IDHS Child Care Assistance Program

An Overview of Eligibility, Policy, Process & SystemsFSS Fiscal TrainingApril 6-8, 2009

Bryant Askew

PRESENTERBryant Askew, SupervisorCCAP Eligibility Division1615 West Chicago Ave.Chicago, Il 60622Ph 312-743-0775Fax 312-794-2095Bryan.Askew@cityofchicago.org

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IDHS- Child Care Assistance Program- Quality Enhancement Projects

DCFS (SPECIAL CASES)- Protective Day CareSpecial Day Care- Foster Care Day Care

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IDHS CHILD CARE ASSISTANCE PROGRAMCCAPTwo Delivery Systems

Certificates for legal child care providers

Site Administered ContractsIncludes CDFSS

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Child Care Assistance ProgramA Look at CCAP Policies and Procedures

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On-Line Program HandbookThe Child Care Program Handbook is now on the Internet.Link on COPAdhs.state.il.us/ts/ChildCareDevelopment/ccd/manual/

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The Basics of CCAP EligibilityResidency

Income

Service

Child

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

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Section 01.01.01Eligibility CriteriaResidenceAll families must live in Illinois

The application MUST show a physical home addressNot a Post Office BoxIf they live in an abuse shelter, this must be noted

A separate mailing address may also be used

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Section 01.01.02Family CompositionWho may apply for the Child Care Assistance Program?

Parents or other relatives

Childs custodial parentChilds biological parentChilds adoptive parentChilds stepparentLegal GuardianRelative within the fifth degree of kinship

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The fifth degree of kinship These relationships to the child do not need legal guardianship to applyMother/FatherStepparentsAdoptive ParentsGrandmother/Grandfather and GreatsAunt/Uncle and GreatsBrother/SisterNiece/NephewFirst Cousins and First Cousins once removedYour Cousins child

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Family Means . . .The ApplicantParent or guardian as already defined

Their spouse

Their biological, adoptive or step childrenUnder 21, living in the home

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The Applicant MAY include . . .Other persons related to the applicant

By blood or law to the applicant or their spouse

Living in the homeDependant on the family for more than 50% of support

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The Applicant MAY include . . .A child of the applicant or spouse

Under 21

Dependent on family for more than 50% of support

Full-time student away from homeHas not established legal residence outside of home

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Family Member with no SSNPolicy 01.01.02 has been updated as of 12/1/05Family members whose SSN are not provided on the application must:Be found on the IPACS system living in the same household ORProvide additional identification documentation as stated in policyORNot be counted in the family size number

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Family Member with no SSNIf additional documentation is provided, it must confirm that the person in question meets the definition of Family Member in section 01.01.02Related by blood or marriageLives in the applicants household (except as noted in policy)Dependant on the applicant for more than 50% of their support (where applicable per policy)

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

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Childs Citizenship contd

Applicants Responsibility

All applicants shall declare the citizenship status of each child for whom care is requested. If the child has a valid alien registration number, it shall be provided along with appropriate documentation. The applicantshallattest tothe citizenship status of each child bycompletingpage 7 of thechild care application. If the child is a qualified alien, the parent must provide the alien registration number and supporting documentation; and The applicant must declare under penalty of perjury and possibly subject to later verification of status, that the child is a U.S. citizen, U.S. non-citizen national or qualified alien. The parent's signatureonpage 11 of thechild care application that includes the child for whom care is requested is sufficient to meet this criteria.

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Section 01.03.01Two Parent HouseholdsIn a household where both parents are present, the applicant must be unavailable due to at least one of the following reasons:

EmploymentEducation/Training (either TANF, Non-TANF or Teen Parent)

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

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Physical or Mental Health Problems or Participation in a Substance Abuse ProgramDocumentation must be gathered at time of application and each redetermination and include:Programs or Doctors letterheadName of the person under careA description of the disability/programSignature of physician, psychiatrist or other licensed health care providerStatement of how disability prevents employment and care of child(ren)Projected length of incapacitation

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Military service away from homeObtain a copy of orders from the appropriate branch of the militaryInclude any allowances, including clothing and housing, when calculating incomeInclude the parent in the family size, even when away from home

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Boyfriends and GirlfriendsThis also includes the unmarried boyfriend or girlfriend of the applicant if they are the parent of any of the children in the household and live with the family

It does not include boyfriends and girlfriends that are not parents of any of the children

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CCAP - What is a Family?NOTE:Only the parents (clients) of the children need to be service eligible.

Other family members are not required to be working or going to school or to care for the child(ren) for free.

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Section 01.02.01Income GuidelinesState law requires that child care eligibility income limits be no less than 185% of the Federal Poverty Level (FPL). The new income limits are set at 200% FPL.

