Child Care Assistance Program (CCAP) Policy Manual

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Section 01 - Eligibility Criteria – This Section contains eligibility Criteria for the Child Care Assistance Program
- 01.01.01 - Residence – Reference: 89 Ill. Adm. Code, Chapter IV, §50.230
- 01.01.02 - Family Composition – Reference: 89 Ill. Adm. Code, Chapter IV, §50.210
- 01.01.03 - Citizenship Status of the Child
- 01.02.01 - Income Guidelines, 2020-07-01
- 01.02.02 - Non-Exempt Income – Reference: 89 Ill. Adm. Code, Chapter IV, §50.235
- 01.02.03 - Exempt Income – Reference: 89 Ill. Adm. Code, Chapter IV, §50.235
- 01.02.04 - Income Calculation – Reference: 89 Ill. Adm. Code, Chapter IV, §50.235
  - 01.02.04 - Parent Income & Copay Calculation Worksheet – Enter the gross income Y-T-D received by the parent, 2nd parent, and other adult family members.
    - Copayment Calculation Worksheet
    - Instructions for Copayment Worksheet
- 01.02.05 - Income Verification – Reference: 89 Ill. Adm. Code, Chapter IV, §50.110
- 01.03.01 - Two Parent Household – 01.03.01 - Eligibility Criteria - Two Parent Household; Reference: 89 Ill. Adm. Code, Chapter IV, §50.230
- 01.03.02 - Employment – 01.03.02 - Eligibility Criteria - Employment; Reference: 89 Ill. Adm. Code, Chapter IV, §50.110
- 01.03.03 - Education and Training Activities – 01.03.03 - Eligibility Criteria - Education and Training Activities; Reference: 89 Ill. Adm. Code, Chapter IV, §50.230
- 01.03.04 - Representative Payee (RPY) – 01.03.04 - Eligibility Criteria - Representative Payee (RPY); Reference: 89 Ill. Adm. Code, Chapter IV, §50.230
- 01.03.05 - Teen Parents – 01.03.05 - Eligibility Criteria - Teen Parents; Reference: 89 Ill. Adm. Code, Chapter IV, §50.210, §50.230
- 01.03.06 - Transportation – 01.03.06 - Eligibility Criteria - Transportation; Reference: 89 Ill. Adm. Code, Chapter IV, §50.110; PM 14-01-01
- 01.03.07 - Active Military Duty – 01.03.07 - Eligibility Criteria - Active Military Duty
- 01.03.08 - Strike – 01.03.08 - Eligibility Criteria - StrikeReference: None
- 01.03.09 - Sleep Time Care
- 01.03.10 - CCAP Protective Services Child Care – 01.03.10 – Homeless Family Eligibility
- 01.04.01 - Age of Child – 01.04.01 - Eligibility Criteria - Age of Child; Reference: 89 Ill. Adm. Code, Chapter IV, §50.230; 45 CFR, Subpart C, §98.20
- 01.04.02 - School Age Children – 01.04.02 - Eligibility Criteria - School Age Children; Reference: 45 CFR , Subpart F, §98.54; Memo dated 3/8/02
Section 02 - Eligibility Determination – This section contains procedures for processing a Child Care Application, determining initial eligibility for child care assistance, the redetermination process, denial and cancelation reasons, and grace periods.
