Food Stamps Child Care: Regulatory, Policy & Procedural Changes Nancy Buczeskie Nancy Benson [email protected]@state.pa.us [email protected]@state.pa.us

Food Stamps Child Care:Regulatory, Policy & Procedural Changes

Nancy Buczeskie Nancy [email protected] [email protected]

(717) 772-0655 (717) 787-0273

mailto:[email protected]

mailto:[email protected]

7/6/2009 Office of Child Development & Early Learning(OCDEL)

22

TABLE OF CONTENTS hyperlink ******

• Unification******................................................... p. 8– Use of CIS ******............................................ p. 11– Use of PELICAN CCW ******......................... p. 12

• Acronyms ******.................................................. p. 15• New Cases in the CIS Inbox

– Child Care Request******............................... p. 22• FS & GA Child Care******................................... p. 25


33


• E&T Policy– Status Codes******........................................... p. 27– Requirements******......................................... p. 29– Good Cause******............................................ p. 33– Allowed ETP Activities******......................... p. 35– Special Allowances******............................... p. 38– Noncompliance******...................................... p. 40– Disqualification******...................................... p. 47– Redetermination******..................................... p. 53

• CIS Eligibility******............................................... p. 56

• Resources– OIM Web Intranet******.................................. p. 66– Online Training******...................................... p. 67


44


• Regulatory Changes– Authority to Administer Subsidy******......p. 69– Responsibilities******................................. p. 71– Definitions******......................................... p. 73– Provision of Care******.............................. p. 84– Multiple Cases******.................................. p. 89– Child Eligibility******................................. p. 93– Face-to-Face Requirements******............ p. 95– Suspended Subsidy******........................... p. 98– Verification Requirements******............... p. 101


55


• Regulatory Changes (cont’d)– Reporting Requirements******.....................................p. 103– Teen Parent Eligibility******....................................... p. 109– Highlights******........................................................... p. 113

• Enrollment Stabilization******.......................................... p. 115• Exceptions to Enrollment Stabilization******................... p. 119• Pushed Case******............................................................ p. 123

– Generating an Ineligible Notice******.........................p. 127• Pulled Case******.............................................................. p. 130

– Hierarchy: Child Care Program Selection******......... p. 131

– Exceptions to the Hierarchy Rules******....................p. 132– Considerations******.................................................... p. 133

• PELICAN CCW Page Ownership******........................... p. 138


66


• Assessing Enrollment Rules/Eligibility – System Failures******........................................... p. 141– User-Triggered Failures******............................. p. 149– Child Care Request******...................................... p. 151

• Changing Child Care Program******.......................... p. 156• Correspondence******................................................ p. 159• Sending Tracking Date Alerts to the CAO******....... p. 161• Confidentiality******................................................... p. 163• Client Advance Payment (CAP)******........................ p. 165

Unification


88

UNIFICATION

• The Department provides help with child care costs to eligible families who need care in order to go to work, attend school and/or participate in employment and/or training programs.

• “Unification” is the Department’s initiative to integrate services at the CCIS for ALL qualified families participating in the Subsidized Child Care program, regardless of the child care/eligibility program.


99

UNIFICATION (cont’d)

• Child care/eligibility programs include:1. Low-income (LI).2. Former TANF (FT).3. Head Start/Prekindergarten (HS/PK).4. Temporary Assistance for Needy

Families (TANF).5. General Assistance (GA).6. Food Stamp (FS).


1010

UNIFICATION (cont’d)

• Currently, families who are eligible for child care under the LI, FT or HS/PK program are served by the CCIS and families who are eligible for child care under the TANF, GA or FS program are served by the CAO.

• As a result of Unification, child care will be processed differently in CIS and in PELICAN CCW.

• CIS will continue to be used for eligibility determination for TANF, GA and FS child care.


1111

USE OF CIS

• The CAO will use CIS to:– Determine initial and continuing eligibility

for TANF, GA and/or FS and for child care related to these programs.

– Determine household composition, employment and training participation, income and financial eligibility.

– Process reported changes in household composition, employment and training, and income.

– Refer p/cs to the CCIS to receive help with locating quality child care and assistance in paying child care costs.


1212

USE OF PELICAN CCW• The CCIS will use PELICAN CCW to:

– Indicate immunization status.– Verify and indicate developmental age, as

appropriate.– Assess enrollment rules.– Gather provider data and create enrollments.– Assess co-payment and/or override/waive if

appropriate.– Process attendance invoices and issue child

care payments, include Client Advance Payments (CAP) as needed.

– Process enrollment and provider changes.– Offer R&R services as appropriate.


1313

• It will take teamwork and various offices, systems and individuals to effectively deliver child care benefits to the TANF, GA and FS populations

E&T

Liaison Policy

OCDEL

CCIS

OIM

CCMIS

CAOCIS

ACRONYMS


1515

ACRONYMS

Acronym

Meaning

CIS Client Information System

CAO County Assistance Office

EDP Employment Development Plan

E&T Employment & Training

ETP Employment & Training Program

FS Food Stamps


1616

ACRONYMS (cont’d)

Acronym

Meaning

GA General Assistance

MPP Maximizing Participation Project

OIM Office of Income Maintenance

MULTIPLE CASES


1818

MULTIPLE CASES

• A family may be eligible to receive child care under the FS child care program and a PELICAN CCW child care program (FT, LI, HS/PK)

• When a FT, LI or HS/PK case exists in PELICAN CCW and a FS case appears during conversion, there will be two separate cases in CCW; ONEONE case as a FS case and a SECONDSECOND case as a CCW case.

• When the PELICAN CCW case meets the work requirement, the CCIS will include hours/days of care during any unaccredited training occurring while the p/c is receiving FS and pay for ALLALL child care under the CCW case.


1919

MULTIPLE CASES• The CCIS MUST:MUST:

1. Close the FS case using the reason of “Voluntary Withdrawal.”

2. Add the relevant information pertaining to the unaccredited training as derived from CIS.

3. Contact the p/c to discuss the additional child care need and complete the Self-Certification form based on the discussion with the p/c.

4. Mail a copy of the Self-Certification form to the p/c for his/her records, NOTNOT for signature and return.

5. Pay for all care under the PELICAN CCW case.6. Generate a new Enrollment Summary and mail

copies to the p/c and provider.


2020

EXAMPLES (cont’d)

A single p/c family receiving child care under a PELICAN CCW case (i.e., FT, LI, HS/PK) for 20 hrs/week appears in the CIS Inbox during conversion and is receiving FS child care during unaccredited training for 10 hours/week.

1. Close the FS case using the reason of “Voluntary Withdrawal” and add the relevant information pertaining to the unaccredited training as derived from CIS.

2. Contact the p/c to discuss the additional child care need of 10 hrs/week.

3. Complete the Self-Certification form and mail a copy to the p/c for his/her records.

4. Pay for all 30 hrs/week of care under the PELICAN CCW case.

5. Generate a new Enrollment Summary and mail copies to the p/c and provider.

NEW CASES IN THE CIS INBOX


2222

CHILD CARE REQUEST• Requests for child care

– Case is pushed from CIS to PELICAN CCW – Client phones the CCIS office (pulled case)(pulled case)– Client walks into the CCIS office (pulled case)(pulled case)

• Requests for child care must be acted on– Within 5 calendar days of the date the case appears in

the CIS Inbox (pushed case), the CCIS must call the p/c.– Within 15 calendar days of the date the case appears

in the CIS Inbox (pushed case) or the date the CCIS pulled the case into the CIS Inbox

• Assess enrollment rules in PELICAN CCW• Written notice to client informing them of approval

or denial of child care request• Retroactive child care payment may be made for up to 60

days prior to the date the case appeared in the CIS Inbox.