Guidelines will be updated once a year

Applicants are responsible for providing income verification

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Income Guidelines

Family Size Monthly Income Effective 4/1/20082$2,3343$2,9344$3,5345$4,1346$4,7347$5,3348$5,934

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Section 01.02.01Income GuidelinesAll adults included in the family size must provide income documentation if they are employed

Maintain all income documentation chronologically

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Income Types to Include for All Family MembersGross wages and salaryFrom family members 19 and olderNet income from self-employment and farmingFrom family members 19 and olderPensions and AnnuitiesDividendsInterestAlimony

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Income Types to Include for All Family Members Cont.Subsidized Guardianship payments from DCFSTravel, clothing and housing allowancesUnemployment compensationMonthly adoption assistanceWorkers compensation

Veterans pensionsPublic AssistanceChild supportSSI and SSATANFSubsidized adoption payments from DCFSAmericorp paymentsTips & Bonuses

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Section 01.02.03Exempt IncomeDo not include these types of income received by family members

Earned income from employment from family members under 19 (unless they are the client)Money received from the sale of property, unless that is their jobEducational loansTax refunds

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

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Exempt Income Cont.Do not include these types of income received by family membersInheritances or insurance paymentsFood Stamps or donated foodsDCFS foster care board paymentsGrants and scholarships for educational purposesEnergy grants or allowancesTravel reimbursementLottery winningsGifts

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Other AmountsChild support paid out by a family member is deducted from total family income

The amount of housing assistance is asked for on the application, but is not added or deducted from family income

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Section 01.02.04Income CalculationEligibility is based on monthly gross income and is determined on a prospective basis

Income calculations must take into account all earned and unearned income included in the non-exempt income list for all people counted in the family size

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Self Employment IncomeAll earnings paid in cash that taxes are not withheld

Based on net earning instead of gross

Self-employment income is not to fall below $0

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Allowable Self-Employment DeductionsExpenses to cover these, and other costs of self-employment may be reduced from the gross earnings amount:

Purchase of inventory/stock replacementInterest on loans for capital assetsSalaries for employeesSpace rentalAdvertising

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Non-Allowable Self-Employment DeductionsExpenses to cover these, and other costs of self-employment may not be reduced from the gross earnings amount:

Personal transportationPersonal business costsDepreciationMeals

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Income VerificationStaff may call employers to verify documentation when the client provides:Employment Verification LettersEmployment and Income Verification formsComputer printoutsAny documentation that is questionableIn order to protect confidentiality, only give the employer relevant information

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Section 01.03.02EmploymentChild care hours must be REASONABLY RELATED to the hours the parent is at work or school

Documentation must be submitted to support the need for child care

This includes employment verification documentation

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Documentation for Employment Pay StubsAn applicant must supply two most recent and consecutive pay stubs for all family members 19 years and over

In order to determine if they are the most recent, refer to:The date the application is received andHow often the person is paid

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Documentation for Employment Pay StubsReview information on stubsConfirm employer name, addressConfirm employee name, marital statusCompare number of hours worked, schedule and hourly wage with application

Confirmation of Unemployment payments is NOT employment verification.

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Computer PrintoutsA computer printout is acceptable when a pay stub may not be available if it:

Is on letterhead or has company logoStates the name of the clientStates the rate of payStates the number of hours worked per week and when they occur (schedule)Is signed by the employerIncludes the employers FEIN or SSN Not required

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

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Computer Printouts and Letters from Employers Will:Be approved for three months, if eligibleBe redetermined during the third month of eligibilityBe required to submit check stubs at that time or a new letter from the employer

If check stubs are submitted at that time, the case will be approved for six months

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Documentation for Self-EmploymentA Copy of the most recent, signed federal income tax return (1040) AND all schedules and attachments

After April 15 of each year, only the tax return for the previous year is acceptable

The client must provide a copy of a receipt if the return was filed electronically

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NoteNot all deductions listed on a clients 1040 and attachments will be deducted from their gross self-employment income. See Section 01.02.04, III for details

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Documentation for Self-EmploymentIf a tax return is not available for any reason, a monthly statement of earnings and expenses must be submitted until a tax return is available

Form IL 444-2790, Self-Employment RecordA clients own records showing income and expenses

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Documentation for Self-EmploymentIncome verification letters must include:

The name, address, phone number and FEIN or SSN (not required) of the person completing the letterDates the work was completed or if it is on-goingType of work performedRate of paySchedule

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Documentation for Self-EmploymentWhen a client provides income verification letters:

They cannot fill it out themselvesIf eligible, the case is to be approved for three monthsIf the client can provide federal tax returns, approve them for six months

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Documentation for Self-EmploymentClients submitting Self-employment records other than tax returns

Will be approved for three month intervals until a federal tax return is available

