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IDHS Child Care Assistance Program

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Title: IDHS Child Care Assistance Program


1
IDHS Child Care Assistance Program
  • An Overview of Eligibility, Policy, Process
    Systems

FSS Fiscal Training April 6-8, 2009
2
PRESENTER
  • Bryant Askew, Supervisor
  • CCAP Eligibility Division
  • 1615 West Chicago Ave.
  • Chicago, Il 60622
  • Ph 312-743-0775
  • Fax 312-794-2095
  • Bryan.Askew_at_cityofchicago.org

3
  • IDHS
  • - Child Care Assistance Program
  • - Quality Enhancement Projects
  • DCFS (SPECIAL CASES)
  • - Protective Day Care
  • Special Day Care
  • - Foster Care Day Care

4
IDHS CHILD CARE ASSISTANCE PROGRAMCCAPTwo
Delivery Systems
  • Certificates for legal child care providers
  • Site Administered Contracts
  • Includes CDFSS

5
Child Care Assistance Program
  • A Look at CCAP Policies and Procedures

6
On-Line Program Handbook
  • The Child Care Program Handbook is now on the
    Internet.
  • Link on COPA
  • dhs.state.il.us/ts/ChildCareDevelopment/ccd/manual
    /

7
The Basics of CCAP Eligibility
  • Residency
  • Income
  • Service
  • Child

8
Reasons for Child Care Assistance
  • Employment
  • TANF Education/Training
  • TANF Education/Training Employment
  • Non-TANF Education/Training

9
Section 01.01.01Eligibility CriteriaResidence
  • All families must live in Illinois
  • The application MUST show a physical home address
  • Not a Post Office Box
  • If they live in an abuse shelter, this must be
    noted
  • A separate mailing address may also be used

10
Section 01.01.02Family Composition
  • Who may apply for the Child Care Assistance
    Program?
  • Parents or other relatives
  • Childs custodial parent
  • Childs biological parent
  • Childs adoptive parent
  • Childs stepparent
  • Legal Guardian
  • Relative within the fifth degree of kinship

11
The fifth degree of kinship
  • These relationships to the child do not need
    legal guardianship to apply
  • Mother/Father
  • Stepparents
  • Adoptive Parents
  • Grandmother/Grandfather and Greats
  • Aunt/Uncle and Greats
  • Brother/Sister
  • Niece/Nephew
  • First Cousins and First Cousins once removed
  • Your Cousins child

12
Family Means . . .
  • The Applicant
  • Parent or guardian as already defined
  • Their spouse
  • Their biological, adoptive or step children
  • Under 21, living in the home

13
The Applicant MAY include . . .
  • Other persons related to the applicant
  • By blood or law to the applicant or their spouse
  • Living in the home
  • Dependant on the family for more than 50 of
    support

14
The Applicant MAY include . . .
  • A child of the applicant or spouse
  • Under 21
  • Dependent on family for more than 50 of support
  • Full-time student away from home
  • Has not established legal residence outside of
    home

15
Family Member with no SSN
  • Policy 01.01.02 has been updated as of 12/1/05
  • Family members whose SSN are not provided on the
    application must
  • Be found on the IPACS system living in the same
    household
  • OR
  • Provide additional identification documentation
    as stated in policy
  • OR
  • Not be counted in the family size number

16
Family Member with no SSN
  • If additional documentation is provided, it must
    confirm that the person in question meets the
    definition of Family Member in section 01.01.02
  • Related by blood or marriage
  • Lives in the applicants household (except as
    noted in policy)
  • Dependant on the applicant for more than 50 of
    their support (where applicable per policy)

17
Childs Citizenship
  • The citizenship status of each child, enrolled in
    a child care only program, for whom care is
    requested must be verified
  • A child enrolled in a Head Start or Pre-K
    collaboration is exempt from the verification
    requirements
  • Eligibility will not be denied based on a child's
    citizenship status. 
  • Illinois will continue to extend services to
    non-citizen children and will pay for these
    services with state dollars.

18
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 applicant shall attest to the citizenship
    status of each child by completing page 7 of
    the child care application.  If the child is a
    qualified alien, the parent must provide the
    alien registration number and supporting
    documentation and
  • The applicant must declare under penalty of
    perjury and possibly subject to later
    verification of status, that the child is a U.S.
    citizen, U.S. non-citizen national or qualified
    alien. The parent's signature on page 11 of
    the child care application that includes the
    child for whom care is requested is sufficient to
    meet this criteria.

