up to age 20 Bryant Askew

Teen Parents No work requirement
If eligible, approve for the length of the grading period or six months, whichever is less Only income from the teen and second parent (if present) is counted Bryant Askew

Note Earned income from employment for a teen under the age of 19 is only counted when they are the applicant for a child care case. Bryant Askew

Teen Parents If suspended from school for thirty days or less, child care may continue If expelled from school, child care may continue for 30 days. Eligibility must be redetermined at that time Bryant Askew

Section Age of Child Children are eligible through the entire month of their 13th birthday unless they: Have physical incapacities, Have mental incapacities or Are under a court order This will allow the child to be on the program until 19 years of age Bryant Askew

Age of Child - Documentation
Appropriate documentation for a child over 13 must: Be on letterhead, Collected with the application and with each redetermination Include a written description of disability or court order Must be signed by a physician, psychiatrist or other licensed health care provider Court orders must be signed by a judge Bryant Askew

Age of Child – Documentation Cont.
All documentation must include: The name of the child Information about the disability or court order Explanation of how the child is incapable of self-care Bryant Askew

Section 01.04.02 School Age Children
Definition: A school age child is a child who turns five on or before September 1 and is enrolled in kindergarten OR A child who is 6 to 12 years of age and is enrolled in school Bryant Askew

School Age Children Child(ren) enrolled in grades 1 through 12 are not eligible: During regular school days For services which they receive academic credit toward graduation For instructional services that supplant or duplicate the academic program of public or private school. Bryant Askew

School Age Children Cont.
School age children are eligible: During non-school hours If the care schedule is reasonably related to the client’s work/education hours On days that school is not in session Bryant Askew

Section 2 Eligibility Determination
Application Process Establishing Eligibility Collaboration RAI Notification of Eligibility Redetermination Grace Periods Medical/Maternity Leaves Canceling a Case Co-Pay Attendance Exemptions Bryant Askew

Application Process “All entities who receive, review, and determine eligibility for Child Care Assistance must process applications within established guidelines and time frames.” All families’ eligibility is to be determined using the same parameters, processes and informational systems ONLY the applicant and their spouse need to be in a service eligible activity for eligibility. CDFSS works to ensure that the IPACS eligibility process is used. Bryant Askew

“Payment for child care services to eligible parents may begin:”
If care was provided at the time and all eligibility factors are met on either; the date of the parent's signature on the 3455; or ten days prior to the stamped date of receipt by the Department (FSS) or its agents, whichever is later; or On the date the child care provider actually begins providing child care services, if the application is received in advance of services being provided and all eligibility factors are met Bryant Askew

APPLYING FOR CHILD CARE
A completed COPA generated 3455, including 􀂉 A COPA family ID number or COPA child ID number 􀂉 The household size equals the number of family members listed in the application 􀂉 Service Activity - Work and/or school information and hours listed 􀂉 Parent signature 2. Documentation for work (2 most recent consecutive pay stubs, Income Letters ) or school (Schedule/Grades) 3. Co-Pay Worksheet 4. Additional Supporting documentation 5. A complete and readable IMEDGE scan Bryant Askew

02.02.01 Establishing Eligibility
Child Care case files should be submitted on a timely basis. Applications within 10 days of Parent Signature. Re-determinations can be submitted 60 days before they expire and 30 days after they expire. Income documentation needs to be within 30 days of the applicants signature provide you submitted the case within policy guidelines. Bryant Askew

02.02.01 Establishing Eligibility
Length of Eligibility Six month maximum Less than six month if RSP is for less time Education term Paid in cash Letter instead of pay stub Self-employed Longer than six months if family is part of a Collaboration program Bryant Askew

Cash Paid Employment A client paid in cash may be granted a six-month eligibility period if the client is still working for the same employers after their initial 3- month eligibility period. Bryant Askew

Eligibility for families in an approved
COLLABORATION Eligibility for families in an approved Child Care Collaboration Program will be determined annually, except self-employed clients who don’t submit signed income taxes; Bryant Askew

CCAP COLLABORATION Clients, with a child enrolled in a collaboration program, are required to be in an approved service activity for a minimum of 5 hours per day, 3 days per week or more. Bryant Askew

