Food Stamps Child Care:
Regulatory, Policy &
Procedural Changes
Nancy Buczeskie
[email protected]
(717) 772-0655
Nancy Benson
[email protected]
(717) 787-0273
TABLE OF CONTENTS
hyperlink ******
• Unification******...................................................
– Use of CIS ******............................................
– Use of PELICAN CCW ******.........................
• Acronyms ******..................................................
• New Cases in the CIS Inbox
– Child Care Request******...............................
• FS & GA Child Care******...................................
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TABLE OF CONTENTS
hyperlink ******
• E&T Policy
– Status Codes******...........................................
– Requirements******.........................................
– Good Cause******............................................
– Allowed ETP Activities******.........................
– Special Allowances******...............................
– Noncompliance******......................................
– Disqualification******......................................
– Redetermination******.....................................
• CIS Eligibility******...............................................
• Resources
– OIM Web Intranet******..................................
– Online Training******......................................
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TABLE OF CONTENTS
hyperlink ******
• Regulatory Changes
– Authority to Administer Subsidy******......
– Responsibilities******.................................
– Definitions******.........................................
– Provision of Care******..............................
– Multiple Cases******..................................
– Child Eligibility******.................................
– Face-to-Face Requirements******............
– Suspended Subsidy******...........................
– Verification Requirements******...............
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TABLE OF CONTENTS
hyperlink ******
• Regulatory Changes (cont’d)
– Reporting Requirements******.....................................
– Teen Parent Eligibility******.......................................
– Highlights******...........................................................
• Enrollment Stabilization******..........................................
• Exceptions to Enrollment Stabilization******...................
• Pushed Case******............................................................
– Generating an Ineligible Notice******.........................
• Pulled Case******..............................................................
– Hierarchy: Child Care Program Selection******.........
– Exceptions to the Hierarchy Rules******....................
– Considerations******....................................................
• PELICAN CCW Page Ownership******...........................
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TABLE OF CONTENTS
hyperlink ******
• Assessing Enrollment Rules/Eligibility
– System Failures******...........................................
– User-Triggered Failures******.............................
– Child Care Request******......................................
• Changing Child Care Program******..........................
• Correspondence******................................................
• Sending Tracking Date Alerts to the CAO******.......
• Confidentiality******...................................................
• Client Advance Payment (CAP)******........................
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Unification
UNIFICATION
• The Department provides help with child care
costs to eligible families who need care in order to
go to work, attend school and/or participate in
employment and/or training programs.
• “Unification” is the Department’s initiative to
integrate services at the CCIS for ALL qualified
families participating in the Subsidized Child Care
program, regardless of the child care/eligibility
program.
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UNIFICATION
(cont’d)
• Child care/eligibility programs include:
1. Low-income (LI).
2. Former TANF (FT).
3. Head Start/Prekindergarten (HS/PK).
4. Temporary Assistance for Needy Families
(TANF).
5. General Assistance (GA).
6. Food Stamp (FS).
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UNIFICATION
(cont’d)
• Currently, families who are eligible for child care
under the LI, FT or HS/PK program are served by
the CCIS and families who are eligible for child
care under the TANF, GA or FS program are
served by the CAO.
• As a result of Unification, child care will be
processed differently in CIS and in PELICAN CCW.
• CIS will continue to be used for eligibility
determination for TANF, GA and FS child care.
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USE OF CIS
• The CAO will use CIS to:
– Determine initial and continuing eligibility for TANF,
GA and/or FS and for child care related to these
programs.
– Determine household composition, employment and
training participation, income and financial eligibility.
– Process reported changes in household composition,
employment and training, and income.
– Refer p/cs to the CCIS to receive help with locating
quality child care and assistance in paying child care
costs.
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USE OF PELICAN
CCW
• The CCIS will use PELICAN CCW to:
– Indicate immunization status.
– Verify and indicate developmental age, as
appropriate.
– Assess enrollment rules.
– Gather provider data and create enrollments.
– Assess co-payment and/or override/waive if
appropriate.
– Process attendance invoices and issue child care
payments, include Client Advance Payments (CAP) as
needed.
– Process enrollment and provider changes.
– Offer R&R services as appropriate.
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• It will take
teamwork and
various offices,
systems and
individuals to
effectively deliver
child care benefits
to the TANF, GA
and FS populations
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CIS
CAO
CCMIS
CCIS
Liaison
OIM
Policy
OCDEL
E&T
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ACRONYMS
ACRONYMS
Acronym
CIS
CAO
EDP
E&T
ETP
FS
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Meaning
Client Information System
County Assistance Office
Employment Development Plan
Employment & Training
Employment & Training Program
Food Stamps
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ACRONYMS
Acronym
GA
(cont’d)
Meaning
General Assistance
MPP
Maximizing Participation Project
OIM
Office of Income Maintenance
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MULTIPLE CASES
MULTIPLE CASES
• A family may be eligible to receive child care under
the FS child care program and a PELICAN CCW child
care program (FT, LI, HS/PK)
• When a FT, LI or HS/PK case exists in PELICAN CCW
and a FS case appears during conversion, there will be
two separate cases in CCW; ONE case as a FS case
and a SECOND case as a CCW case.
• When the PELICAN CCW case meets the work
requirement, the CCIS will include hours/days of care
during any unaccredited training occurring while the
p/c is receiving FS and pay for ALL child care under
the CCW case.
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MULTIPLE CASES
• The CCIS MUST:
1. Close the FS case using the reason of “Voluntary
Withdrawal.”
2. Add the relevant information pertaining to the
unaccredited training as derived from CIS.
3. Contact the p/c to discuss the additional child care
need and complete the Self-Certification form based on
the discussion with the p/c.
4. Mail a copy of the Self-Certification form to the p/c for
his/her records, NOT for signature and return.
5. Pay for all care under the PELICAN CCW case.
6. Generate a new Enrollment Summary and mail copies
to the p/c and provider.
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EXAMPLES
(cont’d)
A single p/c family receiving child care under a PELICAN CCW case (i.e.,
FT, LI, HS/PK) for 20 hrs/week appears in the CIS Inbox during
conversion and is receiving FS child care during unaccredited training for
10 hours/week.
1. Close the FS case using the reason of “Voluntary Withdrawal” and
add the relevant information pertaining to the unaccredited training
as derived from CIS.
2. Contact the p/c to discuss the additional child care need of 10
hrs/week.
3. Complete the Self-Certification form and mail a copy to the p/c for
his/her records.
4. Pay for all 30 hrs/week of care under the PELICAN CCW case.
5. Generate a new Enrollment Summary and mail copies to the p/c
and provider.
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NEW CASES IN THE CIS
INBOX
CHILD CARE
REQUEST
• Requests for child care
– Case is pushed from CIS to PELICAN CCW
– Client phones the CCIS office (pulled case)
– Client walks into the CCIS office (pulled case)
• Requests for child care must be acted on
– Within 5 calendar days of the date the case appears in the CIS
Inbox (pushed case), the CCIS must call the p/c.
– Within 15 calendar days of the date the case appears in the CIS
Inbox (pushed case) or the date the CCIS pulled the case into the
CIS Inbox
• Assess enrollment rules in PELICAN CCW
• Written notice to client informing them of approval or denial of
child care request
• Retroactive child care payment may be made for up to 60 days prior
to the date the case appeared in the CIS Inbox.