19
Section 01.03.01Two Parent Households
  • In a household where both parents are present,
    the applicant must be unavailable due to at least
    one of the following reasons
  • Employment
  • Education/Training (either TANF, Non-TANF or Teen
    Parent)

20
Eligibility CriteriaTwo Parent Households Cont.
  • The second parent must be involved in employment,
    approved education/training or one of the
    following

21
Physical or Mental Health Problems or
Participation in a Substance Abuse Program
  • Documentation must be gathered at time of
    application and each redetermination and include
  • Programs or Doctors letterhead
  • Name of the person under care
  • A description of the disability/program
  • Signature of physician, psychiatrist or other
    licensed health care provider
  • Statement of how disability prevents employment
    and care of child(ren)
  • Projected length of incapacitation

22
Military service away from home
  • Obtain a copy of orders from the appropriate
    branch of the military
  • Include any allowances, including clothing and
    housing, when calculating income
  • Include the parent in the family size, even when
    away from home

23
Boyfriends and Girlfriends
  • This also includes the unmarried boyfriend or
    girlfriend of the applicant if they are the
    parent of any of the children in the household
    and live with the family
  • It does not include boyfriends and girlfriends
    that are not parents of any of the children

24
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.

25
Section 01.02.01Income Guidelines
  • State law requires that child care eligibility
    income limits be no less than 185 of the Federal
    Poverty Level (FPL).
  • The new income limits are set at 200 FPL.
  • Guidelines will be updated once a year
  • Applicants are responsible for providing income
    verification

26
Income Guidelines
  • Family Size Monthly Income
  • Effective
    4/1/2008
  • 2 2,334
  • 3 2,934
  • 4 3,534
  • 5 4,134
  • 6 4,734
  • 7 5,334
  • 8 5,934

27
Section 01.02.01Income Guidelines
  • All adults included in the family size must
    provide income documentation if they are employed
  • Maintain all income documentation chronologically

28
Income Types to Include for All Family Members
  • Gross wages and salary
  • From family members 19 and older
  • Net income from self-employment and farming
  • From family members 19 and older
  • Pensions and Annuities
  • Dividends
  • Interest
  • Alimony

29
Income Types to Include for All Family Members
Cont.
  • Subsidized Guardianship payments from DCFS
  • Travel, clothing and housing allowances
  • Unemployment compensation
  • Monthly adoption assistance
  • Workers compensation
  • Veterans pensions
  • Public Assistance
  • Child support
  • SSI and SSA
  • TANF
  • Subsidized adoption payments from DCFS
  • Americorp payments
  • Tips Bonuses

30
Section 01.02.03Exempt Income
  • Do not include these types of income received by
    family members
  • Earned income from employment from family members
    under 19 (unless they are the client)
  • Money received from the sale of property, unless
    that is their job
  • Educational loans
  • Tax refunds

31
Note
  • If an APPLICANT is 19 or younger (such as a teen
    parent in high school), their earned income DOES
    count, since they are a CLIENT instead of a CHILD
    of the family

32
Exempt Income Cont.
  • Do not include these types of income received by
    family members
  • Inheritances or insurance payments
  • Food Stamps or donated foods
  • DCFS foster care board payments
  • Grants and scholarships for educational purposes
  • Energy grants or allowances
  • Travel reimbursement
  • Lottery winnings
  • Gifts

33
Other Amounts
  • Child support paid out by a family member is
    deducted from total family income
  • The amount of housing assistance is asked for on
    the application, but is not added or deducted
    from family income

34
Section 01.02.04Income Calculation
  • Eligibility is based on monthly gross income and
    is determined on a prospective basis
  • Income calculations must take into account all
    earned and unearned income included in the
    non-exempt income list for all people counted in
    the family size

35
Self Employment Income
  • All earnings paid in cash that taxes are not
    withheld
  • Based on net earning instead of gross
  • Self-employment income is not to fall below 0

36
Allowable Self-Employment Deductions
  • Expenses to cover these, and other costs of
    self-employment may be reduced from the gross
    earnings amount
  • Purchase of inventory/stock replacement
  • Interest on loans for capital assets
  • Salaries for employees
  • Space rental
  • Advertising

37
Non-Allowable Self-Employment Deductions
  • Expenses to cover these, and other costs of
    self-employment may not be reduced from the gross
    earnings amount
  • Personal transportation
  • Personal business costs
  • Depreciation
  • Meals

