“Delegate agencies are responsible for determining child care eligibility and must exercise due diligence in providing all of the required documentation for

client case files.”

July 2011 Update 02.04.01 Grace Periods

FSS/IDHS would like to inform you that the grace period policy has changed. Delegate Agencies should inform, educate staff and clients on the new guidelines for grace periods.

FSS/IDHS does not wish to see parents disenrolling their children when they are looking for a job or between semester breaks. To be eligible for a grace period a parent must ...

- already participate in the child care assistance program. At no time

may a case be opened on a grace period.

- experience a job loss or school break, which must be reported within 10

days of the date of separation. The 30-day grace period begins the day

after the parent’s last day of work or school. Families are limited to (3)

30 day grace periods in any 12 month period.

CCAP Newsletter

NEW UPDATES THIS ISSUE

UPDATE 01.02.01 - INCOME GUIDELINES

UPDATE 02.04.01 - GRACE PERIODS

UPDATE 02.04.02 - 90 DAY JOB SEARCH

UPDATE

Always remember that the future comes one day at a time. –

Dean Acheson

UNDERSTANDING CHILD CARE ASSISTANCE PROGRAM (CCAP)

CITY OF CHICAGO 9/21/2011

Volume 1, Issue 9

Understanding CCAP Policy

Collaboration Programs

CCAP Resource Guide

Monitoring &

Training Updates

What’s New with IMEDGE

What is IPACS?

Shared Case and FSS/IDHS work hours Policy

Income Guidelines

Grace Periods...Redefined

Employment/Income Verification

FY’12 Quarterly Closeout Schedule

CCAP Billings & Supplemental

Child Care Forms & IMEDGE CBT

Inside this issue:

TOP 5 REASONS FOR REJECTING CASES

• No current income documentation or con-secutive paychecks

• No official School Documentation

• 3455 Incomplete

• Scanned documents aren’t readable

• Incorrect 3455 Type

Please be advised for research and audit purposes the proper way to file each child care case  is to have the documentation, in this order, in the case file:  

      IMEDGE Index page ‐ showing Approval or Denied/Canceled  

      Approval/Denial/Canceled Case Note  

      The 3455  

      All Income/school documentation  

      Any other supporting documentation submitted 

      Co‐Pay worksheet. 

July 2011 Update 02.04.02 90 Day Job Search

 

The funds made available through the American Recovery and Reinvestment Act (ARRA) that were used to extend the job search periods from 30-90 days and, for collaboration cases, from 90 days to the end of the program year, are set to expire on September 30, 2011. As a result, clients who lost employment on June 30 were the last group to be eligible for the full 90 days.

Beginning July 1, 2011, you should begin to wind down the 90-day ARRA job search program. From July 1 through August 30, clients may be awarded the balance of the days remaining up to September 30. As an example, if a customer reports their last day of employment is Au-gust 15, you may award the job search under ARRA from August 16 through September 30 (approximately 46 days).

By September 1, we will return to the standard 30-day grace period (90-days for collabora-tion cases) which will include a major enhancement. A limit to the number of grace periods a family can use in any 12-month period is being established. Families will be limited to three (3) 30-day grace periods in any 12-month period.

Clients still need documentation from the employer, as to last day of work

DELEGATE AGENCY CHILD CARE FILE 

UPDATE

The Illinois Department of Human Services (DHS) had made changes to the Child Care Assis-tance Program. These initiatives were paid for by the American Recovery and Reinvestment Act (ARRA) and will run through September 30, 2011, or as long as funds are available.

CO-PAYMENT CHANGES EFFECTIVE 7/1/2011

The Illinois Department of Human Services (DHS) is making a change to the Child Care Assistance Pro-gram’s (CCAP) monthly co-payment levels. Effective July 1, 2011, ALL CCAP client’s monthly co-payment will increase to approximately 10% of household income.

Changes to the CCAP income and co-pay tables are as follows:

• The new income guidelines are being indexed to 185% of the 2011 Federal Poverty Level

(FPL). • Documentation must be secured for all income and maintained in the family eligibility file

prior to approval for child care payments. • Parents are responsible for providing income verification and all other information required by

IDHS/FSS in order to determine eligibility. • Parents who have been approved for child care benefits are required to help pay for the cost of

their child care. • If a client has more than one provider, only one provider will be assigned to collect the parent

co-payment. • The amount of the parent co-payment is based on gross monthly income and family size.

