Policy & Regulatory Training LOW INCOME. 11/ 7/2006OCDEL2 Table of Contents Table of Contents Goals (p. 9) Goals (p. 9) Important Terms (p. 10) Important.

Policy & Regulatory Training LOW INCOME

11/ 7/2006OCDEL2 Table of Contents Table of Contents Goals (p. 9) Goals (p. 9) Important Terms (p. 10) Important Terms (p. 10) Handbook (p. 11) Handbook (p. 11) Provision of Subsidy (p. 12) Provision of Subsidy (p. 12) Examples (p. 13) Examples (p. 13) Foster Children (p. 14) Foster Children (p. 14) Option 1 (p. 15) Option 1 (p. 15) Option 2 (p. 18) Option 2 (p. 18) Subsidy Benefits (p. 20) Subsidy Benefits (p. 20) 24-hour Care (p. 21) 24-hour Care (p. 21) Subsidy Limitations (p. 22) Subsidy Limitations (p. 22) Eligibility Determination Eligibility Determination Initial Determination (p. 23) Initial Determination (p. 23) PELICAN: Child Care Program (p. 24) PELICAN: Child Care Program (p. 24) PELICAN: Leave End Dates (p. 25) PELICAN: Leave End Dates (p. 25)

11/ 7/2006OCDEL3 Table of Contents Table of Contents Effective Dates (p. 26) Effective Dates (p. 26) Waiting List (p. 27) Waiting List (p. 27) Example 1: No Waiting List (p. 28) Example 1: No Waiting List (p. 28) Example 2: Waiting List (p. 29) Example 2: Waiting List (p. 29) Initial Application (p. 30) Initial Application (p. 30) Prospective Work (p. 31) Prospective Work (p. 31) Redetermination: Low-Income (p. 32) Redetermination: Low-Income (p. 32) Period of Eligibility (p. 33) Period of Eligibility (p. 33) Signatures Signatures Application (p. 34) Application (p. 34) Release of Information (p. 35) Release of Information (p. 35) Option 1 (p. 36) Option 1 (p. 36) Option 2 (p. 37) Option 2 (p. 37) HIPPA form (p. 38) HIPPA form (p. 38) Family Definitions Family Definitions Family (p. 39) Family (p. 39) Caretaker (p. 40) Caretaker (p. 40) Parent (p. 41) Parent (p. 41) Income (p. 42) Income (p. 42) Family Size (p. 43) Family Size (p. 43)

11/ 7/2006OCDEL4 Table of Contents Table of Contents Work Requirement Work Requirement Definitions(p. 44) Definitions(p. 44) Requirements (p. 45) Requirements (p. 45) Temporary Exemptions (p. 46) Temporary Exemptions (p. 46) Loss of Work/Training (p. 47) Loss of Work/Training (p. 47) Education/Training Education/Training Education Definition (p. 48) Education Definition (p. 48) Teen Parent Loss of Education (p. 49) Teen Parent Loss of Education (p. 49) Training Definition (p. 50) Training Definition (p. 50) U.S. Dep’t of Education (p. 51) U.S. Dep’t of Education (p. 51) Accreditation Determination Steps (p. 52) Accreditation Determination Steps (p. 52) Prospective Work/Education/Training Prospective Work/Education/Training Definition (p. 53) Definition (p. 53) Determining Hours of Care Determining Hours of Care Employment (p. 54) Employment (p. 54) Self-employment (p. 55) Self-employment (p. 55)

11/ 7/2006OCDEL5 Table of Contents Disability Disability Definition (p. 56) Definition (p. 56) Eligibility Criteria (p. 57) Eligibility Criteria (p. 57) Eligibility Determination (p. 58) Eligibility Determination (p. 58) Partial Disability Partial Disability Single p/c (p. 59) Single p/c (p. 59) 2 p/c family (p. 60) 2 p/c family (p. 60) Child Support (p. 61) Child Support (p. 61) Domestic and other Violence Domestic and other Violence Definition (p. 62) Definition (p. 62) Verification/Self-Certification/Self-Declaration Verification/Self-Certification/Self-Declaration Definitions (p. 63) Definitions (p. 63)