COLLABORATION Cash Payee/Income Verification Letter clients will be determined annually, however after 90 days the client must provide either pay stubs or another income verification letter. Bryant Askew

COLLABORATION Delegate Agencies should submit a Change
of Information (COI) form along with pay stubs or new income verification to CYS, within 90 days. If this is not done, the case may be cancelled. Bryant Askew

COLLABORATION Education/Training clients must still submit class schedules and grades for every semester/quarter to verify that their initial reason for child care is still valid. Bryant Askew

CCAP COLLABORATION Delegate Agencies should submit a Change of Information form along with the new class schedules and grades. If this is not done, the case may be cancelled. Bryant Askew

CCAP COLLABORATION Clients that are self-employed will have to be re-determined every three months, unless they submit signed tax returns. If the tax return was submitted electronically, the client must provide a copy of the receipt in the absence of a signature. If this is not done, the case may be cancelled Bryant Askew

CCAP COLLABORATION Delegate Agency staff should create a system to identify collaboration cases that are approved based on a income verification letter, education/training, or self-employment. FSS only wants to determine eligibility annually. Bryant Askew

CCAP COLLABORATION Current Process and System:
CYS staff will with approved collaboration cases, in IMEDGE, attach the standard approval note with the full year eligibility period. In addition, to the DATE (CCMIS Termination date) that the client must show proof that they are still in a approved service activity, if applicable. CYS staff, in CCMIS, will make sure that client has full year eligibility. If applicable, insert a termination date based on when the new income documentation or school information is needed. Any change in the services activity will result in a cancellation and the client must re-apply. Bryant Askew

Bryant Askew

02.02.02 Request for Additional Information
If during IPACS review the Child Care Application or Re-determination is inconsistent with state databases, or supporting documentation is missing the client and/or provider an opportunity to provide the missing information. Bryant Askew

FSS only verifies the information provided by the client against IPACS, it is the client’s responsibility to provide the requested documentation or provide acceptable documentation stating otherwise. Bryant Askew

The information requested must be returned within ten (10) business days If ignored, a notice to cancel or deny the application within ten business days will be sent, allowing an additional ten (10) business days for the missing information to be returned If no response again, the case will then be denied or canceled. If returned with partial information, a second request will be sent allowing an additional ten (10) business days for the missing information to be returned. Provided you are still within 30 days from the first RAI sent. Bryant Askew

If the applicant submits the requested information later than 10 business days but within 30 days from the date on the Request for Additional Information, FSS will process the original application that was completed and submitted by the parent. The eligibility date is based on policy Bryant Askew

If the client submits the requested information after 30 days from the first request, the Child Care Application must be resubmitted. New eligibility date will be established based on the date the resubmitted application, with all documentation is received. Bryant Askew

02.02.03 Notification of Eligibility Determination
All applicants will receive notification of eligibility for a client through notes as well as the defined eligibility period in IMEDGE. Applicant will receive one of the following : Request for Additional Information Approval of Request for Child Care Notice to Deny/Cancel Request for Child Care Denial/Cancel of Request for Child Care Bryant Askew

02.02.03 Notification of Eligibility Determination
FSS has drafted standard language to be used to ensure that the proper reason code language is used on all RAI’s, Notices, Approval, Cancels and Denials issued. Bryant Askew

02.03.01 Redetermination Policy Statement
“Eligibility for each family must be redetermined at least every six (6) months except for parents who are: Bryant Askew

Policy Statement cont’d
Redetermination Policy Statement cont’d Enrolled in an education or training program that lasts less than six months Approved by a Responsibility and Service Plan that indicates the activity lasts less than six month Provides a letter instead of a pay stub / Self-employed The child(ren) are participating in an approved Headstart or Pre-K Collaboration program Bryant Askew

Redetermination Documentation requirements are the same as for initial application Bryant Askew

Redetermination If the Rede is received more than 30 days after the expiration of the current eligibility, FSS will follow procedures in – Establishing Eligibility There will be a lapse in eligibility. Eligibility will not be retroactive or continuous Bryant Askew

Loss Of Employment/Strike
Grace Periods Loss Of Employment/Strike Parent must request grace to look for job Up to 30 calendar days from last date of work (90 days for a Collaboration case) Bryant Askew

