Policy & Regulatory Training LOW INCOME. 11/ 7/2006OCDEL2 Table of Contents Table of Contents Goals...

Policy & Policy & Regulatory Regulatory

TrainingTraining

LOW INCOMELOW INCOME

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Table of ContentsTable 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 DeterminationEligibility Determination

Initial Determination (p. 23)Initial Determination (p. 23) PELICAN: Child Care Program (p. PELICAN: Child Care Program (p.

24)24) PELICAN: Leave End Dates (p. 25)PELICAN: Leave End Dates (p. 25)

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Table of ContentsTable 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)

SignaturesSignatures 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 DefinitionsFamily 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)

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Table of ContentsTable of Contents Work RequirementWork 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/TrainingEducation/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. Accreditation Determination Steps (p.

52)52) Prospective Work/Education/TrainingProspective Work/Education/Training

Definition (p. 53)Definition (p. 53) Determining Hours of CareDetermining Hours of Care

Employment (p. 54)Employment (p. 54) Self-employment (p. 55)Self-employment (p. 55)

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DisabilityDisability Definition (p. 56)Definition (p. 56) Eligibility Criteria (p. 57)Eligibility Criteria (p. 57) Eligibility Determination (p. 58)Eligibility Determination (p. 58) Partial DisabilityPartial 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 ViolenceDomestic and other Violence

Definition (p. 62)Definition (p. 62) Verification/Self-Certification/Self-Verification/Self-Certification/Self-

DeclarationDeclaration Definitions (p. 63)Definitions (p. 63)

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Table of ContentsTable of Contents Co-payment Stabilization (p. 64)Co-payment Stabilization (p. 64)

Adjusting Co-paymentAdjusting 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. Prospective Work at Application (p.

68)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) ExamplesExamples

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 Extension (p. 82)(p. 82)

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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 Low-Income (p. 87)(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 Nonstandard, Non-repeating Schedule

(p. 93) (p. 93) 10- Day Notice 10- Day Notice (p. 94)(p. 94) 10 Days of Absence (p. 95)10 Days of Absence (p. 95) Examples of 10-Day Notice versus 10 Examples of 10-Day Notice versus 10

Days of Absence (p. 96)Days of Absence (p. 96)

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Table of ContentsTable 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. Continuation versus Suspension (p. 103)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 StartHead 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)

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GoalsGoals Helping families obtain Helping families obtain

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

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

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

Promoting healthy child Promoting healthy child development.development.

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

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Important TermsImportant Terms

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

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

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

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

PELICANPELICAN Pennsylvania’s Enterprise to Link Pennsylvania’s Enterprise to Link

Information for Children Across Information for Children Across NetworksNetworks

OverrideOverride A process within PELICAN to change A process within PELICAN to change

results as mandated by policy or results as mandated by policy or regulation.regulation.

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

Provided by the Department. Provided by the Department. The eligibility agency will give The eligibility agency will give

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

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

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Provision of Subsidy Provision of Subsidy §3041.12§3041.12

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

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

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

See the following examples.See the following examples.

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ExamplesExamples

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

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

cerebral palsycerebral palsy

This family is eligible.This family is eligible.

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

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

developmental delay turning 13developmental delay turning 13

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

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

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

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

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

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

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

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

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

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PELICAN Actions PELICAN Actions required to complete required to complete

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

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

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

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

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

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

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

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PELICAN Actions PELICAN Actions required to complete required to complete OPTION 1 (cont’d)OPTION 1 (cont’d)

5.5. Assess and Confirm Eligibility.Assess and Confirm Eligibility.6.6. Enter Enrollments for the child.Enter Enrollments for the child.

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

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

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

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

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

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

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

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

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PELICAN Actions PELICAN Actions required to complete required to complete

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

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

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

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

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

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

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

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

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Subsidy BenefitsSubsidy Benefits §3041.14§3041.14

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

education or training.education or training. Travel between the p/c’s Travel between the p/c’s

work, education or training work, education or training and the child care facilityand the child care facility..

