The Family Plan – Child Care List page captures all of the family plans for a child care case. A Family Plan is the combined individual child care plans for the entire family unit. A family plan is assigned a unique numeric Plan ID and Status.
A Status can change after creating or editing a Family Plan or after running EDBC. There are 6 Family Plan Statuses:
· Pending –Indicates the plan is created, but EDBC has not been accepted and saved.
· Approval Required – Indicates the plan is saved, but there is a month(s) over the 240 hour maximum monthly limit and require an approval by a Supervisor to allow the benefits to be authorized.
· Approved – Ready to Run – Indicates the Supervisor approved a plan that required additional approval, but EDBC has not been Saved and Accepted yet.
· Active – Indicates an EDBC was accepted and saved. This is one of the Family Plan Statuses which allows batches to automatically process child care benefits.
· Change Pending – Indicates the user has edited an Active Family Plan and not yet Saved and Accepted EDBC or EDBC results did not match the Family Plan benefit amount.
· Converted – Indicates the Family Plan is converted. This status does not allow any changes to be made to the Family Plan, other than end dating. This is one of the Family Plan Statuses which allows the batches to automatically process child care benefits.
NOTE: Family Plans’ date range cannot overlap each other. For example, if a Family Plan has a Begin Date of 01/01/2016 and an End Date of 12/31/2016, an additional Family Plan cannot be created for that time period. If a new Family Plan is needed within that date range, the existing Family Plan’s End Date must be edited and a new Family Plan added.
4. Complete the steps for Adding a Child Care Plan - FCCC for each child as needed.
5. After adding all necessary Child Care Plans, click the Calculate button on the Family Plan – Child Care Detail page. The Family Benefit Schedule populates.
NOTE: The Family Share should be $0 when the Child Care Need Reason is FCCC-Foster Care Child Care.
NOTE: If the consumer is not eligible for Child Care based on the information entered on all of the Data Collection pages, N/A displays for the entirety of the Family Plan.
6. Click the Save button. The Family Plan – Child Care Detail page displays in a Read-Only version.
7. Click the Close button. The Family Plan – Child Care List page displays with the Family Plan Status of Pending, Change Pending, or Approval Required.
8. If the user has made all necessary updates to the case, see Running EDBC - FCCC.
A Child Care Plan is added within the context of a Family Plan. See Adding a Family Plan - FCCC or Editing a Family Plan - FCCC for more information on Family Plans.
1. On the Family Plan – Child Care Detail page, click the Add Plan button. The Child Care Plan Detail page displays.
2. The Begin and End Dates pre-populate with the Begin and End Dates of the Family Plan. If necessary, adjust the dates accordingly.
3. Select the Child’s Name from the drop-down menu. The Address, Date of Birth and Age populates based on information entered in the Non-Financial data collection pages.
4. Click the Select button associated to the Provider field. The Select Service and Provider page displays.
NOTE: If the requested Provider is not found (ie. not an active or enrolled CC Provider) staff need to follow agency protocol in order to refer the Provider or to request the family choose a different Provider.
NOTE: When the consumer has already received the maximum enrollment fee assistance for the indicated time period per policy, a warning message displays.
11. Using the check box(es), select the schedule(s) to be used for the child care plan.
NOTE: If the Start Time, End Time and/or Days Of The Week need to be adjusted (For example, a schedule that extends past the provider hours), the user may only select 1 schedule at a time. By selecting only 1 schedule the Start Time, End Time, and Days Of The Week display to be edited.
|
Weekly Hours of Care |
Monthly Hours of Care |
Override to: |
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25 hours or less |
108 hours or less |
129 hours per month or 6 hrs/day if prorating |
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Between 26 and 50 hours |
Between 109 and 215 hours |
215 hours per month or 10 hrs/day if prorating |
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More than 50 hours |
More than 215 hours |
Do Not Override |
|
REMINDERS: · When prorating, use the total calendar days left in the month · Relative Provider’s maximum monthly hours is 215 · Monthly hours over 240 require supervisor approval in KEES |
||
NOTE: If the foster child was moved from another family and had child care in the same month, a warning might appear when saving the Child Care Plan and/or Family Plan that says:
Warning: Child <name> is listed on another Child Care Program. Please Review.
Review the other case and make sure that the change makes sense with the information available. If it makes sense, then save the Child Care Plan and/or Family Plan. If it doesn’t, cancel and make necessary updates.