Will be approved for six month intervals once the tax return is submitted

Must provide the most recent months records at each redetermination

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Documentation for Self-EmploymentIf a client is working under contract, obtain a copy of the contract as documentation

If eligible, approve the case for up to six months or to the end of the contract period, whichever is less

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Section 01.03.03Education and TrainingThree types of Education and Training

TANF recipients

Non-TANF recipients

Teen parents

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TANF Education and Training ProgramsActivities include, but are not limited to:

Work First/JOBS AdvantageSubstance Abuse CounselingJob searchGEDESL

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TANF Education and Training ProgramsOne of the following documents must be submitted by the client:

Responsibility and Service Plan (RSP)Referral for EmploymentChange/Progress ReportContact Report

All clients that are working must submit their two most recent and consecutive pay stubs

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Responsibility and Service Plans (RSPs)Goal is to move clients toward self-sufficiency

Plans developed by caseworker and client

Caseworkers responsibility to monitor activity and set requirementsIncluding work requirements, if any

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More on RSPs.Staff will confirm activities on the State computer system (IPACS)

If eligible, the case will be approved for up to six months, or the length of the program, semester or quarter, whichever is shortestThe case will then be redetermined

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Non-TANF Education and Training Programs Types of programs eligible:

Below post-secondary educationNon-degree occupational/vocational trainingTwo-year/Four-year college degree

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Non-TANF Below Post Secondary EducationAdult Basic Education (ABE)

English as a Second Language (ESL)

High School

General Equivalency Degree (GED)

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Non-TANF Non-degree Occupational/VocationalPrepares a client for a specific jobRegistered NursingHeating and Air Conditioning repairRadiology Technician

Usually results in a Certificate of Achievement or CompletionMay result in an Associates or Bachelors DegreeAll Associate in Applied Science degree programs are Vocational training

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Non-TANF Two-year/Four-year College DegreeEducation for several different types of workComputer ScienceBiologyEnglish

Up to first Associates or Bachelors degreeNo Masters degree

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

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Non-TANF Two-year/Four-year College Degree Online Courses

On-line college courses do not qualify if performed in the home, unless

A parentattending an on-line course from home may be eligible if all of the following are met:

The class is offered only at a regularly scheduled time. (i.e. 11:00 am every Monday and Wednesday) or the parent must leave the home to have access to a computer. Web based classes that the parent may take at any time do not fit this criteria.The child or children for whom care is requested must be under the age of six, (except during the summer or school breaks). Care shall not be authorized during the hours the child is in school, or is home schooled or in a two-parent family when the other parent is available to care for the child.

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STUDY TIME

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

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SLEEP TIME

Policy 01.03.09 - Sleep Time Care

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

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Teen Parents

Eligible for child care to work and/or attend high school or GED

Up to age 20

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Teen ParentsNo work requirement

If eligible, approve for the length of the grading period or six months, whichever is less

Only income from the teen and second parent (if present) is counted

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

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Teen Parents

If suspended from school for thirty days or less, child care may continue

If expelled from school, child care may continue for 30 days. Eligibility must be redetermined at that time

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Section 01.04.01Age of ChildChildren are eligible through the entire month of their 13th birthday unless they:

Have physical incapacities, Have mental incapacities orAre under a court order

This will allow the child to be on the program until 19 years of age

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Age of Child - DocumentationAppropriate documentation for a child over 13 must:

Be on letterhead, Collected with the application and with each redeterminationInclude a written description of disability or court orderMust be signed by a physician, psychiatrist or other licensed health care providerCourt orders must be signed by a judge

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Age of Child Documentation Cont.All documentation must include:The name of the childInformation about the disability or court orderExplanation of how the child is incapable of self-care

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Section 01.04.02School Age ChildrenDefinition:

A school age child is a child who turns five on or before September 1 and is enrolled in kindergarten ORA child who is 6 to 12 years of age and is enrolled in school

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School Age ChildrenChild(ren) enrolled in grades 1 through 12 are not eligible:

During regular school daysFor services which they receive academic credit toward graduationFor instructional services that supplant or duplicate the academic program of public or private school.

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School Age Children Cont.School age children are eligible:

During non-school hoursIf the care schedule is reasonably related to the clients work/education hoursOn days that school is not in session

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Section 2Eligibility DeterminationApplication ProcessEstablishing EligibilityCollaborationRAINotification of Eligibility RedeterminationGrace PeriodsMedical/Maternity LeavesCanceling a CaseCo-PayAttendance Exemptions

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Application Process 02.01.01 All entities who receive, review, and determine eligibility for Child Care Assistance must process applications within established guidelines and time frames.All families eligibility is to be determined using the same parameters, processes and informational systems ONLY the applicant and their spouse need to be in a service eligible activity for eligibility.CDFSS works to ensure that the IPACS eligibility process is used.