Uninterrupted sleep time when Uninterrupted sleep time when the work shift ends between the the work shift ends between the hours of hours of 12 a.m.12 a.m. and 9 a.m. and 9 a.m. THIS BENEFIT APPLIES THIS BENEFIT APPLIES TO Low Income, TANF and TO Low Income, TANF and Former TANF families.Former TANF families.

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

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

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

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

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Subsidy Limitations Subsidy Limitations §3041.16§3041.16

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

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

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

On day 31, the CCIS must send the On day 31, the CCIS must send the Adverse Action Notice if the child is not Adverse Action Notice if the child is not enrolled with an eligible provider.enrolled with an eligible provider.

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Initial determination Initial determination of eligibility of eligibility

§3041.122§3041.122

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

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PELICAN: PELICAN: Child Care ProgramChild Care Program Defined as the Defined as the

eligibility rules the eligibility rules the family must follow.family must follow.

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

Start/PrekindergartenStart/Prekindergarten TANFTANF Food Stamp (SNAP)Food Stamp (SNAP)

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PELICAN:PELICAN:Maternity & Disability Maternity & Disability

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

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

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

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

§3041.123§3041.123

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

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


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Waiting List Waiting List §3041.133§3041.133

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

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

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

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

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

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

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

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

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

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

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

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

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

ListList: EXAMPLE 2: EXAMPLE 2

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

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

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

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

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

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Effective Dates:Effective Dates: Initial Application Initial Application

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

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

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

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

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

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

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

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

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

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Effective Dates:Effective Dates: Redetermination/ Redetermination/

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

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

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

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Period of eligibility Period of eligibility §3041.125§3041.125

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

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Signatures: Signatures: ApplicationApplication

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

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

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

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

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

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

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

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Signatures:Signatures:Release of Information Release of Information

§3041.61(e)&(f)§3041.61(e)&(f)

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

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

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

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

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

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Signatures:Signatures:Release of Release of

Information Option Information Option #1#1

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

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

11/ 7/200611/ 7/2006 OCDELOCDEL 3737

Signatures:Signatures:Release of Release of

Information Option Information Option #2#2

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

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

11/ 7/200611/ 7/2006 OCDELOCDEL 3838

Signatures: Signatures: HIPPA formHIPPA form

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

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

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

11/ 7/200611/ 7/2006 OCDELOCDEL 3939

Family: Definition Family: Definition §3041.3§3041.3

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

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

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

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

11/ 7/200611/ 7/2006 OCDELOCDEL 4040

Caretaker: Definition Caretaker: Definition §3041.3§3041.3

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

Foster parentsFoster parents Other individuals with legal Other individuals with legal

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

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

11/ 7/200611/ 7/2006 OCDELOCDEL 4141

Parent: Definition Parent: Definition §3041.3§3041.3

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

Refer to family composition Refer to family composition examples (R3 Policy examples (R3 Policy Examples)Examples)

11/ 7/200611/ 7/2006 OCDELOCDEL 4242

Income: Definition Income: Definition §3041.3§3041.3

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

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

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

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

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

11/ 7/200611/ 7/2006 OCDELOCDEL 4343

Family Size Family Size §3041.31§3041.31

An individual applying as a parent and An individual applying as a parent and a caretaker may only be counted once a caretaker may only be counted once when determining family size.when determining family size.

EXAMPLES:EXAMPLES:

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

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

11/ 7/200611/ 7/2006 OCDELOCDEL 4444

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

DefinitionsDefinitions§ 3041.3§ 3041.3

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

EmploymentEmployment Working for another individual or Working for another individual or