NOTE: Clicking the Calculate button removes any overridden months.
18. Click the Save and Return button. The Family Plan – Child Care Detail page displays.
NOTE: Once saved, overridden months display on the Child Care Plan Detail page in bold.
· If additional Child Care Plans are needed, repeat STEP 1 – STEP 18.
· After adding all necessary Child Care Plans:
o For Pending Family Plans, see Adding a Family Plan - FCCC STEP 5 – STEP 8.
o For Change Pending Family Plans, see Editing a Family Plan - FCCC STEP 3 – STEP 10.
When changes are made to the program that can impact the child care benefit, the Family Plan must be edited. Some examples are changes to a Child Care Plan(s), or the programs household composition.
1. Select Eligibility from Global Navigation. Select Customer Information from Local Navigation. Click the + beside Child Care from Task Navigation to open the Child Care data collection pages. Select Family Plan from Task Navigation. The Family Plan – Child Care List page displays.
2. On the Family Plan – Child Care List page click the Edit button associated to the active Family Plan. The Family Plan – Child Care Detail page displays.
3. If shortening the Family Plan, edit the End Date using the <mm/dd/yyyy> format or the calendar icon.
4. Click the Select button to update the available months in the Benefit Month drop-down menu.
5. Select the Benefit Month from the drop-down menu. The Calculate button uses the Benefit Month to determine which month(s) to recalculate in the Family Benefit Schedule. When selecting a Benefit Month consideration should be made for change and notification policies.
6. Click the Calculate button. The Family Benefit Schedule is updated to reflect any changes for the remainder of the Family Plan beginning with the Benefit Month selected.
7. Using the multi-select menu, select the appropriate Change Reason(s).
8. Click the Save button. The Family Plan – Child Care Detail page displays in a Read-Only version.
9. Click the Close button. The Family Plan – Child Care List page displays with the Family Plan Status of Change Pending.
10. If the user has made all necessary updates to the case, see Running EDBC - FCCC.
In instances when a parent/caretaker or a child schedule change is reported the Child Care Plan should be end dated and new Child Care Plan(s) created in order to keep accurate historical information. For more information on editing a Child Care Plan in other instances, see Adding an Enrollment Fee - FCCC or Changing a Provider - FCCC.
a. In the Need for Care Schedule block, using the check boxes, select the schedule(s). Click the Remove button.
b. In the Need for Care Schedule block, click the Add button. The Select Need for Care Schedule page displays.
c. Using the check box(es), select the schedule(s) that were used for the child care plan that is ending.
d. Click the Select button. The Child Care Plan Detail page displays with the Need for Care Schedule populated with the updated End Dates.
NOTE: If any hours of previously issued benefit months were overridden, be sure to re-enter the override.
Enrollment Fees are added to Child Care Plans, display as part of the Family Plan and are issued to the consumer as part of the monthly benefit. These steps should only be used if there was no reported schedule change in addition to the enrollment fee request. If there are schedule changes, see Editing a Child Care Plan - FCCC.
1. Select Eligibility from Global Navigation. Select Customer Information from Local Navigation. Click the + beside Child Care from Task Navigation to open the Child Care data collection pages. Select Family Plan from Task Navigation. The Family Plan – Child Care List page displays.
2. On the Family Plan – Child Care List page click the Edit button associated to the active Family Plan. The Family Plan – Child Care Detail page displays.
3. Click the Edit button associated to the Child Care Plan of the child for whom the enrollment fee assistance has been requested. The Child Care Plan Detail page displays.
4. Enter the amount of the allotted Enrollment Fee assistance.
NOTE: When the consumer has already received the maximum enrollment fee assistance for the indicated time period per policy, a warning message displays.
7. NOTE: If the consumer reports a schedule change in addition to requesting enrollment fee assistance, see Editing a Child Care Plan - FCCC. Select the Benefit Month from the drop-down menu. The Calculate button uses the Benefit Month to determine which month(s) to recalculate in the Family Benefit Schedule. When selecting a Benefit Month consideration should be made for change and notification policies.
These steps should only be used if there was no reported schedule change in addition to the change in provider request. If there are schedule changes, see steps for Editing a Child Care Plan - FCCC.
1. Select Eligibility from Global Navigation. Select Customer Information from Local Navigation. Click the + beside Child Care from Task Navigation to open the Child Care data collection pages. Select Family Plan from Task Navigation. The Family Plan – Child Care List page displays.