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

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APPLYING FOR CHILD CAREA completed COPA generated 3455, including

A COPA family ID number or COPA child ID number

The household size equals the number of family members listed in the application

Service Activity - Work and/or school information and hours listed

Parent signature

2. Documentation for work (2 most recent consecutive pay stubs, Income Letters ) or school (Schedule/Grades)

3. Co-Pay Worksheet

4. Additional Supporting documentation

5. A complete and readable IMEDGE scan

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02.02.01Establishing Eligibility

Child Care case files should be submitted on a timely basis.

Applications within 10 days of Parent Signature. Re-determinations can be submitted 60 days before they expire and 30 days after they expire. Income documentation needs to be within 30 days of the applicants signature provide you submitted the case within policy guidelines.

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02.02.01Establishing EligibilityLength of EligibilitySix month maximumLess than six month ifRSP is for less timeEducation termPaid in cashLetter instead of pay stubSelf-employedLonger than six months if family is part of a Collaboration program

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

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COLLABORATION Eligibility for families in an approved Child Care Collaboration Program will be determined annually, except self-employed clients who dont submit signed income taxes;

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CCAP COLLABORATION

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

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COLLABORATION

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

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COLLABORATION

Delegate Agencies should submit a Change of Information (COI) form along with pay stubs or new income verification to CYS, within 90 days.

If this is not done, the case may be cancelled.

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COLLABORATION

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

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CCAP COLLABORATION

Delegate Agencies should submit a Change of Information form along with the new class schedules and grades.

If this is not done, the case may be cancelled.

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CCAP COLLABORATIONClients that are self-employed will have to be re-determined every three months, unless they submit signed tax returns.

If the tax return was submitted electronically, the client must provide a copy of the receipt in the absence of a signature.

If this is not done, the case may be cancelled

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CCAP COLLABORATION

Delegate Agency staff should create a system to identify collaboration cases that are approved based on a income verification letter, education/training, or self-employment.

FSS only wants to determine eligibility annually.

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CCAP COLLABORATIONCurrent Process and System:

CYS staff will with approved collaboration cases, in IMEDGE, attach the standard approval note with the full year eligibility period. In addition, to the DATE (CCMIS Termination date) that the client must show proof that they are still in a approved service activity, if applicable.

CYS staff, in CCMIS, will make sure that client has full year eligibility. If applicable, insert a termination date based on when the new income documentation or school information is needed.

Any change in the services activity will result in a cancellation and the client must re-apply.

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APPROVAL OF REQUEST CHILD CARE SERVICES

(COLLABORATION)

Family ID

Date

Reason for Child Care

Upon review of your child care application/re-determination

for

Your eligibility for child care has been APPROVED

Beginning

Ending

1. Eligibility for child care collaboration will be

determined annually.

2. Please submit a COI along with a new income

verification letter and/or School Schedule and

Grades by (Input CCMIS Term Date).

3. If Applicant has changes in employment/school

at any time within this eligibility period a

re-determination will be needed.

4. It is the responsibility of the client to supply the

agency with the new income verification and/or

school documentation in a timely manner.

Failure to submit documentation will result in

applicant to be terminated from program as of

(Input CCMIS Term Date).

Or until there is a change in eligibility, whichever is sooner. CYS will not pay for child care provided before the or after the above mentioned dates.

Thank you.

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APPROVAL OF REQUEST CHILD CARE SERVICES

Family ID

Date

Reason for Child Care

Upon review of your child care application/re-determination

for

Your eligibility for child care has been APPROVED

Beginning

Ending

Or until there is a change in eligibility, whichever is sooner. CYS will not pay for child care provided before the or after the above mentioned dates.

Thank you.

02.02.02Request for Additional Information

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

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02.02.02Request for Additional InformationFSS only verifies the information provided by the client against IPACS, it is the clients responsibility to provide the requested documentation or provide acceptable documentation stating otherwise.

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02.02.02Request for Additional InformationThe information requested must be returned within ten (10) business daysIf ignored, a notice to cancel or deny the application within ten business days will be sent, allowing an additional ten (10) business days for the missing information to be returnedIf no response again, the case will then be denied or canceled. If returned with partial information, a second request will be sent allowing an additional ten (10) business days for the missing information to be returned. Provided you are still within 30 days from the first RAI sent.

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02.02.02Request for Additional InformationIf the applicant submits the requested information later than 10 business days but within 30 days from the date on the Request for Additional Information, FSS will process the original application that was completed and submitted by the parent. The eligibility date is based on policy 02.02.01

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02.02.02Request for Additional InformationIf the client submits the requested information after 30 days from the first request, the Child Care Application must be resubmitted. New eligibility date will be established based on the date the resubmitted application, with all documentation is received.