11/ 7/2006OCDEL6 Table of Contents Table of Contents Co-payment Stabilization (p. 64) Co-payment Stabilization (p. 64) Adjusting Co-payment Adjusting Co-payment Maternity Leave (p. 65) Maternity Leave (p. 65) Disability Leave (p. 66) Disability Leave (p. 66) Involuntary Loss of Work (p. 67) Involuntary Loss of Work (p. 67) Prospective Work at Application (p. 68) Prospective Work at Application (p. 68) Examples (p. 69) Examples (p. 69) Prospective Work for Recipient (p. 71) Prospective Work for Recipient (p. 71) Examples (p. 73) Examples (p. 73) Delinquent Co-payment (p. 75) Delinquent Co-payment (p. 75) Examples Examples Co-payment Resolved (p. 76) Co-payment Resolved (p. 76) Co-payment Unresolved (p. 77) Co-payment Unresolved (p. 77) Disqualification (p. 78) Disqualification (p. 78) Co-payment Exceeds Cost of Care (p. 79) Co-payment Exceeds Cost of Care (p. 79) Face-to-Face (p. 80) Face-to-Face (p. 80) Extension (p. 82) Extension (p. 82)

11/ 7/2006OCDEL7 Table of Contents Table of Contents Report of Change (p. 83) Report of Change (p. 83) Partial Redetermination (p. 84) Partial Redetermination (p. 84) CCIS Responsibilities (p. 85) CCIS Responsibilities (p. 85) Redetermination (p. 86) Redetermination (p. 86) Low-Income (p. 87) Low-Income (p. 87) Waiting List (p. 88) Waiting List (p. 88) Maternity/Disability Leave (p. 89) Maternity/Disability Leave (p. 89) Payment of Provider Charges (p. 90) Payment of Provider Charges (p. 90) Examples (p. 91) Examples (p. 91) Nonstandard, Non-repeating Schedule (p. 93) Nonstandard, Non-repeating Schedule (p. 93) 10- Day Notice (p. 94) 10- Day Notice (p. 94) 10 Days of Absence (p. 95) 10 Days of Absence (p. 95) Examples of 10-Day Notice versus 10 Days of Absence (p. 96) Examples of 10-Day Notice versus 10 Days of Absence (p. 96)

11/ 7/2006OCDEL8 Table of Contents Absence (p. 100) Absence (p. 100) Subsidy Continuation (p. 101) Subsidy Continuation (p. 101) Subsidy Suspension (p. 102) Subsidy Suspension (p. 102) Continuation versus Suspension (p. 103) Continuation versus Suspension (p. 103) Examples Examples Maternity Leave (p. 104) Maternity Leave (p. 104) Regularly Scheduled Breaks (p. 105) Regularly Scheduled Breaks (p. 105) Case Notes within PELICAN (p. 106) Case Notes within PELICAN (p. 106) Record Retention (p. 107) Record Retention (p. 107) Child Abuse Reporting (p. 108) Child Abuse Reporting (p. 108) Head Start Head Start Provisions (p. 109) Provisions (p. 109) Co-payment (p. 111) Co-payment (p. 111) P/C Responsibilities (p. 112) P/C Responsibilities (p. 112) Program Ending within PELICAN (p. 113) Program Ending within PELICAN (p. 113) Prekindergarten (p. 114) Prekindergarten (p. 114) Eligibility Criteria (p. 115) Eligibility Criteria (p. 115) Provisions (p. 116) Provisions (p. 116) CCIS Responsibilities (p. 117) CCIS Responsibilities (p. 117) P/C Responsibilities (p. 118) P/C Responsibilities (p. 118)

11/ 7/2006OCDEL9 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/ 7/2006OCDEL10 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 PELICAN, the period is really 13 days. PELICAN allows 3 additional days for central mailing. Within PELICAN, the period is really 13 days. PELICAN allows 3 additional days for central mailing. PELICAN PELICAN Pennsylvania’s Enterprise to Link Information for Children Across Networks Pennsylvania’s Enterprise to Link Information for Children Across Networks Override Override A process within PELICAN to change results as mandated by policy or regulation. A process within PELICAN to change results as mandated by policy or regulation.

