Child Care and Development Fund Voucher Program - …

1 STATE OF indiana Child care and Development fund Voucher Program Policy and Procedure manual The Office of Early Childhood and Out of School Learning Family and Social Services Administration Effective August 12, 2018 Revised August 27, 2019 1 CCDF POLICY AND PROCEDURE manual Effective August 12, 2018 revised 8/27/19 GENERAL INFORMATION TABLE OF CONTENTS General Information 5 Section 1 Definitions and Acronyms 11 Definitions 12 Acronyms 27 Section 2 CCDF Eligibility 30 Determining Eligibility 31 CCDF Waiting List 32 Physical Custody 40 Residency 45 Child Eligibility 49 CCDF Household Members 52 Service Need Type TANF Impact 55 Service Need Type Approved Leave 58 Service Need Type Child Protective Services Service Need Type Education/Training programs 59 61 Service Need Type Employment 65 Service Need Type Permanent & Temporary Incapacitated 74 Service Need Type Snap Impact 76 Service Need Type TANF Impact Refugee 78 Service Need Type Transitional care 80 Financial Eligibility

2 Countable Income 82 Financial Eligibility Exempt Income 95 Section 3 Authorization 100 Authorization Subsidy Begin Date 101 104 Subsidy End Date Voucher Begin Date 105 108 Hours of care Authorizing Hours of care Shift care 109 113 121 CCDF Provider 122 Child care Charges CCDF Provider Reimbursement Rates Child care Subsidy & Copayments 126 127 131 Changes to CCDF Vouchers 135 Completing Authorization Process 138 Card Issuance 142 Section 4 Maintaining Eligibility and Reauthorization 147 Maintaining Eligibility/Reauthorization 148 Maintaining an Application 152 Determination of a Repayment Agreement 161 Reauthorization 163 2 CCDF POLICY AND PROCEDURE manual Effective August 12, 2018 revised 8/27/19 GENERAL INFORMATION Section 5 Maintaining Hoosier Works for Child care Cards 170 Maintaining a Supply of Hoosier Works for Child care Cards 171 Section 6 Noncompliance 177 Adverse Action 178 Program Abuse or Fraud 183 Provider Compliance / Noncompliance 185 Section 7 Performance Standards 193 Performance Standards 194 Section 8 CCDF Agreement Centers 197 CCDF Agreement Center 198 Section 9 Forms Pre-Application Provider Information Page OMW Provider Information Page Parent/Applicant Worksheet 805 Form Statement of Profit and Loss Wage Detail Form Alternate Wage Documentation Request Tipped Employee Worksheet Tipped Employee Worksheet Instructions Request for Earnings Name Attestation Child Support & Maintenance Declaration Secondary School Enrollment

3 Verification Provider (Employer) Parent (Employee) Statement Determining Child care Need Worksheet Facts Verification Form Hoosier Works for Child care Card Authorization Hoosier Works for Child care Card Authorized User Authorization CCDF Applicant Appeal Form Data Change Request Form Section 10 Noncompliance & Repayment Forms Parent Noncompliance Form Parent Letter to Accompany Repayment Parent Repayment Form Intake Case Narrative Form Repayment Appeal Form Section 11 TANF Impact Referral Forms DFR/CCDF TANF/AJS Referral DFR/CCDF SNAP Referral DCS Referral DCS Referral Program Instructions Refugee Documentation Sample 3 CCDF POLICY AND PROCEDURE manual Effective August 12, 2018 revised 8/27/19 GENERAL INFORMATION Section 12 Notification Letters Administrative Error Additional Information Critical Adverse Additional Information Critical Adverse Terminated Provider Notice Adverse Critical Provider Notice Adverse Terminated Applicant Notice Provider Decertified Applicant Adverse Notice Provider Ineligible Applicant Adverse Notice Provider Revoked Section 13 Sample Provider Notice of Order Letters Section 14 Sample Parent & Provider Late Attendance Letters 40 Day Parent Notification Letter 50 Day Parent Notification Letter 60 Day Parent Termination Notice (not required)

4 40 Day Provider Notification Letter 50 Day Provider Notification Letter Section 15 Hoosier Works for Child care Card Inventory Forms Bulk Hoosier Works OTC Card Inventory Form Hoosier Works for Child care Daily Log for Card Issuance Daily Hoosier Works Card Inventory Reconciliation Form Returned Hoosier Works for Child care Card Log Vault Card Replenishment Order Form Section 16 Monitoring Forms & Letters Section 17 On My Way (OMW) Letters & Legislation Congratulations Letter Grant Offer Terminated Due to Not Contact Letter Not Chosen Letter Notice of Incomplete and/or Missing Documentation Letter Notice of Ineligibility Letter Warning No Contact Letter Funds Unavailable Letter Checklist for OMW Appointment OMW Legislation 4 CCDF POLICY AND PROCEDURE manual Effective August 12, 2018 revised 8/27/19 GENERAL INFORMATION CCDF manual KEY DEFINITIONS All definitions pertaining to the CCDF Voucher Program can be found in the Definitions and Acronyms Section beginning on page 11, as well as, within the manual text boxed in this format.