38
Income Verification
  • Staff may call employers to verify documentation
    when the client provides
  • Employment Verification Letters
  • Employment and Income Verification forms
  • Computer printouts
  • Any documentation that is questionable
  • In order to protect confidentiality, only give
    the employer relevant information

39
Section 01.03.02Employment
  • Child care hours must be REASONABLY RELATED to
    the hours the parent is at work or school
  • Documentation must be submitted to support the
    need for child care
  • This includes employment verification
    documentation

40
Documentation for Employment Pay Stubs
  • An applicant must supply two most recent and
    consecutive pay stubs for all family members 19
    years and over
  • In order to determine if they are the most
    recent, refer to
  • The date the application is received and
  • How often the person is paid

41
Documentation for Employment Pay Stubs
  • Review information on stubs
  • Confirm employer name, address
  • Confirm employee name, marital status
  • Compare number of hours worked, schedule and
    hourly wage with application
  • Confirmation of Unemployment payments is NOT
    employment verification.

42
Computer Printouts
  • A computer printout is acceptable when a pay stub
    may not be available if it
  • Is on letterhead or has company logo
  • States the name of the client
  • States the rate of pay
  • States the number of hours worked per week and
    when they occur (schedule)
  • Is signed by the employer
  • Includes the employers FEIN or SSN Not required

43
Verification Letters
  • An employment and income verification letter is
    only acceptable if
  • The client has not worked at a job long enough to
    receive two check stubs
  • The client is paid in cash and taxes are taken
    out by the employer
  • The client MUST provide check stubs if the
    employer issues them and they have worked long
    enough to be paid.

44
Computer Printouts and Letters from Employers
Will
  • Be approved for three months, if eligible
  • Be redetermined during the third month of
    eligibility
  • Be required to submit check stubs at that time or
    a new letter from the employer
  • If check stubs are submitted at that time, the
    case will be approved for six months

45
Documentation for Self-Employment
  • A Copy of the most recent, signed federal income
    tax return (1040) AND all schedules and
    attachments
  • After April 15 of each year, only the tax return
    for the previous year is acceptable
  • The client must provide a copy of a receipt if
    the return was filed electronically

46
Note
  • Not 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

47
Documentation for Self-Employment
  • If a tax return is not available for any reason,
    a monthly statement of earnings and expenses must
    be submitted until a tax return is available
  • Form IL 444-2790, Self-Employment Record
  • A clients own records showing income and
    expenses

48
Documentation for Self-Employment
  • Income verification letters must include
  • The name, address, phone number and FEIN or SSN
    (not required) of the person completing the
    letter
  • Dates the work was completed or if it is on-going
  • Type of work performed
  • Rate of pay
  • Schedule

49
Documentation for Self-Employment
  • When a client provides income verification
    letters
  • They cannot fill it out themselves
  • If eligible, the case is to be approved for three
    months
  • If the client can provide federal tax returns,
    approve them for six months

50
Documentation for Self-Employment
  • Clients submitting Self-employment records other
    than tax returns
  • Will be approved for three month intervals until
    a federal tax return is available
  • Will be approved for six month intervals once the
    tax return is submitted
  • Must provide the most recent months records at
    each redetermination

51
Documentation for Self-Employment
  • If a client is working under contract, obtain a
    copy of the contract as documentation
  • If eligible, approve the case for up to six
    months or to the end of the contract period,
    whichever is less

52
Section 01.03.03Education and Training
  • Three types of Education and Training
  • TANF recipients
  • Non-TANF recipients
  • Teen parents

53
TANF Education and Training Programs
  • Activities include, but are not limited to
  • Work First/JOBS Advantage
  • Substance Abuse Counseling
  • Job search
  • GED
  • ESL

54
TANF Education and Training Programs
  • One of the following documents must be submitted
    by the client
  • Responsibility and Service Plan (RSP)
  • Referral for Employment
  • Change/Progress Report
  • Contact Report
  • All clients that are working must submit their
    two most recent and consecutive pay stubs

55
Responsibility and Service Plans (RSPs)
  • Goal is to move clients toward self-sufficiency
  • Plans developed by caseworker and client
  • Caseworkers responsibility to monitor activity
    and set requirements
  • Including work requirements, if any

56
More on RSPs.
  • Staff will confirm activities on the State
    computer system (IPACS)
  • If eligible, the case will be approved for up to
    six months, or the length of the program,
    semester or quarter, whichever is shortest
  • The case will then be redetermined

57
Non-TANF Education and Training Programs
  • Types of programs eligible
  • Below post-secondary education
  • Non-degree occupational/vocational training
  • Two-year/Four-year college degree