02.04.01 Grace Periods Semester Breaks
Continue a case up to 30 days between college grading periods if the client indicates they will return the next period Must submit grades showing cumulative 2.0 GPA or better Must submit schedule/registration information Bryant Askew

02.04.01 Grace Periods College Graduation
A grace period to extend eligibility for 30 calendar days after graduation from college to enable the client to look for employment has been added. Bryant Askew

02.05.01 Medical Leaves Policy Statement
“Child care services during a medical or maternity leave are available to current clients only” Leaves are allowable for up to 6 weeks with two types of proper documentation Bryant Askew

02.05.01 Medical Leave Documentation from doctor must include
Client’s name, diagnosis and prognosis Projected length of leave Statement that client is unable to work Statement that client is unable to care for children Letter from employer that the client has a job to return to Bryant Askew

Medical Leave Co-payments are to be adjusted using income from the leave period and will go into effect the first day of the following month Send client a Redetermination two weeks prior to end of leave Process according to If Rede is not returned, cancel with 10-day notice Extensions beyond 6 weeks must be approved by IDHS Bryant Askew

Maternity Leave For medical complications associated with pregnancy prior to delivery, place the client on medical leave Letter from Dr must include date of delivery and date released for work Letter from employer stating client has a job to return to Bryant Askew

Maternity Leave Co-payments are to be adjusted using income from the leave period Changes in co-payments are effective the first of the month following the beginning of the leave Send client a Redetermination two weeks prior to end of leave Process according to If Rede is not returned, cancel with 10-day notice Bryant Askew

Grace Periods & Leaves Grace Periods and Leaves need to be requested.
Grace Periods and Leaves are for active clients only. Delegate Agencies have to contact their assigned FSS/CCAP supervisor to submit the request. Submit all necessary documentation for approval Bryant Askew

02.07.01 Canceling an Active Case
Policy Statement “Eligibility ceases 10 calendar days from the date of the termination notice is sent to the parent by the department or its agents following a determination of ineligibility.” Bryant Askew

02.07.01 Canceling an Active Case
As soon as a family is determined ineligible, FSS will issue a Notice to Cancel request for child care giving a 10 business day notice. This includes a case being redetermined Bryant Askew

Co-payments All participants must share in the cost of child care EXCEPT: Child Care RPY cases Cases that fall under active military duty policy Bryant Askew

Assessing the Co-payment
Co-payments are based on: Calculated monthly income Family size Number of children in care The child care schedule The preponderance of full-time or part-time Bryant Askew

Preponderance of Care The care schedule (full time or part time days) which is required MOST FREQUENTLY during the month There is no “hours per week” calculation to determine full time or part time care schedules Bryant Askew

Assessing the Co-payment Cont.
There are 4 co-payment indicators to use based on the preponderance of full-time or part-time care needed Indicator A - when all children are approved for full time care (Chart A) Indicator B - when all children are approved for part time care a preponderance of the time (Chart B) Indicator C – when one child is full time and others each have a preponderance of part time or school age days (Chart C) Indicator D – when 2 or more are full time and the rest are part time (Chart A) Bryant Askew

Assessing the Co-payment Cont.
If the parent’s activity schedule varies causing the child care schedule to vary, the co-payment will be based on the preponderance of care for the month If the full time and part time days are equal for the month, calculate the co-payment at full time (table A) Bryant Askew

Co-payments and Multiple Providers
Only one provider will be assigned the co-payment The provider who collects that co-payment will have the assessed amount deducted from their payment The provider not collecting the co-payment will be paid the full amount by the State Bryant Askew

If one provider is a Site and the other is certificate, the site will collect the co-payment Bryant Askew

If all providers are Sites, the one collecting the highest amount from the State will collect the co-payment Each Site will obtain a copy of each others approval notices for their files Bryant Askew

Co-payments for Partial Months
If service begins any day other than the first day of the month or ends on any day other than the last day of the month: Base the co-payment on the number of weeks the case is active, not to exceed the monthly amount If the child(ren) attend one day of a week, the full week’s co-payment is to be assessed Bryant Askew

Changes in Co-payments
Co-payment amounts should be re-assessed when: The number of children in care changes The number of hours a child is in care changes Income changes by 20% or more A redetermination is processed The family size changes Bryant Askew

