04.06.01 - Change in Information - Parent

Effective Date: 01/01/00

Revised: 02/22/13, 07/01/2017, 12/01/2022, 04/1/2025

Reference: 89 Ill. Adm. Code, Chapter IV, §50.110 (e)

Policy Statement:

Parents are responsible for reporting to the Department, or its agents changes in income above 85% State Medium Income (SMI), a temporary or permanent loss of an eligible activity, changes in contact information, change of providers or residency that would affect eligibility for child care services within 30 calendar days of the change.

Procedures:

General

  • Change of Information form (IL444-3527) cannot be used to create a new eligibility period, nor can it be used to change or add a provider.
  • Change of Information form (IL444-3527) cannot be used to create a new eligibility period, nor can it be used to change or add a provider.
  • Request for Child Care Provider Change (IL444-455G) cannot be used to create a new eligibility period.
  • Do not process routine income fluctuations as a change in income unless:
    • the client specifically submitted a written request to have their co-payment reassessed, or
    • the client's income is over 85% SMI.
  • CCAP benefits to the family cannot be reduced during the eligibility period.
  • Cases can only be cancelled due to:
    • the client is no longer living in Illinois, or
    • non-exempt income exceeds 85% SMI for the family size, or
    • the end of a permanent loss of activity grace period (See 02.04.01), or
    • Proven fraudulent activity

Request to Change the Family Size

  1. General

    1. Approved CCAP families are not required to report an increase to the family size to their local Child Care Resource and Referral (CCR&R) or Site-Administrated Provider.
    2. If a change is reported, re-assess the co-payment and updated if it is lower than the initial assessment at the beginning of the approval period. 
    3. New approval letters must be issued to the parent and provider(s).
    4. A child or family member can be added using an Application, Redetermination, Change of Information, or Change of Provider form as long as all the required information were provided.

  2. Adding a child needing child care

    1. Refer to policy 01.01.02 - Family Composition for the procedure on how to identify those children meeting family composition.
    2. The effective start date for the new child is one of the following dates, whichever results in the least number of days being backdated:
      1. First day of the previous month of when the document was received; or
      2. The client's requested date; or
      3. After the child was born, but it cannot be earlier than the age listed on the child care license if the provider is licensed
    3. If there is a change in a lower co-payment due to the increase in the family size, the copay should be updated effective the next month of when the form was received.

  3. Adding a child who does not need child care or an adult family member including a second parent

    1. Refer to policy 01.01.02 - Family Composition for the procedure on how to identify acceptable family composition.
    2. If the adult family members who are not the client's children or the other parent has an income, it must be included. The other parent must be participating in an eligible activity at the time of the next scheduled redetermination.
    3. If there is a change in a lower co-payment due to the increase in the family size, the copay should be updated effective the next month of when the form was received.

  4. Inactivating a child who no longer needs child care

    1. If the active child no longer needs child care, but is still in the client's family size, close the provider off effective the date the client requested.
    2. Update the monthly eligible days accordingly if applicable.
    3. If the provider collected payment beyond the closeout date, submit an overpayment referral.
    4. Do not update the "Yes" answer to "Does this person need child care assistance?" to "No" in CCMS during this eligibility period.
    5. Generate the Provider Closeout Notice and case note accordingly.

  5. Inactivating a family member or the other parent from the family size

    1. During an approved eligibility period, if a family member, including the other parent, no longer resides in the client's home, the family size should be reduced effective on the date the client requested either verbally or in writing. No other supporting documentation is needed.
    2. Gross Monthly Income (GMI) from the other parent or family member should be removed and co-payment needs to be reassessed. If there is a change in a lower co-payment, the copay should be updated effective the next month of when the form was received. If the GMI exceeds 85% SMI, cancel the case effective 10 calendar days from the processing date.
    3. Case note and generate an Approval Notice (unless it was cancelled) with any applicable comments. For example, "We have reviewed your Change of Information. John Doe has been deactivated from your case. Your current approval eligibility information remains as is."

Request to Change an Eligible Activity

    1. Families are required to report to their local CCR&R or Site-Administrated Provider when they change the activity they are approved for.
    2. Update the CCMS Employment, Education screens with the new activity.
    3. Update the Reason for Care, if needed.
    4. If monthly income from their current or new job(s) in the family household may exceed 85% SMI within 30 calendar days.

