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Department
of Human Services Child Care
Certificate Program Online Policy Manual Case Management |
Revised: |
16.3 |
REDETERMINATION PROCEDURES POLICY |
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Redeterminations
for TCC, ACC, ARCO, Low-Income, and TPACC Programs and Desk
Reviews Polices for FF Frequency A
redetermination for continued eligibility is required every six (6) months;
or, whenever an individual’s circumstances indicate the eligibility may have
changed, for example, a change in monthly income, hourly wage, work hours,
family size, etc. All
redetermination due dates should be set for the last day of the month when
possible. Exception: DCS
state custody and protective services cases should be approved for the dates
listed on the referral. Options for Redetermination ·
Face-to-face
interviews are NOT required for redeterminations. ·
Parents will
complete an application at redetermination. ·
Verifying
documents for income and work hours are required. ·
A new parent
interview in TCCMS and redetermination of eligibility in TCCMS is required. Notices and Reports for Redetermination ·
A
redetermination notice will be sent out to the parent 45 days prior to the
redetermination due date. Parents are
responsible to schedule or reschedule appointments for redetermination
interviews or submit their information by mail/fax before the redetermination
date. ·
A closure notice
will be sent to those parents who did not redetermine
or schedule to redetermine by at least the 20th day
of the month in which their redetermination is due. A copy of this notice is also sent to the
provider. Late Redeterminations Within Last 10 Days Individuals
who recertify (or mail in verification) within the last ten (10) calendar
days prior to their redetermination due date and are found ineligible, will
be provided the full ten (10) days of advance notice prior to termination of
child care assistance. This advance
notice applies even if child care service will be extended past the redetermination
due date. A new
certificate may have to be issued to cover those extended days past the
redetermination date. (The prior
income may have to be used to continue “eligibility” for those extended
days.) Missed Redetermination Due Dates Individuals who miss the redetermination due date: ·
will have
their eligibility and child enrollment terminated effective the
redetermination due date using the “failure to redetermine”
reason code; ·
will be issued a
termination and fair hearing notice; and ·
will be
responsible for any payments to their provider after the date of termination; ·
Individuals
reapplying for the Low Income programs who missed their redetermination will
have to reapply for new child care assistance services and, depending on the
availability of funding, may not be able to re-enroll in the program Failure to Report On Time With Good Cause If an
individual appears or provides requested information within ten (10) days
following the issuance of the termination notice and can prove good cause for
not reporting, they may be returned to active status. Good
Cause Reasons: ·
Late in
providing additional verification information following an interview or
mail-in prior to the redetermination date; ·
Hospitalization
of the participant or child; or ·
Death of an
immediate family member. ·
Non Good Cause
Reasons: ·
Lack of
transportation to the office; ·
Too busy working
to set an appointment; ·
Failing to
reschedule an appointment; or ·
Claims of not
receiving the notices; Situations
in which Good Cause is approved will have the child care paid (backdated) for
the days between termination and their return to active status Setting New Redetermination Period Dates The new
eligibility period begins effective the day following the redetermination
date if completed before that date. If
the redetermination was completed after the redetermination due date, the new
eligibility period will be started effective on that past redetermination due
date if services are being backdated. Desk Reviews FF Child Care Cases A desk review should be completed on all Families First cases at the
end of 12 months. The Desk Review
should include a review of ACCENT screens
for eligibility status and compliance.
If it appears the client is non-compliant, appropriate action should
be taken. |
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