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02.02.03Notification of Eligibility Determination

All applicants will receive notification of eligibility for a client through notes as well as the defined eligibility period in IMEDGE.Applicant will receive one of the following :Request for Additional InformationApproval of Request for Child CareNotice to Deny/Cancel Request for Child CareDenial/Cancel of Request for Child Care

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02.02.03Notification of Eligibility DeterminationFSS has drafted standard language to be used to ensure that the proper reason code language is used on all RAIs, Notices, Approval, Cancels and Denials issued.

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02.03.01RedeterminationPolicy Statement

Eligibility for each family must be redetermined at least every six (6) months except for parents who are:

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02.03.01RedeterminationPolicy Statement contd

Enrolled in an education or training program that lasts less than six monthsApproved by a Responsibility and Service Plan that indicates the activity lasts less than six monthProvides a letter instead of a pay stub / Self-employedThe child(ren) are participating in an approved Headstart or Pre-K Collaboration program

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02.03.01Redetermination

Documentation requirements are the same as for initial application

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02.03.01RedeterminationIf the Rede is received more than 30 days after the expiration of the current eligibility, FSS will follow procedures in 02.02.01 Establishing EligibilityThere will be a lapse in eligibility. Eligibility will not be retroactive or continuous

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02.04.01Grace PeriodsLoss Of Employment/Strike

Parent must request grace to look for job

Up to 30 calendar days from last date of work (90 days for a Collaboration case)

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02.04.01Grace PeriodsSemester BreaksContinue a case up to 30 days between college grading periods if the client indicates they will return the next periodMust submit grades showing cumulative 2.0 GPA or betterMust submit schedule/registration information

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02.04.01Grace PeriodsCollege GraduationA grace period to extend eligibility for 30 calendar days after graduation from college to enable the client to look for employment has been added.

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02.05.01Medical LeavesPolicy StatementChild care services during a medical or maternity leave are available to current clients only

Leaves are allowable for up to 6 weeks with two types of proper documentation

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02.05.01Medical LeaveDocumentation from doctor must includeClients name, diagnosis and prognosisProjected length of leaveStatement that client is unable to workStatement that client is unable to care for childrenLetter from employer that the client has a job to return to

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02.05.01Medical LeaveCo-payments are to be adjusted using income from the leave period and will go into effect the first day of the following monthSend client a Redetermination two weeks prior to end of leaveProcess according to 02.03.01If Rede is not returned, cancel with 10-day noticeExtensions beyond 6 weeks must be approved by IDHS

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02.05.01Maternity LeaveFor medical complications associated with pregnancy prior to delivery, place the client on medical leave

Letter from Dr must include date of delivery and date released for workLetter from employer stating client has a job to return to

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02.05.01Maternity LeaveCo-payments are to be adjusted using income from the leave periodChanges in co-payments are effective the first of the month following the beginning of the leaveSend client a Redetermination two weeks prior to end of leaveProcess according to 02.03.01If Rede is not returned, cancel with 10-day notice

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Grace Periods & LeavesGrace Periods and Leaves need to be requested.

Grace Periods and Leaves are for active clients only.

Delegate Agencies have to contact their assigned FSS/CCAP supervisor to submit the request.

Submit all necessary documentation for approval

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02.07.01Canceling an Active Case Policy Statement

Eligibility ceases 10 calendar days from the date of the termination notice is sent to the parent by the department or its agents following a determination of ineligibility.

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

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04.02.01Co-paymentsAll participants must share in the cost of child care EXCEPT:

Child Care RPY casesCases that fall under active military duty policy

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Assessing the Co-paymentCo-payments are based on:

Calculated monthly incomeFamily sizeNumber of children in careThe child care scheduleThe preponderance of full-time or part-time

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Preponderance of CareThe care schedule (full time or part time days) which is required MOST FREQUENTLY during the month

There is no hours per week calculation to determine full time or part time care schedules

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

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Assessing the Co-payment Cont.If the parents activity schedule varies causing the child care schedule to vary, the co-payment will be based on the preponderance of care for the month

If the full time and part time days are equal for the month, calculate the co-payment at full time (table A)

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Co-payments and Multiple ProvidersOnly one provider will be assigned the co-payment

The provider who collects that co-payment will have the assessed amount deducted from their payment

The provider not collecting the co-payment will be paid the full amount by the State

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Co-payments and Multiple ProvidersIf one provider is a Site and the other is certificate, the site will collect the co-payment

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Co-payments and Multiple ProvidersIf all providers are Sites, the one collecting the highest amount from the State will collect the co-payment

Each Site will obtain a copy of each others approval notices for their files

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

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Changes in Co-paymentsCo-payment amounts should be re-assessed when:The number of children in care changesThe number of hours a child is in care changesIncome changes by 20% or moreA redetermination is processedThe family size changes

