Effective Date: 01/01/00

Cross Reference: 01.03.02 - Employment; 01.03.03 - Education & Training, 01.03.05 - Teen Parents


Policy Statement:

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

  • enrolled in an education or training program that lasts less than six months,
  • approved by a Responsibility and Service Plan (RSP) that indicates the activity lasts less than six months, or
  • the child(ren) are participating in an approved Headstart or Pre-K Collaboration program.

Procedures:

Documentation to support continued eligibility must be received every six (6) months. The documentation requirements are the same as is required for determining initial eligibility. Please refer to 01.03.02 for employment related documentation, 01.03.03 for education and training documentation, and 01.03.05 for education documentation for teen parents.

  1. CCR&R Procedures
    1. Timely Submission of Redetermination
      1. Redetermination forms are mailed to the parent approximately 6 weeks prior to the eligibility expiration date.
      2. Parents must complete and return the Redetermination form and required eligibility documentation within ten (10) business days. The Redetermination form and eligibility documentation may be hand-delivered, mailed or faxed.
      3. Upon receipt of the Redetermination form, CCR&Rs must:
        1. Date stamp the Redetermination form,
        2. Enter the Redetermination information into the CCTS. The CCTS provides a record that the redetermination was received and acted on within ten (10) business days of receipt. In addition, the CCTS identifies all missing information and tracks when a rede should be denied due to the failure to submit missing information.
          Refer to the Key In Manual for step-by-step instructions for entering the redetermination information into the CCTS.
        3. Review the Redetermination Form in its entirety for completeness and required documentation. If eligibility information, documentation, or signature is missing, send a Request for Additional Information in accordance with the procedures outlined in 02.02.02.
      4. Determine continued eligibility,
      5. Send one of the following forms to the parent and the provider,
        1. Approval of Request for Child Care Payments or
        2. Notice of Cancellation of Child Care Payments.
          If the case is determined to be ineligible, cancel the case giving a ten-day notice. Do not wait until the end of the eligibility period.
    2. Late Submission of Redetermination - Received within 30 days of cancellation
      If the Redetermination form is not received and entered into the CCTS by close of business on the last day of the month preceding the month that eligibility ends, the CCTS will automatically cancel the case giving a 30-day notice. Cancellation forms are automatically sent to the client, provider, and CCR&R.
      If the Redetermination form and documentation are received within 30 days of the effective date of cancellation, the parent may be eligible for continuous service provided all eligibility factors are met.
    3. Late Submission of Redetermination - Received later than 30 days of cancellation
      If the Redetermination form and documentation are received more than 30 days after the effective date of cancellation, date stamp the materials received and follow the procedures outlined in 02.02.01 - Establishing Eligibility. Acceptance of the redetermination form after the case has been closed longer than 30 days does not imply that eligibility is retroactive or continuous. This step merely eliminates the need for the parent to complete a new application.
  2. Site Administered Procedures
    1. Timely Submission of Redetermination
      1. Redetermination forms are mailed to the Site Provider approximately 6 weeks prior to the eligibility expiration date. It is the responsibility of the Site Provider to give the Redetermination Form to the parent.
      2. Parents must complete and return the Redetermination form and required eligibility documentation within ten (10) business days and return the materials to the Site Provider.
        1. If the parent does not return the completed Redetermination Form and required documentation with ten (10) business days contact the parent to determine if there is a problem.
        2. If the site provider is unable to contact the parent, complete and mail a Notice of Cancellation of Child Care Payments to the parent with an effective date of 10 days from the date of notice.
          1. Mail a copy of the Notice of Cancellation of Child Care Payments to the Bureau of Child Care & Development, Springfield.
          2. Keep a copy of the Notice of Cancellation of Child Care Payments for the file.
      3. Upon receipt of the Redetermination form, the Site Administered Provider must:
        1. Date stamp the Redetermination form.
        2. Review the Redetermination form and documentation for completeness. If any eligibility information, documentation, or signature is missing, send or give a Request for Additional Information in accordance with the procedures outlined in 02.02.02.
      4. Determine continued eligibility,
        1. If the case is determined to be ineligible, issue a Cancellation of Child Care Payments to the parent giving a 10-day notice. Do not wait until the end of the eligibility period.
          1. Mail a copy of the Notice of Cancellation of Child Care Payments to the Bureau of Child Care & Development, Springfield.
          2. Keep a copy of the Notice of Cancellation of Child Care Payments for the file.
        2. If the case remains eligible, forward a copy of the Redetermination Form and eligibility documentation to BCCD, Springfield, within 10 business days.
      5. BCCD will send one of the following forms to the parent and the Site Administered Provider,
        1. Approval of Request for Child Care Payments or
        2. Notice of Cancellation of Child Care Payments.
          If the Bureau of Child Care & Development determines the case to be ineligible based on information available to the Site Administered Provider at the time of receipt, the case will be cancelled ten days after the date stamped as received by the Site Administered Provider.
    2. Late Submission of Redetermination - Received within 30 days of cancellation
    3. If the Redetermination form is not received and entered into the CCTS by close of business on the last day of the month preceding the month that eligibility ends, the CCTS will automatically cancel the case giving a 30-day notice. Cancellation forms are automatically sent to the client, provider, and CCR&R.
    If the Redetermination form and documentation are received within 30 days of the effective date of cancellation, the parent may be eligible for continuous service provided all eligibility factors are met and the redetermination information is received at BCCD Springfield within the 30 days as well.
  3. C.  Late Submission of Redetermination - Received later than 30 days of cancellation at either the Site Administered Provider or BCCDIf the Redetermination form and documentation are received more than 30 days after the effective date of cancellation, date stamp the materials received and follow the procedures outlined in 02.02.01 - Establishing Eligibility. Acceptance of the redetermination form after the case has been closed longer than 30 days does not imply that eligibility is retroactive or continuous. This step merely eliminates the need for the parent to complete a new application.