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

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

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

11/ 7/200611/ 7/2006 OCDELOCDEL 4545

Work Requirement Work Requirement §3041.43§3041.43

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

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

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

11/ 7/200611/ 7/2006 OCDELOCDEL 4646

Work Requirement:Work Requirement: Temporary Temporary

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

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

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

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

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

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

11/ 7/200611/ 7/2006 OCDELOCDEL 4747

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

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

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

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

11/ 7/200611/ 7/2006 OCDELOCDEL 4848

Education: Education: Definition Definition §3041.3§3041.3

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

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

11/ 7/200611/ 7/2006 OCDELOCDEL 4949

Teen ParentTeen ParentLoss of EducationLoss of Education

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

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

GraduationGraduation When a teen parent graduates When a teen parent graduates

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

11/ 7/200611/ 7/2006 OCDELOCDEL 5050

Training: Definition Training: Definition §3041.3§3041.3

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

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

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

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

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

11/ 7/200611/ 7/2006 OCDELOCDEL 5151

U.S. Dep’t of Education U.S. Dep’t of Education

Must be accredited by a Must be accredited by a nationally recognized nationally recognized accrediting organization:accrediting organization: CCISs can check on CCISs can check on

accreditations by visiting accreditations by visiting the U.S Department of the U.S Department of Education website. See Education website. See PELICAN R3 Training for PELICAN R3 Training for link.link.

11/ 7/200611/ 7/2006 OCDELOCDEL 5252

Accreditation Accreditation Determination StepsDetermination Steps

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

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

3.3. Click “Search”.Click “Search”.

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

11/ 7/200611/ 7/2006 OCDELOCDEL 5353

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

DefinitionDefinition§ 3041.3§ 3041.3

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

11/ 7/200611/ 7/2006 OCDELOCDEL 5454

Determining Hours of Determining Hours of Care:Care:

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

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

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

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

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

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

11/ 7/200611/ 7/2006 OCDELOCDEL 5555

Determining Hours of Determining Hours of Care:Care:

Self-EmploymentSelf-Employment

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

11/ 7/200611/ 7/2006 OCDELOCDEL 5656

Disability: Definition Disability: Definition §3041.3§3041.3

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

11/ 7/200611/ 7/2006 OCDELOCDEL 5757

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

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

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

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

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

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

11/ 7/200611/ 7/2006 OCDELOCDEL 5858

Disability: Disability: Eligibility DeterminationEligibility Determination

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

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

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

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

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

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

11/ 7/200611/ 7/2006 OCDELOCDEL 5959

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

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

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

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

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

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

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

11/ 7/200611/ 7/2006 OCDELOCDEL 6060

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

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

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

11/ 7/200611/ 7/2006 OCDELOCDEL 6161

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

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

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

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

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

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

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

11/ 7/200611/ 7/2006 OCDELOCDEL 6262

Domestic and other Domestic and other violence: violence:

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

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

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

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

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

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

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

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

11/ 7/200611/ 7/2006 OCDELOCDEL 6363

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

DefinitionsDefinitions§ 3041.3§ 3041.3

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

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

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

11/ 7/200611/ 7/2006 OCDELOCDEL 6464

Co-payment Co-payment StabilizationStabilization

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

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

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

11/ 7/200611/ 7/2006 OCDELOCDEL 6565

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

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

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

11/ 7/200611/ 7/2006 OCDELOCDEL 6666

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

Disability LeaveDisability Leave

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

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

11/ 7/200611/ 7/2006 OCDELOCDEL 6767

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

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

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

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

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

11/ 7/200611/ 7/2006 OCDELOCDEL 6868

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

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

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

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

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

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

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


11/ 7/200611/ 7/2006 OCDELOCDEL 6969

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

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

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

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

11/ 7/200611/ 7/2006 OCDELOCDEL 7070

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

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

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

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

11/ 7/200611/ 7/2006 OCDELOCDEL 7171

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

Prospective Work for a Prospective Work for a RecipientRecipient

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

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

11/ 7/200611/ 7/2006 OCDELOCDEL 7272

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

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

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

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

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

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

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


11/ 7/200611/ 7/2006 OCDELOCDEL 7373


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

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

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

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

Increase co-payment to the original Increase co-payment to the original amount or less based upon income amount or less based upon income entered in PELICANentered in PELICAN