58
Non-TANF Below Post Secondary Education
  • Adult Basic Education (ABE)
  • English as a Second Language (ESL)
  • High School
  • General Equivalency Degree (GED)

59
Non-TANF Non-degree Occupational/Vocational
  • Prepares a client for a specific job
  • Registered Nursing
  • Heating and Air Conditioning repair
  • Radiology Technician
  • Usually results in a Certificate of Achievement
    or Completion
  • May result in an Associates or Bachelors Degree
  • All Associate in Applied Science degree programs
    are Vocational training

60
Non-TANF Two-year/Four-year College Degree
  • Education for several different types of work
  • Computer Science
  • Biology
  • English
  • Up to first Associates or Bachelors degree
  • No Masters degree

61
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

62
Non-TANF Two-year/Four-year College Degree
Online Courses
  • On-line college courses do not qualify if
    performed in the home, unless
  • A parent attending an on-line course from home
    may be eligible if all of the following are met
  • The class is offered only at a regularly
    scheduled time. (i.e. 1100 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.

63
STUDY TIME
  • Study time must be requested and does not include
    study performed at home
  • Study time is not to exceed 1 hours per credit
    hour and must be outside the home
  • When possible, study periods should be arranged
    around regularly scheduled classes in order to
    provide a consistent and uninterrupted routine
    for the child(ren) in care.
  • Study time shall not be granted to add additional
    days of care.

64
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
1100 p.m. to 700 a.m.) care may be authorized
during daytime hours in order to sleep if all
other income and eligibility requirements are
met.
65
Teen Parents
  • Eligible for child care to work and/or attend
    high school or GED
  • Up to age 20

66
Teen Parents
  • No work requirement
  • If eligible, approve for the length of the
    grading period or six months, whichever is less
  • Only income from the teen and second parent (if
    present) is counted

67
Note
  • Earned income from employment for a teen under
    the age of 19 is only counted when they are the
    applicant for a child care case.

68
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

69
Section 01.04.01Age of Child
  • Children are eligible through the entire month of
    their 13th birthday unless they
  • Have physical incapacities,
  • Have mental incapacities or
  • Are under a court order
  • This will allow the child to be on the program
    until 19 years of age

70
Age of Child - Documentation
  • Appropriate documentation for a child over 13
    must
  • Be on letterhead,
  • Collected with the application and with each
    redetermination
  • Include a written description of disability or
    court order
  • Must be signed by a physician, psychiatrist or
    other licensed health care provider
  • Court orders must be signed by a judge

71
Age of Child Documentation Cont.
  • All documentation must include
  • The name of the child
  • Information about the disability or court order
  • Explanation of how the child is incapable of
    self-care

72
Section 01.04.02School Age Children
  • Definition
  • A school age child is a child who turns five on
    or before September 1 and is enrolled in
    kindergarten
  • OR
  • A child who is 6 to 12 years of age and is
    enrolled in school

73
School Age Children
  • Child(ren) enrolled in grades 1 through 12 are
    not eligible
  • During regular school days
  • For services which they receive academic credit
    toward graduation
  • For instructional services that supplant or
    duplicate the academic program of public or
    private school.

74
School Age Children Cont.
  • School age children are eligible
  • During non-school hours
  • If the care schedule is reasonably related to the
    clients work/education hours
  • On days that school is not in session

75
Section 2Eligibility Determination
  • Application Process
  • Establishing Eligibility
  • Collaboration
  • RAI
  • Notification of Eligibility
  • Redetermination
  • Grace Periods
  • Medical/Maternity Leaves
  • Canceling a Case
  • Co-Pay
  • Attendance Exemptions

76
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.

77
Payment for child care services to eligible
parents may begin
  • If care was provided at the time and all
    eligibility factors are met on either
  • the date of the parent's signature on the 3455
    or
  • ten days prior to the stamped date of receipt by
    the Department (FSS) or its agents, whichever is
    later
  • or
  • On the date the child care provider actually
    begins providing child care services, if the
    application is received in advance of services
    being provided and all eligibility factors are
    met

78
APPLYING FOR CHILD CARE
  • A completed COPA generated 3455, including
  • ?? A COPA family ID number or COPA child ID
    number
  • ?? The household size equals the number of family
    members listed in the application
  • ?? Service Activity - Work and/or school
    information and hours listed
  • ?? Parent signature
  • 2. Documentation for work (2 most recent
    consecutive pay stubs, Income Letters ) or school
    (Schedule/Grades)
  • 3. Co-Pay Worksheet
  • 4. Additional Supporting documentation
  • 5. A complete and readable IMEDGE scan

79
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.