2. On the Family Plan – Child Care List page click the Edit button for the active Family Plan. The Family Plan – Child Care Detail page displays.
3. Click the Edit button for the Child Care Plan of the child for whom the provider change has been requested. The Child Care Plan Detail page displays.
4. Enter the date using <mm/yyyy> format or the calendar icon to indicate the month in which to Change Provider On.
5. Click the Change Provider button. The Select Service and Provider page displays.
6. Enter the name of the new child care provider in the Resource Name field.
7. Click the Search button. All active providers matching the search criteria display.
NOTE: If the requested Provider is not found (ie. not an active or enrolled CC Provider) staff need to follow agency protocol in order to refer the Provider or to request the family choose a different Provider.
8. Click the radio button for the appropriate provider. Click the Select button. The Child Care Plan Detail page displays with the information for the provider pre-populated in the Phone, Address, Type, andHours of Operation fields.
9. The Document Parameters window opens to generate the CC Provider Eligibility Notice:
· Enter the new provider’s Name.
· Click the Search button.
· Click the radio button for the appropriate provider. Click the Select button.
· Click the Generate Form button. The CC Provider Eligibility Notice displays.
· Check the form for accuracy. If correct, click the Save and Print Centrally.
· Click the ‘X’ to close the window.
NOTE: If the consumer reports a schedule change in addition to requesting a new provider, see Editing a Child Care Plan - FCCC.
12. Click the Save and Return button. The Family Plan – Child Care Detail page displays with the new Child Care Plan.
13. Select the Benefit Month from the drop-down menu. The Calculate button uses the Benefit Month to determine which month(s) to recalculate in the Family Benefit Schedule. When selecting a Benefit Month consideration should be made for change and notification policies.
14. Click the Calculate button. The Family Benefit Schedule is updated to reflect any rate changes associated to the new provider for the remainder of the Family Plan beginning with the Benefit Month selected.
15. Using the multi-select menu, select the appropriate Change Reason(s).
16. Click the Save button. The Family Plan – Child Care Detail page displays in a Read-Only version.
17. Click the Close button. The Family Plan – Child Care List page displays with the Family Plan Status of Change Pending.
18. If the user has made all necessary updates to the case, see Running EDBC - FCCC.
19. Generate P501 Provider Notice - Plan Ended to the old provider, see Generating a Form.
1. On the Child Care Detail page, in the Approved Hours and Benefit Amounts section, click the Override button. The Hours fields become editable.
2. Enter the correct number of Hours for each month per the block schedule.
NOTE: Clicking the Calculate button removes any overridden months.
3. In the Comments box, enter the previously calculated hours and the reason the hours required an override.
4. Click the Save and Return button. The Family Plan – Child Care Detail page displays.
NOTE: Once saved, overridden months display on the Child Care Plan Detail page in bold.
· If additional Child Care Plans are needed, see Adding a Child Care Plan - FCCC.
· After adding all necessary Child Care Plans:
o For Pending Family Plans, see Adding a Family Plan - FCCC STEP 5 – STEP 8.
o For Change Pending Family Plans, see Editing a Family Plan - FCCC STEP 3 – STEP 10.
It is only necessary to override a Family Plan in certain situations. It is necessary to override a Family Share to allow Continuation of Care – FCCC , if enrollment fee is over the $10 KEES limit, or when an EHS Partnership requires an override to reduce a Family Share. All other potential Family Plan Overrides should be at the discretion of a supervisor or the KEES Help Desk.
1. On the Family Plan – Child Care Detail page after the Family Benefit Schedule has been populated using the Calculate button.
2. Using the check box(es) select the Benefit Month(s) to be overridden.
3. Click the Override button. The Family Plan – Child Care Detail page displays in override mode with the Family Cost of Care, Family Share and Enrollment Fee in an editable format for the month(s) selected.
4. Enter the updated amount in the applicable fields.
5. Select an Override reason for each month using the drop-down menu.
6. Click the Save Override button. The overridden month(s) display in bold.
NOTE: Overridden Family Plan months are not recalculated upon clicking the Calculate button. To remove the overridden month and allow KEES to perform the calculation, click the Remove and Recalculate button.
7. For Pending Family Plans, click the Save button. Otherwise, using the multi-select menu, select the appropriate Change Reason(s), then click the Save button.