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CHILD CARE
REQUEST
• Contact the p/c to:
– Obtain provider information
– Collect child care schedule, immunization information and
developmental age (if appropriate)
– Schedule F2F (within 30 days of appearing in the CIS Inbox)
• Set tracking date alerts:
– 5 calendar days - CCIS reminder to contact the p/c.
– 16 calendar days – p/c must respond to the Welcome Letter.
If the p/c does not respond, generate an Enrollment Ineligible
Notice as described on the next slide.
– 31 calendar days – F2F required. If the p/c does not attend
the F2F or contact the CCIS to reschedule or claim hardship,
generate an AA.
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FS & GA CHILD CARE
FS & GA CHILD
CARE
• Child care payments are:
– made to enable the parent caretaker to participate in
an approved unpaid activity only.
– issued for hours related to a P/C’s participation in an
unpaid activity.
– There is no weekly hourly requirement in order to
receive child care payments
• Families who are working only and receive FS and/or
GA do not qualify for child care benefits through the GA
or FS child care programs.
– These families can be evaluated for child care under
the Low Income program.
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E&T POLICY
STATUS CODES
Status Type
Mandatory
Exempt
Voluntary
Participation in a work activity
Required
Excused due to a specific reason (i.e.,
verified physical/mental disability or a
single p/c caring for a child under age 12
months)
Is “Exempt” or has “Good Cause.” May
qualify for child care payments while
attending their activity, but may not be
penalized under the cash and food stamp
programs for non-participation.
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Status Codes
(cont’d)
These codes are used to track FS clients currently
participating in a work-related activity:
• 12 – Mandatory or Voluntary under TANF/GA
program (work requirements under cash policy
take priority over FS requirements)
• 30 – Mandatory
• 40 – Voluntary
These codes can be found on the CQINDA screen in
CIS.
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REQUIREMENTS
• P/Cs with a “Mandatory” or “Voluntary” E&T
Status Code are referred to ETP to discuss the
various work activities available to them.
• P/Cs may enroll in a CAO-approved unpaid
activity.
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REQUIREMENTS
(cont’d)
– ETP is the E&T program.
– An EDP is completed for all P/Cs receiving FS
and participating in ETP.
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COMPLETION OF
THE EDP
• Completed at the time of redetermination at a
minimum.
• May be updated between redeterminations as
needed.
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• See Handout EDP Example
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GOOD CAUSE
• A p/c may also claim Good Cause if they do not meet
one of the specific exemptions.
• A p/c with Good Cause will still have a Mandatory E&T
Status Code in CIS however a specific Good Cause code
will also be present. These clients may volunteer in an
approved work-related activity and therefore receive
child care services.
• The Good Cause code may be viewed on the CQPREN
screen in CIS, in the “CompRv/Appeal/Good Cause
Status” field. A date should also appear in the “Good
Cause Review Date” field. To access this screen, enter
the screen name, county/record number and individual’s
line number.
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GOOD CAUSE
REASONS
• Domestic Violence.
• Disability, injury, impairment or illness of another family
member that causes the P/C’s inability to participate in a
work activity due to the need to care for the family
member.
• The p/c in a 2-p/c family who is caring for the child(ren)
when the other p/c is meeting the hourly participation
requirement for the 2-p/c household.
– The CCIS will NOT pay for child care in this instance.
• Other appropriate reasons as determined by the CAO.
– i.e., the p/c has an apartment fire and needs time to look
for other housing.
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ALLOWED ETP
ACTIVITIES OPS040710
•
•
•
•
•
•
•
•
•
•
•
•
On-the-Job Training (OJT) (Paid activity **)
Job Readiness/Job Preparation
English-as-a-Second Language (ESL)
Adult Basic Education (ABE)/Literacy
General Equivalency Diploma (GED)
Vocational skills training
Advanced degree program
Workfare (Paid activity **)
Work experience (Paid activity **)
Community service
Internship
Job Search
** Child care cannot be authorized under the FS program for Paid
activities.
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ETP PARTICIPATION
REQUIREMENTS
OPS040710
• FS clients may participate in self-initiated or contracted
programs.
• If the FS client is enrolled in ETP through a contracted
program, an Employment Development and Retention
Plan (EDRP) is also signed with the contractor. The
goals and steps outlined on the EDP and EDRP should
not conflict with one another.
• Initial and subsequent activities and hours of
participation are determined by the FS client’s individual
goals and circumstances and, as appropriate, by the
requirements of the contracted program, the
requirements of the educational facility or training site,
and the requirements found in FS Handbook section
535.5.
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ETP PARTICIPATION
REQUIREMENTS
(cont’d)
– All individuals determined “mandatory” must
participate in the ETP to the extent required by the
CAO.
– A mandatory participant is referred to the ETP unit,
Job Center or other contracted provider to receive
services such as job search, job placement, vocational
training, remedial education, etc. (activities available
to FS recipients are similar to those offered under the
cash program).
– A mandatory participant must attend his/her activity
according to the schedule agreed upon on the EDP.
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SPECIAL
ALLOWANCES
• Special allowances are available to mandatory or
voluntary ETP participants who are actively participating
in an activity approved on their EDP. Some of the most
commonly issued special allowances include:
– Transportation
– Vehicle purchase or repair
– Clothing
– Tools, equipment, books and supplies
– Education/training registration fees
– Operator fees (i.e., Driver’s License, registration
renewal, transfer fees for a vehicle purchase, etc.)
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SPECIAL
ALLOWANCES
•
(cont’d)
The CAO may pay for transportation to and from the
CCIS for any reason associated with child care
enrollment.
– NOTE: This will happen in rural areas.
– EXAMPLES:
1. Perry County CAO clients must travel to
Carlisle (Cumberland County) to the CCIS.
2. Susquehanna and Wayne counties’ CAO clients
must travel to Scranton (Lackawanna County)
to the CCIS.
3. Sullivan County CAO clients must travel to
Towanda (Bradford County) to the CCIS.
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NONCOMPLIANCE
• When a case is pushed or pulled from CIS
it is possible for a sanction to be in effect
for any of the case members.
• If a sanction exists, information for each
sanctioned individual will be displayed in
PELICAN CCW on the “CAO Sanction/
Disqualification Information” screen.
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NONCOMPLIANCE
OPS051205
• When a p/c is under sanction but demonstrates compliance
with the work requirement by attending the activity for 3
consecutive scheduled days, benefits may be restored.
• Child care is issued as needed or required to start the
activity after the p/c agrees to participate by signing an
updated EDP.
• Currently, the CAO has a workaround allowing payment to
be issued to a p/c in “DS” status.
• PELICAN CCW, however, will NOT recognize this case as
eligible since the p/c is in “DS” status and therefore no
child care payment may be made in these circumstances.
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NONCOMPLIANCE
OPS051205
• OIM DAPS is currently working on a way to show an
eligible segment for these p/cs in CIS so that the case may
be determined eligible for enrollment and child care
payments may be issued from PELICAN CCW in the future.