11/ 7/200611/ 7/2006 OCDELOCDEL 7474


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

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

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

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

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

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

11/ 7/200611/ 7/2006 OCDELOCDEL 7575

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

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

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

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

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

11/ 7/200611/ 7/2006 OCDELOCDEL 7676

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

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

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

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

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

11/ 7/200611/ 7/2006 OCDELOCDEL 7777

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

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

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

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

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

11/ 7/200611/ 7/2006 OCDELOCDEL 7878

Delinquent Co-Delinquent Co-payment & payment &

DisqualificationDisqualification§3041.106(d)§3041.106(d)

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

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

11/ 7/200611/ 7/2006 OCDELOCDEL 7979

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

§3041.108(d)§3041.108(d)

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

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

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

11/ 7/200611/ 7/2006 OCDELOCDEL 8080

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

§3041.126§3041.126

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

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

11/ 7/200611/ 7/2006 OCDELOCDEL 8181

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

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

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

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

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

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

11/ 7/200611/ 7/2006 OCDELOCDEL 8282

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

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

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

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

11/ 7/200611/ 7/2006 OCDELOCDEL 8383

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

§3041.127§3041.127

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

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

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

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

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

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

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

11/ 7/200611/ 7/2006 OCDELOCDEL 8484

Report of change:Report of change: Partial RedeterminationPartial Redetermination

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

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

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

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

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

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

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

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

11/ 7/200611/ 7/2006 OCDELOCDEL 8585

Partial Partial Redetermination:Redetermination:

CCIS ResponsibilitiesCCIS Responsibilities When conducting a partial When conducting a partial

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

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

11/ 7/200611/ 7/2006 OCDELOCDEL 8686

RedeterminationRedetermination §3041.130§3041.130

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

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

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

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

11/ 7/200611/ 7/2006 OCDELOCDEL 8787

Redetermination:Redetermination:Low-IncomeLow-Income

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

11/ 7/200611/ 7/2006 OCDELOCDEL 8888

Redetermination Redetermination Process:Process:

Waiting List Waiting List §3041.133(d)§3041.133(d)

The CCIS must The CCIS must complete a complete a redetermination for redetermination for families who are on the families who are on the waiting list for more waiting list for more than 6 months. than 6 months.

11/ 7/200611/ 7/2006 OCDELOCDEL 8989

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

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

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

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

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

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

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

11/ 7/200611/ 7/2006 OCDELOCDEL 9090

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

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

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


11/ 7/200611/ 7/2006 OCDELOCDEL 9191

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

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

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

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

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

11/ 7/200611/ 7/2006 OCDELOCDEL 9292

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

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

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

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

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

11/ 7/200611/ 7/2006 OCDELOCDEL 9393

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

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

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

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

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

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

11/ 7/200611/ 7/2006 OCDELOCDEL 9494

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

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

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

11/ 7/200611/ 7/2006 OCDELOCDEL 9595

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

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

When a p/c informs either the CCIS or the When a p/c informs either the CCIS or the provider that the child will no longer be provider that the child will no longer be attending a particular facility, the CCIS attending a particular facility, the CCIS should stop payment to the provider on the should stop payment to the provider on the last day the child attends, or the day the p/c last day the child attends, or the day the p/c informs the CCIS, whichever is later. If the informs the CCIS, whichever is later. If the p/c requests a new provider, the CCIS should p/c requests a new provider, the CCIS should begin to make payments to the new provider begin to make payments to the new provider immediately. The CCIS should not continue immediately. The CCIS should not continue to pay the original provider for additional to pay the original provider for additional days in order to fulfill the p/c’s obligation to days in order to fulfill the p/c’s obligation to give notice to the provider. give notice to the provider.

11/ 7/200611/ 7/2006 OCDELOCDEL 9696

10-day Notice versus 10 10-day Notice versus 10 days of Absence: days of Absence:

Example 1Example 1 The child receives care Monday The child receives care Monday

through Friday. On Friday 8/26 the through Friday. On Friday 8/26 the parent informs the CCIS that the parent informs the CCIS that the child will be attending a new facility child will be attending a new facility on Monday 8/29. The provider has a on Monday 8/29. The provider has a ten-day notice policy that parent has ten-day notice policy that parent has not fulfilled.not fulfilled. CCIS actionCCIS action: The last paid day for : The last paid day for

the original provider is 8/26. The the original provider is 8/26. The CCIS enrolls the child at the new CCIS enrolls the child at the new provider and begins payment to provider and begins payment to new provider on 8/29, the date the new provider on 8/29, the date the parent reports the change to the parent reports the change to the CCIS.CCIS.

