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:
- 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.
- 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.
- 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.
- When a recipient moves out of state. These cases will be
closed allowing for timely and adequate notice.
- 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.
- When a recipient is admitted to an institution. These cases
will be closed allowing for adequate notice only.
- 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.
- When the agency has factual information confirming the death
of a client. These cases or plans will be closed allowing for adequate
notice only.
- 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.
- 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.
- 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.
- 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.
- 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.
- 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.
- When a household reports a change in resources that results
in countable resources that exceed $10,000.
- When federal and state funds are no longer available.
- When a child for whom child care assistance is received leaves a “Safe Families” placement or a relative or kinship foster care placement.
Termination of the child care plan and/or case-closure may occur when:
Children have been determined to
be "at risk" if care continues in that facility.
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.
- 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.