7630 Changing Providers Mid-Month - When a parent changes providers mid-month, EES staff shall update the provider information on the system effective the following month.

7640 Termination of Child Care Plans - Termination of a child care plan will establish the last month for which DCF will authorize benefits for a particular child with a particular provider. The child care plan may be terminated at the request of the family, provider or DCF. When the action is initiated by DCF, timely and adequate notice to the client is required for all negative actions. See 1431 and 7610.

Terminating a child care plan and closing a child care case are two separate actions that may or may not occur at the same time or date.

Child care cases must remain open for 12 months except:

1.  When a parent/caretaker experiences a temporary loss of employment or cessation of participation in an approved job training or education plan, including TANF or FA work program assignments. In these cases, assistance will be continued for up to 3 months following the month the change occurs, unless that three-month period would extend beyond the current review period. If less than three months remain in the review period, the extension would be until the end of the review period. This would also apply for parents/caretakers who are self-employed and are no longer earing a minimum of the federal minimum wage per hour. At the end of that three-month period, these cases will be closed unless the parent/caretaker reports that they have resumed employment or self-employment that meets the minimum requirements or participation in an approved education plan. See KEESM 2835 for requirements to approve an education plan. To find the current minimum wage click this link, https://www.dol.gov/general/topic/wages/minimumwage , then scroll down and click on ‘What is the Minimum Wage?’
   
   Any loss of employment or cessation of participation will be considered temporary except as noted in item 2 below.
   
   
2.  When a recipient loses employment, or their employment drops below the minimum hours requirement, or they stop attending an approved education or training program and they indicate that they do not intend to look for employment, increase hours of employment or resume attendance in an approved job training or education program. This would also apply to a self-employed individual whose income from self-employment drops below the federal minimum wage per hour worked if they indicate that they do not intend to attempt to increase that income. These cases will be closed allowing for timely and adequate notice.
   
   
3.  When a recipient fails to cooperate with program eligibility requirements (i.e. failure to cooperate with Child Support Services). These cases will be closed allowing for timely and adequate notice.
   
   
4.  When a recipient moves out of state. These cases will be closed allowing for timely and adequate notice.
   
   
5.  When a recipient requests verbally or in writing that their case be closed or a plan for a particular child be terminated. These cases or plans will be closed allowing for adequate notice only.
   
   
6.  When a recipient is admitted to an institution. These cases will be closed allowing for adequate notice only.
   
   
7.  When a recipient’s whereabouts are unknown and agency mail directed to them have been returned by the post office indicating no known forwarding address or an out of state address. These cases will be closed allowing for adequate notice only.
   
   
8.  When the agency has factual information confirming the death of a client. These cases or plans will be closed allowing for adequate notice only.
   
   
9.  When a recipient has accepted assistance in another jurisdiction and that fact has been established by the jurisdiction previously providing assistance. These cases will be closed allowing for adequate notice only.
   
   
10.  When a recipient is no longer using their DCF approved child care provider. These cases must be allowed 10 days to choose a new approved provider. If there is no response, these cases or plans will be closed allowing for adequate notice only.
    
    
11.  When a recipient stops using their child care benefits. These case will be closed automatically by the system after two months of inactivity, allowing for timely and adequate notice.
    
    
12.  When a family for whom verification was delayed at initial eligibility subsequently fails to provide the required verification. These cases or plans will be closed allowing for timely and adequate notice.
    
    
13.  When a household reports an income change that results in countable income that exceeds 85% of the State Median Income (SMI) for that household size. These cases will be closed allowing for timely and adequate notice. See Level XII on the Monthly Family Income and Family Share Deduction Schedule (KEESM appendix item F-1). These cases will be closed allowing for timely and adequate notice.
    
    
14.  When eligibility determination or a reported change results in the family’s assigned family share exceeding the monthly cost of care for more than four consecutive months. This may occur as a result of either a change report or information reported at the time of application, such as a family that needs care only during the summer months.
    
    
15.  When a household reports a change in resources that results in countable resources that exceed $10,000.
    
    
16.  When federal and state funds are no longer available.

Termination of the child care plan and/or case-closure may occur when:

1. Children have been determined to be "at risk" if care continues in that facility.
    

2. The provider is no longer eligible to accept payment.
   
   NOTE: If a provider goes out of business or closes due to a suspended or revoked license, the plan should end. If the client has made pre-payment for services after the closure date, the provider is expected to refund benefits for any services that will not be provided.
    

3. The provider requests termination.
   
   

If plans are terminated for these reasons, the household must be advised to choose another DCF approved provider, and eligibility for child care assistance must continue unless the household fails to do so.