Provider actionProvider action: The provider : The provider discusses payment of agreed upon discusses payment of agreed upon 10-day notice with parent. If 10-day notice with parent. If parent refuses to honor the parent refuses to honor the agreement, provider files a agreement, provider files a complaint with the local magistrate.complaint with the local magistrate.

11/ 7/200611/ 7/2006 OCDELOCDEL 9797


Example 2Example 2

The child receives care Monday The child receives care Monday through Friday. Child has been through Friday. Child has been absent from Monday 8/15 through absent from Monday 8/15 through Friday 8/26 (10 days); neither the Friday 8/26 (10 days); neither the provider nor the CCIS have heard provider nor the CCIS have heard from the parent.from the parent. Provider actionProvider action: Provider : Provider

contacts the CCIS to report the contacts the CCIS to report the absence at the end of the day on absence at the end of the day on 8/26 or beginning of the day on 8/26 or beginning of the day on 8/29 (11th day of absence)8/29 (11th day of absence)

CCIS actionCCIS action: CCIS sends the : CCIS sends the parent a Notice of Adverse parent a Notice of Adverse Action. CCIS pays the provider Action. CCIS pays the provider through 8/26.through 8/26.

11/ 7/200611/ 7/2006 OCDELOCDEL 9898



through Friday. Same as #2. The through Friday. Same as #2. The parent calls the CCIS upon receipt of parent calls the CCIS upon receipt of the Notice of Adverse Action and the Notice of Adverse Action and reports that she began to use a new reports that she began to use a new provider on 8/15. provider on 8/15. CCIS actionCCIS action: The parent did not : The parent did not

inform the provider or the CCIS of inform the provider or the CCIS of the change in providers. The CCIS the change in providers. The CCIS pays the old provider for 10 days of pays the old provider for 10 days of absence through 8/26. The CCIS absence through 8/26. The CCIS enrolls the child with the new enrolls the child with the new provider starting Monday 8/29.provider starting Monday 8/29.

Provider actionProvider action: The new provider : The new provider should not have expected payment should not have expected payment from the CCIS without receipt of an from the CCIS without receipt of an Enrollment Summary or a call from Enrollment Summary or a call from the CCIS. The new provider will the CCIS. The new provider will need to discuss payment need to discuss payment arrangements with the parent for arrangements with the parent for care given 8/15 through 8/26. care given 8/15 through 8/26.

11/ 7/200611/ 7/2006 OCDELOCDEL 9999



through Friday. The child has been through Friday. The child has been absent from 8/15. On Monday 8/22 the absent from 8/15. On Monday 8/22 the parent calls the CCIS and informs the parent calls the CCIS and informs the worker that she began to use a new worker that she began to use a new provider on 8/15.provider on 8/15. CCIS actionCCIS action: The CCIS pays forward : The CCIS pays forward

based on the parent’s report. The based on the parent’s report. The CCIS ends enrollment at original CCIS ends enrollment at original provider, paying through 8/19. The provider, paying through 8/19. The CCIS then creates an enrollment at CCIS then creates an enrollment at the new provider and begins paying the new provider and begins paying on 8/22, the date the parent reported on 8/22, the date the parent reported the change.the change.

Provider actionProvider action: The original : The original provider received payment for five provider received payment for five days of absence. If the provider’s days of absence. If the provider’s agreement with the parent is to have agreement with the parent is to have 10 days prior notice, the provider 10 days prior notice, the provider will need to make arrangements with will need to make arrangements with the parent for payment for the the parent for payment for the additional five days.additional five days.