If a consumer has no need for child care or is not working the required number of hours to meet child care eligibility, the following steps should be taken:
· Enter the parent(s) schedule(s) as reported by the consumer, if applicable.
· Negative Action the program using the Reason No Need Indicated or Failed 28 Hr Work Req.
NOTE: The Negative Action Reason of No Personal Need should not be used because the notice generated will be inaccurate.
When a person under the age of 18 years old, who is not emancipated applies for Child Care, the application should be denied per policy. KEES will incorrectly approve the program if otherwise eligible. The program should be denied using the following steps:
· Negative Action the program, using the Reason of Not Eligible - Other Reasons.
· Append the NOA using the DCF Standard Text for Copy and Paste.
When a parent/caretaker reports a temporary loss or change of employment or job training/education plan and no longer has a qualified need for child care, they are potentially eligible for a 3 month Continuation of Care.
For the Family Plan: Shorten the Family Plan to allow for the 3 month Continuation of Care, selecting Other Change Reason from the Change Reason menu. See Editing a Family Plan - FCCC for detailed steps.
Running EDBC: Run EDBC for the necessary programs through come-up month. See Running EDBC - FCCC for detailed steps.
Distributed Documents: Since there is no change in Child Care benefits a change NOA is not generated. Notify the consumer through a form using the DCF Standard Text Copy and Paste for Continuation of Care. Send the C811 – Family Plan. See Generating a Form for detailed steps on sending the Family Plan and change form to the consumer.
KEES automatically closes the case at the end of the Family Plan through a batch process.
When a consumer requests Enhanced Rate for child care, after confirming the consumer is otherwise eligible for the child care benefit, generate the 1627a: Request for Enhanced Rate for Special Care form via Document Control, for detailed steps see Generating a Form.
NOTE: If the consumer has opted to receive a benefit at the regular rate while waiting for the Enhanced Rate determination, process the CC case as normal. Child Care Data Collection - FCCC for more information.
Once the completed form is returned and approval is received from the FCCC Manager and/or Supervisor, process per Enhanced Rate for Special Care.
Issue any supplemental payments as needed.
When a parent signs the Referral for Child Care Assistance for Participants in Kansas Early Head Start Child Care Partnerships (KEHS/CCP) they are authorizing the Early Head Start grantees to receive copies of their Child Care correspondence. Follow the steps below to add the grantees as Additional Correspondent Recipients:
1. On the Case Summary page, click the View Details button in the Child Care program block. The Child Care Detail page displays.
2. Click the Edit button. The Child Care Detail page displays.
3. Click the Add button in the Administrative Roles section. The Administrative Role Detail page displays.
4. Select Additional Correspondence Recipient from the Administrative Role dropdown menu. The Resource field dynamically displays.
5. Click the Select button under Resource. The Select Resource page displays.
6. Enter KEHS in the Name field then click the Search button. The Select Resource page redisplays with search results.
NOTE: The KEHS grantee name may not be the same as the provider.
7. Click the radio button for the grantee that is listed on the Kansas Early Head Start Signature line of the referral.
NOTE: If the grantee you are searching for has two entries, select the mailing address line (the PO Box address).
8. Click the Select button. The Administrative Role Detail page displays with selected Resource.
9. Enter the todays date as the Begin Date using the <mm/dd/yyyy> format.
10. Click the Save and Return button. The Child Care Detail page displays.
Click the Save and Return button. The Case Summary page displays. When an application for Child Care is received and the parent is participating in the Early Head Start Partnership, often the parent need and parent schedule is not known. Use the guidance below to complete the pages.
· For the Child Care Need Parent: If the Parent Need Reason is unknown, select the Need Reason of EHS Partnership.
· For the Child Care Need Child: Select the Need Reason of EHS Partnership.
· For the Parent Schedule List: If the Parent Schedule is unknown, enter a schedule of Monday - Friday; 8:00 AM - 5:00 PM.
· For the Child Care Plan: Add the Child Care Plan following standard practices, selecting the Need for Care Schedule as displays, then after calculating the hours, override the child care plan hours using block scheduling based off the hours listed on the request from the Early Head Start Partnership. See Adding a Child Care Plan - FCCC and Overriding Child Care Plan Hours - FCCC for detailed steps.
· Complete the calculation of the Family Plan and run EDBC as needed.