7630 Changing Providers Mid-Month - When
a parent changes providers mid-month, EES staff shall update the provider
information on KsCares 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 3 months following the month the change occurs. 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 3 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, http://www.dol.gov/dol/topic/wages/minimumwage.htm
, 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.
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.