DEPARTMENT OF SOCIAL
Integrated Services Delivery
Docking State Office Building
Room 681 - West
Topeka, Kansas 66612
Assistant Regional Directors
Economic and Employment Support Program Administrators
Economic and Employment Support Staff
of Changes for Kansas Economic and Employment Support
Manual (KEESM) for Child Care Benefits on EBT Effective
September 1, 2005
BACKGROUND, AND REASON FOR CHANGE
The purpose of this document is to transmit background information
and policy changes for child
care benefit delivery through the EBT Vision card.
- MULTIPLE PROGRAMS
for Canceling EBT Benefits - Section 1513.5 is
being rewritten to reflect current procedures for
canceling benefits issued in error. Separate rules
exist for cash and
food assistance benefits compared to child care benefits.
- CHILD CARE ASSISTANCE
- Termination of Assistance - In Section 1424, the reference
to a child care plan being terminated on any day of the month
under certain circumstances is
being removed. With EBT CC, child care benefits are monthly. Any plan changes
are effective the first of the next month.
- Written Notice of Case Action - In Section 1430,
the reference to providers being copied on client
review due and review completed
notices is being removed. Providers shall continue to be copied
on termination notices when a plan is being terminated prior
to the original end date.
- Timely and Adequate Notice - Section 1431 is
being modified to emphasize policy and procedure
of new plans/benefits beginning
the first of the month. This supports the monthly benefit process
for child care. The NOTE is being modified to reflect that information
shared by using the narrative feature on the child care plan
is not considered proper client notice.
- Payment Information and Payees and Representatives
- Changes are being made throughout Section 1500 and its subsections. These
changes include new information about child care benefits and
also clarify certain situations as applicable to only cash assistance
or food assistance.
- Child care benefit issuance is through
EBT and benefits can be accessed by a POS machine
at the provider or the ARU toll-free
- Child care will have authorized representative
and substitute payee options.
names need to be put
on the FAPL screen on KsCares. The names are NOT sent to the
EBT system by KsCares. The names will need to be entered directly
onto the EBT system via the administrative terminal and cards
issued. In general, designees should not be child care providers,
employees of the child care provider or SRS employees.
- Child care does not have a prohibition
against less than $10 benefit issuance.
- Even though the KsCares system will
retain an option to make provider payments
via checks, this option should not
be used routinely Central Office approval is required.
EBT is the new standard for delivery of child care benefits.|
- Child care benefits are available on
the first day of the month.
- Immediate issuance is not available
for child care benefits.
- Child Care Plan - Modifications are being
made throughout Section 7600 to reflect the
- Terminology is being changed to reflect “benefit
issuance” rather than “provider payment.”
- Special types of benefits continue
to be available - enhanced rates for disabled
children, enrollment fees, etc.
The authorization process for these types of benefits is not
changing except that the end result is a client benefit rather
than a provider payment.
- Emphasis is being made that child care
plans end the last day of the month reflecting
the monthly benefit concept.
Also, if there is a mid-month provider change reported, plans
are not adjusted until the first of the next month.
- Determination of scheduled hours on
the child care plan is remaining unchanged.
Staff are reminded however, that
these hours now determine the client benefit level. Staff shall
make a fair and reasonable estimate of hours needed. Child
Care Plan Hour Worksheets, Appendix Item C-21, are available
to assist staff in documenting this calculation. In general,
to a paid
benefit month will not be issued. The system will allow staff
to issue supplemental benefits though the EXPC screen. Staff
may consider this option if the original estimate was not fair
and reasonable. Plans should then be adjusted for future months
as needed as well. Weekly or monthly hours fluctuation would
not require staff to issue supplemental benefits. If at any
time, the client feels the hours estimate is not accurate,
request recalculation. This may involve resubmitting information
such as employment hours and income.
- A NOTE is being revised in Section 7640 to reflect provider responsibility
to the client if the provider goes out of business or is issued an Emergency
Suspension. If a client has prepaid for services from a said provider and that
provider is unable to provide those services, then the provider shall refund
the appropriate amount to the client so the client can purchase care from another
provider. See Appendix
Item V-1 for special procedures related to this unique
- The “Changing Providers Mid-Month with a Family
Share” policy has been removed. These complicated procedures
are no longer applicable under EBT CC. Any provider change reported
by the client is made on plans beginning the first day of the
- Reporting Changes, Transfer of Assistance
and Reviews - Modifications are being made throughout
Section 9000 to reflect
- If the agency has made a reasonable
and fair estimate or has established an average
of the hours needed for child care,
that estimate or average continues for the duration of the child
care plan even if hours fluctuate on a weekly or monthly basis.
If it is necessary to increase or decrease the scheduled hours,
the change is made for the month following the month the need
- It is no longer required to copy child
care providers on review notices to clients.
Providers are informed of the end
date of the plan when it is sent at initial eligibility. The
agency will inform providers if the plan ends or changes prior
to that original date. Clients are responsible
reviews to insure
they have benefits to pay for child care. Since benefits will
be issued prospectively, providers will know immediately if the
client has benefits. If not, providers and parents will need
to make other payment arrangements.