Until such an enhancement is implemented, child care
payment WILL NOT be issued in these circumstances
because the CCIS MAY NOT issue child care payments
outside of CCW.
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NONCOMPLIANCE
• The eligibility status code for sanctioned
individuals is DS.
• The “Sanction/Disqualification Details” field on
the CAO Sanction/Disqualification Information
screen in PELICAN CCW will display the reason
for the sanction.
• The codes used in CIS that represent sanctions
are listed on the next slide.
• The CIS sanction code may be found on
CQBVAL screen for each case in which a client
is under sanction.
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NONCOMPLIANCE:
CIS CODES
Code
Noncompliance
Issue
Occurrence
CC Program
21
E&T
1st
TANF/GA/FS
22
E&T
2nd
TANF/GA/FS
23
E&T
3rd
TANF/GA/FS
Any
FS only
24
Apply/provide SSN
25
Quality control
Any
FS only
26
Transfer resources
Any
FS only
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NONCOMPLIANCE:
• A penalty is imposed on an individual who,
without good cause, fails to comply with FS
work participation requirements or comparable
TANF program requirements.
• Only the household member who failed to
comply is sanctioned.
• Sanction begins with the first month following
the expiration of the Advance Notice, unless a
fair hearing is requested.
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NONCOMPLIANCE:
(cont’d)
• FS sanction periods:
– 1st occurrence = ineligibility for one payment month
or until compliance, whichever is longer
– 2nd occurrence = ineligibility for three payment
months or until compliance, whichever is longer
– 3rd occurrence = ineligibility for six payment months
or until compliance, whichever is longer
• NOTE: If a sanctioned individual becomes exempt from
work requirements during the sanction period, the
individual may be permitted to resume FS eligibility
during the sanction period, if otherwise eligible.
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DISQUALIFICATION:
• Recipients of FS who commit intentional
program violations (fraud) are disqualified from
receiving FS benefits for the following periods:
– 1st occurrence = disqualification for 12
months
– 2nd occurrence = disqualification for 24
months
– 3rd occurrence = permanent disqualification
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DISQUALIFICATION:
(Cont’d)
• Exceptions to length of the disqualification period:
– A court may specify the length of the disqualification.
– Any individual found by a court to have used FS benefits to
buy illegal drugs will be disqualified for 24 months for the
first offense and permanently for the second offense.
– Any individual found by a court to have used FS benefits to
buy firearms, ammunition, or explosives will be disqualified
permanently for the first offense.
– Any individual found guilty by a federal or state court of
fraudulently misstating identity or residence to receive
multiple FS benefits simultaneously is disqualified for 10
years.
– Any individual convicted of trafficking FS benefits of $500 or
more is disqualified permanently.
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DISQUALIFICATION
CODES
• The eligibility status code for fraud
disqualification is DF.
• The “Sanction/Disqualification Details” field on
the CAO Sanction/Disqualification Information
screen in PELICAN CCW will display the
reason for the disqualification.
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DISQUALIFICATION:
CIS CODES
Code
01
02
03
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Disqualification Issue
Fraud
Fraud
Fraud
Occurrence CC Program
1st
TANF/GA/FS
2nd
TANF/GA/FS
3rd
TANF/GA/FS
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DISQUALIFICATION:
CIS CODES
Code
Disqualification Issue
Occurrence
04 Fraud; using FS for drugs
1st
05 Fraud; using FS for drugs
2nd
06
Any
FS only
Any
FS only
08
Criminal – fleeing
felon/violating
probation/parole
Any
FS only
09
FS used for
weapon/ammo/explosives
Any
FS only
07
Fraud; trafficking > $500
Fraud; misrepresent
residence/ID for FS
CC Program
FS only
FS only
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DISQUALIFICATION
CODES
• CIS Disqualification Codes may be found on
the CQBVAL screen for cases in which a
client is disqualified.
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REDETERMINATION
• Child care eligibility is automatically
assessed by CIS when a redetermination is
completed for FS.
• A redetermination will come to PELICAN
CCW as an update:
– Locate case in the Update Inbox
– CCW case should be in Redetermination Mode
– Assess eligibility rules in CCW
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REDETERMINATION
PERIOD
• Partial review completed every 6 months for all
cases except those with an elderly/disabled person
or those receiving the Extended Food Stamp
Benefit
• Paid (Earned and Unearned income) and other
situations= Redetermination completed every 12
months
• Unpaid/Zero Income and other situations =
Redetermination completed every 6 months
• Elderly/disabled households with no earned income
= Redetermination completed every 24 months
(Phone interview done at 12 months)
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CIS ELIGIBILITY
STATUS CODES:
ELIGIBLE MEMBERS
• EB = Eligible Able Bodied Adult
• EM = Eligible Member
• EW = Eligible Able Bodied Waived Adult
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STATUS CODES:
INELIGIBLE MEMBERS
•
•
•
•
DF = Disqualified for Fraud
DS = Sanctioned individual
NM = Non-eligible Member
NX = Not Requesting Benefits
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CIS Eligibility
Module
• CIS will determine eligibility for each
individual in a TANF/FS or GA budget.
• Each individual’s eligibility result will be
displayed on the Child Care Summary
Results screen (CQCCSR) in CIS.
• See sample CQCCSR screen on next slide.
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CIS Eligibility
Module
• CIS will determine child care eligibility as follows:
– Identify a child who is
• Under 13 or Under 19 with a disability
• E member in TANF, FS, GA or J(SSI) budget
• Has a P/C who has care & control of the child
• P/C meets the following criteria
– P/C is one of the following eligibility statuses
» TANF-ES or EP
» GA- EA or EP
» FS-EM, EW or EB
– P/C ETP code of 53, 54, 60 or 61 for TANF or GA
– P/C ETP code of 30, 40 or 71 for FS
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CQBUDG Child
Care Indicator
• If at least one child and one P/C meet all of these
criteria then the budget level child care indicator is set
to Y
• Field on CQBUDG is CC Elig
• Possible values are:
– N budget not eligible for child care
– Y budget is eligible for child care
• CAO worker can push the case to PELICAN CCW
by changing the Y to an R
• When CAO worker changes the Y to an R the
PELICAN CCW indicator on CQCASE is set to P
(push)
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CQBUDG
• CC Elig Field
– N budget is not eligible for child care
– Y budget is eligible for child care
• Y indicator can be changed to an R by CAO
• This will push the case to PELICAN CCW
• See sample CQBUDG screen on next slide.
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CQCASE
• PELICAN Code field indicates whether the
case has been set up to be pushed during
the night batch.
• The Code may be a “P,” “Y” or “N.”
– “P” = Scheduled to be pushed to PELICAN
CCW during the night batch.
– “Y” = Case is active, i.e. pending or open in
CCW, and will receive updates from CIS.
– “N” = Case is inactive, i.e. closed in CCW, and
will not receive updates from CIS.
