02.02.01 - Establishing Initial Eligibility

Effective Date: 10/01/01

Revised 02/25/13, 04/01/2017, 10/1/18, 12/12/19, 05/01/22

Reference: 89 Ill. Adm. Code, Chapter IV, §50.230

Cross Reference: Policy 02.01.01 - Application Process, 01.03.10 - CCAP Protective Services Child Care, Policy 02.02.02 Request for Additional Information; Policy 01.03.03 Education and Training Activities

Policy Statement:

Payment for child care services to eligible parents may begin:

  1. if care was provided at the time and all eligibility factors are met on either;
    1. the start date of care; or
    2. one week (seven calendar days) prior to the stamped date of receipt by the Department or its agents, whichever results in the least amount of days being backdated.;
  2. Applications cannot be accepted more than 30 days in advance of anticipated start date.
  3. All eligible applications and redetermination must be approved for eligibility periods of no less than 12 months.

Procedure:

Establishing Eligibility Start Dates 

  1. CCAP staff must date stamp the child care application and supporting documentation upon receipt.
  2. If care is currently being provided:
    1. Compare the date care started to the seventh calendar day prior to the date stamp.
    2. Begin eligibility on whichever day (either the start date of care or the seventh calendar day prior to the received stamp date) results in the least number of days being backdated.
  3. If care will be provided in the future, begin eligibility on the first eligible day that care will be provided. 

Establishing Eligibility After a Request for Additional Information

  1. If the CCR&R/Site requests additional information from the applicant, the effective date of eligibility still begins on the date determined by the above criteria.
  2. If the applicant does not respond to the Request for Additional Information within 10 business days, the case must be denied.
  3. 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, process the original application using the information from the supporting documents and system checks gathered during initial eligibility determination.  The original eligibility date is retained based on the above criteria.
  4. If the client submits the requested information after 30 days from the first request, the original Child Care Application may be processed. However, a new eligibility date will be established based on the date the additional information is received. All activity verification documents (pay stubs, school schedules...) must be current based on the date stamp of the late submission. If current documentation is not included, a Request for Additional Information (RAI) must be sent to the client. All required system checks (IES, AWVS,KIDS....) must also be checked again in order to ensure correct and current information. RAI's replied more than 60 days after the request for information date require a new application.
  5. RAI's replied more than 60 days after the request for information date require a new application.
    The case record shall be documented to support eligibility, ineligibility, and the amount of care authorized.  When verification is needed to resolve questionable information, the case record shall indicate the reason the information was considered questionable or requires clarification.  Case records must also describe what documentation was used to resolve questionable information. The case record shall also indicate the reason why an alternate source of verification was needed.  For full procedures on Processing a Request for Additional Information Form (RAI) IL444-4480 -  See Policy Section 02.02.02 Requests for Additional Information.

End Date of Eligibility

  1. Eligibility periods must end on the last day of a month when establishing the eligibility for new applications and redeterminations
  2. To ensure at least 12 months of eligibility are approved:
    1. Cases that are approved starting on the first day of a month will be approved through the last day of the 12th month.
    2. Cases that are approved any day other than the first must be approved until the last day of the 13th month.

Determining Eligible Care Days

  1. Compare the active (work school, activity search) schedule completed on the Child Care Application IL444-3455, Redetermination IL444-3455E, or Change of Information IL444-3527 Forms to the average weekly hours paid calculated from the pay documentation. Sick leave, vacation and holidays are considered countable hours.
    1. Verification of Applicant/Client hours must be maintained and documentation in the case record.
      1. When the average weekly hours paid is reasonably compatible with the hours completed on the Application, Redetermination, or Change of Information Forms, approve the eligible days according to reported work schedule.
      2. When the average weekly hours paid is not reasonably compatible, or inconsistent with the with the hours completed on the Application, Redetermination or Change of Information Form use the following procedure as the basis for determining eligible days:

Example: Applicant/Client has submitted the following check stubs:

Check
Stub		 Pay
From		 Pay
To		 Pay
Frequency		 Rate Hours
Paid		 Gross
Pay
1 10/01/19 10/15/19 Semi-Monthly $9.50 50 $475.00
2 10/16/19 10/31/19 Semi-Monthly $9.50 60 $570.00

Step 1: Add the current period earnings from the two most current check stubs:

50 hours + 60 hours = 110 hours.

Step 2: Divide the sum from the two current check stubs: 

110 hours/2 pay stubs = Average 55 hours per pay period.

Step 3: Convert average hours per pay period to weekly hours:

55/2 (Semi-Monthly = 2) = 27.5

Note to Convert Hours:

(Weekly = 4.333)

(Bi-Weekly = 2.1667)

(Semi-Monthly =2)

(Monthly =1)

Example: Applicant/Client completes the following schedule on the Child Care Application, Redetermination, or Change of Information Form:
WORK SCHEDULE: If your schedule varies, provide an example of your schedule
MON TUE WED THUR FRI SAT SUN
From 8:30 A.M. 8:30 A.M. 8:30 A.M. 8:30 A.M. 8:30 A.M.
To 5:00 P.M. 5:00 P.M. 5:00 P.M. 5:00 P.M. 5:00 P.M.

Parent reports working 8:30 a.m. - 5:00 p.m., 40 hours, Monday through Friday, compared to pay documentation that average 27.5 per week.

Divide the 27.5 average weekly hours by 5 days (the number of days of care requested per week).  The calculation results in 5.5 hours of work per day, plus any travel time completed (if applicable).

The amount of care authorized will be determined as follows:

Approve the eligible days according to reported work schedule for Part-Day if fewer than 5 hours per day or Full-Day 5 through 12 hours per day.