Changes to Site Co-payment Amounts
Issue the parent a Change of Information (COI) form Recalculate the co-payment The change will take effect the first day of the following month Bryant Askew

Co-payment Collection
Providers are required to collect the assessed co-payment amount They are to keep records of collections Providers may follow fee collection policies they have for private pay clients Bryant Askew

Co-payment Collection Cont.
IDHS deducts assessed amounts from the total charged during the payment process IDHS considers co-payment collection to be between the parent and provider IDHS recommends that providers collect co-payments before service is provided Bryant Askew

Co-payments School age children only needing care for full time days on days school is out are to be assigned a full time co-payment If the client inquires, they may chose to drop that child from the CCAP case and private pay for the days care is needed, lowering their co-payment. Bryant Askew

Co-payments The parent’s decision must apply for the entire approval period School-age children cannot be added and deleted on a monthly basis A school age child can be added to a case during the summer months Bryant Askew

04.03.01 Additional Child Care Costs
IDHS will not pay for the following fees: Registration or enrollment fees Summer camp activity fees Recreation fees Field trips fees Activity fees Late fees Tuition Bryant Askew

Additional Child Care Costs Cont.
Parents are responsible for these fees Providers are encouraged to make payment arrangements with the parents, when needed Site providers cannot charge more than the State rate Bryant Askew

Vacation For Licensed Centers Only
If a parent is on vacation five consecutive days in a week and the child is not going to the provider: The co-payment amount may be reduced by one week Eligible days must also be reduced by 5 days The parent must notify the center prior to the vacation Bryant Askew

Illness For Licensed Centers Only
If a child is ill or hospitalized five consecutive days and does not go to the provider: The co-payment amount may be reduced by one week Eligible days must also be reduced by 5 days The parent must provide written notification within 10 business days Bryant Askew

Vacation/Illness Co-payment Adjustments for Sites
Reduce eligible days on the billing by five Reduce the co-payment amount by one week Indicate the reason for the reduction by the child(ren)’s name on the billing Bryant Askew

Center Closures If a licensed center is closed for five consecutive days: Reduce the eligible days by five If there is no cost to the State during the time, the co-payment may be reduced If the State pays for another provider, there will be no reduction in co-payment Bryant Askew

General Guidelines Child care must be reasonably related to approved activity Parents choose provider, payments subject to appropriate rules Parents are responsible for providing all required documentation Bryant Askew

Participant Rights and Responsibilities
Parents must report any change that would affect eligibility or co-payment amount A redetermination may occur when informed of any change Parents must use all other available funding, such as DCFS programs, for foster children Bryant Askew

Section 07.01.01 Confidentiality
Information is not to be used: Commercial Personal Political Use information only for Eligibility Providing client resources DCFS investigations Child care payments/provider information Bryant Askew

Section 07.01.01 Confidentiality
Client gives written consent to release information to outside sources by signing page 7 of the application (page 6 of redetermination) “My signature is my consent and authorization for information to be released to the Illinois Department of Human Services or its agents that may establish my eligibility or my continued eligibility for the Child Care Program.” Bryant Askew

Client Certification “I understand the information provided will be checked using State databases, and if inconsistencies are discovered, the processing of my application may be delayed or denied.” Bryant Askew

DCFS Special Case The purpose of the Illinois Department of Children and Family Services contract is to provide developmentally appropriate day care for DCFS and Non DCFS clients who are eligible for day care services in accordance with DCFS day care eligibility policies.

Specialized Child Care
While the fundamental objective for all CYS child care programs is to provide services to children daily in a safe, nurturing environment that fosters their healthy social, emotional, physical and intellectual development, it is through the CYS Specialized Child Care component that special cases/special needs of enrolled children and families are addressed. The following are the most often used categories for Special Cases with no Co-Payment: Incapacitated Adult – (DCFS and Non DCFS Clients) Special Needs (Child with disability) Non-DCFS Social Service Referral DCFS Foster Child- (Employment/Training Related) Child of Teen Ward- DCFS Client Subsidized Adoption/Guardianship (Age 0-3 Only)

Incapacitated Adult: Single /Two -Parent Family
Single/Two-Parent Family in which the parent has a disability that substantially impairs the parent(s)/guardian(s) ability to manage the daily care for his/her child without assistance.