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OIMWEB Intranet
• OIM child care policy is located in
– Cash Assistance Handbook Chapter 183 for TANF
• http://oimmanuals/bop/ca/183/Table%20of%20
Contents.htm#P-1_0
– Cash Assistance Handbook Chapter 135 for GA
• http://oimmanuals/bop/ca/183/Table%20of%20
Contents.htm#P-1_0
– Food Stamp Handbook Chapter 535 for Food
Stamp
• http://oimmanuals/bop/fs/535/53502.htm#P237_6250
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ONLINE TRAINING
• Elearning modules– TANF budget groups http://164.156.53.247/elearning/TANF%20Bud%20Groups/index.htm
– Food stamp Overview http://164.156.53.247/elearning/FSOver/index.html
– Cash assistance handbook- TANF/GA budget
groups
http://oimmanuals/bop/ca/110/110_A.htm#P13_74
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AUTHORITY TO
ADMINISTER SUBSIDZED
CHILD CARE § 168.3
AUTHORITY
• Section added.
• Allows the Department to delegate to
another approved entity, such as the CCIS,
the responsibilities related to
administration of the subsidized child care
program.
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PHILOSOPHY
• The CCIS is NOT the eligibility agent.
• CIS information rules for any CAO child care program
and related care.
• The CCIS WILL NOT verify the accuracy of CIS
information.
• The CCIS WILL have an “Open Door” policy with regard
to p/c report of change.
– If a p/c reports a change that affects eligibility, the
CCIS will do everything possible to assist the p/c in
reporting this change to the CAO via making a phone
available to call the change center or faxing the
verification to the CAO.
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RESPONSIBILITIES
• Verifying immunization status (Self-certification)
and child developmental delay (as appropriate)
• Enrollment
• Payment for Child Care
• Co-payment
• Assisting the p/c in reporting appropriate changes to
the CAO
• R&R
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DEFINITIONS
§ 168.2
DEFINITIONS:
EDP
• As defined in 55 Pa.Code Chapter 165.2 (relating to
definitions).
• An individualized agreement with the Department that is
completed by the Food Stamp recipient and is based on
the individual’s skills and abilities.
• An EDP sets forth an employment goal with
responsibilities and obligations to be undertaken by the
individual to achieve that goal and the time frames within
which each obligation is to be completed.
• The EDP describes services to be provided by the
Department.
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DEFINITIONS:
In-home Care
• Revised to reflect the definition used in Lowincome & Former TANF policy.
• Child care provided by an individual who is
specifically exempt from certification or
registration under Chapters 3270, 3280 and
3290 (relating to child day care centers; group
child day care homes; and family child day care
homes) and who cares for a child in the child’s
home.
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DEFINITIONS:
Nontraditional Hours
• Revised to reflect the definition used in Lowincome & Former TANF policy.
• Hours of child care provided to a child whose
parent works on Saturday, Sunday or between
the hours of 6 p.m. and 6 a.m.
• Policy Communiqué #06-05 Payment for
Nontraditional Hours of Care
– At least 3 hours of nontraditional care = NPT
– At least 5 hours of nontraditional care = NFT
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DEFINITIONS:
Provider Agreement
• Added to incorporate vendor payment for all
providers as required by Low-income & Former
TANF policy.
• A document signed by the child care provider in
order to participate in the Department’s
subsidized child care program.
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DEFINITIONS:
Regulated Care
• Revised to reflect the definition used in Lowincome & Former TANF policy and to reflect the
requirements specified in § 3041.13 (relating to
parent choice).
• Child care provided by a child care center
certified under Chapter 3270, a group child day
care home certified under Chapter 3280 or a
family child day care home registered under
Chapter 3290.
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DEFINITIONS:
R/N Care
• Revised to reflect the definition used in Low-income &
Former TANF policy and to reflect the requirements
specified in § 3041.13 (relating to parent choice).
• Child care provided by an individual who is specifically
exempt from certification or registration under Chapters
3270, 3280 and 3290 (relating to child day care centers;
group child day care homes; and family child day care
homes) and who cares for three or fewer children
unrelated to the provider in the provider’s home.
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DEFINITIONS:
Self-certification
• Added to reflect the requirement in
55 Pa.Code Chapter 3041 regarding verification
of immunization or exemption from
immunization.
• A written statement provided by the parent for
the purpose of establishing verification of a
child’s immunization or exemption from
immunization.
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DEFINITIONS:
Service Month
• Added to incorporate payment policies used for
Low-income & Former TANF families.
• The calendar month during which child care
services were provided.
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DEFINITIONS:
Sleep-time
• Revised to reflect the definition in
55 Pa.Code Chapter 3041.
• Care provided for a child when the parent’s
work shift ends between the hours of 12 a.m.
and 9 a.m. in order to allow the parent time to
sleep.
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DEFINITIONS:
Vendor Payment
• Revised to incorporate vendor payment for all
providers as required by Low-income & Former
TANF policy.
• A child care payment made by the Department
directly to a child care provider who has signed
a Provider Agreement.
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PROVISION OF CARE
PROVISION OF
CHILD CARE
• Payments are made:
– For the hours the Head of the Household is participating
in a CAO-approved unpaid activity.
– During travel time to and from the work activity and
child care provider. § 168.72(1)
– Up to 10 consecutive days absence due to illness or
vacation. § 168.72(2)
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PROVISION OF
CHILD CARE (cont’d)
• Child care may occur as follows:
– Up to 30 consecutive days for breaks in approved unpaid
activities if care would be lost. § 168.18(c)
– During study time of 2 hours for each class hour of postsecondary education or job skills training that:
• requires out of classroom preparation time; AND
• results in a degree or certificate; AND
• IS supervised and documented on time sheets.
– During an approved unpaid activity for a p/c in a 2-p/c family
when the other p/c has a disability.
• There is no weekly hour requirement for participation in the
unpaid activity in order to receive child care payments.
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PROVISION OF
CHILD CARE (cont’d)
• Care is NOT permitted:
– When the parent/caretaker or stepparent is:
• The provider caring for his/her own child(ren) or other
children during the hours/days when care is requested
for his/her own child(ren).
• An owner/operator of a child care facility. § 168.18(d)
– As a substitute for a publicly-funded educational program.
§ 168.18(e)
– If the provider caring for the child(ren) is a member of the
family composition as determined by CIS. § 168.19(2)
– If the p/c is available to care for his/her child(ren) during
the times care is requested.
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PROVISION OF
CHILD CARE (cont’d)
• A family becomes ineligible for care when:
– The child is not enrolled with an eligible provider within
30 days following the request for care. § 168.18(g)
– The child is absent for 10 consecutive service days.
§ 168.72 (2)
– § 168.21(c)
– The parent/caretaker does not return to the unpaid
activity following a break.
– The parent/caretaker fails to meet the face-to-face
requirements. § 168.18(f)
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MULTIPLE CASES
MULTIPLE CASES
• A family may be eligible to receive child care
under a CIS child care program (TANF, FS, GA)
and a PELICAN CCW child care program (FT, LI,
HS/PK)
• In these circumstances, there will be two separate
cases in CCW; ONE case as a CIS case and a
SECOND case as a CCW case.
• When it is appropriate to provide child care to
multiple cases, the CCIS MUST check the “Joint
custody/Multiple cases checkbox.”
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EXAMPLES
1. A single p/c family receiving FS child care during
training for 15 hours/week. The p/c begins
working 15 hours/week in addition to training. The
p/c’s training is accredited. There is a waiting list
for LI.
• The p/c will continue to receive child care
under FS during training hours ONLY.