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Changes to Site Co-payment AmountsIssue the parent a Change of Information (COI) form

Recalculate the co-payment

The change will take effect the first day of the following month

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Co-payment CollectionProviders are required to collect the assessed co-payment amount

They are to keep records of collections

Providers may follow fee collection policies they have for private pay clients

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Co-payment Collection Cont.IDHS deducts assessed amounts from the total charged during the payment process

IDHS considers co-payment collection to be between the parent and provider

IDHS recommends that providers collect co-payments before service is provided

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04.02.01Co-paymentsSchool age children only needing care for full time days on days school is out are to be assigned a full time co-paymentIf the client inquires, they may chose to drop that child from the CCAP case and private pay for the days care is needed, lowering their co-payment.

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04.02.01Co-paymentsThe parents decision must apply for the entire approval periodSchool-age children cannot be added and deleted on a monthly basisA school age child can be added to a case during the summer months

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04.03.01Additional Child Care CostsIDHS will not pay for the following fees:

Registration or enrollment feesSummer camp activity feesRecreation feesField trips feesActivity feesLate feesTuition

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Additional Child Care Costs Cont.Parents are responsible for these fees

Providers are encouraged to make payment arrangements with the parents, when needed

Site providers cannot charge more than the State rate

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

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

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Vacation/Illness Co-payment Adjustments for SitesReduce eligible days on the billing by fiveReduce the co-payment amount by one weekIndicate the reason for the reduction by the child(ren)s name on the billing

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

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04.01.01General GuidelinesChild care must be reasonably related to approved activity

Parents choose provider, payments subject to appropriate rules

Parents are responsible for providing all required documentation

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Participant Rights and Responsibilities Parents must report any change that would affect eligibility or co-payment amount

A redetermination may occur when informed of any change

Parents must use all other available funding, such as DCFS programs, for foster children

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Section 07.01.01 ConfidentialityInformation is not to be used:CommercialPersonalPoliticalUse information only forEligibilityProviding client resourcesDCFS investigationsChild care payments/provider information

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Section 07.01.01 ConfidentialityClient gives written consent to release information to outside sources by signing page 7 of the application (page 6 of redetermination)

My signature is my consent and authorization for information to be released to the Illinois Department of Human Services or its agents that may establish my eligibility or my continued eligibility for the Child Care Program.

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Client CertificationI understand the information provided will be checked using State databases, and if inconsistencies are discovered, the processing of my application may be delayed or denied.

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

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

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

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

EligibilityCollaboration - 1yearChild Care - 6 months

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

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Special Needs Documentation: (Child) Documentation is submitted on letterhead stationary (preferably typed) by the Physician, Psychiatrist or other licensed practitioner

Name and birth date of the child with the disability Nature of the disability including the diagnosis, degree of developmental delay(s) in specified areas of development and onset of disability The length of time the disability is expected to last, including whether the condition(s) is temporary or permanent.How services will meet the special developmental need of the child. Recommendation on why child care is needed.

Eligibility 6 months

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AcceptableTo Whom It May Concern:

This letter of support is regarding Ms. Jessica Jail son Joseph Jury. Joseph is a 2 year and 10 month old boy diagnosed with chronic kidney disease, Joseph has been hospitalized several times at CYS Memorial Hospital to deal with his kidney disease. Joseph requires frequent visits to the doctor to monitor his kidney function and to keep him stable.

Joseph is care by his mother Ms. Jessica Jail. She also care for her seven year old daughter. Given that Joseph requires medication on a regular basis, plus medical follow-up, this place a lot of responsibility on Ms. Jail. Unfortunately, her sons chronic medical problems do not allow Ms. Jail to be able to work full time.

We appreciate your understanding of Ms. Jails situation and we appreciate any kind of help and support you can provide her in child care.

Sincerely,

Ms. Snow, PHD., LCSWSocial WorkerDivision of Kidney Disease

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Not AcceptableJanuary 14, 2008

To Whom It may concern:

This letter is regarding Charlie Tiqer, Charlies date of birth is 8/25/03. Charlie is in need of headstart /daycare program to help him with his developmental growth. Also foster mother is employed full time, and need daycare assistance due to her work schedule.

If you have any questions please feel free to call. I can be reached at 312-222-3434 ext 333.

Sincerely,

D. QuessCaseworker

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

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

Eligibility 6 months

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Re: Jackie Thomas DOB: 02/19/1964

To Whom It May Concern:

This letter is to confirm that Jackie Thomas is a residence at Moms Cooperative Living Program located at 1856 E. Hobbo Blvd. Chicago, IL. 60622. She has lived at this location since November 13, 2007. CLP is a residential facility that houses young moms between the ages 18-22 and their children while focusing on structure for their lives and independent living skills. This program is a 2year program, that is a temporary housing.