5 On My Way OMW All information specific to On My Way (OMW) Program is marked by the image to the left and numbered for reference purposes. CCDF POLICY All CCDF Policies are marked with by the image to the left and numbered for reference purposes. 5 CCDF POLICY AND PROCEDURE manual Effective August 12, 2018 revised 8/27/19 GENERAL INFORMATION Child care and Development fund (CCDF) POLICY AND PROCEDURE manual INTRODUCTION PURPOSE OF THIS manual The purpose of this manual is to provide Intake Agents with policies, procedures and guidelines to follow as they facilitate eligibility and authorization services to prospective CCDF Households. CCDF INTRODUCTION The Child care and Development fund (CCDF) was authorized by Congress through the U.

6 S. Department of Health and Human Services, by amending the Child care and Development Block Grant regulations at 45 CFR Part 98. Section 103 (c) of the Personal Responsibility and Work Opportunity Reconciliation Act of 1996 (PRWORA) repealed the Child care programs authorized under Title IV-A of the Social Security Act Aid to Families with Dependent Children (AFDC) Child care , Transitional Child care , and At-Risk Child care . In addition, PRWORA amended Section 418 of the Social Security Act to provide new federal Child care funds and to transfer them to a Lead Agency under the amended Child care and Development Block Grant Act. In indiana , the lead agency for the CCDF funding is the Family and Social Services Administration (FSSA), The Office of Early Childhood and Out of School Learning (The Office), formerly the Bureau of Child care (BCC).

7 The Office develops and implements policies and procedures for the administration of the grant funds. The CCDF State Plan outlines parameters for both local and state levels and includes Program outcomes, systems Development , and eligibility requirements. ON MY WAY (OMW) INTRODUCTION House Enrolled Act ( HEA ) 1004 (now ) signed into law by Governor Mike Pence on March 27, 2014, established a pilot Program to provide OMW vouchers to eligible children for qualified education services (the Early Learning Pilot Grant Program or the Pilot Program ). The Pilot Program is administered by the Office of the Secretary of Family and Social Services ( FSSA ) and began with five counties in indiana . The primary goal of the pre- K system is to allow access to high quality Early Childhood Education ( ECE ) programs for low-income children.

8 The Program was expanded in the 2017 legislative session to allow for additional family participation and expansion into additional counties. 6 CCDF POLICY AND PROCEDURE manual Effective August 12, 2018 revised 8/27/19 GENERAL INFORMATION CCDF GOALS AND PURPOSES CCDF direct service dollars are to provide financial assistance to eligible TANF and low-income families in need of Child care . Parents can choose from available licensed or legally license-exempt Child care . Types of care might include: center-based care , school-age care , in-home care , relative care , and sectarian Child care . All Child care providers must meet applicable federal, state and local requirements including CCDF Provider Eligibility Standards.

9 Section of the CCDF Final Rules outlines the goals and purposes of the fund , as follows: THE GOALS ARE TO: allow the state maximum flexibility in developing Child care programs and policies to best suit the needs of the children and parents within the state; promote parental choice to empower working parents to make their own decisions on the Child care that best suits their family s needs; provide consumer education information to assist parents in making informed Child care choices; assist parents with Child care who are trying to achieve independence from public assistance; and assist in implementing the health, safety, licensing, and registration standards established by state regulations. THE PURPOSES ARE TO: increase the availability, affordability, and quality of Child care services; provide low income families with the financial resources to locate and afford quality Child care for their children; enhance the quality and increase the supply of Child care for all families, including those who receive no direct assistance under the CCDF; provide parents with a range of options in addressing their Child care needs; strengthen the role of the family; improve the quality of, and coordination among, Child care programs and early childhood Development programs ; and increase the availability of early childhood Development and before and after school-age care .

10 7 CCDF POLICY AND PROCEDURE manual Effective August 12, 2018 revised 8/27/19 GENERAL INFORMATION RESTRICTION OF FUNDS CCDF Direct Service Funds cannot be used for: 1. The non-federal share (match) for other Federal grant programs ; 2. The purchase or improvement of land, or for the purchase, construction, or permanent improvement of any building or facility; 3. Grants or contracts reimbursement for any sectarian purpose or activity, including sectarian worship or instruction; 4. Supplementing Program support; 5. Supplementing quality initiatives; and 6. Tuition. Funds may not be expended for students enrolled in grades one through twelve for: a) Any service provided to such students during the regular school day; b) Any service for which such students receive academic credit toward graduation; or c) Any instructional services that supplant or duplicate the academic Program of any public or private school.