02.07.01 - Canceling an Active Case

Effective Date: 10/01/05
Revised:  5/17/10

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

Policy Statement:

Eligibility ceases 10 calendar days from the date of the termination notice sent to the parent by the Department or its agents following a determination of ineligibility.

A ten-day notice is not required when the decision is initiated by the parent.

Procedure:

Whenever the CCR&R or site administered provider determines that a family is no longer eligible for the program because the family does not meet program guidelines, they must provide the parent (and in the case of the CCR&R, the CCR&R must provide to the parent and provider) a 10 calendar day notice.

Parents, on the other hand, may decide they no longer want to use their provider, or they may decide they no longer want to utilize the CCAP program at all. Whenever the decision is initiated by the parent, a 10-day notice is not required. Consequently, the effective date on the cancellation forms may not be 10 days after the date of notice.

1. CCR&R
   1. As soon as you are aware of a family's ineligibility for child care, process a Notice of Cancellation of Child Care Payments form giving 10 calendar days notice. This includes a case being redetermined.
      1. Enter the cancellation into the Child Care Tracking System (CCTS) as outlined in the Key In Manual.
      2. Use the prescribed cancellation reasons beginning on page 3.
      3. Where appropriate, insert the telephone number of the Parent Counselor at the CCR&R
      4. Issue the Notice of Cancellation form to the parent and the provider using an effective date that is 10 calendar days from the date the Notice of Cancellation is entered into the Child Care Tracking System.
   2. If there are less than 10 days left in the eligibility period and the case has already received an automatic cancellation because the redetermination information has not been received (Reason #80), there is no need to give an additional 10-day notice. Simply update the cancellation reason with the same effective date and reissue a new cancellation form to the parent and provider.
2. Site Administered Providers
   1. As soon as you are aware of a family's ineligibility for child care, process a Notice of Cancellation of Child Care Payments form giving 10 calendar days notice. This includes a case being redetermined.
      1. Complete a blank Notice of Cancellation form following the procedures below:
         1. Complete the client's case number. The case number refers to the IDHS number found on the provider's copy of the Approval form.
         2. Complete the Date of Notice. The date of notice is the date you are giving the form to the parent.
         3. Complete the parent's name and address.
         4. Complete the provider's name and address. The name should match the name on the site contract and include the location name, if applicable.
         5. Complete the cancellation effective date. This is the last day the family is eligible for IDHS child care services and is effective at the close of business on the date entered.
         6. Complete the reason code. Use only the IDHS approved reason codes and the reason wording beginning on page 3. The wording must match exactly.
      2. Make two copies of the Cancellation Notice and put one copy in the parent's file.
      3. Give the original Cancellation Notice to the parent.
      4. Mail one copy of the Cancellation Notice to Springfield Child Care and Development within three (3) calendar days of the date of notice.
   2. If there are less than 10 days left in the eligibility period and the case has already received an automatic cancellation because the redetermination information has not been received (Reason #80), there is no need to give an additional 10-day notice. Simply update the cancellation reason with the same effective date and reissue a new cancellation form to the parent. Mail one copy to Springfield Child Care and Development and put one copy in the parent's file.