- Incorrect Benefits and Fraud Determinations
- The following modifications are being made throughout
- References to child care providers
and section 10000 are being removed.
- Child care will not have a benefit
reduction option. Any overpayments will need
to be paid back directly, paid back
using EBT benefits, or in some cases, state Debt Set-off.
- The policy on returning aged-off child
care benefits will mirror cash assistance. Benefits
are only returned if there
are extenuating circumstances.
- Child Care (CC) - Section 1114 is being modified
to reflect the current federal goals of the program.
References to child
school readiness and quality child care are being incorporated.
- CHILD CARE PROVIDERS
- Provider Responsibilities (Excluding In-Home)
- The following changes are being made in Section 10034:
- Providers are no longer restricted to
only charging the SRS rate to SRS families. Rules
around allowable charges to SRS families are therefore
- Sub-items dealing with the returning
of time sheets and information regarding problems
with SRS payments are being
removed, as these items are no longer applicable.
- Child Care Payments - Section 10200 is being
modified to reflect the following changes:
- SRS will no longer pay providers directly.
SRS will issue benefits to families using the EBT
system. Families will
then use these benefits for fees charged by providers for
- After SRS approval, providers must complete
enrollment with eFunds and the EBT system in order
to receive payments from
- References to time sheets and the FARMS
system are being removed.
- Rate modifications reported by providers
shall be effective the month following the month
of report as benefits will have
already been issued for a current month. This is reflected in
- As a result of these changes, Sections 10210, 10220 and 10230 are being marked “Reserved.”
- Incorrect Payments, Section 10400 and Provider
Notification on Client Cases, Section 10600 - are being
removed as they are
- Fair Hearings and Complaints - Section 10500 is
also being deleted as redundant. Information regarding
Fair Hearings and
Complaints is already listed in Sections 1610 and 1620.
- Child Care Providers - Wording is being modified
throughout all of Section 10000 to reflect benefit
issuance to clients rather
than direct SRS payment to providers.
- SRS Staff Responsibilities Related to Providers
(Excluding In-Home) - Clarification is being
added to Section 10035 to
reflect that putting a provider on FARMS is only needed
the payment is to be made by check or direct deposit. Checks
should not be issued without Central Office approval.
In-Home situations in Section 10036.3.
FORMS (Not previously discussed in this Summary)
- The ES-1605, Child
Care Subsidy Audio Response Unit (ARU) Worksheet is
being created with this revision. It is designed as an
optional form to be used by the consumer when accessing
child care benefits through the ARU. It provides documentation
for all the information needed to transfer benefits, including
a confirmation number for the child care provider to track
the payment. This form is to be printed on NCR paper so that
the consumer and the provider may each have a copy. It will
be available from the SRS warehouse for the Child Care Resource
and Referral Agencies and for staff when who deal with provider
- The ES-1606, Request for Supervisory Approval
- Child Care Hours Exceeding 215 Per Month - is also a new form with this
revision. Its use is discussed in Sections 2834 and 7600. It
is mandatory that this form be used whenever the child care
plan exceeds 215 hours for any one child.
- The ES-3141 , Vision
Card Request For Alternate Payee is
being revised to allow for the addition of the Child Care
as a program that may have an alternate payee added to
the Vision card.
MISCELLANEOUS FORMS (Not previously discussed in this Summary)
APPENDIX (Not previously discussed in this Summary)
- Appendix Item C-10,
Care Provider Handbook (ES-1655) is being revised to reflect EBT CC policy and procedure.
- Appendix Item C-21, Child
Care Plan Hour Worksheet is being added with this revision. See item 5 under “Child Care
- Appendix Item X-6 ,
Definition of Common Terms, is also
being revised to reflect EBT CC policy, procedure and terminology.
All policies in this revision are effective September 1,
MATERIALS OBSOLETED BY THIS REVISION
EFFECT ON LOCAL STAFF
Issuing child care benefits to clients through the EBT system
will simplify child care benefits delivery for all involved -
parents, providers and staff. Child care benefits will be administered
in the same manner as Cash Assistance and Food Stamps. Common
benefit delivery methods are easier to manage for staff and clients.
Problems related to provider time sheets, retrospective payments,
FARMS/STARS, etc. will all be eliminated. A provider business
will need to have contacts with both parents. Parents will
be involved in the process of purchasing care for their children. Parents
and providers will work together on payment issues. SRS will
for benefit issuance. Though transition issues will be work intensive,
once the transition is complete then the method of benefit delivery
will be streamlined.
Within SRS, the material in this letter and manual revision
have been coordinated with staff in the Economic and Employment
Support, Child Support Enforcement, Children and Family Services,
Rehabilitation Services, the EES Program Administrators, the
Implementation Planning Team, EES Program Training Unit, Child
Care Provider Enrollment Staff, Information Technology Staff,
Child Care Providers, Child Care Recipients, eFunds Corporation
and other EES field staff.
Bobbi Mariani, Director
Economic and Employment Support