Incapacitated Adult Documentation:
On letterhead stationary (preferably typed) by the Physician, Psychiatrist or other licensed practitioner. The name & date of birth of the caretaker(s) parent(s) or guardian(s) who is (are) disabled. The nature of disability, including the physical limitations and onset date of disabling condition along with scheduled appointments and medications. The length of time the disability is expected to last, including whether the condition is temporary or permanent. Recommendation on why child care be provided during the period of disability. Eligibility Collaboration - 1year Child Care - 6 months

Incapacitated Child (Special Needs/Incapacitated)
A child must be under 13 years old, unless the child is a foster child, to be considered for eligibility in this category.

Special Needs Documentation: (Child)
Documentation is submitted on letterhead stationary (preferably typed) by the Physician, Psychiatrist or other licensed practitioner Name and birth date of the child with the disability Nature of the disability including the diagnosis, degree of developmental delay(s) in specified areas of development and onset of disability The length of time the disability is expected to last, including whether the condition(s) is temporary or permanent. How services will meet the special developmental need of the child. Recommendation on why child care is needed. Eligibility 6 months

To Whom It May Concern: This letter of support is regarding Ms
To Whom It May Concern: This letter of support is regarding Ms. Jessica Jail son Joseph Jury. Joseph is a 2 year and 10 month old boy diagnosed with chronic kidney disease, Joseph has been hospitalized several times at CYS Memorial Hospital to deal with his kidney disease. Joseph requires frequent visits to the doctor to monitor his kidney function and to keep him stable. Joseph is care by his mother Ms. Jessica Jail. She also care for her seven year old daughter. Given that Joseph requires medication on a regular basis, plus medical follow-up, this place a lot of responsibility on Ms. Jail. Unfortunately, her son’s chronic medical problems do not allow Ms. Jail to be able to work full –time. We appreciate your understanding of Ms. Jail’s situation and we appreciate any kind of help and support you can provide her in child care. Sincerely, Ms. Snow, PHD., LCSW Social Worker Division of Kidney Disease Acceptable

Not Acceptable January 14, 2008 To Whom It may concern:
This letter is regarding Charlie Tiqer, Charlie’s date of birth is 8/25/03. Charlie is in need of headstart /daycare program to help him with his developmental growth. Also foster mother is employed full time, and need daycare assistance due to her work schedule. If you have any questions please feel free to call. I can be reached at ext 333. Sincerely, D. Quess Caseworker Not Acceptable

Non–DCFS Social Service Agency Referral Cases
Clients/families referred through a certified, licensed, or registered professional due to an experience of or discerned potential for child abuse, neglect, exploitation, or similarly harmful circumstances.

Non-DCFS Social Service Referral Documentation:
Must include an evaluation of the current child/family situation and need for the children to receive child care service. The printed/typed name, location, telephone number and signature of the professional making the referral must be on the letter/evaluation A description of the family situation, including all names, birth dates legal guardianship for each child needing child care, current living arrangement/whereabouts of all pertinent family members and all problems and planned resolution(s), short term and long term must be provided. A recommendation that child care is necessary to correct specified problems(s). An indication that continued casework services (including and explanation of who (name and agency name), what specific services and anticipated time frame of services that will be provided to the family that is typed or legible. Eligibility 6 months

Re: Jackie Thomas DOB: 02/19/1964 To Whom It May Concern: This letter is to confirm that Jackie Thomas is a residence at Moms Cooperative Living Program located at 1856 E. Hobbo Blvd. Chicago, IL She has lived at this location since November 13, CLP is a residential facility that houses young moms between the ages and their children while focusing on structure for their lives and independent living skills. This program is a 2year program, that is a temporary housing. Sincerely, Jada Curry Residential Case Manager Moms Inc/CLP Acceptable

MOMS INC. Service Plan Name: Jackie Thomas D.O.B. 02/ 19/ Date: 11/13/2007 Based on the assessment, the following problems /needs have been identified. The service plan identifies for each problem with services to meet each need. It is a collaborative effort with the participant. Problem /Need: Participant will obtain state benefit assistance, attend a GED program to achieve a high school diploma._________________________________________________________________________ Plan of Service: Participant will get a referral from case manger_________________________________ _____________________________________________________________________________________ Staff Will : will assist as needed___________________________________________________________ Date Goal(s) Meet (Outcome) :_By 02/2008, GED completed, and have diploma, has enrolled in an employment training to study computers____________________________________________________ Program Supervisor signature