2323

CHILD CARE REQUEST

• Contact the p/c to: – Obtain provider information – Collect child care schedule, immunization

information and developmental age (if appropriate)– Schedule F2F (within 30 days of appearing in the CIS

Inbox)• Set tracking date alerts:

– 5 calendar days5 calendar days - CCIS reminder to contact the p/c.– 16 calendar days16 calendar days – p/c must respond to the Welcome

Letter. If the p/c does not respond, generate an Enrollment Ineligible Notice as described on the next slide.

– 31 calendar days31 calendar days – F2F required. If the p/c does not attend the F2F or contact the CCIS to reschedule or claim hardship, generate an AA.

FS & GA CHILD CARE


2525

FS & GA CHILD CARE

• Child care payments are:– made to enable the parent caretaker to

participate in an approved unpaid activity only.

– issued for hours related to a P/C’s participation in an unpaid activity.

– There is no weekly hourly requirement in order to receive child care payments

• Families who are working only and receive FS and/or GA do not qualify for child care benefits through the GA or FS child care programs. – These families can be evaluated for child

care under the Low Income program.

E&T POLICY


2727

STATUS CODES

Status Type

Participation in a work activity

Mandatory Required

Exempt Excused due to a specific reason (i.e., verified physical/mental disability or a single p/c caring for a child under age 12 months)

Voluntary Is “Exempt” or has “Good Cause.” May qualify for child care payments while attending their activity, but may not be penalized under the cash and food stamp programs for non-participation.


2828

Status Codes (cont’d)

These codes are used to track FS clients currently participating in a work-related activity:

• 12 – Mandatory or Voluntary under TANF/GA program (work requirements under cash policy take priority over FS requirements)

• 30 – Mandatory • 40 – Voluntary

These codes can be found on the CQINDA screen in CIS.


2929

REQUIREMENTS

• P/Cs with a “Mandatory” or “Voluntary” E&T Status Code are referred to ETP to discuss the various work activities available to them.

• P/Cs may enroll in a CAO-approved unpaid activity.


3030

REQUIREMENTS(cont’d)

– ETP is the E&T program.– An EDP is completed for all P/Cs

receiving FS and participating in ETP.


3131

COMPLETION OF THE EDP

• Completed at the time of redetermination at a minimum.

• May be updated between redeterminations as needed.


3232

•See Handout EDP Example


3333

GOOD CAUSE

• A p/c may also claim Good Cause if they do not meet one of the specific exemptions.

• A p/c with Good Cause will still have a Mandatory E&T Status Code in CIS however a specific Good Cause code will also be present. These clients may volunteer in an approved work-related activity and therefore receive child care services.

• The Good Cause code may be viewed on the CQPREN screen in CIS, in the “CompRv/Appeal/Good Cause Status” field. A date should also appear in the “Good Cause Review Date” field. To access this screen, enter the screen name, county/record number and individual’s line number.


3434

GOOD CAUSE REASONS• Domestic Violence.• Disability, injury, impairment or illness of another

family member that causes the P/C’s inability to participate in a work activity due to the need to care for the family member.

• The p/c in a 2-p/c family who is caring for the child(ren) when the other p/c is meeting the hourly participation requirement for the 2-p/c household.– The CCIS will NOTNOT pay for child care in this

instance.• Other appropriate reasons as determined by the

CAO.– i.e., the p/c has an apartment fire and needs time

to look for other housing.


3535

ALLOWED ETP ACTIVITIES OPS040710OPS040710• On-the-Job Training (OJT) (Paid activity **)• Job Readiness/Job Preparation • English-as-a-Second Language (ESL)• Adult Basic Education (ABE)/Literacy• General Equivalency Diploma (GED)• Vocational skills training• Advanced degree program• Workfare (Paid activity **)• Work experience (Paid activity **)• Community service• Internship• Job Search

** Child care cannot be authorized under the FS program for Paid activities.


3636

ETP PARTICIPATION REQUIREMENTS OPS040710OPS040710

• FS clients may participate in self-initiated or contracted programs.

• If the FS client is enrolled in ETP through a contracted program, an Employment Development and Retention Plan (EDRP) is also signed with the contractor. The goals and steps outlined on the EDP and EDRP should not conflict with one another.

• Initial and subsequent activities and hours of participation are determined by the FS client’s individual goals and circumstances and, as appropriate, by the requirements of the contracted program, the requirements of the educational facility or training site, and the requirements found in FS Handbook section 535.5.


3737

ETP PARTICIPATION REQUIREMENTS (cont’d)

– All individuals determined “mandatory” must participate in the ETP to the extent required by the CAO.

– A mandatory participant is referred to the ETP unit, Job Center or other contracted provider to receive services such as job search, job placement, vocational training, remedial education, etc. (activities available to FS recipients are similar to those offered under the cash program).

– A mandatory participant must attend his/her activity according to the schedule agreed upon on the EDP.


3838

SPECIAL ALLOWANCES

• Special allowances are available to mandatory or voluntary ETP participants who are actively participating in an activity approved on their EDP. Some of the most commonly issued special allowances include:– Transportation – Vehicle purchase or repair– Clothing– Tools, equipment, books and supplies– Education/training registration fees– Operator fees (i.e., Driver’s License,

registration renewal, transfer fees for a vehicle purchase, etc.)


3939

SPECIAL ALLOWANCES (cont’d)

• The CAO may pay for transportation to and from the CCIS for any reason associated with child care enrollment.

– NOTE:NOTE: This will happen in rural areas.– EXAMPLES:EXAMPLES:

1. Perry County CAO clients must travel to Carlisle (Cumberland County) to the CCIS.

2. Susquehanna and Wayne counties’ CAO clients must travel to Scranton (Lackawanna County) to the CCIS.

3. Sullivan County CAO clients must travel to Towanda (Bradford County) to the CCIS.


4040

NONCOMPLIANCE

• When a case is pushed or pulled from CIS it is possible for a sanction to be in effect for any of the case members.

• If a sanction exists, information for each sanctioned individual will be displayed in PELICAN CCW on the “CAO Sanction/ Disqualification Information” screen.


4141

NONCOMPLIANCE OPS051205OPS051205

• When a p/c is under sanction but demonstrates compliance with the work requirement by attending the activity for 3 consecutive scheduled days, benefits may be restored.

• Child care is issued as needed or required to start the activity after the p/c agrees to participate by signing an updated EDP.

• Currently, the CAO has a workaround allowing payment to be issued to a p/c in “DS” status.

• PELICAN CCW, however, will NOTNOT recognize this case as eligible since the p/c is in “DS” status and therefore no child care payment may be made in these circumstances.


4242

NONCOMPLIANCE OPS051205OPS051205

• OIM DAPS is currently working on a way to show an eligible segment for these p/cs in CIS so that the case may be determined eligible for enrollment and child care payments may be issued from PELICAN CCW in the future. Until such an enhancement is implemented, child care payment WILL NOTWILL NOT be issued in these circumstances because the CCIS MAY NOTMAY NOT issue child care payments outside of CCW.


4343

NONCOMPLIANCE

• The eligibility status code for sanctioned individuals is DS.