• The CCIS will create a LI case and the family
will sit on the waiting list. When the case
reaches the top of the waiting list, the FS case
may be voluntarily closed and all of the family’s
child care will be paid under LI.
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EXAMPLES
(cont’d)
2. A single p/c family receiving FS child care during
training for 20 hours/week, 10 hours are accredited
and 10 are not. The p/c begins working 20
hours/week in addition to training. There is a waiting
list for LI.
• The p/c will continue to receive child care under
FS during training hours ONLY.
• The CCIS will create a LI case and the family will
sit on the waiting list. When the case reaches the
top of the waiting list, the FS case may be
voluntarily closed and all of the family’s child
care will be paid under LI.
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CHILD ELIGIBILITY
CHILD
ELIGIBILITY
§ 168.17
• Is an eligible member of the budget group or
household.
• Meets the age requirements.
– Under 13 years of age.
– Between 13 and 19 years of age with an injury
or impairment.
• Is age-appropriately immunized or exempt from
immunization.
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F2F REQUIREMENT
F2F
§ 168.18(f)
• The parent/caretaker will attend a F2F no later than 30
days following the request for care (date the case
appeared in the CIS Inbox).
• The CCIS may grant an additional 30 days for the F2F if
on or before the 30th day the parent/caretaker claims
hardship.
• The CCIS may substitute a telephone contact if the F2F
can not be scheduled without the parent/caretaker
having to take time off from work.
• NOTE: The 1-year waiver applies to TANF/GA/FS
cases as well.
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F2F
(cont’d)
• The CCIS will do the following at the F2F
meeting:
1. Obtain photo identification of the p/c
attending the F2F.
2. Review the Rights & Responsibilities form
with the p/c and provide the p/c with a
copy.
3. Offer R&R services and discuss quality
child care options.
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SUSPENDED SUBSIDY
SUSPENDED
SUBSIDY
• If a child is unable to attend child care for more than 10
consecutive service days, care will be suspended as
follows:
– For up to 13 days, during the AA period following a
child’s absence for 10 consecutive service days.
– For up to 30 days while the p/c:
• Selects a new eligible provider following notification
that the current provider is ineligible.
• Is on break from an approved unpaid activity based
upon the parent’s choice, which may include
maternity leave.
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SUSPENDED
SUBSIDY (cont’d)
– For up to 90 days when:
• The child is visiting the noncustodial p/c.
• The child is ill or hospitalized, preventing the child
from participating in care.
• The child is absent because of family illness or
emergency.
• The provider is closed because of failure to meet
certification or registration requirements.
• The child is no longer eligible for subsidized child care if
he/she continues to be absent following the appropriate
suspension period (i.e., 13 days, 30 days or 90 days).
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VERIFICATION
REQUIREMENTS
VERIFICATION
• Immunization
§ 168.51
– Self-certification
• Child’s Developmental Delay
§ 168.43
– Written documentation from a physician or
licensed psychologist
• Child Care Need
– Self-certification
• F2F Extension
– Self-certification
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REPORTING
REQUIREMENTS
REPORTING
• Immunization Status if Pending 90 days
– Self-certification
• Changes in Child’s Developmental Delay
– Written documentation from a physician or
licensed psychologist
• Changes in Child Care Need
– Self-certification
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WHAT MUST BE
REPORTED TO YOU?
• Clients should report changes that impact child
care to the CCIS such as:
– Provider changes
– Schedule changes
– A change in the need for care.
• A DECREASE may be self-certified.
• An INCREASE beyond the enrollment stabilization
rules must be substantiated by the CAO via an
update from CIS, a revised EDP or collateral contact
with the CAO
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PROCESSING A
CHANGE
• Enter the new information regarding child care in
PELICAN CCW.
• Process the change as you would process a change in
any other case; GOING FORWARD ONLY unless the
change involves provider overpayment.
– This would include assessing eligibility when
needed, enrolling children, discontinuing
enrollments, creating new and/or modified
schedules, creating enrollment summaries etc.
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WHAT MUST THE P/C
REPORT TO THE
CAO?
1.
2.
3.
4.
5.
6.
7.
Change in demographic information (i.e., name, marital
status)
Change in household composition (i.e., individuals moving
in and/or out of household, newborns, deaths,
incarcerations, etc.)
Change in address
Change in employment (i.e., starting, ending, hours or
wages)
Change in income (i.e., starting, ending, amount)
Change in training activities (i.e., starting, stopping,
attendance)
Need for an increase in days/hours of care
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REPORTING A CHANGE
TO THE CAO
• Use the agreed-upon protocol.
• CAO enters any needed changes into CIS.
• Cases with changes from CIS appear in the
Update Inbox. Follow procedures in Processing
a CIS Update.
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TEEN PARENT
ELIGIBILITY
TEEN PARENT
ELIGIBILITY
• Teen parent eligibility requirements are very
different from the LI requirements we are used to
under Chapter 3041.
• Teen parents MAY NOT be eligible for care under
the TANF/FS/GA programs although
circumstances mirror those of teen parent who
would be eligible under Chapter 3041.
• PELICAN CCW is designed to reflect eligibility as
obtained from CIS.
– There are many intricacies associated with the
eligibility determination for teen parents
receiving TANF/FS/GA.
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TEEN PARENT
ELIGIBILITY
• If the EB or EW is participating in an approved unpaid work
activity BUT the teen parent is NOT attending school (either
ELECT or non-ELECT program) or an approved GED program,
the budget group is NOT eligible for child care because the teen
parent is available to care for the child.
• If the EB or EW IS participating in an approved paid work
activity ONLY, the budget group is ineligible for child care
regardless of whether the teen parent is in school (either ELECT
or non-ELECT program) or an approved GED program.
• Example: The EB or EW is participating in an approved paid
work activity ONLY and the teen parent is in school (either
ELECT or non-ELECT program) or an approved GED program.
In this case, the budget group is still NOT eligible for child care
under the FS child care program because the EB or EW is not
participating in an approved unpaid activity.
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TEEN PARENT
ELIGIBILITY
• When the budget group is not eligible for FS child care
and the teen parent meets the LI eligibility requirements
(i.e., is attending an approved educational program), the
teen parent and teen’s child may be eligible for LI child
care. The teen parent’s child will be placed on the
waiting list unless the CCIS has funds available through
a teen parent set-aside. When switching a teen parent
from the FS child care program to the LI child care
program, the CCIS must obtain the verification that can
not be obtained from CIS only. The CCIS may NOT
require the teen parent to complete an Application.
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HIGHLIGHTS:
Differences between
3041 & 168
What are the
Differences?
CCIS Regulation; 3041
CAO Regulation; 168
Waiting List for LI
No Waiting List
Teen Parents – Family on own
Teen Parents – Budget composition
Maternity Leave = 84 days
Maternity Leave = 30 days
Family Leave = 90 days
Family Leave = 30 days
Job Loss = 13 (vol.) & 60 (invol.) Job Loss = 30 days
Suspended Subsidy =
90 days for many reasons
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Suspended Subsidy =
90 days
EXCEPT §§3041.21(4), (6), (7) & (8)
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ENROLLMENT
STABILIZATION RULES
ENROLLMENT
STABILIZATION
• Enrollment hours = 30 hours are used for
enrollment
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ENROLLMENT
STABILIZATION
(cont’d)
• The p/c may self-certify the days/hours care is
needed (i.e., increase or decrease) within the total.