Foster Care Foster parents are eligible for day care service during his/her working hours and travel time to and from their work location. If there are two foster parents in the home both foster parents must be employed. If there are two foster parents in the home and one is employed and the other is incapacitated, current documentation (not older than 60 days) from a licensed, certified, professional clinician must be submitted with the application, according to DCFS Office of Child Care

DCFS Foster Child Documentation:
A letter that must state how child care will meet the special need of the individual child or a DCFS Foster Child Referral Form. Copy of the Medical Card – Case ID# with (98…), (j…) Eligibility 6months

Re: Julia Childs DOB DCFS# J SS# To Whom It May Concern: My name is Sandra Lopez, caseworker for Julia Childs. Please be advised that this child is currently a ward of the state of Illinois and currently resides in the foster home of Mary Jenkins. Their current address is 1638 N Mason, Chicago, IL. Ms. Jenkins is employed and her hours are from 9AM to 5PM, Monday through Friday, therefore child care is needed for Julia. It is anticipated this living arrangement will continue until child is adopted. If you have any questions or need additional information feel free to contact me at Monday through Friday 9:00AM to 5:00PM. Sincerely, Sandra Lopez Case Worker Acceptable

August 31, 2007 The Children’s Palace Attn, Re-certification Department 4700 North Window Avenue Chicago, Illinois To Whom It May Concern: This letter is regarding childcare services for Derrick Jones DOB 11/16/2002. He is a foster child (DCFS ID N ) currently residing with Thelma Jones. Ms. Jones is employed and is in need of childcare. Derrick is a child in need of ongoing medical appointments and therapies. Ms. Jones is a dedicated foster parent who needs to receive childcare five Days per week. Feel free to contact me at (312) with any questions. Sincerely, Janet Jackson Child Welfare Specialist Not Acceptable

Child of DCFS Teen Ward The child of a teen DCFS ward (in foster care) is not the foster child however the teen parent is a ward (in foster care) until the teen becomes 21 years old or is emancipated through the Cook County Juvenile Court(Judge) which can be before the teen’s 21st birthday.

Teen Ward Documentation:
An original letter from DCFS or the contracting agency, stating that the teen parent is in school and or is employed/in training and child cared is needed. The letter must also list the teen parents DCFS case ID number, Social Security number, a copy of the birth certificate for each child and the case workers’ name, agency name and phone number In addition, documentation from the school/training program/employer Eligibility 6months

Memorandum To: Kathy Friendly, Coordinator From: Help Me, Parenting Teens Program Date: 11/29/2007 Re: Harriet Sanders DOB 11/22/1992 SS# The monthly income for Harriet Sanders is $ The breakdown of her income is as follows: $ for her daughter, $ to cover food, clothing phone and transportation costs. In addition Harriet receives a housing subsidy that is worth $ Ms. Sanders is a ward of the state (J ) and she receives her funds from DCFS. Acceptable

SUBSIDIZED ADOPTION/GUARDINSHIP
This contract does not cover Subsidized Adoption/Guardianship Day Care Cases for children over three years of age. If the child’s Parent /Guardian is Employed and the family meets IDHS income guidelines the child may be eligible for Illinois Department of Human Services (IDHS) day care subsidy. Clients should be referred to the DCFS Post Adoption Unit if the child has been determined by DCFS to be eligible for Therapeutic child care prior to Subsidized Adoption/Guardianship. Subsidized Adoption/Guardianship - Children 0-3 years of age are eligible for Employment Related Day Care when the parents are employed or in school/training leading to employment.

OPEN DCFS Intact Family Protective Services
Note: Children in intact families when actual or potential child abuse or neglect has been identified, by DCFS and the parents are participating in services to prevent further abuse or neglect; parent/legal guardian is not employed or eligible for any other City, State, or Federal subsidized day care program.