- 02.01.01 - Application Process – 02.01.01 - Eligibility Determination - Application Process
- 02.02.01 - Establishing Eligibility – 02.02.01 - Establishing Eligibility - Eligibility Determination; 89 Ill. Adm. Code, Chapter IV, §50.230
- 02.02.02 - Requests for Additional Information – 02.02.02 - Eligibility Determination - Request for Additional Information
- 02.02.03 - Notification of Eligibility Determination – 02.02.03 - Eligibility Determination - Notification of Eligibility Determination;Reference: 89 Ill. Adm. Code, Chapter IV, §50.120 (b)
  - 02.02.03 - Denial Reasons – 02.02.03 - Eligibility Determination - Notification of Eligibility Determination; Reference: 89 Ill. Adm. Code, Chapter IV, §50.120 (b)
- 02.03.01 - Redetermination – 02.03.01 - Eligibility Determination - Redetermination Process; Cross Reference: 01.03.02 - Employment, 01.03.03 - Education & Training, 01.03.05 - Teen Parents
- 02.04.01 - Grace Periods – 02.04.01 - Eligibility Determination - Grace Periods; 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
- 02.05.01 - Medical Leaves – 02.05.01 - Eligibility Determination - Medical Leave; Reference:None
- 02.06.01 - Attendance Exemptions – 02.06.01 - Eligibility Determination - Attendance Exemption; Reference: None
- 02.07.01 - Canceling an Active Case – 02.07.01 - Eligibility Determination - Canceling an Active Case; Reference: 89 Ill. Adm. Code, Chapter IV, §50.230
  - 02.07.01 - Cancellation Reasons – 02.07.01 - Eligibility Determination - Canceling an Active Case; Reference: 89 Ill. Adm. Code, Chapter IV, §50.230
- 02.07.02 - Provider Closeout – 02.07.02 - Eligibility Determination - Provider Closeout; Reference: 89 Ill. Adm. Code, Chapter IV, §50.240, §50.410 and §50.420
  - 02.07.02 - Provider Closeout Reasons – 02.07.02 - Eligibility Determination - Provider Closeout; Reference: 89 Ill. Adm. Code, Chapter IV, §50.240, §50.410 and §50.420
- 02.09.01 - Transferring an Active Case – 02.09.01 - Eligibility Determination - Transferring an Active Case; Reference: 89 Ill. Adm. Code, Chapter IV, §50.110; Cross Reference: 02.03.01 - Redetermination
Section 03 - Case Record Requirements
- 03.01.01 - Contents of Case Records – 03.01.01 - Case Record Requirements - Contents of Case Records
- 03.02.01 - Record Retention – 03.02.01 - Case Record Requirements - Record Retention
Section 04 - Participant Rights & Responsibilities – This section describes the rights and responsibilities of parents and providers participating in the Child Care Assistance Program.
- 04.01.01 - General Guidelines – 04.01.01 - Participant Rights and Responsibilities - General Guidelines; Reference: 89 Ill. Adm. Code, Chapter IV, §50.110
- 04.02.01 - Copayments – Effective 7/1/13 co pay charts and clarification on FT days
- 04.03.01 - Additional Child Care Costs – 04.03.01 - Participants Rights and Responsibilities - Additional Child Care Costs; Reference: None
- 04.04.01 - Appeals
- 04.05.01 - Complaints – 04.05.01 - Participant Rights and Responsibilities - Complaints; Reference: 45 CRF Part 98, Subpart C, §98.32
- 04.06.01 - Change in Information - Parent – 04.06.01 - Participant Rights and Responsibilities - Change of Information - Parent; Reference: 89 Ill. Adm. Code, Chapter IV, §50.110 (e)
- 04.06.02 - Change in Information - Provider – 04.06.02 - Participant Rights and Responsibilities - Change of Information - Provider;
Section 05 - Provider Qualifications – This section describes who can receive payment for providing child care services and the requirements that must be met.
- 05.01.01 - Legal Care Arrangements – 05.01.01 - Provider Qualifications - Legal Care Arrangements; Reference: 89 Ill. Adm. Code, Chapter IV, §50.240
- 05.01.02 - A Client Employed by a Legal Care Provider – 05.01.02 - Provider Qualifications - A Client Employed by a Legal Care Provider; Reference: Policy memo dated 3/1/00
  - 05.01.03 CCAP Provider Health and Safety Standards Requirements – CCAP Provider Health and Safety Standards Requirements
- 05.02.01 - W-9 Certification – 05.02.01 - Provider Qualifications - W-9 Certification; Reference: None
- 05.02.02-Provider Registration – 05.02.02 - Provider Qualifications - Provider Registration;Reference: None
  - 05.02.02-Provider Registration Letter – Provider Registation Letter
    - 05.02.02-Provider Registration Checklist – Send this checklist with the Provider Registration Letter
- 05.02.03 - License Exempt Center Certification – Certification requirements for License exempt child care centers.
