Child Care Close out is quickly approaching. In order to maximize funding, agencies must reconcile eligible enrollment vs. CCMIS Billing. Please submit via email on CCMIS an unbilled spread sheet to report missing Child/ren/Days. The spread sheet is posted on COPA under IPACS up date 3/7/2007 .
Please be reminded that eligibility for Child Care is determined by delegate agencies. Agencies are required to adhere to eligibility requirements as stipulated in the IDHS Child Care Manual.
CYS verifies and validates eligibility via IPACS and documentation submitted with case files.
RECENT TRENDS:
CYS has found that delegate agency case files do not contain the required documentation/information to determine eligibility.
Case files lack documentation/information in the areas of employment, education and schedule of care vs schedule of employment/school.
Important Reminders:
1. How do I document employment for an applicant that is paid in cash or by check?
If a client is paid in cash:
• A payment verification letter is required from each individual who pays the client in cash for performing a service.
• This information may also be provided on your in-house income verification form.
If a Client is paid by check:
• hourly rate, hours worked per week, and year to date earnings must equate and match with information found on the applicant's 3455.
• If the above information is not found on the check stubs or is contradictory to the 3455, an Employment/Wage verification must be submitted.
All verifications must include the required information as stipulated in the IDHS Child Care Manual under 01.02.05-Income Verification and 01.03.02-Employment. Information related to self-employment is found under 01.02.05 in the manual.
• An acceptable employment/wage verification letter must contain the following:
• Employer signature on company letterhead
• Anticipated work hours per day.
• Number of days worked each week.
• Wage or salary rate.
• Work schedule.
• Employer FEIN or SSN.
• Occupation, should the occupation that is listed on the 3455 requires a license, obtain a copy of the occupational license.
• Letters to verify employment and Income must be verified by the delegate agency via phone. Letters must note in writing the name of delegate agency staff person conducting the verification and signature, contact person name, from employer, date verified. For more information see the IDHS Manual section 01.03.02 - Employment
2. How many hours do parents have to work and go to school in order to qualify?
• CYS Collaboration and Child Care programs are full time programs with the only exception being School Age programs.
• Parents must work a minimum of 25 hours and their work schedule must coincide for the most part with the CYS Collaboration/Child Care program schedule.
• Work schedule must be a minimum of 4 days Monday thru Friday and coincide with the schedule of care being provided.
• A client attending a post secondary degree program must also work 10 hours per week. Schedule for work and school must coincide for the most part with the child care program schedule.
• Work and school schedule must be a minimum of 4 days Monday thru Friday and coincide with the schedule of care being provided.
• A Client enrolled in an occupational/vocational program does not have a work requirement for the first 24 months.
For more information regarding schedule of work/school requirements, see IDHS Child Care Program Manual section 01.03.03 – Education and Training Activities.
3. How do I document Education and Training Activities?
• Required documentation will vary and is contingent upon the type of educational program, and, if whether or not the applicant is a TANF client.
• If a client indicates that they are attending an educational/training program, agencies must submit all required documentation as stipulated under 01.03.03 and meet the appropriate eligibility requirements.
• A copy of the school schedule is not sufficient documentation to determine eligibility. All clients indicating education/training activities on the 3455 must also submit a letter from the educational institution on letterhead.
• Letters submitted must confirm enrollment, training schedule and type of training e.g., below post-secondary (ABE, ESL, GED), Non-degree occupational/vocational, Two-year/Four-year college degree and required internships, student teaching, practicum, etc…
For more information see the IDHS Manual section 01.03.03 – Education and Training Activities.