Sincerely,

Jada Curry Residential Case Manager Moms Inc/CLP773-222-3333Acceptable

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MOMS INC.Service Plan Name: Jackie Thomas D.O.B. 02/ 19/1986 Date: 11/13/2007 Based on the assessment, the following problems /needs have been identified. The service plan identifies for each problem with services to meet each need. It is a collaborative effort with the participant.

Problem /Need: Participant will obtain state benefit assistance, attend a GED program to achieve a high school diploma._________________________________________________________________________

Plan of Service: Participant will get a referral from case manger______________________________________________________________________________________________________________________Staff Will : will assist as needed___________________________________________________________ Date Goal(s) Meet (Outcome) :_By 02/2008, GED completed, and have diploma, has enrolled in an employment training to study computers____________________________________________________

Program Supervisor signature

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

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

Eligibility 6months

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10-31-2007

Re: Julia ChildsDOB 12-20-2002DCFS# J8889879SS# 333-25-5555

To Whom It May Concern:

My name is Sandra Lopez, caseworker for Julia Childs. Please be advisedthat this child is currently a ward of the state of Illinois and currentlyresides in the foster home of Mary Jenkins. Their current address is 1638 N Mason, Chicago, IL. Ms. Jenkins is employed and her hours are from 9AM to 5PM, Monday through Friday, therefore child care is needed for Julia. It is anticipated this living arrangement will continue until child is adopted. If you have any questions or need additional information feel free to contact me at 312-564-2226 Monday through Friday 9:00AM to 5:00PM.Sincerely,

Sandra Lopez Case Worker Acceptable

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August 31, 2007

The Childrens PalaceAttn, Re-certification Department 4700 North Window Avenue Chicago, Illinois 60640

To Whom It May Concern:

This letter is regarding childcare services for Derrick Jones DOB11/16/2002. He is a foster child (DCFS ID N3470100) currently residing with Thelma Jones. Ms. Jones is employed and is in need of childcare.Derrick is a child in need of ongoing medical appointments and therapies.Ms. Jones is a dedicated foster parent who needs to receive childcare five Days per week. Feel free to contact me at (312) 949-4806 with any questions.

Sincerely,

Janet Jackson Child Welfare Specialist Not Acceptable

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

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Teen Ward Documentation:

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

Eligibility6months

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Memorandum To: Kathy Friendly, Coordinator From:Help Me, Parenting Teens Program Date:11/29/2007Re:Harriet Sanders DOB 11/22/1992 SS# 222-22-2222 The monthly income for Harriet Sanders is $570.00. The breakdown of her income is as follows: $105.00 for her daughter, $465.00 to cover food, clothing phone and transportation costs. In addition Harriet receives a housing subsidy that is worth $500.00. Ms. Sanders is a ward of the state (J9722065) and she receives her funds from DCFS.

Acceptable

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

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Note:

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

OPEN DCFS Intact Family Protective Services

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DCFS/NON DCFSSpecialized Therapeutic Program Client eligibility for Specialized/Therapeutic Child Care programs is basedon CYS selected agencies and the criteria as defined:

SN/T-Family eligibility for this program is based on Children who are between the ages of (6) weeks and six (6) years and is put at risk by these conditions are eligible. The mother professionally diagnosed with a mental illness e.g. schizophrenia, bipolar, recurrent depression, severe personality disorders.

IMRI-Day Care Infants through the age of 12months and children through the age of 12 years who are screened and determined to be medically or environmentally at risk, are the primary clients of this program:

The adversities endured by Day Care Home Program (DCH/P) infants are commonly attributed to the childs premature birth or low weight; circumstances of his/her teen and/or single mother having meager of no functional parenting skills, support system, experiences of child domestic, or substance abuse.

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

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

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

DCFS Foster Care = Foster parents are eligible for day care services during his/her working hours and travel time to and from their working location. If there are two foster parents in the home both foster parents must be employed. If there are two foster parents in the home and one is incapacitated, current documentation (not older than 60 days) from a licensed, certified, professional clinician must be submitted with the application, according to DCFS Office of Children. The case worker, from DCFS or a private agency that is contracted with DCFS, must specify in a letter the need for child care services, when Foster Parents are Employed or in school/training leading to employment.

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

Subsidized Adoption/Guardianship = Children 0-3 years of age are eligible for Employment Related Day Care when the parents are employed or in school/training leading to employment.

7.SN/Therapeutic = A program designed for specific conditions and needs of children and families.