DCFS/NON DCFS Specialized Therapeutic Program
Client eligibility for Specialized/Therapeutic Child Care programs is based on CYS selected agencies and the criteria as defined: SN/T-Family eligibility for this program is based on Children who are between the ages of (6) weeks and six (6) years and is put at risk by these conditions are eligible. The mother professionally diagnosed with a mental illness e.g. schizophrenia, bipolar, recurrent depression, severe personality disorders. IMRI-Day Care Infants through the age of 12months and children through the age of 12 years who are screened and determined to be medically or environmentally at risk, are the primary clients of this program: The adversities endured by Day Care Home Program (DCH/P) infants are commonly attributed to the child’s premature birth or low weight; circumstances of his/her teen and/or single mother having meager of no functional parenting skills, support system, experiences of child domestic, or substance abuse.

Glossary Incapacitated Adult = Single/Two-Parent Family in which the parent has a disability that substantially impairs the parent(s)/guardian(s) ability to manage the daily care for his/her child without assistance. 2. Incapacitated Child (Special Needs/Incapacitated) = A child with a disability that must be under 13 years old, unless the child is a foster child, to be considered for eligibility in this category. Non-DCFS Social Service Agency Referral Cases = Clients/families referred through a certified, licensed, or registered professional due to an experience of or discerned potential for child abuse, neglect, exploitation, or similarly harmful circumstances. DCFS Foster Care = Foster parents are eligible for day care services during his/her working hours and travel time to and from their working location. If there are two foster parents in the home both foster parents must be employed. If there are two foster parents in the home and one is incapacitated, current documentation (not older than 60 days) from a licensed, certified, professional clinician must be submitted with the application, according to DCFS Office of Children. The case worker, from DCFS or a private agency that is contracted with DCFS, must specify in a letter the need for child care services, when Foster Parents are Employed or in school/training leading to employment. Child of Teen Ward = The child of a teen ward (in foster care) is not the foster child however the teen parent is a ward (in foster care) until the teen becomes 21 years old or is emancipated through the cook county Juvenile Court (Judge) which can be before the teen’s 21st birthday. Subsidized Adoption/Guardianship = Children 0-3 years of age are eligible for Employment Related Day Care when the parents are employed or in school/training leading to employment. 7. SN/Therapeutic = A program designed for specific conditions and needs of children and families. 8. IMRI = Formerly known as IMRI-(Infant Mortality Reduction Initiative –Families with a future)

FSS Child Care Eligibility Process
IPACS Review Intake Review COPA and IMEDGE Data Entry Documentation Review and Co-Pay Calculation Questions and Eligibility Determination Understanding of child care program and eligibility requirements Parent Delegate Agency FSS Bryant Askew

Redesigned and documented process
Agency Mngt, FSS, IDHS Prepare the Agency to do their job 3 CCMIS Data Entry Enter COI and billing information Agency 1 2 Intake Clerk OK to Review 6 Review Clerk Review Clerk Screen applicant for eligibility Review Submission for Completeness Complete ? 4 Enter Eligibility Date Validate information in IPACS File case Intake Queue Discrepancy? Eligible? No Yes No; Reject Stamp date of application Special case? Special Case Coordinator Yes; Reject No; Deny 5 Yes Program Admin 7 Review Clerk Perform quality spot check Review RAI for Completion Complete ? No RAI Queue Agency Reject; Send request for information Check queues for status, notes; take action Corrected application – must be within 10 business days Send deny reason Send Notification of Eligibility Approve, reject, deny, cancel queue 30 day or 6 month Supervise the process 8 Bryant Askew

Prepare the agency to do its job
Reinforce that delegate agency’s role is to determine eligibility. Implement operational processes that ensure consistency and quality: Eligibility -- screening, quality assurance, checking queues and MYCOPA, redetermination reminders Site management, Site communication Equip site staff with child care eligibility knowledge and experience: Policy, Process, Systems Resources and job aids Ensure back-up and succession planning: Orientation materials and procedures for new staff Site director, program director, ED succession Utilize a variety of communication methods: Program, policy, procedure and systems updates Quality metrics Deadlines and requirements Bryant Askew

Screen applicant for eligibility
Parent applicant Agency staff Agency staff Agency staff Agency staff Agency staff Agency staff Approach agency about child care Determine if new, redetermination. transfer, shared, or COI, required Enter/update into COPA and scan to IMEDGE Establish need for child care Create 3455 and determine eligibility* Calculate co-pay ** Check queues Transfer case, shared case, AFC certificate, COI Parent does not work or go to school Refer to Head Start, if applicable Create transfer case, shared case, or COI forms and documentation Comply with RAI. notify parents, alert billing, create redetermination tickler, etc. COI, Shared Case Form * Reference policies ** Use co-pay spreadsheet Bryant Askew