• The “Sanction/Disqualification Details” field on the CAO Sanction/Disqualification Information screen in PELICAN CCW will display the reason for the sanction.

• The codes used in CIS that represent sanctions are listed on the next slide.

• The CIS sanction code may be found on CQBVAL screen for each case in which a client is under sanction.


4444

NONCOMPLIANCE: CIS CODES

Code

Noncompliance Issue

Occurrence

CC Program

21 E&T 1st TANF/GA/FS

22 E&T 2nd TANF/GA/FS

23 E&T 3rd TANF/GA/FS

24Apply/provide SSN

Any FS only

25 Quality control Any FS only

26Transfer

resourcesAny FS only


4545

NONCOMPLIANCE:

• A penalty is imposed on an individual who, without good cause, fails to comply with FS work participation requirements or comparable TANF program requirements.

• Only the household member who failed to comply is sanctioned.

• Sanction begins with the first month following the expiration of the Advance Notice, unless a fair hearing is requested.


4646

NONCOMPLIANCE: (cont’d)

• FS sanction periods:– 1st occurrence1st occurrence = ineligibility for one payment

month or until compliance, whichever is longer– 2nd occurrence2nd occurrence = ineligibility for three payment

months or until compliance, whichever is longer– 3rd occurrence3rd occurrence = ineligibility for six payment

months or until compliance, whichever is longer• NOTE:NOTE: If a sanctioned individual becomes exempt

from work requirements during the sanction period, the individual may be permitted to resume FS eligibility during the sanction period, if otherwise eligible.


4747

DISQUALIFICATION:

• Recipients of FS who commit intentional program violations (fraud) are disqualified from receiving FS benefits for the following periods:– 1st occurrence1st occurrence = disqualification for

12 months– 2nd occurrence2nd occurrence = disqualification for

24 months– 3rd occurrence3rd occurrence = permanent

disqualification


4848

DISQUALIFICATION:(Cont’d)

• Exceptions to length of the disqualification period:Exceptions to length of the disqualification period:– A court may specify the length of the disqualification.– Any individual found by a court to have used FS

benefits to buy illegal drugs will be disqualified for 24 months for the first offense and permanently for the second offense.

– Any individual found by a court to have used FS benefits to buy firearms, ammunition, or explosives will be disqualified permanently for the first offense.

– Any individual found guilty by a federal or state court of fraudulently misstating identity or residence to receive multiple FS benefits simultaneously is disqualified for 10 years.

– Any individual convicted of trafficking FS benefits of $500 or more is disqualified permanently.


4949

DISQUALIFICATION CODES

• The eligibility status code for fraud disqualification is DF.

• The “Sanction/Disqualification Details” field on the CAO Sanction/Disqualification Information screen in PELICAN CCW will display the reason for the disqualification.


5050

DISQUALIFICATION: CIS CODES

Code

Disqualification Issue

Occurrence

CC Program

01 Fraud 1st TANF/GA/FS

02 Fraud 2nd TANF/GA/FS

03 Fraud 3rd TANF/GA/FS


5151

DISQUALIFICATION: CIS CODESCod

eDisqualification Issue

Occurrence

CC Program

04Fraud; using FS for drugs

1st FS only

05Fraud; using FS for drugs

2nd FS only

06Fraud; trafficking > $500

Any FS only

07Fraud; misrepresent residence/ID for FS

Any FS only

08Criminal – fleeing felon/violating probation/parole

Any FS only

09FS used for weapon/ammo/explosives

Any FS only


5252

DISQUALIFICATION CODES

• CIS Disqualification Codes may be found on the CQBVAL screen for cases in which a client is disqualified.


5353

REDETERMINATION

• Child care eligibility is automatically assessed by CIS when a redetermination is completed for FS.

• A redetermination will come to PELICAN CCW as an update:– Locate case in the Update Inbox– CCW case should be in Redetermination

Mode– Assess eligibility rules in CCW


5454

REDETERMINATION PERIOD

• Partial review completed every 6 months for all cases except those with an elderly/disabled person or those receiving the Extended Food Stamp Benefit

• Paid (Earned and Unearned income) and other situations= Redetermination completed every 12 months

• Unpaid/Zero Income and other situations = Redetermination completed every 6 months

• Elderly/disabled households with no earned income = Redetermination completed every 24 months (Phone interview done at 12 months)

CIS ELIGIBILITY


5656

STATUS CODES:ELIGIBLE MEMBERS

• EB = Eligible Able Bodied Adult• EM = Eligible Member • EW = Eligible Able Bodied Waived

Adult


5757

STATUS CODES:INELIGIBLE MEMBERS

• DF = Disqualified for Fraud• DS = Sanctioned individual• NM = Non-eligible Member• NX = Not Requesting Benefits


5858

CIS Eligibility Module

• CIS will determine eligibility for each individual in a TANF/FS or GA budget.

• Each individual’s eligibility result will be displayed on the Child Care Summary Results screen (CQCCSR) in CIS.

• See sample CQCCSR screen on next slide.


5959


6060

CIS Eligibility Module• CIS will determine child care eligibility as follows:

– Identify a child who is• Under 13 or Under 19 with a disability• E member in TANF, FS, GA or J(SSI) budget• Has a P/C who has care & control of the child• P/C meets the following criteria

– P/C is one of the following eligibility statuses» TANF-ES or EP» GA- EA or EP» FS-EM, EW or EB

– P/C ETP code of 53, 54, 60 or 61 for TANF or GA

– P/C ETP code of 30, 40 or 71 for FS


6161

CQBUDG Child Care Indicator• If at least one child and one P/C meet all of

these criteria then the budget level child care indicator is set to Y

• Field on CQBUDG is CC Elig • Possible values are:

– N budget not eligible for child care – Y budget is eligible for child care

•CAO worker can push the case to PELICAN CCW by changing the Y to an R

•When CAO worker changes the Y to an R the PELICAN CCW indicator on CQCASE is set to P (push)


6262

CQBUDG

• CC Elig Field – N budget is not eligible for child care – Y budget is eligible for child care

•Y indicator can be changed to an R by CAO•This will push the case to PELICAN CCW

• See sample CQBUDG screen on next slide.


6363


6464

CQCASE

• PELICAN Code field indicates whether the case has been set up to be pushed during the night batch.

• The Code may be a “P,” “Y” or “N.”– “P” = Scheduled to be pushed to PELICAN

CCW during the night batch.– “Y” = Case is active, i.e. pending or open

in CCW, and will receive updates from CIS.

– “N” = Case is inactive, i.e. closed in CCW, and will not receive updates from CIS.