– Example
• Enrollment hours = 30 hours; p/c may
self-certify need for 30 or less than 30 hours
depending upon need. If p/c self-certifies a
need for only 15 hours/week, the CCIS may
establish the enrollment(s) for 15 hours/week.
If the p/c later wishes to use the entire 30
hours/week, the CCIS may increase the hours
for the enrollment(s).
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ENROLLMENT
STABILIZATION
(cont’d)
• If the p/c indicates an increased need for care
(days/hours), the CCIS must direct the p/c to contact the
CAO worker to discuss the increased need.
• An increase in days/hours of care will only be
processed upon receipt of an update from CIS, a
revised EDP or collateral contact with the CAO.
• If the p/c indicates an increased need for care (hours only)
due to travel to and from activity, the CCIS may increase
the number of hours to meet the p/c’s need.
• Note an increase in days/hours of care related to
travel in the case comments.
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EXCEPTIONS TO
ENROLLMENT
STABILIZATION RULES
WHEN SHOULD THE
ENROLLMENT BE
MODIFIED?
1. When the CCIS receives information from the
CAO that indicates the number of days/hours of
care should be increased or decreased.
2. When the p/c self-certifies a decrease in the
need for care within the number of hours for
which the family has been determined eligible.
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Acceptable
Verification
 Employment Development Plan (EDP).
 Collateral contact with the CAO confirming the
increased need.
 An update from CIS indicating an increased need
beyond the enrollment stabilization rules.
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Acceptable Verification:
EDP
1. It must be dated within the past 30 days.
2. It contains the following information at a
minimum:
 The employment, training or education begin date.
 The name of the employer, training or education
institution or representative.
 The number of hours the p/c is expected to work or
participate in training or education.
 The signatures of the p/c and a CAO representative.
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PROCESSING A PUSHED
CASE
Processing a
Pushed Case
• A pushed case is a case that is requesting
care.
• The client must be notified in writing via a
client notice within 15 days of the day the
case lands in the CIS Inbox whether they
are eligible or ineligible.
• Day one for the 15 days is the day the
case lands in the CIS Inbox.
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Processing a
Pushed Case
(cont’d)
1. Review CIS Inbox daily.
2. If there is any missing information (i.e., training
ONLY) AND the p/c does not submit an AMR or
EDP:
 Call or email your CAO Contact in an attempt to
obtain the missing data via a CIS update.
3. If there is any missing information (i.e., training
ONLY) AND the p/c submits an EDP:
 Enter the missing data as indicated on the EDP
that was submitted by the p/c.
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Processing a
Pushed Case
4.
(cont’d)
Contact the p/c within 5 days from the date the case
appeared in the CIS Inbox.
 Document unsuccessful attempts to contact the client
in the paper case file or in the case comments in
CCMIS as appropriate.
 If the p/c DOES NOT contact the CCIS the case
will close that night during the batch.
 If the p/c DOES contact the CCIS, the CCIS
MUST reopen the case with continuous eligibility.
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Processing a
Pushed Case
(cont’d)

Upon contacting the client review demographic case
information. If there is a change in the information see
Processing a TANF/GA/FS change of information
processing.
 Obtain the following:
1. Provider information.
2. Collect child care schedule
3. Collect immunization information.
4. Collect developmental age of child if needed.
 Schedule face to face interview.
5. Assess and confirm eligibility within 15 days from the date the
case appeared in the CIS Inbox.
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Processing a
Pushed Case
6.
(cont’d)
If the client does not have an eligible provider, inform
the client they have 30 days (from the date the p/c is
notified his/her provider is ineligible) to select a
provider and report this to the CCIS office.
 If the client does not select a provider within 30 days,
as stated above, they are ineligible for child care.
Remove the request for care using “Child not Enrolled,”
click save, assess and confirm eligibility.
7.
Complete the face-to-face interview.
 Rights and Responsibilities.
 Quality care issues discussed.
 Resource and referral services.
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Contact with the
p/c
1. Discuss need for care based on enrollment
stabilization rules.
2. Discuss provider selection.
• If no provider has been selected explain that child
must be enrolled within 30 days from the date the
p/c was notified that the provider is ineligible.
• Discuss quality child care options.
• Discuss the face-to-face requirement and schedule
a face-to-face interview within 30 days from the
date the case appeared in the CIS Inbox.
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PULLING A CASE
When do I Pull a
Case?
1. When a p/c appears in the office WITH AN EDP
and requests child care but the case has not yet
been pushed.
2. When one CIS cc program closes and another
opens (i.e., FS ends and TANF opens).
3. When a pushed case consists of two budget
groups and some of the children included in the
budget are ineligible after the initial assessment
of enrollment rules.
• See Hierarchy for Child Care Program on the
next slide.
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Hierarchy:
CC Program
1.
2.
3.
4.
5.
6.
TANF
FS
GA
Former TANF
Head Start/Prekindergarten
LI
 If there is a question regarding the hierarchy,
the CCIS should always choose the child care
program that would best meet the p/c’s needs.
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Hierarchy Exceptions:
Examples
A FS p/c with an unpaid activity is receiving FS child care.
TANF is opened and the child care program is changed
from FS to TANF. The p/c gets a job and TANF closes,
but the p/c continues to receive FS and is eligible for FS
child care.
• The hierarchy dictates use of FS child care program,
but FT would better meet the p/c’s need because the
p/c could receive care during the days/hours he/she
attends both training and work.
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CONSIDERATIONS
• Check CIS to determine if client is receiving TANF/ GA/FS.
– Complete a CIS inquiry:
• County/Record number inquiry
• SSN inquiry
• Name Inquiry
– Check PELICAN CCW to determine if client has a case.
• Search the CIS inbox for the client.
• Complete a regular client search in CCW.
– If client receives TANF/GA/FS but does not exist in CCW,
CCIS staff pulls the case from CIS.
– Once the case is pulled from CIS, follow the policy and
procedures in Processing a Pushed TANF/GA/FS
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FS TO TANF
• The CCIS will use the hierarchy to
determine when to voluntarily close one
CIS cc program and create a new case for
another CIS cc program by pulling a case.
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FS TO TANF:
Example #1
• P/C has been receiving child care under
the FS cc program since 10/1 and the
CCIS receives an update on 11/1 that FS
benefits will end effective 11/30. The
CCIS also receives an update that TANF
benefits will begin 11/15.
• The CCIS will voluntarily close the FS
case effective 11/15 and pull the TANF
case.
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FS TO TANF:
Example #2
• P/C has been receiving child care under
the FS cc program since 10/1 and the
CCIS receives an update on 11/1 that
TANF benefits will begin 11/15.
• The CCIS will voluntarily close the FS
case effective 11/15 and pull the TANF
case.
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PELICAN CCW PAGE
OWNERSHIP
• See Handout posted under “Training
Materials.”
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ASSESSING ENROLLMENT
RULES/ELIGIBILITY
When can a CIS
case Fail?