  2. Adding or updating an eligible activity with extra incomes for the parent and/or the other parent

    1. A Change of Information along with the updated/new job information and income documents from the parent and/or the other parent are needed. If the requested for additional information was not received, do not take any action to a case that would reduce benefits (decrease number of approved days, increase co-payment amount). Generate an Approval Notice with the following comment: "We have reviewed your Change of Information. However, your current approval eligibility information remains as is."
    2. If the Gross Monthly Income increased, but did not exceed the 85% SMI, do not update the GMI or reassess the copay. If eligible, update number of eligible days or full-time status effective one of the following dates, whichever results in the least number of days being backdated:
      1. First day of the previous month of when the document was received; or
      2. The client's requested date; or
      3. The start date of the new/updated activity.
    3. If the Gross Monthly Income decreased, update the GMI, and reassess the lower copay effective the next month of when the documents were received. The number of eligible days and full-time/part-time must remain as is even if the client works less days or hours
    4. Leave a case note of the changes or no changes and generate a new Approval Notice and any applicable supplemental certificates.
      1. Example A: The client is currently approved for 5 part-time days a week with a Gross Monthly Income of $2,000. With the client's new job listed on the Change of Information form received on 08/01/24, the client's new calculated income is only $1,500. The client requested care 5 full-time days a week effective 6/1/24. Per her check stubs and travel time, the client is now eligible for 5 full time days a week, so the full-time status can be backdated to 07/01/24. The new copay if lowered will take effect on 09/01/24.

  3. Reporting a loss of activity for the parent or the other parent

    1. Refer to policy 02.04.01 - Loss of Activity for both a temporary and permanent loss of activity.

Request to Change or Add a Provider

  1. Adding a Provider
    1. The client is only eligible for one provider per child per activity unless:
      1. The client is approved for more than 12 hours; or
      2. The provider is not licensed to operate during the entire time the client is approved for; or
      3. The client is approved for sleep time and work time; or
      4. The client wants to split the benefit the client was approved for one provider with a second provider as long as it does not result in the Department paying extra for the second provider. 
    2. If the client meets one of the criteria above, the effective start date for the second provider is one of the following dates, whichever results in the least number of days being backdated:
      1. First day of the previous month of when the document was received; or
      2. The new or updated activity start date; or
      3. The client's requested date.
        1. Example B: The client has one job and is approved for 8hrs of care for 2 children. The client may be approved for 2 providers if requested - one for each child.
        2. Example C: The client has a 4-year-old child. She is eligible for work and school. The client may be approved for 2 providers for the child if requested - one for work and one for school.
        3. Example D: The client has only one job and one child. The client is eligible from Tuesday to Saturday. However, the center provider is eligible for 4 days a week, Tuesday to Friday since the center is not licensed to operate on Saturdays. Therefore, the client is eligible for a second provider on Saturdays if requested.
        4. Example E: The client has only one job and a 4-year-old child. The client is approved from Monday to Friday 7a-6p. However, the client wants her child to attend the center provider Monday to Thursday while the child is with a home care provider on Friday even if the center is opened on Fridays
          1. Note: the client is not eligible to split the care 7a-12p with the center and 1p-6p with the home provider on any day if the center is licensed to operate Monday to Friday 6a-6p
        5. Example F: The client has only one job and a 4-year-old child. The client is approved from Monday to Friday 1p-11p. The center provider, however, is only licensed from Monday to Friday 6a-6p, so the child will be approved with the center from M-F 1p-6p. If requested, the client is also eligible for a second provider from M-F 6p-11p
      4. Site Administrated Providers
        1. If the second provider is not in your network, the Change of Provider form should be processed by a local CCR&R unless the start date is in the current or the future month.
  2. Changing a Provider

    1. The effective start date for the new provider is one of the following dates, whichever results in the least number of days being backdated:

      1. First day of the previous month of when the document was received; or
      2. The client's requested date (even if it is in the future within the current eligibility period.
    2. The previous provider can be closed off effective anytime the client requested.
    3. If the previous provider collected payment beyond the closeout date, submit an overpayment referral for the previous provider.
    4. The child(ren) should be eligible for the same number of days and status with the new provider.
    5. Site Administrated Providers:
      1. When processing an incoming Change of Provider form to change a provider, the start date must occur in the same month or in the future of when the form was received.
      2. If the start date is in the past, the Change of Provider must be processed by a local CCR&R since Site Administrators do not have access to the payment system.
  3. Co-payment Reassignment
    1. If the closed-off provider no longer cares for any of the client's children, the copay should be reassigned to the new provider effective the next month of the closeout date.

    2. If the closed-off provider is still providing care for the client's other children, the copayment should not be reassigned during the current eligibility period.

      1. Example G: The client submitted a Change of Provider on 05/15/24 to close off provider Nurturing Hearts effective 02/15/24 for her only child on the case. The client wanted to add a new provider - Big Babies - effective 03/01/24. Previous provider Nurturing Hearts already collected payment thru 04/30/24. New provider Big Babies should be added effective 04/01/24. Co-payment should be reassigned effective 03/01/24. Submit an overpayment referral for provider Nurturing Hearts for the period 02/16/24-04/30/24.
      2. Example H: The client submitted a Change of Provider on 09/15/24 to close off provider Jane Smith for one of her two children effective 08/18/24. The client wanted to add the child who is now school-aged with a new provider - Step Up - effective 08/19/24, Monday to Friday 7a-8a and 3:30p-5p. It looks like this child's status was not updated to part-time care during the school year when the case was initially approved. Therefore, the child will still be approved for 5 full-time days a week M-F. The copay should remain with the home care provider during this approval period since the provider is still caring for another child.