11/ 7/2006OCDEL11 Handbook § 3041.106(f) Provided by the Department. Provided by the Department. 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/ 7/2006OCDEL12 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/ 7/2006OCDEL13 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/ 7/2006OCDEL14 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/ 7/2006OCDEL15 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/ 7/2006OCDEL16 PELICAN 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 PELICAN, select the radio button next to the correct name. Note: Since the child is already in PELICAN, 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/ 7/2006OCDEL17 PELICAN 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/ 7/2006OCDEL18 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/ 7/2006OCDEL19 PELICAN 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/ 7/2006OCDEL20 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. 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 Low Income, TANF and Former TANF families. THIS BENEFIT APPLIES TO Low Income, TANF and Former TANF families.

11/ 7/2006OCDEL21 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/ 7/2006OCDEL22 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 Adverse Action Notice if the child is not enrolled with an eligible provider. On day 31, the CCIS must send the Adverse Action Notice if the child is not enrolled with an eligible provider.

11/ 7/2006OCDEL23 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/ 7/2006OCDEL24 PELICAN: 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 TANF TANF Food Stamp (SNAP) Food Stamp (SNAP)

11/ 7/2006OCDEL25 PELICAN: 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. PELICAN will not recognize employment information if the end date is not populated in these circumstances. PELICAN will not recognize employment information if the end date is not populated in these circumstances.

11/ 7/2006OCDEL26 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/ 7/2006OCDEL27 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 an Adverse Action 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 an Adverse Action Notice and must remove the child from the waiting list.

11/ 7/2006OCDEL28 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/ 7/2006OCDEL29 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/ 7/2006OCDEL30 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/ 7/2006OCDEL31 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/ 7/2006OCDEL32 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. PELICAN will set the next redetermination date 183 days from the date eligibility is assessed. PELICAN will set the next redetermination date 183 days from the date eligibility is assessed.

11/ 7/2006OCDEL33 Period of eligibility §3041.125 A family receiving subsidy remains eligible until determined ineligible. A family receiving subsidy remains eligible until determined ineligible.

11/ 7/2006OCDEL34 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/ 7/2006OCDEL35 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/ 7/2006OCDEL36 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/ 7/2006OCDEL37 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 Information 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 Information Letter.

11/ 7/2006OCDEL38 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/ 7/2006OCDEL39 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/ 7/2006OCDEL40 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/ 7/2006OCDEL41 Parent: Definition §3041.3 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. Refer to family composition examples (R3 Policy Examples) Refer to family composition examples (R3 Policy Examples)

11/ 7/2006OCDEL42 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/ 7/2006OCDEL43 Family Size §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/ 7/2006OCDEL44 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/ 7/2006OCDEL45 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/ 7/2006OCDEL46 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/ 7/2006OCDEL47 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/ 7/2006OCDEL48 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/ 7/2006OCDEL49 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/ 7/2006OCDEL50 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/ 7/2006OCDEL51 U.S. Dep’t of Education Must be accredited by a nationally recognized accrediting organization: Must be accredited by a nationally recognized accrediting organization: CCISs can check on accreditations by visiting the U.S Department of Education website. See PELICAN R3 Training for link. CCISs can check on accreditations by visiting the U.S Department of Education website. See PELICAN R3 Training for link.