80
02.02.01Establishing Eligibility
  • Length of Eligibility
  • Six month maximum
  • Less than six month if
  • RSP is for less time
  • Education term
  • Paid in cash
  • Letter instead of pay stub
  • Self-employed
  • Longer than six months if family is part of a
    Collaboration program

81
Cash Paid Employment
  • A client paid in cash may be granted a six-month
    eligibility period if the client is still working
    for the same employers after their initial
    3- month eligibility period.

82
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

83
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.

84
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.

85
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.

86
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.

87
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.

88
CCAP COLLABORATION
  • Clients that are self-employed will have to be
    re-determined every three months, unless they
    submit signed tax returns.
  • If the tax return was submitted electronically,
    the client must provide a copy of the receipt in
    the absence of a signature.
  • If this is not done, the case may be cancelled

89
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.

90
CCAP COLLABORATION
  • Current Process and System
  • CYS staff will with approved collaboration cases,
    in IMEDGE, attach the standard approval note with
    the full year eligibility period. In addition,
    to the DATE (CCMIS Termination date) that the
    client must show proof that they are still in a
    approved service activity, if applicable.
  • CYS staff, in CCMIS, will make sure that client
    has full year eligibility.
  • If applicable, insert a termination date based on
    when the new income documentation or school
    information is needed.
  • Any change in the services activity will result
    in a cancellation and the client must re-apply.

91
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92
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93
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.

94
02.02.02Request for Additional Information
  • FSS 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.

95
02.02.02Request for Additional Information
  • The information requested must be returned within
    ten (10) business days
  • If ignored, a notice to cancel or deny the
    application within ten business days will be
    sent, allowing an additional ten (10) business
    days for the missing information to be returned
  • If no response again, the case will then be
    denied or canceled.
  • If returned with partial information, a second
    request will be sent allowing an additional ten
    (10) business days for the missing information to
    be returned. Provided you are still within 30
    days from the first RAI sent.

96
02.02.02Request for Additional Information
  • If the applicant submits the requested
    information later than 10 business days but
    within 30 days from the date on the Request for
    Additional Information, FSS will process the
    original application that was completed and
    submitted by the parent. The eligibility date is
    based on policy 02.02.01

97
02.02.02Request for Additional Information
  • If the client submits the requested information
    after 30 days from the first request, the Child
    Care Application must be resubmitted.
  • New eligibility date will be established based on
    the date the resubmitted application, with all
    documentation is received.

98
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 Information
  • Approval of Request for Child Care
  • Notice to Deny/Cancel Request for Child Care
  • Denial/Cancel of Request for Child Care

99
02.02.03Notification of Eligibility Determination
  • FSS 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.

100
02.03.01Redetermination
  • Policy Statement
  • Eligibility for each family must be
    redetermined at least every six (6) months except
    for parents who are

101
02.03.01Redetermination
  • Policy Statement contd
  • Enrolled in an education or training program that
    lasts less than six months
  • Approved by a Responsibility and Service Plan
    that indicates the activity lasts less than six
    month
  • Provides a letter instead of a pay stub /
    Self-employed
  • The child(ren) are participating in an approved
    Headstart or Pre-K Collaboration program

102
02.03.01Redetermination
  • Documentation requirements are the same as for
    initial application

103
02.03.01Redetermination
  • If the Rede is received more than 30 days after
    the expiration of the current eligibility, FSS
    will follow procedures in 02.02.01 Establishing
    Eligibility
  • There will be a lapse in eligibility. Eligibility
    will not be retroactive or continuous

104
02.04.01Grace Periods
  • Loss Of Employment/Strike
  • Parent must request grace to look for job
  • Up to 30 calendar days from last date of work (90
    days for a Collaboration case)

105
02.04.01Grace Periods
  • Semester Breaks
  • Continue a case up to 30 days between college
    grading periods if the client indicates they will
    return the next period
  • Must submit grades showing cumulative 2.0 GPA or
    better
  • Must submit schedule/registration information

106
02.04.01Grace Periods
  • College Graduation
  • A grace period to extend eligibility for 30
    calendar days after graduation from college to
    enable the client to look for employment has been
    added.