- 05.03.01 - Provider Background Checks
  - 05.03.01 - Matrix of Persons Subject to Background Checks Effective July 1, 2018
  - 05.03.01 - License Exempt Center Letter – Letter to License Exempt Centers
  - 05.03.01 - Non-Relative Provider Letter
  - 05.03.01 - Relative Provider Letter Effective 11-09-2015
- 05.04.01 - Criminal Convictions that Disqualify a Provider – 05.04.01 - Provider Qualifications - Criminal Convictions that Disqualify a Provider; Reference: 89 Ill. Adm. Code, Chapter IV, §50.240; 89 Ill. Adm. Code, Chapter III, §385.60; 45 CFR, Part II, Subpart E, §98.40
- 05.05.01 - CCAP Provider Health, Safety, and Child Development Training Requirements
Section 06 - Payment Process –
- 06.01.01 - Certificate Program – 06.01.01 - Payment Process - Certificate Program; Reference: 89 Ill. Adm. Code, Chapter IV, §50.220; §50.420; Memo dated 11/29/00 Re: Payment Edit Requiring a System Certificate
- 06.01.02 - Parent Reimbursements – 06.01.02 - Payment Process - Parent Reimbursement; Reference: 89 Ill. Adm. Code, Chapter IV, §50.220
- 06.02.01 - Site Administered Program – 06.02.01 - Payment Process - Site Administered Program: Reference: 89 Ill. Adm. Code, Chapter IV, §50.220; Memo dated 1/8/01
- 06.03.01 - 80% Attendance Rule
- 06.04.01 - Payment Problems and Resolutions – 06.04.01 - Payment Process - Payment Problems and Resolutions; Reference: None
- 06.05.01 - Payment Rates – 06.05.01 - Payment Process - Payment Rates; Reference: Child Care Payment Rate Chart effective 04/01/06; Rate Certification Form; Cross Reference: 01.04.02 - School Age Children
  - 06.05.01 Payment Rates Effective 1/1/2021
  - 06.05.01 Payment Rates Effective 7/1/18 – Child Care Payment Rate Chart - Effective 7/1/2018
  - 06.05.01 Payment Rates Effective 7/1/15
  - 06.05.01 - Payment Rates Effective 7/1/14 – Child Care Payment Rates
  - 06.05.01 - Payment Rates Effective 7/1/12 – Provider daily rates
  - 06.05.01 - Rate Chart, 01/01/12 – Provider payment rates effective 1/1/12
  - 06.05.01 - Rate Chart, 07/01/11 – Child Care Provider rates effective 7/1/11.
  - 06.05.01 - Rate Chart, 01/01/11 – Child Care Provider Rates effective January 1, 2011.
  - 06.05.01 - Rate Chart, 07/01/10 – Provider rates effective 07/01/10
  - 06.05.01 - Rate Chart, 01/01/10
  - 06.05.01 - Rate Chart, 07/01/08
  - 06.05.01 - Rate Chart, 01/01/08 – Child Care provider payment rates effective 1/1/08.
- 06.05.02 - Out-of-State Rates – 06.05.02 - Payment Process - Out-of-State Rates
- 06.05.03 - Head Start and Pre-K Collaboration – 06.05.03 - Payment Process - Head Start and Pre-K Collaboration; Reference: None
- 06.06.01 - Payment Inquiry Line – 06.06.01 - Payment Process - Toll Free Payment Inquiry Line; Reference: None
Section 07 - Administrative Responsibilities – This section covers various administrative procedures handled by staff in the Bureau of Child Care and Development, CCR&Rs or Site Administered providers including, but not limited to forgery, overpayment, monitoring, and provider sanctions.