11/ 7/200611/ 7/2006 OCDELOCDEL 100100

Absence Absence §3041.19§3041.19

Termination due to absence Termination due to absence doesdoes notnot include days of a child’s include days of a child’s illness, injury or other impairment illness, injury or other impairment or other reason specified under or other reason specified under subsidy suspension.subsidy suspension.

The p/c must report the date the The p/c must report the date the child returns to care.child returns to care.

Following the issuance of an AA, Following the issuance of an AA, payment payment willwill resumeresume on the day on the day the child returns to care within the child returns to care within the AA period.the AA period.

If the child does not return within If the child does not return within the AA period and there are no the AA period and there are no grounds for subsidy suspension, grounds for subsidy suspension, the child’s subsidy will be the child’s subsidy will be terminated the day following the terminated the day following the expiration of the AA period.expiration of the AA period.

11/ 7/200611/ 7/2006 OCDELOCDEL 101101

Subsidy Subsidy Continuation Continuation §3041.20§3041.20

The timeframe following the The timeframe following the involuntary loss of work, the date a involuntary loss of work, the date a strike begins or the date the p/c strike begins or the date the p/c graduates from or completes an graduates from or completes an education or training program is education or training program is extended from 30 to 60 calendar days.extended from 30 to 60 calendar days.

Maternity leave is extended from 56 Maternity leave is extended from 56 to 84 calendar days.to 84 calendar days. PELICAN ISSUEPELICAN ISSUE: :

Maternity leave must be Maternity leave must be handled as a disability handled as a disability for a p/c who is for a p/c who is self-employed.self-employed.

Subsidy continues during regularly Subsidy continues during regularly scheduled breaks in scheduled breaks in workwork, education , education oror trainingtraining, if the break is less than , if the break is less than 31 calendar days.31 calendar days.

11/ 7/200611/ 7/2006 OCDELOCDEL 102102

Subsidy Suspension Subsidy Suspension §3041.21§3041.21

Subsidy may be suspended Subsidy may be suspended if a p/c has a break in work, if a p/c has a break in work, education or training that education or training that exceeds 30 calendar days exceeds 30 calendar days but does not continue but does not continue beyond 90 calendar days. beyond 90 calendar days.

Subsidy may be suspended Subsidy may be suspended if the p/c needs to locate if the p/c needs to locate another provider because another provider because the current provider cannot the current provider cannot meet the p/c’s or child’s meet the p/c’s or child’s child care needs.child care needs.

11/ 7/200611/ 7/2006 OCDELOCDEL 103103

Subsidy Continuation Subsidy Continuation versus Subsidy versus Subsidy

SuspensionSuspension Maternity leave – P/C may choose: Maternity leave – P/C may choose:

Care to continue for up to 84 days; Care to continue for up to 84 days; oror Care to be suspended for up to 90 days.Care to be suspended for up to 90 days.

Regularly scheduled breaks in work, Regularly scheduled breaks in work, education or training – P/C may choose, if education or training – P/C may choose, if the break is less than 31 days:the break is less than 31 days: P/C must verify length of break.P/C must verify length of break. Care to continue for up to 30 days; Care to continue for up to 30 days; oror Care to be suspended for up to 30 days.Care to be suspended for up to 30 days.

Regularly scheduled breaks in work, Regularly scheduled breaks in work, education or training greater than 31 days:education or training greater than 31 days: P/C must verify length of break.P/C must verify length of break. Care is suspended for up to 90 days Care is suspended for up to 90 days

UNLESSUNLESS the p/c finds alternate the p/c finds alternate employment/training during the break.employment/training during the break.

11/ 7/200611/ 7/2006 OCDELOCDEL 104104

Continuation versus Continuation versus Suspension:Suspension:

Maternity Leave ExamplesMaternity Leave Examples1.1. P/C chooses to have care continue for up P/C chooses to have care continue for up

to 84 days and then on day 70 calls the to 84 days and then on day 70 calls the CCIS requesting that care be suspended. CCIS requesting that care be suspended. How long do you suspend care? How long do you suspend care?

Care to be suspended for up to 90 Care to be suspended for up to 90 days so in this case care would be days so in this case care would be suspended beginning on day 70 suspended beginning on day 70 through day 90.through day 90.