Request to Change the Contact Information

  1. Changing the legal name
    1. The request to change the client's name can be done either verbally or in writing.
    2. Follow Policy 02.02.02 - Request for Additional Information only if necessary.
    3. Do not cancel the case if the requested for additional information is not received.
  2. Changing the home or mailing address
    1. The client's home or mailing address can be updated verbally or in writing, but can only be done by the client, not the provider.
    2. Leave a casenote of the previous and the new address.
    3. Generate an Approval Notice with the following comment: "Your address has been updated and your current approval eligibility information remains as is."
  3. Moving to a Different Service Delivery Area
    1. If the new home address is in another service delivery area, do not cancel the case.
    2. After updating the address in the Child Care Management System (CCMS), transfer the caseload code.
    3. Send a Transfer Notice to both the client and provider.
    4. Notify the applicable CCR&R via email and leave a casenote accordingly.
  4. Moving out of Illinois
    1. If the new address is in a different state, update the address in CCMS, and cancel the case effective the notification date unless the moving date was provided.
    2. Submit an overpayment referral if the provider collected payment beyond the cancellation date. Casenote accordingly.
  5. Changing the telephone number and email address
    1. The telephone number and email address can be updated either verbally or in writing by the client.
    2. Generate an updated Approval Notice with a comment of the change and casenote accordingly.

Request to Reduce/Cancel Eligibility

Approved CCAP families are not required to report a reduction to their eligibility to their local CCR&R or Site Administrated Provider.

  1. Lowering the Co-Payment
    1. A Change of Information along with the updated job information and income documents from the parent and/or the other parent are needed.
    2. If the Gross Monthly Income increased, but did not exceed the 85% SMI, do not update the GMI or reassess the copay.
      1. If the Gross Monthly Income decreased, update the GMI, and reassess the lower copay effective the next month of when the documents were received.
        1. The number of eligible days and full-time/part-time must remain as is unless the client is eligible for more. Leave a casenote of the changes and generate a new Approval Notice.
        2. An Income Calc worksheet must be uploaded to CCMS.
  2. Lowering Weekly Eligible Days, and/or Lowering the Case Status
    1. The number of weekly eligible days cannot be lowered or changed from Full-time to Part-time unless:
      1. It's associated with sporadic attendance for school age children. 
      2. If the client requested it, the weekly eligible days may be lowered effective as far back as the first day of the previous month of when the request was received provided that no payment was already made.
        1. The monthly eligible days can then be reduced to reflect the reduced weekly eligible days.
        2. Add the No Qualified Provider (NQP) CCMS ID (460328258720008) to the case and authorize for the same number/type of weekly eligible days being reduced from the active provider. 
        3. Co-payment can only be reduced for the months of September through May if all children in care are school age and are now approved for part time days only.
          1. Example: The client requests the weekly eligible days be reduced from 5 to 3. Approve the existing provider for 3 days per week. Authorize No Qualified Provider for 2 days per week for the remainder of the eligibility period.
    2. Issue an updated Approval Notice to both the client and existing provider with the following comment: "Your weekly eligible days were reduced with this provider per your request. You are still eligible for the same number of days previously approved for the remainder of this approval period.".
    3. Do not send an Approval Notice for the No Qualified Provider to the client.
  3. Cancelling the Case
    1. Benefits cannot be reduced to a case including cancellation is not allowed unless:
      1. The client's income is now over 85% of SMI, or
      2. The client moved out of Illinois, or
      3. Substantiated fraud.
    2. If the client requested to cancel the case for any other reasons, close the provider off for all children instead.
    3. If the provider collected payment beyond the closeout date, submit an overpayment referral. Generate the Provider Closeout Notice and casenote accordingly.

Death of the Parent

  1. Two-Parent Household
    1. If there was a death of one of the parents, the surviving parent will become the head of household. Please follow the same procedure in Section (I) (D) of this policy.
    2. In the event of a death to both parents, follow the procedure in Section VI (B) below.
  2. Single-Parent Household
    1. In the event of the death of the single head of household, the current approval eligibility period must remain as is to ensure the continuity of child care.
    2. Proper supporting documentation is needed.  If applicable, income and/or co-payment may be updated. If updated, a new income calculation worksheet must be uploaded to CCMS.
    3. The guardian of the child(ren) may be added as the head of household of the case with a completed Change of Information if they wish to make any change to the current approval period.
    4. Refer to policy 01.01.02 - Family Composition to see whether legal guardianship documentation is required.
    5. When applicable after adding the guardian as the head of household, update the deceased parent status to "Inactive" in CCMS. Casenote and generate a new Approval Notice.
    6. If the guardian also has an approved CCAP case, the surviving children should be added to the guardian's own case once the children's eligibility period ends.