107
02.05.01Medical Leaves
  • Policy Statement
  • Child care services during a medical or
    maternity leave are available to current clients
    only
  • Leaves are allowable for up to 6 weeks with two
    types of proper documentation

108
02.05.01Medical Leave
  • Documentation from doctor must include
  • Clients name, diagnosis and prognosis
  • Projected length of leave
  • Statement that client is unable to work
  • Statement that client is unable to care for
    children
  • Letter from employer that the client has a job to
    return to

109
02.05.01Medical Leave
  • Co-payments are to be adjusted using income from
    the leave period and will go into effect the
    first day of the following month
  • Send client a Redetermination two weeks prior to
    end of leave
  • Process according to 02.03.01
  • If Rede is not returned, cancel with 10-day
    notice
  • Extensions beyond 6 weeks must be approved by IDHS

110
02.05.01Maternity Leave
  • For medical complications associated with
    pregnancy prior to delivery, place the client on
    medical leave
  • Letter from Dr must include date of delivery and
    date released for work
  • Letter from employer stating client has a job to
    return to

111
02.05.01Maternity Leave
  • Co-payments are to be adjusted using income from
    the leave period
  • Changes in co-payments are effective the first of
    the month following the beginning of the leave
  • Send client a Redetermination two weeks prior to
    end of leave
  • Process according to 02.03.01
  • If Rede is not returned, cancel with 10-day
    notice

112
Grace Periods Leaves
  • Grace Periods and Leaves need to be requested.
  • Grace Periods and Leaves are for active clients
    only.
  • Delegate Agencies have to contact their assigned
  • FSS/CCAP supervisor to submit the request.
  • Submit all necessary documentation for approval

113
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.

114
02.07.01Canceling an Active Case
  • As soon as a family is determined ineligible, FSS
    will issue a Notice to Cancel request for child
    care giving a 10 business day notice. This
    includes a case being redetermined

115
04.02.01Co-payments
  • All participants must share in the cost of child
    care EXCEPT
  • Child Care RPY cases
  • Cases that fall under active military duty policy

116
Assessing the Co-payment
  • Co-payments are based on
  • Calculated monthly income
  • Family size
  • Number of children in care
  • The child care schedule
  • The preponderance of full-time or part-time

117
Preponderance of Care
  • The care schedule (full time or part time days)
    which is required MOST FREQUENTLY during the
    month
  • There is no hours per week calculation to
    determine full time or part time care schedules

118
Assessing the Co-payment Cont.
  • There are 4 co-payment indicators to use based on
    the preponderance of full-time or part-time care
    needed
  • Indicator A - when all children are approved for
    full time care (Chart A)
  • Indicator B - when all children are approved for
    part time care a preponderance of the time (Chart
    B)
  • Indicator C when one child is full time and
    others each have a preponderance of part time or
    school age days (Chart C)
  • Indicator D when 2 or more are full time and
    the rest are part time (Chart A)

119
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)

120
Co-payments and Multiple Providers
  • Only one provider will be assigned the
  • co-payment
  • The provider who collects that co-payment will
    have the assessed amount deducted from their
    payment
  • The provider not collecting the co-payment will
    be paid the full amount by the State

121
Co-payments and Multiple Providers
  • If one provider is a Site and the other is
    certificate, the site will collect the co-payment

122
Co-payments and Multiple Providers
  • If all providers are Sites, the one collecting
    the highest amount from the State will collect
    the co-payment
  • Each Site will obtain a copy of each others
    approval notices for their files

123
Co-payments for Partial Months
  • If service begins any day other than the first
    day of the month or ends on any day other than
    the last day of the month
  • Base the co-payment on the number of weeks the
    case is active, not to exceed the monthly amount
  • If the child(ren) attend one day of a week, the
    full weeks co-payment is to be assessed

124
Changes in Co-payments
  • Co-payment amounts should be re-assessed when
  • The number of children in care changes
  • The number of hours a child is in care changes
  • Income changes by 20 or more
  • A redetermination is processed
  • The family size changes

125
Changes to Site Co-payment Amounts
  • Issue the parent a Change of Information (COI)
    form
  • Recalculate the co-payment
  • The change will take effect the first day of the
    following month

126
Co-payment Collection
  • Providers are required to collect the assessed
    co-payment amount
  • They are to keep records of collections
  • Providers may follow fee collection policies they
    have for private pay clients

127
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

128
04.02.01Co-payments
  • School age children only needing care for full
    time days on days school is out are to be
    assigned a full time co-payment
  • If the client inquires, they may chose to drop
    that child from the CCAP case and private pay for
    the days care is needed, lowering their
    co-payment.