6565


6666

OIMWEB Intranet • OIM child care policy is located in

– Cash Assistance Handbook Chapter 183 for TANF •http://oimmanuals/bop/ca/183/Table%20of%20Contents.htm#P-1_0

– Cash Assistance Handbook Chapter 135 for GA•http://oimmanuals/bop/ca/183/Table%20of%20Contents.htm#P-1_0

– Food Stamp Handbook Chapter 535 for Food Stamp•http://oimmanuals/bop/fs/535/535-02.htm#P237_6250

http://oimmanuals/bop/ca/183/Table%20of%20Contents.htm#P-1_0




http://oimmanuals/bop/fs/535/535-02.htm#P237_6250

http://oimmanuals/bop/fs/535/535-02.htm#P237_6250


6767

ONLINE TRAINING

• Elearning modules-– TANF budget groups

http://164.156.53.247/e-learning/TANF%20Bud%20Groups/index.htm

– Food stamp Overview http://164.156.53.247/e-learning/FSOver/index.html

– Cash assistance handbook- TANF/GA budget groups http://oimmanuals/bop/ca/110/110_A.htm#P13_74



http://164.156.53.247/e-learning/FSOver/index.html

http://164.156.53.247/e-learning/FSOver/index.html

http://oimmanuals/bop/ca/110/110_A.htm#P13_74

http://oimmanuals/bop/ca/110/110_A.htm#P13_74

AUTHORITY TO ADMINISTER SUBSIDZED CHILD CARE § 168.3§ 168.3


6969

AUTHORITY

• Section added.• Allows the Department to delegate

to another approved entity, such as the CCIS, the responsibilities related to administration of the subsidized child care program.


7070

PHILOSOPHY

• The CCIS is NOT the eligibility agent. • CIS information rules for any CAO child care

program and related care.• The CCIS WILL NOT verify the accuracy of CIS

information.• The CCIS WILL have an “Open Door” policy with

regard to p/c report of change. – If a p/c reports a change that affects

eligibility, the CCIS will do everything possible to assist the p/c in reporting this change to the CAO via making a phone available to call the change center or faxing the verification to the CAO.


7171

RESPONSIBILITIES

• Verifying immunization status (Self-certification) and child developmental delay (as appropriate)

• Enrollment • Payment for Child Care• Co-payment• Assisting the p/c in reporting appropriate

changes to the CAO• R&R

DEFINITIONS § 168.2§ 168.2


7373

DEFINITIONS:EDP

• As defined in 55 Pa.Code Chapter 165.2 (relating to definitions).

• An individualized agreement with the Department that is completed by the Food Stamp recipient and is based on the individual’s skills and abilities.

• An EDP sets forth an employment goal with responsibilities and obligations to be undertaken by the individual to achieve that goal and the time frames within which each obligation is to be completed.

• The EDP describes services to be provided by the Department.


7474

DEFINITIONS:In-home Care

• Revised to reflect the definition used in Low-income & Former TANF policy.

• Child care provided by an individual who is specifically exempt from certification or registration under Chapters 3270, 3280 and 3290 (relating to child day care centers; group child day care homes; and family child day care homes) and who cares for a child in the child’s home.


7575

DEFINITIONS:Nontraditional Hours

• Revised to reflect the definition used in Low-income & Former TANF policy.

• Hours of child care provided to a child whose parent works on Saturday, Sunday or between the hours of 6 p.m. and 6 a.m.

• Policy Communiqué #06-05 Payment for Policy Communiqué #06-05 Payment for Nontraditional Hours of CareNontraditional Hours of Care– At least 3 hours of nontraditional care = NPT– At least 5 hours of nontraditional care = NFT


7676

DEFINITIONS:Provider Agreement

• Added to incorporate vendor payment for all providers as required by Low-income & Former TANF policy.

• A document signed by the child care provider in order to participate in the Department’s subsidized child care program.


7777

DEFINITIONS:Regulated Care

• Revised to reflect the definition used in Low-income & Former TANF policy and to reflect the requirements specified in § 3041.13 (relating to parent choice).

• Child care provided by a child care center certified under Chapter 3270, a group child day care home certified under Chapter 3280 or a family child day care home registered under Chapter 3290.


7878

DEFINITIONS:R/N Care

• Revised to reflect the definition used in Low-income & Former TANF policy and to reflect the requirements specified in § 3041.13 (relating to parent choice).

• Child care provided by an individual who is specifically exempt from certification or registration under Chapters 3270, 3280 and 3290 (relating to child day care centers; group child day care homes; and family child day care homes) and who cares for three or fewer children unrelated to the provider in the provider’s home.


7979

DEFINITIONS:Self-certification

• Added to reflect the requirement in 55 Pa.Code Chapter 3041 regarding verification of immunization or exemption from immunization.

• A written statement provided by the parent for the purpose of establishing verification of a child’s immunization or exemption from immunization.


8080

DEFINITIONS:Service Month

• Added to incorporate payment policies used for Low-income & Former TANF families.

• The calendar month during which child care services were provided.


8181

DEFINITIONS:Sleep-time

• Revised to reflect the definition in 55 Pa.Code Chapter 3041.

• Care provided for a child when the parent’s work shift ends between the hours of 12 a.m. and 9 a.m. in order to allow the parent time to sleep.


8282

DEFINITIONS:Vendor Payment

• Revised to incorporate vendor payment for all providers as required by Low-income & Former TANF policy.

• A child care payment made by the Department directly to a child care provider who has signed a Provider Agreement.

PROVISION OF CARE


8484

PROVISION OF CHILD CARE

• Payments are made:– For the hours the Head of the Household is

participating in a CAO-approved unpaid activity.

– During travel time to and from the work activity and child care provider. § 168.72(1)§ 168.72(1)

– Up to 10 consecutive days absence due to illness or vacation. § 168.72(2)§ 168.72(2)


8585

PROVISION OF CHILD CARE (cont’d)• Child care may occur as follows:

– Up to 30 consecutive days for breaks in approved unpaid activities if care would be lost. § 168.18(c)§ 168.18(c)

– During study time of 2 hours for each class hour of post-secondary education or job skills training that:• requires out of classroom preparation time; ANDAND• results in a degree or certificate; ANDAND• ISIS supervised and documented on time sheets.

– During an approved unpaid activity for a p/c in a 2-p/c family when the other p/c has a disability.

• There is no weekly hour requirement for participation in the unpaid activity in order to receive child care payments.


8686

PROVISION OF CHILD CARE (cont’d)• Care is NOTNOT permitted:

– When the parent/caretaker or stepparent is:• The provider caring for his/her own child(ren) or

other children during the hours/days when care is requested for his/her own child(ren).

• An owner/operator of a child care facility. § § 168.18(d)168.18(d)

– As a substitute for a publicly-funded educational program. § 168.18(e)§ 168.18(e)

– If the provider caring for the child(ren) is a member of the family composition as determined by CIS. § 168.19(2)§ 168.19(2)

– If the p/c is available to care for his/her child(ren) during the times care is requested.


8787

PROVISION OF CHILD CARE (cont’d)

• A family becomes ineligible for care when:– The child is not enrolled with an eligible

provider within 30 days following the request for care. § 168.18(g)§ 168.18(g)

– The child is absent for 10 consecutive service days. § 168.72 (2)§ 168.72 (2)

– § 168.21(c)§ 168.21(c)– The parent/caretaker does not return to the

unpaid activity following a break.– The parent/caretaker fails to meet the face-to-

face requirements. § 168.18(f)§ 168.18(f)

MULTIPLE CASES


8989

MULTIPLE CASES

• A family may be eligible to receive child care under a CIS child care program (TANF, FS, GA) and a PELICAN CCW child care program (FT, LI, HS/PK)

• In these circumstances, there will be two separate cases in CCW; ONEONE case as a CIS case and a SECONDSECOND case as a CCW case.

• When it is appropriate to provide child care to multiple cases, the CCIS MUSTMUST check the “Joint custody/Multiple cases checkbox.”


9090

EXAMPLES

1. A single p/c family receiving FS child care during training for 15 hours/week. The p/c begins working 15 hours/week in addition to training. The p/c’s training is accredited. There is a waiting list for LI.