Review submission for completeness
Process steps: 3455, check for required information: Scan is complete and readable 3455 is COPA generated; there is a COPA family ID and COPA child ID Household number equals family members. 3455 contains parent signature and date plus agency signature Income documentation or school documentation Co-pay worksheet If incomplete, enter standard/boilerplate language in IMEDGE notes and reject case. If complete, FSS Review Clerk’s will begin IPACS review, on a FIFO basis, based on the stamp date of the application. Bryant Askew

Language for IMEDGE Notes - Examples
If there is no attachment (e.g., empty case file), then enter the case note: “Empty case file Please resend information. There are no files attached. OR If there is no evidence of income provided, then enter the case note: “Income verification not provided. Please provide proof of income: 2 most recent consecutive check stubs for the place of employment listed in the application. If paid in case, a letter from employer verifying employment and income If self-employed, most recent federal tax form. FSS has not yet accepted and has not date stamped this case as applied for child care. To receive a stamp date, FSS must receive all required documentation for review and verification” Bryant Askew

Enter COI and billing information
Process steps: If COI is for a change that does not affect eligibility; process the COI in CCMIS: Termination Change of contact information A change in activity number at the same agency Add a sibling at the same agency Note that Agency should have updated COPA before sending the COI If a 3455 or redetermination: Identify unique CCMIS records for the case Designate the case as new or redetermination Enter or modify information, based on 3455 Enter eligibility period – note that this date will be confirmed during Process IPACS Validation and Review process Bryant Askew

Validate in IPACS and review process
Process steps: Verify client name and check for SSN Verify parents and household in state data bases; verify RPY, if needed Verify income and employer or school in state data bases Print screens and update IPACS checklist If discrepancies, create RAI, using checklist and boilerplate language and send to delegate agency queue; create a 10-day tickler for the RAI If verified, validate eligibility per policy If eligible, approve the case, complete the checklist and enter the approval date and eligibility period into CCMIS If not eligible, deny/cancel the case and send the Deny/Cancel reason in IMEDGE Bryant Askew

Review RAI for completion
Process steps: Check 10-day tickler to see if agency has responded to RAI If there has been no response from the agency, send a notice to deny/cancel the case. Review the RAI: If there are still discrepancies, resubmit the RAI and create another 10-day tickler If everything requested has been provided and there are no remaining discrepancies with the State data bases, follow the process to approve the case and update CCMIS: Bryant Askew

Language for IMEDGE Notes - Examples
If there is household discrepancy, e.g., Mom and Dad in Household, Mom or Dad not listed as part of the household on the 3455 but listed in ACID, then enter the case note: “Code 13/13 Mom and Dad in Household, Mom or Dad not listed as part of the household on the 3455 but listed in ACID. Please provide proof of 2nd parent income: 2 consecutive and current check stubs for the place of employment listed in the application If paid in cash, a letter from employer verifying employment and income If self-employed, most recent federal tax form Also please recalculate and submit a new Co-pay Calculator Sheet. Policy: Two Parent Household” If AWVS indicates most recent quarter earnings are greater than wages reported on the 3455, then enter the case notes “AWVS indicates most recent quarter earnings are greater than wages reported on the Please provide proof of income: 4 consecutive and current check stubs for the place of employment listed in the application. Policy: – Non-Exempt Income, – Income Calculation” Bryant Askew

Process Policy Systems
Understand the context for why the work is being done and how to do it. Understand quality and service level expectations. Understand the policy rules, how to reference policy, how to recognize when policy is needed and how to apply policy to work. Understand how to use the systems to accomplish the work and apply the policy. Process Policy Systems Overview Content References Practice Assessment Bryant Askew

Bryant Askew

Please take a moment to let us know
Evaluations Please take a moment to let us know about this session Bryant Askew

Thanks for Attending . . . and for all that YOU do for the
children and families of Illinois!! Bryant Askew

IDHS Child Care Assistance Program

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IDHS Child Care Assistance Program

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