2.2. P/C chooses to have care suspended for P/C chooses to have care suspended for 90 days and then on day 70 calls the 90 days and then on day 70 calls the CCIS requesting that care resume CCIS requesting that care resume although the p/c has NOT returned to although the p/c has NOT returned to work. How do you handle this?work. How do you handle this?

Care may resume beginning on day 70 Care may resume beginning on day 70 through day 84. On day 84, the CCIS through day 84. On day 84, the CCIS must ensure the p/c has returned to must ensure the p/c has returned to work.work.

If the p/c If the p/c hashas returned to work, returned to work, care continues.care continues.

If the p/c If the p/c has nothas not returned to work, returned to work, AA.AA.

11/ 7/200611/ 7/2006 OCDELOCDEL 105105

Continuation versus Continuation versus Suspension: Examples of Suspension: Examples of

Regularly Scheduled BreaksRegularly Scheduled Breaks1.1. P/C chooses to have care suspended P/C chooses to have care suspended

and then on day 30 requests that care and then on day 30 requests that care continue to be suspended because the continue to be suspended because the break does not end until day 36. How break does not end until day 36. How do you handle this?do you handle this?

Suspension may not continue.Suspension may not continue. If p/c returns to If p/c returns to

work/education/training, care work/education/training, care continues.continues.

If p/c does not return to If p/c does not return to work/education/training, AA.work/education/training, AA.

2.2. Regularly scheduled breaks in work, Regularly scheduled breaks in work, education or training greater than 31 education or training greater than 31 daysdays – P/C wants care to continue – P/C wants care to continue although break is 95 days long. How although break is 95 days long. How do you handle this?do you handle this?

If p/c finds alternate work/training If p/c finds alternate work/training during the break care may continue.during the break care may continue.

If the p/c does not find alternate If the p/c does not find alternate work/training during the break care work/training during the break care is suspended for up to 90 days.is suspended for up to 90 days.

11/ 7/200611/ 7/2006 OCDELOCDEL 106106

Case Notes within Case Notes within PELICANPELICAN

PELICAN is the formal record keeping PELICAN is the formal record keeping system. system.

The CCIS must enter case notes within The CCIS must enter case notes within PELICAN PELICAN unlessunless the family’s the family’s circumstances include one of the circumstances include one of the following:following: Domestic ViolenceDomestic Violence Teen Parent under 12 years of ageTeen Parent under 12 years of age CCIS worker receiving subsidyCCIS worker receiving subsidy

Cases involving the circumstance listed Cases involving the circumstance listed above must be treated as follows:above must be treated as follows: Case notes are kept outside of PELICANCase notes are kept outside of PELICAN Minimal access to the family fileMinimal access to the family file

Kept in locked files in a separate Kept in locked files in a separate location from other family fileslocation from other family files

Director, supervisor and primary Director, supervisor and primary worker only are permitted accessworker only are permitted access

11/ 7/200611/ 7/2006 OCDELOCDEL 107107

Record RetentionRecord Retention§ 3041.85§ 3041.85

The CCIS must retain family files, The CCIS must retain family files, completed application forms, completed application forms, written notices, books, records written notices, books, records and other fiscal and administrative and other fiscal and administrative documents pertaining to documents pertaining to subsidized child care.subsidized child care.

Records must be maintained for at Records must be maintained for at least 6 years from the end of the least 6 years from the end of the fiscal year in which subsidized fiscal year in which subsidized child care has been provided or child care has been provided or until an audit or litigation is until an audit or litigation is resolved.resolved.

11/ 7/200611/ 7/2006 OCDELOCDEL 108108

Child Abuse Child Abuse ReportingReporting

§ 3041.86§ 3041.86

CCIS staff are mandated CCIS staff are mandated reporters and must reporters and must immediately report immediately report suspected child abuse.suspected child abuse.

Policy & Regulatory Training LOW INCOME. 11/ 7/2006OCDEL2 Table of Contents Table of Contents Goals...

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