129
04.02.01Co-payments
  • The parents decision must apply for the entire
    approval period
  • School-age children cannot be added and deleted
    on a monthly basis
  • A school age child can be added to a case during
    the summer months

130
04.03.01Additional Child Care Costs
  • IDHS will not pay for the following fees
  • Registration or enrollment fees
  • Summer camp activity fees
  • Recreation fees
  • Field trips fees
  • Activity fees
  • Late fees
  • Tuition

131
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

132
Vacation For Licensed Centers Only
  • If a parent is on vacation five consecutive days
    in a week and the child is not going to the
    provider
  • The co-payment amount may be reduced by one week
  • Eligible days must also be reduced by 5 days
  • The parent must notify the center prior to the
    vacation

133
Illness For Licensed Centers Only
  • If a child is ill or hospitalized five
    consecutive days and does not go to the provider
  • The co-payment amount may be reduced by one week
  • Eligible days must also be reduced by 5 days
  • The parent must provide written notification
    within 10 business days

134
Vacation/Illness Co-payment Adjustments for Sites
  • Reduce eligible days on the billing by five
  • Reduce the co-payment amount by one week
  • Indicate the reason for the reduction by the
    child(ren)s name on the billing

135
Center Closures
  • If a licensed center is closed for five
    consecutive days
  • Reduce the eligible days by five
  • If there is no cost to the State during the time,
    the co-payment may be reduced
  • If the State pays for another provider, there
    will be no reduction in co-payment

136
04.01.01General Guidelines
  • Child care must be reasonably related to approved
    activity
  • Parents choose provider, payments subject to
    appropriate rules
  • Parents are responsible for providing all
    required documentation

137
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

138
Section 07.01.01 Confidentiality
  • Information is not to be used
  • Commercial
  • Personal
  • Political
  • Use information only for
  • Eligibility
  • Providing client resources
  • DCFS investigations
  • Child care payments/provider information

139
Section 07.01.01 Confidentiality
  • Client gives written consent to release
    information to outside sources by signing page 7
    of the application (page 6 of redetermination)
  • My signature is my consent and authorization for
    information to be released to the Illinois
    Department of Human Services or its agents that
    may establish my eligibility or my continued
    eligibility for the Child Care Program.

140
Client Certification
  • I understand the information provided will be
    checked using State databases, and if
    inconsistencies are discovered, the processing of
    my application may be delayed or denied.

141
DCFS Special Case
  • The purpose of the Illinois Department of
    Children and Family Services contract is to
    provide developmentally appropriate day care for
    DCFS and Non DCFS clients who are eligible for
    day care services in accordance with DCFS day
    care eligibility policies.

142
Specialized Child Care
While the fundamental objective for all CYS child
care programs is to provide services to children
daily in a safe, nurturing environment that
fosters their healthy social, emotional, physical
and intellectual development, it is through the
CYS Specialized Child Care component that special
cases/special needs of enrolled children and
families are addressed. The following are the
most often used categories for Special Cases with
no Co-Payment
  • Incapacitated Adult (DCFS and Non DCFS
    Clients)
  • Special Needs (Child with disability)
  • Non-DCFS Social Service Referral
  • DCFS Foster Child- (Employment/Training
    Related)
  • Child of Teen Ward- DCFS Client
  • Subsidized Adoption/Guardianship (Age 0-3
    Only)

143
Incapacitated Adult Single /Two -Parent Family
Single/Two-Parent Family in which the parent has
a disability that substantially impairs the
parent(s)/guardian(s) ability to manage the daily
care for his/her child without assistance.
144
Incapacitated Adult Documentation
  • On letterhead stationary (preferably typed) by
    the Physician, Psychiatrist or other licensed
    practitioner.
  • The name date of birth of the caretaker(s)
    parent(s) or guardian(s) who is (are) disabled.
  • The nature of disability, including the physical
    limitations and onset date of disabling condition
    along with scheduled appointments and
    medications.
  • The length of time the disability is expected to
    last, including whether the condition is
    temporary or permanent.
  • Recommendation on why child care be provided
    during the period of disability.
  • Eligibility
  • Collaboration - 1year
  • Child Care - 6 months

145
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146
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147
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.
148
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

149
  • To Whom It May Concern
  • This letter of support is regarding Ms. Jessica
    Jail son Joseph Jury. Joseph is a 2 year and 10
    month old boy diagnosed with chronic kidney
    disease, Joseph has been hospitalized several
    times at CYS Memorial Hospital to deal with his
    kidney disease. Joseph requires frequent visits
    to the doctor to monitor his kidney function and
    to keep him stable.
  • Joseph is care by his mother Ms. Jessica Jail.
    She also care for her seven year old daughter.
    Given that Joseph requires medication on a
    regular basis, plus medical follow-up, this place
    a lot of responsibility on Ms. Jail.
    Unfortunately, her 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., LCSW
  • Social Worker
  • Division of Kidney Disease