• Enrollment rules:
– System triggered
– User triggered
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System Failures
•
•
•
•
•
•
•
CIS ineligibility.
Case and/or individuals ineligible.
P/C not enrolled in an Unpaid activity.
P/C has an active sanction.
Child has an active sanction.
Child is older than 13 with no disability.
Gap between CIS eligibility segments
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CIS INELIGIBILITY:
P/C MOVING
•
•
The CAO ends eligibility in the future when notified a p/c
is moving to another county. In these situations:
1. Pay provider #1 (current county) THROUGH THE
DAY PRIOR TO THE DATE OF THE FAMILY’S
MOVE and discontinue/end the enrollment as of the
date of the family’s move.
2. Pay provider #2 (county where p/c has moved)
BEGINNING THE DATE OF THE FAMILY’S MOVE
THROUGH THE DATE THE CAO CLOSES THE
CASE and discontinue/end the enrollment as of the
date of the CAO closes the case.
See example on the next slide.
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EXAMPLE: P/C
MOVING
•
The p/c notifies the Dauphin CAO and/or the Dauphin CCIS
on 10/10 he/she is moving to York county on 10/15 and
will continue the current unpaid activity or will begin a
new unpaid activity on that date of the move. The family
is receiving care from provider #1. The p/c actually
moves on 10/15 and begins taking the child to provider #2
in York while attending his/her new work activity. The
Dauphin CAO closes the case on 10/20.
1. Pay provider #1 (current county) THROUGH 10/14
and discontinue/end the enrollment as of 10/15.
2. Pay provider #2 (county where p/c has moved)
BEGINNING 10/15 THROUGH 10/20 and
discontinue/end the enrollment as of 10/21.
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CIS INELIGIBILITY:
Retroactive
• There will be instances in which the CAO ends
eligibility in the past for FS cases or instances in
which eligibility ends in the past due to timing when
processing FS cases in the CIS Inbox or processing
updates to cases. In these situations:
1. Call the provider IMMEDIATELY UPON
RECEIPT OF THE UPDATE and explain that the
CCIS will pay from the date FS eligibility ended
until today.
2. Do NOT end the current/active enrollment(s).
3. Change the Child Care Program from FS to LI
ON THE DAY the update is received from CIS
indicating past ineligibility.
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CIS INELIGIBILITY:
Retroactive (cont’d)
4. Assess and confirm eligibility.
• If the case does not pass during the eligibility
assessment, override case eligibility using the reason
of “Department Mandate” and enter a note
“Department Mandate.”
5. Suppress/cancel the Eligible Notice.
6. Change the funding program for the enrollment(s) to LI.
7. Pay the provider through today ONLY.
8. Uncheck cc request using the reason “Voluntary
Withdrawal.” PELICAN CCW will close the case during
the night batch.
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CIS INELIGIBILITY:
Future End Dates
• The CAO will end eligibility in the future, in some
instances, for a FS case. The future end date will be
between 2 and 14 days in the future. In these situations:
1. Discontinue/end the current/active enrollment(s) using
the reason “OIM Program Termination.” This process
will result in a Stop Letter specific to this situation
(i.e., not including the 30-day time period to locate
another provider).
2. Call the p/c and provider to inform them that care will
end effective the date of the OIM program termination.
3. Print locally and mail the Stop Letter to the p/c with a
copy to the provider.
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CIS INELIGIBILITY:
Future End Dates
• IF AN UPATE IS RECEIVED FROM CIS
THAT REMOVES THE FUTURE END
DATE:
– The CCIS MUST call the p/c and provider
immediately and explain the care will
continue uninterrupted.
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P/C AND/OR
CHILD SANCTION
• IF A CASE IS PUSHED FROM CIS THAT CONTAINS A
TANF AND FS BUDGET GROUP AND THERE IS A
SANCTION:
– The CCIS MUST assess enrollment rules under each
child care program according to the hierarchy.
– The CCIS WILL NOT confirm eligibility until enrollment
rules have been assessed under each child care
program.
• Under certain circumstances a TANF p/c and/or child may
be sanctioned under TANF but remain eligible for child
care under the FS program.
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User Triggered
Failures
• DO NOT enter “N/A” in the following verification fields:
– Employment & Wage.
– Self-employment.
– P/C Disability.
– Child Disability.
– Teen Parent Education.
– P/C Training.
• Child Care Request Screen.
– Immunization & Immunization Verification.
– Reason Ending Care.
• DO NOT update Failure Reason Codes on the Eligibility Results screen
EXCEPT WHEN OVERRIDING ELIGIBILITY TO GENERATE AN
INELIGIBLE NOTICE AS DISCUSSED ON SLIDES #200 AND #231.
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Failure: Reason
Ending Care
• Additional reasons for Low-Income and Former
TANF families.
– Parent is Owner/Operator
– Publicly funded Educational Program Available
– Parent Available to care for child
• Reasons for TANF, GA and FS cases only.
• Reasons will be mapped to the case as appropriate
and will reflect appropriate regulatory language.
– 55 Pa.Code Chapter 3041 = LI/FT
– 55 Pa.Code Chapter 168 = TANF/GA/FS
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Failure: CC Request
PGM = Program TGR = Trigger
Y=Yes M=No Notice S=Notice
CARE END REASON
CIS
PGM
CCMIS
TGR PGM
TGR
Moved out of household
Y
M; NO NOTICE
Change in custody
Y
M ; NO NOTICE
Lost appeal
Y
M ; NO NOTICE
90 days suspended subsidy
Y
S; AA
Child not enrolled from waitlist
Y
S; AA
Y
M; (Ineligible)
Y
S; AA
Y
M; (Ineligible)
Y
S; AA
Disqualification (6, 12, perm.)
Parent receiving TANF
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Failure: CC Request
PGM = Program TGR = Trigger
Y=Yes M=No Notice S=Notice
CARE END REASON
Ineligible provider
Provider included in Budget Gp.
Provider is stepparent
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CIS
PGM
TGR
Y
M;Ineligible
Y
S; AA
Y
M;Ineligible
Y
S; AA
Y
M;Ineligible
Y
S; AA
Office of Child Development & Early Learning
(OCDEL)
CCMIS
PGM
TGR
152
Failure: CC Request
PGM = Program TGR = Trigger
Y=Yes M=No Notice S=Notice
CARE END REASON
CIS
PGM TGR
CCMIS
PGM TGR
Co-pay exceeds cost of care
Y
SS; AA
Y
SS; AA
Delinquent co-pay
Y
SS; AA
Y
SS; AA
Child not enrolled
Y
SS; AA
Y
SS; AA
10 day absence
Y
S ; AA
Y
S ; AA
Failure to return from break
Y
S ; AA
Y
S ; AA
Y
M;Ineligible
Y
M;Ineligible
Y
S ; AA
Y
S ; AA
Y
M;Ineligible
Y
M;Ineligible
Y
S ; AA
Y
S ; AA
Parent is owner / operator
Publicly funded ed. Prog.
available
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Failure: CC Request
PGM = Program TGR = Trigger
Y=Yes M=No Notice S=Notice
CARE END REASON
Face to face requirements
Parent Available to care
No Need for Care
Worker Error
Voluntary withdrawal
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CIS
PGM
TGR
CCMIS
PGM
TGR
Y
S ; AA
Y
S ; AA
Y
M; Ineligible
Y
M; Ineligible
S ; AA
S ; AA
Y
M; Ineligible
Y
M; Ineligible
Y
S=AA
Y
S=AA
Y
M;
NO NOTICE
Y
M;
NO NOTICE
Y
M;
NO NOTICE
Y
M;
NO NOTICE
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CHANGING CHILD CARE
PROGRAMS
Acceptable Changes in
CC Program
• The following are the only allowable
circumstances for changing the cc
program:
–
–
–
–
–
TANF to FT back to TANF
FT to Head Start/Prekindergarten back to FT
LI to Head Start/Prekindergarten back to LI
Head Start/Prekindergarten to FT
Head Start/Prekindergarten to LI
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Unacceptable
Changes: CC Program
• The CCIS MAY NOT simply change the cc
program in the following situations:
– Received an update that a FS or GA case has
a paid activity.