• The p/c will continue to receive child care under FS during training hours ONLYONLY.

• The CCIS will create a LI case and the family will sit on the waiting list. When the case reaches the top of the waiting list, the FS case may be voluntarily closed and all of the family’s child care will be paid under LI.


9191

EXAMPLES (cont’d)

2. A single p/c family receiving FS child care during training for 20 hours/week, 10 hours are accredited and 10 are not. The p/c begins working 20 hours/week in addition to training. There is a waiting list for LI.

• The p/c will continue to receive child care under FS during training hours ONLYONLY.

• The CCIS will create a LI case and the family will sit on the waiting list. When When the case reaches the top of the waiting the case reaches the top of the waiting list, list, the FS case may be voluntarily the FS case may be voluntarily closed and all of the family’s child care closed and all of the family’s child care will be paid under LIwill be paid under LI.

CHILD ELIGIBILITY


9393

CHILD ELIGIBILITY § § 168.17168.17

• Is an eligible member of the budget group or household.

• Meets the age requirements.– Under 13 years of age.– Between 13 and 19 years of age with an

injury or impairment.• Is age-appropriately immunized or exempt

from immunization.

F2F REQUIREMENT


9595

F2F § 168.18(f)§ 168.18(f)

• The parent/caretaker will attend a F2F no later than 30 days following the request for care (date the case appeared in the CIS Inbox).

• The CCIS may grant an additional 30 days for the F2F if on or before the 30th day the parent/caretaker claims hardship.

• The CCIS may substitute a telephone contact if the F2F can not be scheduled without the parent/caretaker having to take time off from work.

• NOTE:NOTE: The 1-year waiver applies to TANF/GA/FS cases as well.


9696

F2F (cont’d)

• The CCIS will do the following at the F2F meeting:

1. Obtain photo identification of the p/c attending the F2F.

2. Review the Rights & Responsibilities form with the p/c and provide the p/c with a copy.

3. Offer R&R services and discuss quality child care options.

SUSPENDED SUBSIDY


9898

SUSPENDED SUBSIDY

• If a child is unable to attend child care for more than 10 consecutive service days, care will be suspended as follows:– For up to 13 days,For up to 13 days, during the AA period following

a child’s absence for 10 consecutive service days.– For up to 30 daysFor up to 30 days while the p/c:

•Selects a new eligible provider following notification that the current provider is ineligible.

• Is on break from an approved unpaid activity based upon the parent’s choice, which may include maternity leave.


9999

SUSPENDED SUBSIDY (cont’d)

– For up to 90 daysFor up to 90 days when:•The child is visiting the noncustodial p/c.•The child is ill or hospitalized, preventing the

child from participating in care.•The child is absent because of family illness or

emergency.•The provider is closed because of failure to

meet certification or registration requirements.• The child is no longer eligible for subsidized child

care if he/she continues to be absent following the appropriate suspension period (i.e., 13 days, 30 days or 90 days).

VERIFICATION REQUIREMENTS


101101

VERIFICATION

• Immunization § 168.51§ 168.51

– Self-certification• Child’s Developmental Delay § 168.43§ 168.43

– Written documentation from a physician or licensed psychologist

• Child Care Need– Self-certification

• F2F Extension– Self-certification

REPORTING REQUIREMENTS


103103

REPORTING

• Immunization Status if Pending 90 days– Self-certification

• Changes in Child’s Developmental Delay– Written documentation from a physician

or licensed psychologist

• Changes in Child Care Need– Self-certification


104104

WHAT MUST BE REPORTED TO YOU?

• Clients should report changes that impact child care to the CCIS such as:– Provider changes– Schedule changes– A change in the need for care.

•A DECREASEDECREASE may be self-certified.•An INCREASEINCREASE beyond the enrollment

stabilization rules must be substantiated by the CAO via an update from CIS, a revised EDP or collateral contact with the CAO


105105

PROCESSING A CHANGE

• Enter the new information regarding child care in PELICAN CCW.

• Process the change as you would process a change in any other case; GOING FORWARD GOING FORWARD ONLYONLY unless the change involves provider overpayment.– This would include assessing eligibility

when needed, enrolling children, discontinuing enrollments, creating new and/or modified schedules, creating enrollment summaries etc.


106106

WHAT MUST THE P/C REPORT TO THE CAO?

1. Change in demographic information (i.e., name, marital status)

2. Change in household composition (i.e., individuals moving in and/or out of household, newborns, deaths, incarcerations, etc.)

3. Change in address4. Change in employment (i.e., starting, ending,

hours or wages)5. Change in income (i.e., starting, ending,

amount)6. Change in training activities (i.e., starting,

stopping, attendance)7. Need for an increase in days/hours of care


107107

REPORTING A CHANGE TO THE CAO

• Use the agreed-upon protocol. • CAO enters any needed changes into

CIS. • Cases with changes from CIS appear in

the Update Inbox. Follow procedures in Processing a CIS Update.

TEEN PARENT ELIGIBILITY


109109

TEEN PARENT ELIGIBILITY• Teen parent eligibility requirements are

very different from the LI requirements we are used to under Chapter 3041.

• Teen parents MAY NOT be eligible for care under the TANF/FS/GA programs although circumstances mirror those of teen parent who would be eligible under Chapter 3041.

• PELICAN CCW is designed to reflect eligibility as obtained from CIS.– There are many intricacies associated

with the eligibility determination for teen parents receiving TANF/FS/GA.


110110

TEEN PARENT ELIGIBILITY• If the EB or EW is participating in an approved unpaid

work activity BUT the teen parent is NOT attending school (either ELECT or non-ELECT program) or an approved GED program, the budget group is NOT eligible for child care because the teen parent is available to care for the child.

• If the EB or EW IS participating in an approved paid work activity ONLY, the budget group is ineligible for child care regardless of whether the teen parent is in school (either ELECT or non-ELECT program) or an approved GED program.

• Example: The EB or EW is participating in an approved paid work activity ONLY and the teen parent is in school (either ELECT or non-ELECT program) or an approved GED program. In this case, the budget group is still NOT eligible for child care under the FS child care program because the EB or EW is not participating in an approved unpaid activity.


111111

TEEN PARENT ELIGIBILITY

• When the budget group is not eligible for FS child care and the teen parent meets the LI eligibility requirements (i.e., is attending an approved educational program), the teen parent and teen’s child may be eligible for LI child care. The teen parent’s child will be placed on the waiting list unless the CCIS has funds available through a teen parent set-aside. When switching a teen parent from the FS child care program to the LI child care program, the CCIS must obtain the verification that can not be obtained from CIS only. The CCIS may NOT require the teen parent to complete an Application.

HIGHLIGHTS: Differences between 3041 & 168


113113

What are the Differences?

CCIS Regulation; 3041 CAO Regulation; 168

Waiting List for LI No Waiting List

Teen Parents – Family on own

Teen Parents – Budget composition

Maternity Leave = 84 days Maternity Leave = 30 days

Family Leave = 90 days Family Leave = 30 days

Job Loss = 13 (vol.) & 60 (invol.)

