Effective Date: 11/01/04
Revised:  7/1/11, 6/14/13

Reference: 89 Ill. Adm. Code, Chapter IV, §50.250; Cross Reference: 02.03.01, Redetermination Process; 04.02.01, Copayments; 06.03.01, 80% Attendance Rule


Policy Statement:

The Department will provide payments to secure or maintain a child care arrangement for a period not to exceed one month where child care arrangements would otherwise be lost and subsequent employment or activity is scheduled to begin or resume within that period.  To qualify, the parent must be approved for child care assistance and must report a loss of employment or break in the approved activity within 10 days of the date of loss or break, without exception.  Families are eligible to receive care under this Section three (3) times in any 12-month period.  Payments shall not be approved if the child does not attend care.

Procedure:

The 30 day grace period is provided to children whose parents are temporarily ineligible for the child care program and is intended to:

  • avoid disruption in the child's daily routine, and
  • allow for continued care at the approved provider so the child care slot is not lost when the parent's activity is expected to resume within the 30-day time frame.

To be eligible for a grace period a parent must:

  • already participate in the child care assistance program.  At no time may a case be opened on a grace period.
  • report a job loss within 10 days of the date of loss without exception.  Failure to report within the required time frame will disqualify the parent for the job search.  The parent shall provide written documentation from the former employer to document the last day of employment. If this cannot be obtained, CCAP staff shall verify the last date of employment with the employer by phone and case note the information.

The 30-day grace period begins the day after the parent's last day of work or school.

Families are limited to three (3) 30-day grace periods in any 12-month period. The 12-month period begins on the first day of the first 30-day job search period.

An absence during the grace period is not covered by the Attendance Exemption policy. If the child or children are not in attendance, absences are covered by the 80% rule or vacation policy. Please refer to 06.03.01, 80% Rule; and 04.02.01, Copayments.

  1. Loss of Employment
    If a parent loses their job and indicates that they are looking for work, the parent is eligible for child care for up to 30 calendar days from the last day of employment.  Do not assume they will be looking for a new job.
    When a parent notifies the CCR&R or Site Administered Provider of loss of employment,
    1. CCR&Rs and Sites with CCTS access shall:
      1. Enter a cancellation into the CCTS, and
      2. Send a Notice of Cancellation of Child Care Payments form to the parent and the provider using Reason Code #66 giving 10 calendar days notice.
      3. If the parent indicates that they are looking for a new job,
        1. Enter a cancellation into the CCTS and
        2. Send a Notice of Cancellation of Child Care Payments form to the parent and the provider using an effective date of 30 calendar days after the parent's last day of employment.
        3. During the grace period, the child(ren) shall remain eligible for the same number of days per month and the same type of care (either part time or full time) as was originally approved.
    2. Site Administered Providers using Data Entry Forms shall:
      1. Give the parent a Notice of Cancellation of Child Care Payments form using Reason Code #66 giving 10 calendar days notice.
      2. Send a copy of the Notice of Cancellation of Child Care Payments form to Springfield Child Care and Development for data entry into the CCTS.
      3. Keep a copy of the Notice of Cancellation of Child Care Payments for the case record.
      4. If the parent indicates that they are looking for a new job,
        1. Give the parent a Notice of Cancellation of Child Care Payments form using Reason Code #66 using an effective date of 30 calendar days after the parent's last day of employment.
        2. Send a copy of the Notice of Cancellation of Child Care Payments form to Springfield Child Care and Development for data entry into the CCTS.
        3. During the grace period, the child(ren) shall remain eligible for the same number of days per month and the same type of care (either part time or full time) as was originally approved.
    3. If the parent begins working again:
      1. Send or give the parent a Redetermination Form,
      2. Inform the parent to send in the same documentation as is required to determine initial eligibility,
      3. Process the Redetermination Form and documentation as instructed in 02.03.01.
  2. Semester Breaks
    Continue child care benefits up to 30 calendar days between training and/or education semesters or grading periods if the parent indicates they will be returning to school the next semester or grading period. To be eligible for the 30-day grace period between education semesters, the parent must submit the supporting documentation listed below before the start of the grading period:
    1. A copy of their grades for the previous semester indicating they have met the GPA requirement during the last semester, and
    2. The class schedule and/or registration information for the next semester or grading period.

NOTE:  A semester break grace period can be approved before the client has received their grades and schedule for the next grading period.  If the documentation is not submitted before classes are scheduled to start, issue a 10-day Notice of Cancellation. 

  1. School Graduation/Completion
    Child care eligibility may be extended up to 30 calendar days from the date of graduation or last date of class whichever occurs first so the parent may seek employment.  This applies to the completion of all eligible education/training activities.
    Example:
      Graduation is scheduled for the end of May.  The parent's last day of class is December 18.  The parent will graduate at the end of May and will not attend any more classes until graduation.  The parent's job search begins December 19 because the last date of class occurs first.

Staff are required to track the number of 30-day grace periods through the Child Care Tracking system. In the job search field* change the 'N' to a '2' and enter the beginning and ending dates.

* 1 = 90 day job search (collaboration cases); 2 = 30 day grace period