– A FT case does not contact the CCIS to
request care within the 183-day period.
– A FT case fails and reapplies outside of the
183-day period.
• The CCIS MUST use the reopen process.
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CORRESPONDENCE
TYPES
•
•
•
•
•
Client Advance Payment Summary
Confirmation Notice
Enrollment Eligible
Enrollment Ineligible
AA (ALL ARE SYSTEM-GENERATED)
– REMINDER: THE CCIS SHOULD NOT
UPDATE FAILURE REASON CODES FOR
TANF/GA/FS CASES. (SEE HANDOUT posted
under “Training Materials”)
• Welcome Letter
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SENDING TRACKING
DATE ALERTS TO CAO
POLICY
• Mark as “High” priority.
• Keep the verbiage short and to the point.
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CONFIDENTIALITY
POLICY
• THE CCIS WILL NOT USE THE
CONFIDENTIAL FUNCTIONALITY FOR
ANY CASE UNTIL DIRECTED BY THE
OCDEL.
• The OCDEL is working with OIM to
resolve issues related to accessing
TANF/GA/FS case information once the
confidentiality indicator is set.
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CLIENT ADVANCE
PAYMENT
PROVISION
• A CAP may be used when a p/c must start an
activity or employment and the child care provider
requires payment in advance in order to care for
the children.
• Available for TANF, GA and FS Clients only
• Limited to an amount equivalent to cost for 5 days
of care, although PELICAN CCW will allow up to 43
days
• Payment issued to provider – unless care is
provided in the client’s home
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ISSUANCE
• A CAP may be issued if ALL of the following criteria are
met:
1. The provider does not currently and has not in the
past, had a CCIS agreement and
2. The provider is unable to meet with the CCIS to sign
the agreement and
3. The provider is willing to provide the needed
information to be entered into PELICAN CCW and
comply with the CareCheck requirement and
4. The provider requires an Advance Payment in order to
begin caring for the children and
5. The p/c needs child care in order to participate in a
paid or unpaid activity
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PROVIDER
REQUIREMENTS
• HAS NEVER HAD a CCIS Provider Agreement
• Requires advance payment in order to begin caring for the
child(ren)
• Must supply basic provider information and sign a Client
Advance Payment (CAP) Request
– The CAP Request may be mailed, faxed or given to the
provider.
– If the p/c appears in the CCIS office and states the need
for a CAP, the CAP Request may be given to the p/c for
completion by the provider.
– NOTE: A CAP WILL NOT be processed until the CCIS
receives a CAP Request signed by the provider.
• Must agree to come into the CCIS and sign a Provider
Agreement within 30 days
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ENROLLMENT
REQUIREMENTS
• Must begin today or in the future
• Provider meets all provider requirements for CAP
• If provider is R/N:
– Care may be provided in p/c’s home if the
circumstances meet all in-home requirements
OR
– Care may be provided in the provider’s home
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ENROLLMENT
REQUIREMENTS
•
If provider fails to sign a CCIS Provider Agreement,
the CCIS MUST:
1. Suspend the enrollment effective 31 days after
initial enrolled effective date with a reason of
Provider Noncompliance - Agreement
2. Print locally the Stop Letter and mail it to the p/c
with a copy to the provider to inform the p/c the
he/she has 30 days to either get the original
provider to sign an agreement or to select a
different eligible provider
3. Create a new enrollment in PRE status to allow the
p/c 30 days to locate a new eligible provider
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PAYMENT
REQUIREMENTS
• The check MUST be delivered as follows:
– Mailed to the payee
• The CCIS MUST sign the CAP Summary form and
indicate the date the check was mailed to the payee.
– Handed to the payee
• The CCIS MUST verify the identity of the payee prior
to handing over a check, in person, to the payee.
• The payee MUST sign the CAP Summary form.
• If the care is in-home care, the payee MUST be the p/c.
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ENROLLMENT
CHANGES
• During the life of the CAP enrollment, funding
program and provider transfers ARE NOT
permitted.
• A new enrollment must be created if the child
requires a funding program change or transfers
to a new provider.
• Changes to a child’s schedule WILL AFFECT the
CAP.
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RETROACTIVE
CHANGES
• CAP enrollment MAY NOT be created in
the past.
• Retroactive status changes are permitted,
but the enrolled status date can only be
moved back to the pre-enrolled status
date.
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ALTERING THE
CAP AMOUNT
• Changes to the CAP amount SHOULD ONLY be
made when the amount of the check cut to the
provider is different from that amount entered in
PELICAN CCW.
• If an additional CAP is made to a provider for
the child, a new CAP period and amount should
be added.
– NOTE: DO NOT alter the existing CAP
amount.
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Client Advance
Payments (cont’d)
• What if…
– CAP is issued but child never attends with provider who
requested CAP
• Contact the payee and explain the requirement to
return all or a portion of the CAP, as appropriate.
– CAP is issued for provider #1, but child actually attends
provider #2
• Begin second enrollment effective the date after
which the last CAP was issued.
• For first enrollment, discontinue effective the date
after which the last CAP was issued.
• NOTE: If provider #1 returns the CAP to the CCIS,
enrollment with provider #2 may be effective the date
of the original enrollment with provider #1.
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Client Advance
Payments (cont’d)
•
What if…
– CAP is issued, client attends but care is
suspended or discontinued prior to the end of
the month; provider never returns the
attendance invoice
• Partial payment (CAP) has been issued, but
PELICAN CCW will not “see” it as a payment
until the invoice is processed through to
Payment Requested/Paid
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Client Advance
Payments (cont’d)
•
Steps to take in processing the invoice through to Payment
Requested/Paid when an invoice was NEVER received:
– Process the associated provider invoice by entering the
“received date” equal to 60 days after the Attendance
Invoice was originally sent or 7/31 for June
– Zero-out the schedules for all enrollments during the
invoice service period so the invoice amount is equal to $0
• REMEMBER THAT YOU MAY NEED TO OVERRIDE
THE CO-PAYMENT TO $0, AS APPROPRIATE
– Add a provider comment indicating the conditions under
which the invoice was processed
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RECOUPMENT
• Advance Payments can only be recouped
from a provider invoice containing the
child for whom the advance was entered
and up to the amount owed for that child
on that invoice.
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Questions?
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