Job Loss = 30 days

Suspended Subsidy =90 days for many reasons

Suspended Subsidy =90 days EXCEPTEXCEPT §§3041.21(4), (6), (7) & (8)

ENROLLMENT STABILIZATION RULES


115115

ENROLLMENT STABILIZATION

• Enrollment hours = 30 hours are used for enrollment


116116

ENROLLMENT STABILIZATION (cont’d)

• The p/c may self-certify the days/hours care is needed (i.e., increase or decrease) within the total.– ExampleExample

•Enrollment hours = 30 hours; p/c may self-certify need for 30 or less than 30 hours depending upon need. If p/c self-certifies a need for only 15 hours/week, the CCIS may establish the enrollment(s) for 15 hours/week. If the p/c later wishes to use the entire 30 hours/week, the CCIS may increase the hours for the enrollment(s).


117117

ENROLLMENT STABILIZATION (cont’d)

• If the p/c indicates an increased need for care (days/hours), the CCIS must direct the p/c to contact the CAO worker to discuss the increased need.

• An increase in days/hours of care will only be An increase in days/hours of care will only be processed upon receipt of an update from CIS, a processed upon receipt of an update from CIS, a revised EDP or collateral contact with the CAO.revised EDP or collateral contact with the CAO.

• If the p/c indicates an increased need for care (hours only) due to travel to and from activity, the CCIS may increase the number of hours to meet the p/c’s need.

• Note an increase in days/hours of care related to Note an increase in days/hours of care related to travel in the case comments.travel in the case comments.

EXCEPTIONS TO ENROLLMENT STABILIZATION RULES


119119

WHEN SHOULD THE ENROLLMENT BE MODIFIED?

1. When the CCIS receives information from the CAO that indicates the number of days/hours of care should be increased or decreased.

2. When the p/c self-certifies a decrease in the need for care within the number of hours for which the family has been determined eligible.


120120

Acceptable Verification

Employment Development Plan (EDP). Collateral contact with the CAO

confirming the increased need. An update from CIS indicating an

increased need beyond the enrollment stabilization rules.


121121

Acceptable Verification:EDP

1. It must be dated within the past 30 days.2. It contains the following information at a at a

minimumminimum: The employment, training or education begin

date. The name of the employer, training or

education institution or representative. The number of hours the p/c is expected to

work or participate in training or education. The signatures of the p/c and a CAO

representative.

PROCESSING A PUSHED CASE


123123

Processing a Pushed Case

• A pushed case is a case that is requesting care.

• The client must be notified in writing via a client notice within 15 days of the day the case lands in the CIS Inbox whether they are eligible or ineligible.

• Day one for the 15 days is the day the case lands in the CIS Inbox.


124124

Processing a Pushed Case (cont’d)

1. Review CIS Inbox dailydaily.2. If there is any missing information (i.e.,

training ONLY) ANDAND the p/c does not submit an AMR or EDP:

Call or email your CAO Contact in an attempt to obtain the missing data via a CIS update.

3. If there is any missing information (i.e., training ONLY) ANDAND the p/c submits an EDP:

Enter the missing data as indicated on the EDP that was submitted by the p/c.


125125


4. Contact the p/c within 5 dayswithin 5 days from the date the case appeared in the CIS Inbox.

Document unsuccessful attempts to contact the client in the paper case file or in the case comments in CCMIS as appropriate.

If the p/c DOES NOTDOES NOT contact the CCIS the case will close that night during the batch.

If the p/c DOESDOES contact the CCIS, the CCIS MUSTMUST reopen the case with continuous eligibility.


126126


Upon contacting the client review demographic case information. If there is a change in the information see Processing a TANF/GA/FS change of information processing.

Obtain the following:1. Provider information.2. Collect child care schedule3. Collect immunization information.4. Collect developmental age of child if needed.

Schedule face to face interview. 5. Assess and confirm eligibility within 15 dayswithin 15 days from

the date the case appeared in the CIS Inbox.


127127


6. If the client does not have an eligible provider, inform the client they have 30 days (from the date the p/c is notified his/her provider is ineligible) to select a provider and report this to the CCIS office. If the client does not select a provider within 30

days, as stated above, they are ineligible for child care. Remove the request for care using “Child not Enrolled,” click save, assess and confirm eligibility.

7. Complete the face-to-face interview. Rights and Responsibilities. Quality care issues discussed. Resource and referral services.


128128

Contact with the p/c

1. Discuss need for care based on enrollment stabilization rules.

2. Discuss provider selection.• If no provider has been selected explain that

child must be enrolled within 30 days from the date the p/c was notified that the provider is ineligible.

• Discuss quality child care options. • Discuss the face-to-face requirement and

schedule a face-to-face interview within 30 within 30 daysdays from the date the case appeared in the CIS Inbox.

PULLING A CASE


130130

When do I Pull a Case?1. When a p/c appears in the office WITH AN WITH AN

EDPEDP and requests child care but the case has not yet been pushed.

2. When one CIS cc program closes and another opens (i.e., FS ends and TANF opens).

3. When a pushed case consists of two budget groups and some of the children included in the budget are ineligible after the initial assessment of enrollment rules.

• See Hierarchy for Child Care Program on the next slide.


131131

Hierarchy: CC Program1. TANF2. FS3. GA4. Former TANF5. Head Start/Prekindergarten6. LI

If there is a question regarding the hierarchy, the CCIS should always choose the child care program that would best meet the p/c’s needs.


132132

Hierarchy Exceptions: Examples

A FS p/c with an unpaid activity is receiving FS child care. TANF is opened and the child care program is changed from FS to TANF. The p/c gets a job and TANF closes, but the p/c continues to receive FS and is eligible for FS child care.

• The hierarchy dictates use of FS child care program, but FT would better meet the p/c’s need because the p/c could receive care during the days/hours he/she attends both training and work.


133133

CONSIDERATIONS• Check CIS to determine if client is receiving TANF/

GA/FS.– Complete a CIS inquiry:

• County/Record number inquiry• SSN inquiry• Name Inquiry

– Check PELICAN CCW to determine if client has a case. • Search the CIS inbox for the client.• Complete a regular client search in CCW.

– If client receives TANF/GA/FS but does not exist in does not exist in CCWCCW,, CCIS staff pulls the case from CIS.

– Once the case is pulled from CIS, follow the policy and procedures in Processing a Pushed TANF/GA/FS Processing a Pushed TANF/GA/FS


134134

FS TO TANF

• The CCIS will use the hierarchy to determine when to voluntarily close one CIS cc program and create a new case for another CIS cc program by pulling a case.


135135

FS TO TANF:Example #1

• P/C has been receiving child care under the FS cc program since 10/1 and the CCIS receives an update on 11/1 that FS benefits will end effective 11/30. The CCIS also receives an update that TANF benefits will begin 11/15.

• The CCIS will voluntarily close the FS case effective 11/15 and pull the TANF case.


136136

FS TO TANF:Example #2

• P/C has been receiving child care under the FS cc program since 10/1 and the CCIS receives an update on 11/1 that TANF benefits will begin 11/15.

• The CCIS will voluntarily close the FS case effective 11/15 and pull the TANF case.

PELICAN CCW PAGE OWNERSHIP


138138

•See Handout posted under “Training Materials.”

ASSESSING ENROLLMENT RULES/ELIGIBILITY


140140

When can a CIS case Fail?

• Enrollment rules:– System triggered– User triggered


141141

System Failures

• CIS ineligibility.• Case and/or individuals ineligible.• P/C not enrolled in an Unpaid activity.• P/C has an active sanction.• Child has an active sanction.• Child is older than 13 with no disability.• Gap between CIS eligibility segments


142142

CIS INELIGIBILITY: P/C MOVING• The CAO ends eligibility in the future when notified a

p/c is moving to another county. In these situations:1. Pay provider #1 (current county) THROUGH THE THROUGH THE

DAY PRIOR TO THE DATE OF THE FAMILY’S DAY PRIOR TO THE DATE OF THE FAMILY’S MOVEMOVE and discontinue/end the enrollment as of the date of the family’s move.