8.IMRI = Formerly known as IMRI-(Infant Mortality Reduction Initiative Families with a future)

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FSS Child Care Eligibility Process

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Redesigned and documented processComplete ?No; RejectYesReject; Send request for informationScreen applicant for eligibilityAgency Review Submission for CompletenessIntake ClerkValidate information in IPACS Review ClerkEnter Eligibility DateEligible?Discrepancy?Yes; RejectNo; DenySend Notification of Eligibility30 day or 6 monthNoCheck queues for status, notes; take actionAgency Send deny reasonStamp date of applicationCorrected application must be within 10 business daysProgram AdminPerform quality spot checkReview ClerkFile caseRAI QueueIntake QueueReview RAI for Completion Complete ?YesNoReview ClerkApprove, reject, deny, cancel queue214563Enter COI and billing information

CCMIS Data EntrySupervise the processOK to ReviewPrepare the Agency to do their job Agency Mngt, FSS, IDHS0 78

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Prepare the agency to do its jobReinforce that delegate agencys role is to determine eligibility.Implement operational processes that ensure consistency and quality:Eligibility -- screening, quality assurance, checking queues and MYCOPA, redetermination remindersSite management, Site communicationEquip site staff with child care eligibility knowledge and experience:Policy, Process, SystemsResources and job aidsEnsure back-up and succession planning:Orientation materials and procedures for new staffSite director, program director, ED successionUtilize a variety of communication methods:Program, policy, procedure and systems updatesQuality metricsDeadlines and requirements

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Screen applicant for eligibilityApproach agency about child careEstablish need for child careDetermine if new, redetermination. transfer, shared, or COI, requiredCreate transfer case, shared case, or COI forms and documentationCreate 3455 and determine eligibility*Check queuesEnter/update 3455 into COPA and scan to IMEDGEParent applicantAgency staffAgency staffAgency staffAgency staffAgency staffParent does not work or go to schoolRefer to Head Start, if applicableTransfer case, shared case, AFC certificate, COICOI, Shared Case FormComply with RAI. notify parents, alert billing, create redetermination tickler, etc.Agency staffCalculate co-pay *** Reference policies** Use co-pay spreadsheet

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Review submission for completeness

Process steps:3455, check for required information:Scan is complete and readable3455 is COPA generated; there is a COPA family ID and COPA child IDHousehold number equals family members.3455 contains parent signature and date plus agency signature Income documentation or school documentationCo-pay worksheetIf incomplete, enter standard/boilerplate language in IMEDGE notes and reject case.If complete, FSS Review Clerks will begin IPACS review, on a FIFO basis, based on the stamp date of the application.

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

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Enter COI and billing informationProcess steps:If COI is for a change that does not affect eligibility; process the COI in CCMIS:TerminationChange of contact informationA change in activity number at the same agencyAdd a sibling at the same agencyNote that Agency should have updated COPA before sending the COIIf a 3455 or redetermination:Identify unique CCMIS records for the caseDesignate the case as new or redeterminationEnter or modify information, based on 3455Enter eligibility period note that this date will be confirmed during Process 4.0 -- IPACS Validation and Review process

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Validate in IPACS and review processProcess steps:Verify client name and check for SSNVerify parents and household in state data bases; verify RPY, if neededVerify income and employer or school in state data basesPrint screens and update IPACS checklistIf discrepancies, create RAI, using checklist and boilerplate language and send to delegate agency queue; create a 10-day tickler for the RAIIf verified, validate eligibility per policyIf eligible, approve the case, complete the checklist and enter the approval date and eligibility period into CCMISIf not eligible, deny/cancel the case and send the Deny/Cancel reason in IMEDGE

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

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Language for IMEDGE Notes - ExamplesIf there is household discrepancy, e.g., Mom and Dad in Household, Mom or Dad not listed as part of the household on the 3455 but listed in ACID, then enter the case note:Code 13/13 Mom and Dad in Household, Mom or Dad not listed as part of the household on the 3455 but listed in ACID. Please provide proof of 2nd parent income: 2 consecutive and current check stubs for the place of employment listed in the applicationIf paid in cash, a letter from employer verifying employment and incomeIf self-employed, most recent federal tax formAlso please recalculate and submit a new Co-pay Calculator Sheet.Policy: 01.03.01- Two Parent HouseholdIf AWVS indicates most recent quarter earnings are greater than wages reported on the 3455, then enter the case notesAWVS indicates most recent quarter earnings are greater than wages reported on the 3455. Please provide proof of income: 4 consecutive and current check stubs for the place of employment listed in the application. Policy: 01.02.02 Non-Exempt Income, 01.02.04 Income Calculation

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EvaluationsPlease take a moment to let us know about this session

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

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Refer to 3455 page 1Fields for both mailing and physical addressThis was added on the latest 3455 revisionsThis definition includes revised languageDefinition of 5 degrees from ACL websiteMonthly was calculated by Annual/12These will change according to HB294 if signedSee complete list in the handbookIf eligibility is based on MONTHLY, why do we figure ANNUAL at all?