Effective Date: 01/01/00
Revised:  09/15/11
Cross Reference: 02.02.01 - Establishing Eligibility; 02.02.02 - Request for Additional Information


Policy Statement:

All entities who receive, review, and determine eligibility for Child Care Assistance must process applications within established guidelines and time frames.

Overview:

Child Care Resource & Referral agencies and Site Administered Providers may receive applications for child care services through a variety of methods. Parents may hand-deliver, mail, or fax their application for child care assistance. Use the date the written request is received by any department employee or entity acting on behalf of the agency (e.g., local office, CCR&R, etc.) to determine the eligibility begin date in accordance with 02.02.01, Establishing Eligibility.

If the application is received via fax, do not require the applicant to send in the original application form unless the information is illegible. Obtain needed information in accordance with 02.02.02, Request for Additional Information.

If the application is received in the wrong CCR&R or Site Administered Provider, fax the application to the correct CCR&R or Site Administered Provider as soon as possible, but no later than the next workday after it is received. Contact the applicant and tell them where their application was sent. If the family is eligible, use the day the application was received at the wrong location to determine the eligibility begin date in accordance with 02.02.01, Establishing Eligibility. The day the application is received at the correct location begins the 10 business day processing time.

During the application review, CCR&R and site eligibility staff may refer to A Resource Guide for Determining Family and Provider Eligibility for the Illinois Child Care Assistance Program for help with determining eligibility for difficult or challenging cases.

Procedures:

  1. Child Care Resource & Referral & Site Administered Providers with access to the CCTS
    1. Date stamp the Child Care Application upon receipt.
    2. Enter the application information into the Child Care Tracking System (CCTS). The CCTS provides a record that the application was received and acted on within ten (10) business days of receipt. The CCTS will identify all missing information and track when an application 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 application information in the the CCTS.
    3. Verify the information using available state data bases (IPACS, AWVS, etc.)  If the information contained in any state data base is not consistent with the information received, print the relevant screen for the case record and request additional information in accordance with the procedures outlined in 02.02.02.
    4. Review the Child Care Application 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.
    5. Determine income and service eligibility.  If the applicant is no longer involved in the eligible activity, the case shall be denied.

      Example:
        The eligibility worker calls the employer to clarify information on the applicant's pay stubs and discovers the applicant is no longer employed.  The case must be denied, because the applicant is not in an eligible activity.
    6. Send one of the following forms to the parent and the provider within 10 business days.
      1. Approval of Request for Child Care Payments, or
      2. Notice of Denial of Child Care Payments.
  2. Site Administered Provider without access to the CCTS
    1. Date stamp the Child Care Application upon receipt.
    2. Review the Child Care Application in its entirety for completeness and required documentation. If eligibility information, documentation, or signature is missing, send (or give) the applicant a Request for Additional Information in accordance with the procedures outlined in 02.02.02.
    3. Determine income and service eligibility.  If the applicant is no longer involved in the eligible activity, the case shall be denied. 

      Example:
      The eligibility worker calls the employer to verify employment and discovers the applicant is no longer employed. The case must be denied, because the applicant is not employed.
      1. If the family is not eligible, send or give a Notice of Denial of Child Care Payments to the parent and keep a copy for the file. Attach a copy of the Notice of Denial of Child Care Payments to the DEF and send to Springfield Child Care & Development for data entry into the CCTS.
      2. If the family is eligible, notify the parent of their eligibility and copayment.
        Forward a copy of the DEF to Springfield Bureau of Child Care & Development within 10 business days according to 02.02.01, Establishing Eligibility. If any information on the DEF is left blank or is incorrect, the DEF will be returned for completion and will result in a delay in processing.
    4. Springfield BCCD will:
      1. confirm eligibility by using available state data bases (IPACS, AWVS, etc.) to verify the information received in accordance with the IPACS Training Manual. If the information contained in any state data base is not consistent with the information received, print the relevant screen for the case record and request additional information in accordance with the procedures outlined in 02.02.02.
      2. data enter the information into the CCTS, and
      3. send one of the following forms to the parent and provider:
  • Approval of Request for Child Care Payments or
  • Notice of Denial of Child Care Payments.