- 07.01.01 - Confidentiality – 07.01.01 - Administrative Responsibilities - Confidentiality
- 07.02.01 - Court Orders and Subpoenas – 07.02.01 - Administrative Responsibilities - Court Orders and Subpoenas
- 07.03.01 - Housing Authority and Loan Requests – 07.03.01 - Administrative Responsibilities - Housing Authority and Loan Requests
- 07.04.01 - Overpayments – 07.04.01 - Administrative Responsibilities - Overpayment; Reference: 89 Ill. Adm. Code, Chapter IV, §50.130
- 07.04.02 - Provider Sanctions – 07.04.02 - Administrative Responsibilities - Provider Sanctions; Reference: 89 Ill. Adm. Code, Chapter IV, §50.440 (e)
- 07.04.03 - Refunds – Procedures for processing returned warrants and refunds.
- 07.05.01 - Fraud – 07.05.01 - Administrative Responsibilities - Fraud; Reference: None
- 07.06.01 - Forgery – 07.06.01 - Administrative Responsibilities - Forgery; Reference: 810 ILCS 5/4-207
- 07.07.01 - Nepotism – 07.07.01 - Administrative Responsibilities - Nepotism
- 07.08.01 - Policy Clarification Request – 07.08.01 - Administrative Responsibilities - Policy Clarification Requests; Reference: None
- 07.09.01 - Training – 07.09.01 - Administrative Responsibilities - Training and Technical Assistance; Reference: None
- 07.10.01 - Monitoring – 07.10.01 - Administrative Responsibilities - Monitoring; Reference: None; Cross Reference: 03.01.01-Contents of Case Records
- 07.11.01 - Interagency Agreements – 07.11.01 - Administrative Responsibilities - Interagency Agreements; Reference: ILCS 505/5.15 (b)
- 07.12.01 – Systems Access and Usage
- 07.12.02 Resetting Passwords / Unlocking Accounts
Section 08 - Other Initiatives
- 08.01.01 - Great Start – 08.01.01 - Other Initiatives - Great Start Program; Reference: 89 Ill. Adm. Code, Chapter IV, §50.510; §50.520; §50.530; §50.540; §50.550; §50.560; §50.570; and §50.580
- 08.03.01 - Gateways to Opportunity Scholarship Program – 08.03.01 - Other Initiatives - Gateways to Opportunity Scholarship Program; Reference: None
- 08.04.01 - Special Needs – 08.04.01 - Other Initiatives - Special Needs; Reference: None
- 08.05.01 - Child Care Collaboration, Definition & Provider Qualifications – 08.05.01 - Other Initiatives - Child Care Collaboration - Definition and Provider Qualifications; Reference: 89 Ill. Adm. Code, Chapter IV, §50.610; §50.630
- 08.05.02 - Child Care Collaboration, Application Process – 08.05.02 - Other Initiatives - Child Care Collaboration - Application Process; Reference: 89 Ill. Adm. Code, Chapter IV, §50.620
- 08.05.03 - Child Care Collaboration, Notification of Eligibility – 08.05.03 - Other Initiatives - Child Care Collaboration - Notification of Eligibility; Reference: 89 Ill. Adm. Code, Chapter IV, §50.640
- 08.05.04 - Child Care Collaboration, Rules and Reporting – 08.05.04 - Other Initiatives - Child Care Collaboration - Rules and Reporting; Reference: 89 Ill. Adm. Code, Chapter IV, §50.650
- 08.08.01 - Non-Child Care Assistance Program (CCAP) License Exempt School-Age Programs – Non-CCAP License Exempt School-Age Programs
Section 09 - Glossary of Terms – This section contains a listing of definitions, acronyms, and abbreviations used in the Child Care Manual.
Section 10 - Forms – Child Care Forms Arranged by Form Number
Section 11 - Local Office Directory – The DHS Local Offices or Family Community Resource Centers
Section 12 - List of Licensed Site Providers – Effective 7/1/13 through 6/30/14
Section 13 - CCR&R Listing by County – Child Care Resource and Referral List arranged by County

Child Care Assistance Program (CCAP) Policy Manual

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