Acceptable
150
January 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. Quess Caseworker
Not Acceptable
151
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.
152
Non-DCFS Social Service Referral Documentation
  • Must include an evaluation of the current
    child/family situation and need for the children
    to receive child care service.
  • The printed/typed name, location, telephone
    number and signature of the professional making
    the referral must be on the letter/evaluation
  • A description of the family situation, including
    all names, birth dates legal guardianship for
    each child needing child care, current living
    arrangement/whereabouts of all pertinent family
    members and all problems and planned
    resolution(s), short term and long term must be
    provided.
  • A recommendation that child care is necessary to
    correct specified problems(s).
  • An indication that continued casework services
    (including and explanation of who (name and
    agency name), what specific services and
    anticipated time frame of services that will be
    provided to the family that is typed or legible.
  • Eligibility
  • 6 months

153
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/CLP 773-222-3333
Acceptable
154
  • 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

155
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156
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
157
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

158
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159
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160
  • 10-31-2007
  • Re Julia Childs
  • DOB 12-20-2002
  • DCFS J8889879
  • SS 333-25-5555
  • To Whom It May Concern
  • My name is Sandra Lopez, caseworker for Julia
    Childs. Please be advised
  • that this child is currently a ward of the state
    of Illinois and currently
  • resides in the foster home of Mary Jenkins.
    Their current address is
  • 1638 N Mason, Chicago, IL. Ms. Jenkins is
    employed and her hours are
  • from 9AM to 5PM, Monday through Friday, therefore
    child care is needed
  • for Julia. It is anticipated this living
    arrangement will continue until child is
  • adopted. If you have any questions or need
    additional information feel
  • free to contact me at 312-564-2226 Monday through
    Friday 900AM to 500PM.
  • Sincerely,

Acceptable
161
  • August 31, 2007
  • The Childrens Palace
  • Attn, Re-certification Department
  • 4700 North Window Avenue
  • Chicago, Illinois 60640
  • To Whom It May Concern
  • This letter is regarding childcare services for
    Derrick Jones DOB
  • 11/16/2002. He is a foster child (DCFS ID
    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,

Not Acceptable
162
Child of DCFS Teen Ward
The child of a teen DCFS ward (in foster care) is
not the foster child however the teen parent is a
ward (in foster care) until the teen becomes 21
years old or is emancipated through the Cook
County Juvenile Court(Judge) which can be before
the teens 21st birthday.
163
Teen Ward Documentation
  • An original letter from DCFS or the contracting
    agency, stating that the teen parent is in school
    and or is employed/in training and child cared is
    needed.
  • The letter must also list the teen parents DCFS
    case ID number, Social Security number, a copy of
    the birth certificate for each child and the case
    workers name, agency name and phone number
  • In addition, documentation from the
    school/training program/employer
  • Eligibility
  • 6months

164
  • Memorandum
  • To Kathy Friendly, Coordinator
  • From Help Me, Parenting Teens Program
  • Date 11/29/2007
  • Re 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
165
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166

SUBSIDIZED ADOPTION/GUARDINSHIP
This 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.
  • 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.

167
OPEN DCFS Intact Family Protective Services
  • Note
  • Children in intact families when actual or
    potential child abuse or neglect has been
    identified, by DCFS and the parents are
    participating in services to prevent further
    abuse or neglect parent/legal guardian is not
    employed or eligible for any other City, State,
    or Federal subsidized day care program.

168
DCFS/NON DCFSSpecialized Therapeutic Program
  • Client eligibility for Specialized/Therapeutic
    Child Care programs is based
  • on CYS selected agencies and the criteria as
    defined
  • SN/T-Family eligibility for this program is based
    on Children who are between the ages of (6) weeks
    and six (6) years and is put at risk by these
    conditions are eligible. The mother
    professionally diagnosed with a mental illness
    e.g. schizophrenia, bipolar, recurrent
    depression, severe personality disorders.
  • IMRI-Day Care Infants through the age of 12months
    and children through the age of 12 years who are
    screened and determined to be medically or
    environmentally at risk, are the primary clients
    of this program
  • The adversities endured by Day Care Home
    Program (DCH/P) infants are commonly attributed
    to the 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.

169
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
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