11/ 7/2006OCDEL52 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/ 7/2006OCDEL53 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/ 7/2006OCDEL54 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/ 7/2006OCDEL55 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/ 7/2006OCDEL56 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/ 7/2006OCDEL57 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/ 7/2006OCDEL58 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/ 7/2006OCDEL59 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/ 7/2006OCDEL60 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/ 7/2006OCDEL61 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 PELICAN. Child support income must be entered at the p/c level in PELICAN. 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/ 7/2006OCDEL62 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/ 7/2006OCDEL63 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/ 7/2006OCDEL64 Co-payment Stabilization PELICAN will stabilize co- payments between full redeterminations which occur every 6 months. PELICAN 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. PELICAN 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. PELICAN 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/ 7/2006OCDEL65 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/ 7/2006OCDEL66 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/ 7/2006OCDEL67 Adjusting Co-payment in Ongoing Mode : Involuntary Loss of Work PELICAN 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. PELICAN 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 PELICAN. The CCIS must override the co-payment to the original amount based on the previous employment income and any other income entered in PELICAN. 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/ 7/2006OCDEL68 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 (PELICAN 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 (PELICAN 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 PELICAN when generating the Confirmation Notice. The CCIS must select the appropriate reason code in PELICAN 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/ 7/2006OCDEL69 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/ 7/2006OCDEL70 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/ 7/2006OCDEL71 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/ 7/2006OCDEL72 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 (PELICAN 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 (PELICAN 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 PELICAN when generating the Confirmation Notice. The CCIS must select the appropriate reason code in PELICAN 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/ 7/2006OCDEL73 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 PELICAN Increase co-payment to the original amount or less based upon income entered in PELICAN

11/ 7/2006OCDEL74 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 PELICAN. Increase co-payment to original amount or less based upon income entered in PELICAN.

11/ 7/2006OCDEL75 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/ 7/2006OCDEL76 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/ 7/2006OCDEL77 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/ 7/2006OCDEL78 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/ 7/2006OCDEL79 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/ 7/2006OCDEL80 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/ 7/2006OCDEL81 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/ 7/2006OCDEL82 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/ 7/2006OCDEL83 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/ 7/2006OCDEL84 Report of change: Partial Redetermination The following changes would be entered in PELICAN in ONGOING mode: The following changes would be entered in PELICAN 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/ 7/2006OCDEL85 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/ 7/2006OCDEL86 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/ 7/2006OCDEL87 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/ 7/2006OCDEL88 Redetermination Process: Waiting List §3041.133(d) The CCIS must complete a redetermination for families who are on the waiting list for more than 6 months. The CCIS must complete a redetermination for families who are on the waiting list for more than 6 months.

11/ 7/2006OCDEL89 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 PELICAN upon the p/c’s return to work. Request pay verification from the p/c and end date leave in PELICAN upon the p/c’s return to work. Assess and confirm eligibility upon the p/c’s return or failure to return to work. PELICAN will assess the original co- payment or a co-payment based on the amount of income entered in PELICAN at that time. Assess and confirm eligibility upon the p/c’s return or failure to return to work. PELICAN will assess the original co- payment or a co-payment based on the amount of income entered in PELICAN at that time.

11/ 7/2006OCDEL90 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/ 7/2006OCDEL91 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/ 7/2006OCDEL92 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/ 7/2006OCDEL93 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/ 7/2006OCDEL94 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/ 7/2006OCDEL95 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/ 7/2006OCDEL96 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/ 7/2006OCDEL97 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/ 7/2006OCDEL98 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/ 7/2006OCDEL99 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/ 7/2006OCDEL100 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/ 7/2006OCDEL101 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. PELICAN ISSUE: Maternity leave must be handled as a disability for a p/c who is self-employed. PELICAN 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/ 7/2006OCDEL102 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/ 7/2006OCDEL103 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/ 7/2006OCDEL104 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/ 7/2006OCDEL105 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/ 7/2006OCDEL106 Case Notes within PELICAN PELICAN is the formal record keeping system. PELICAN is the formal record keeping system. The CCIS must enter case notes within PELICAN unless the family’s circumstances include one of the following: The CCIS must enter case notes within PELICAN 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 PELICAN Case notes are kept outside of PELICAN 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/ 7/2006OCDEL107 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/ 7/2006OCDEL108 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.

Policy & Regulatory Training LOW INCOME. 11/ 7/2006OCDEL2 Table of Contents Table of Contents Goals (p. 9) Goals (p. 9) Important Terms (p. 10) Important.

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Policy & Regulatory Training LOW INCOME. 11/ 7/2006OCDEL2 Table of Contents Table of Contents Goals (p. 9) Goals (p. 9) Important Terms (p. 10) Important.

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Presentation on theme: "Policy & Regulatory Training LOW INCOME. 11/ 7/2006OCDEL2 Table of Contents Table of Contents Goals (p. 9) Goals (p. 9) Important Terms (p. 10) Important."— Presentation transcript:

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