2. Pay provider #2 (county where p/c has moved) BEGINNING THE DATE OF THE FAMILY’S MOVE BEGINNING THE DATE OF THE FAMILY’S MOVE THROUGH THE DATE THE CAO CLOSES THE CASETHROUGH THE DATE THE CAO CLOSES THE CASE and discontinue/end the enrollment as of the date of the CAO closes the case.

• See example on the next slide.


143143

EXAMPLE: P/C MOVING• The p/c notifies the Dauphin CAO and/or the

Dauphin CCIS on 10/10 he/she is moving to York county on 10/15 and will continue the current unpaid activity or will begin a new unpaid activity on that date of the move. The family is receiving care from provider #1. The p/c actually moves on 10/15 and begins taking the child to provider #2 in York while attending his/her new work activity. The Dauphin CAO closes the case on 10/20.

1. Pay provider #1 (current county) THROUGH THROUGH 10/1410/14 and discontinue/end the enrollment as of 10/15.

2. Pay provider #2 (county where p/c has moved) BEGINNING 10/15 THROUGH 10/20BEGINNING 10/15 THROUGH 10/20 and discontinue/end the enrollment as of 10/21.


144144

CIS INELIGIBILITY: Retroactive• There will be instances in which the CAO ends

eligibility in the past for FS cases or instances in which eligibility ends in the past due to timing when processing FS cases in the CIS Inbox or processing updates to cases. In these situations:

1. Call the provider IMMEDIATELY UPON IMMEDIATELY UPON RECEIPT OF THE UPDATERECEIPT OF THE UPDATE and explain that the CCIS will pay from the date FS eligibility ended until today.

2. Do NOTNOT end the current/active enrollment(s).

3. Change the Child Care Program from FS to LI ON THE DAYON THE DAY the update is received from CIS indicating past ineligibility.


145145

CIS INELIGIBILITY: Retroactive (cont’d)4. Assess and confirm eligibility.

• If the case does not pass during the eligibility If the case does not pass during the eligibility assessment, override case eligibility using the assessment, override case eligibility using the reason of “Department Mandate” and enter a reason of “Department Mandate” and enter a note “Department Mandate.”note “Department Mandate.”

5. Suppress/cancel the Eligible Notice.6. Change the funding program for the

enrollment(s) to LI.7. Pay the provider through today ONLYONLY.8. Uncheck cc request using the reason “Voluntary

Withdrawal.” PELICAN CCW will close the case during the night batch.


146146

CIS INELIGIBILITY: Future End Dates• The CAO will end eligibility in the future, in some

instances, for a FS case. The future end date will be between 2 and 14 days in the future. In these situations:1. Discontinue/end the current/active enrollment(s)

using the reason “OIM Program Termination.” This process will result in a Stop Letter specific to this situation (i.e., not including the 30-day time period to locate another provider).

2. Call the p/c and provider to inform them that care will end effective the date of the OIM program termination.

3. Print locally and mail the Stop Letter to the p/c with a copy to the provider.


147147

CIS INELIGIBILITY: Future End Dates• IF AN UPATE IS RECEIVED FROM CIS IF AN UPATE IS RECEIVED FROM CIS

THAT REMOVES THE FUTURE END THAT REMOVES THE FUTURE END DATE:DATE:– The CCIS MUSTMUST call the p/c and

provider immediately and explain the care will continue uninterrupted.


148148

P/C AND/OR CHILD SANCTION• IF A CASE IS PUSHED FROM CIS THAT CONTAINS IF A CASE IS PUSHED FROM CIS THAT CONTAINS

A TANF AND FS BUDGET GROUP AND THERE IS A A TANF AND FS BUDGET GROUP AND THERE IS A SANCTION:SANCTION:– The CCIS MUSTMUST assess enrollment rules under

each child care program according to the hierarchy.

– The CCIS WILL NOTWILL NOT confirm eligibility until enrollment rules have been assessed under each child care program.

• Under certain circumstances a TANF p/c and/or child may be sanctioned under TANF but remain eligible for child care under the FS program.


149149

User Triggered Failures• DO NOTDO NOT enter “N/A” in the following verification fields:

– Employment & Wage.– Self-employment.– P/C Disability.– Child Disability.– Teen Parent Education.– P/C Training.

• Child Care Request Screen.– Immunization & Immunization Verification.– Reason Ending Care.

• DO NOTDO NOT update Failure Reason Codes on the Eligibility Results screen EXCEPT WHEN OVERRIDING ELIGIBILITY TO EXCEPT WHEN OVERRIDING ELIGIBILITY TO GENERATE AN INELIGIBLE NOTICE AS DISCUSSED ON SLIDES GENERATE AN INELIGIBLE NOTICE AS DISCUSSED ON SLIDES #200 AND #231.#200 AND #231.


150150

Failure: Reason Ending Care• Additional reasons for Low-Income and

Former TANF families.– Parent is Owner/Operator– Publicly funded Educational Program Available– Parent Available to care for child

• Reasons for TANF, GA and FS cases only.• Reasons will be mapped to the case as

appropriate and will reflect appropriate regulatory language.– 55 Pa.Code Chapter 3041 = LI/FT– 55 Pa.Code Chapter 168 = TANF/GA/FS


151151

Failure: CC Request PGM = Program TGR = Trigger Y=Yes M=No Notice S=Notice

CARE END REASONCIS CCMIS

PGM TGR

PGM

TGR

Moved out of household Y M; NO NOTICE

Change in custody Y M ; NO NOTICE

Lost appeal Y M ; NO NOTICE

90 days suspended subsidy Y S; AA

Child not enrolled from waitlist Y S; AA

Disqualification (6, 12, perm.)Y M; (Ineligible)

Y S; AA

Parent receiving TANFY M; (Ineligible)

Y S; AA


152152


PGM TGR PGM

TGR

Ineligible providerY M;Ineligib

le

Y S; AA

Provider included in Budget Gp.Y M;Ineligib

le

Y S; AA

Provider is stepparentY M;Ineligib

le

Y S; AA



153153



PGM

TGR PGM TGR

Co-pay exceeds cost of care Y SS; AA Y SS; AA

Delinquent co-pay Y SS; AA Y SS; AA

Child not enrolled Y SS; AA Y SS; AA

10 day absence Y S ; AA Y S ; AA

Failure to return from break Y S ; AA Y S ; AA

Parent is owner / operatorY

M;Ineligible

Y M;Ineligible

Y S ; AA Y S ; AA

Publicly funded ed. Prog. available

YM;Ineligibl

eY M;Ineligible

Y S ; AA Y S ; AA


154154



PGM TGR PGM TGR

Face to face requirements Y S ; AA Y S ; AA

Parent Available to careY M;

IneligibleY M;

Ineligible

S ; AA S ; AA

No Need for CareY M;

IneligibleY M;

Ineligible

Y S=AA Y S=AA

Worker ErrorY M;

NO NOTICEY M;

NO NOTICE

Voluntary withdrawalY M;

NO NOTICEY M;

NO NOTICE

CHANGING CHILD CARE PROGRAMS


156156

Acceptable Changes in CC Program

• The following are the only allowable circumstances for changing the cc program:– TANF to FT back to TANF– FT to Head Start/Prekindergarten back to

FT– LI to Head Start/Prekindergarten back to

LI– Head Start/Prekindergarten to FT– Head Start/Prekindergarten to LI


157157

Unacceptable Changes: CC Program

• The CCIS MAY NOTMAY NOT simply change the cc program in the following situations:– Received an update that a FS or GA case

has a paid activity.– A FT case does not contact the CCIS to

request care within the 183-day period.– A FT case fails and reapplies outside of the

183-day period.

• The CCIS MUSTMUST use the reopen process.

CORRESPONDENCE


159159

TYPES

• Client Advance Payment Summary• Confirmation Notice• Enrollment Eligible• Enrollment Ineligible• AA (ALL ARE SYSTEM-GENERATED)(ALL ARE SYSTEM-GENERATED)

– REMINDER:REMINDER: THE CCIS THE CCIS SHOULD NOTSHOULD NOT UPDATE FAILURE REASON CODES FOR UPDATE FAILURE REASON CODES FOR TANF/GA/FS CASES. TANF/GA/FS CASES. (SEE HANDOUT (SEE HANDOUT posted under “Training Materials”)posted under “Training Materials”)

• Welcome Letter

SENDING TRACKING DATE ALERTS TO CAO


161161

POLICY

• Mark as “High” priority.• Keep the verbiage short and to the

point.

CONFIDENTIALITY


163163

POLICY

• THE CCIS THE CCIS WILL NOTWILL NOT USE THE USE THE CONFIDENTIAL FUNCTIONALITY CONFIDENTIAL FUNCTIONALITY FOR ANY CASE UNTIL DIRECTED BY FOR ANY CASE UNTIL DIRECTED BY THE OCDEL.THE OCDEL.

• The OCDEL is working with OIM to resolve issues related to accessing TANF/GA/FS case information once the confidentiality indicator is set.

CLIENT ADVANCE PAYMENT


165165

PROVISION

•A CAP may be used when a p/c must start an activity or employment and the child care provider requires payment in advance in order to care for the children.

•Available for TANF, GA and FS Clients only•Limited to an amount equivalent to cost for 5 days of care, although PELICAN CCW will allow up to 43 days

•Payment issued to provider – unless care is provided in the client’s home


166166

ISSUANCE

• A CAP may be issued if ALL ALL of the following criteria are met:

1. The provider does not currently and has not in the past, had a CCIS agreement andand

2. The provider is unable to meet with the CCIS to sign the agreement andand

3. The provider is willing to provide the needed information to be entered into PELICAN CCW and comply with the CareCheck requirement and and

4. The provider requires an Advance Payment in order to begin caring for the children andand

5. The p/c needs child care in order to participate in a paid or unpaid activity


167167

PROVIDER REQUIREMENTS• HAS NEVER HADHAS NEVER HAD a CCIS Provider Agreement• Requires advance payment in order to begin caring

for the child(ren)• Must supply basic provider information and sign a

Client Advance Payment (CAP) Request– The CAP Request may be mailed, faxed or given

to the provider.– If the p/c appears in the CCIS office and states

the need for a CAP, the CAP Request may be given to the p/c for completion by the provider.

– NOTE:NOTE: A CAP WILL NOTWILL NOT be processed until the CCIS receives a CAP Request signed by the provider.

• Must agree to come into the CCIS and sign a Provider Agreement within 30 days


168168

ENROLLMENT REQUIREMENTS• Must begin today or in the future• Provider meets all provider requirements

for CAP• If provider is R/N:

– Care may be provided in p/c’s home if the circumstances meet all in-home requirements OROR

– Care may be provided in the provider’s home


169169

ENROLLMENT REQUIREMENTS• If provider fails to sign a CCIS Provider

Agreement, the CCIS MUSTMUST:1.Suspend the enrollment effective 31 days

after initial enrolled effective date with a reason of Provider Noncompliance - Agreement

2.Print locally the Stop Letter and mail it to the p/c with a copy to the provider to inform the p/c the he/she has 30 days to either get the original provider to sign an agreement or to select a different eligible provider

3.Create a new enrollment in PRE status to allow the p/c 30 days to locate a new eligible provider


170170

PAYMENT REQUIREMENTS• The check MUSTMUST be delivered as follows:

– Mailed to the payee•The CCIS MUSTMUST sign the CAP Summary form and

indicate the date the check was mailed to the payee.

– Handed to the payee•The CCIS MUSTMUST verify the identity of the payee

prior to handing over a check, in person, to the payee.

•The payee MUSTMUST sign the CAP Summary form.• If the care is in-home care, the payee MUSTMUST be the

p/c.


171171

ENROLLMENT CHANGES

• During the life of the CAP enrollment, funding program and provider transfers ARE NOTARE NOT permitted.

• A new enrollment must be created if the child requires a funding program change or transfers to a new provider.

• Changes to a child’s schedule WILL WILL AFFECTAFFECT the CAP.


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RETROACTIVE CHANGES

• CAP enrollment MAY NOTMAY NOT be created in the past.

• Retroactive status changes are permitted, but the enrolled status date can only be moved back to the pre-enrolled status date.


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ALTERING THE CAP AMOUNT• Changes to the CAP amount SHOULD SHOULD

ONLYONLY be made when the amount of the check cut to the provider is different from that amount entered in PELICAN CCW.

• If an additional CAP is made to a provider for the child, a new CAP period and amount should be added.– NOTE: DO NOT alter the existing CAP NOTE: DO NOT alter the existing CAP

amount.amount.


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Client Advance Payments (cont’d)• What if…

– CAP is issued but child never attends with provider who requested CAP•Contact the payee and explain the requirement

to return all or a portion of the CAP, as appropriate.

– CAP is issued for provider #1, but child actually attends provider #2•Begin second enrollment effective the date after

which the last CAP was issued.•For first enrollment, discontinue effective the

date after which the last CAP was issued.• NOTE:NOTE: If provider #1 returns the CAP to the

CCIS, enrollment with provider #2 may be effective the date of the original enrollment with provider #1.


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Client Advance Payments (cont’d)• What if…

– CAP is issued, client attends but care is suspended or discontinued prior to the end of the month; provider never returns the attendance invoice• Partial payment (CAP) has been

issued, but PELICAN CCW will not “see” it as a payment until the invoice is processed through to Payment Requested/Paid


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Client Advance Payments (cont’d)• Steps to take in processing the invoice through to

Payment Requested/Paid when an invoice was NEVERNEVER received:

– Process the associated provider invoice by entering the “received date” equal to 60 days after the Attendance Invoice was originally sent or 7/31 for June

– Zero-out the schedules for all enrollments during the invoice service period so the invoice amount is equal to $0• REMEMBER THAT YOU MAY NEED TO OVERRIDE REMEMBER THAT YOU MAY NEED TO OVERRIDE

THE CO-PAYMENT TO $0, AS APPROPRIATETHE CO-PAYMENT TO $0, AS APPROPRIATE– Add a provider comment indicating the conditions

under which the invoice was processed


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RECOUPMENT

• Advance Payments can only be recouped from a provider invoice containing the child for whom the advance was entered and up to the amount owed for that child on that invoice.


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Questions?

Documents

Food Stamps Child Care: Regulatory, Policy & Procedural Changes Nancy Buczeskie Nancy Benson [email protected]@state.pa.us [email protected]@state.pa.us