CO-PAYMENT TABLE B CRITERIA WAS CHANGED

Co-payment Table B now applies for months September through May

-If ALL CHILDREN receiving care are attending school and in part-time/School Age care.

-Co-payment Table B does not apply for the months of June, July, or August.

-Co-payment Table A would be used if care is needed for any full-time days.

-Full time “school off” days for school age children using part time care will not move a family to Co-payment Table A

-Co-payments are now at an all-time low….50 cents and up!!!

UPDATE

90 DAY JOB SEARCH

As of July 1, 2011, you should have begun to wind down the 90-day ARRA job search pro-gram. From July 1 through August 31, clients may be awarded the balance of the days remaining up to September 30. As an example, a client that reports their last day of employment as August 15, the client may be awarded job search under ARRA from August 16 through September 30 (approximately 46 days).

To be eligible, the parent must provide written documentation from the former em-ployer of the last date of work or unemployment documentation. There is no notification period for the client to receive the job search The 90 day period beings the day after the parent's last day of work. Families are only eligi-ble to receive one 90 day job search in a 12 month period. For families in an approved collaboration, eligibility will be extended to the end of the client’s approved eligibility period, or through September 30, whichever is first.

If a client can not provide proof, per policy we can still grant a 30 day job loss grace period

If you have questions about the new co-payments and/or 90-day job search, please contact your CCAP Supervisor.

UPDATE

By September 1, we will return to the standard 30-day grace period (90-days or (3) 30-days for collaboration cases) which will be a major enhancement.

A limit to the number of grace periods in any 12-month pe-riod has been established.

Families will be limited to (3) 30-day grace periods in any 12-month period.

Please go to the on-line policy manual to review the changes to the following policies/ pro-cedures: 02.04.01, 08.05.01 and 08.05.04. The collaboration policies have been updated.

The funds made available through the American Recov-ery and Reinvestment Act (ARRA) that were used to ex-tend job search periods from 30-90 days and, for collabora-tion cases, from 90 days to the

end of the program year, are set to expire on September 30, 2011.

As a result, clients who lost employment on or before June 30 were the last group to be eligible for the full 90 days.

If you have questions regarding a job search, 30 or 90 day grace periods, please contact a CCAP supervisor.

such assistance), or to a person living in the home who is a parent of the child’s sibling or has a child in common with the applicant. If such a pro-vider is available and qualified to care for the child in the home, child care will not be approved---please reference 05.01.01

Payments will not be made to a provider who is the child’s mother or father, or stepparent who is currently married to the child’s parent and is living in the same household as the child, or to any provider who is included in the same public assistance grant as the child (for those families receiving

Child care providers may not work or be employed outside the home during the hours that child care is being provided. Outside employment during the hours that child care is not being provided shall not inter-fere with the child care that is approved by the Department.

30 Day versus 90 Day Grace Periods

Legal Care Arrangements

Do I qualify for the a grace period?

automatic 30 day grace peri-ods for education and train-ing clients.

ALL GRACE PERIODS MUST BE REQUESTED BY THE AGENCY AND/ OR CLIENT.

If there are questions, delegate agencies should contact their assigned CCAP Supervisor, by phone or email, about the re-quest for a grace period be-

cause if the client experience a job loss, medical, maternity leave and/or school grace pe-riod.

The delegate agency must also submit a change of informa-tion form with the client and child information, indicating in the comment section “Request for Grace Period.” Attach supporting documentation.

How to Request-Grace Periods The Department will provide payments to secure or maintain a child care arrangement for a period not to exceed one month where child care ar-rangements would otherwise be lost and subsequent em-ployment or activity is sched-uled to begin or resume within that period.

As of September 1, 2011, DFSS will no longer provide

“All grace periods must be requested by the

agency and/ or client. Starting September 1,

DFSS will no longer provide automatic 30 day grace periods.”

Page 5 CCAP Newsletter Volume 1, Issue 9

NEW

Chicago Reads Day was celebrated in style...

CHANGE OF INFORMATION FORM INSTRUCTION All changes MUST pertain to one activity number and one child may be listed Per Change.

The Delegate Agency should complete the entire form with information for the change.

FIRST STEP: Enter the delegate agency, site name and address.

Staff completing the COI form should enter their contact information.

Enter the activity number of the child for the change of information.

Enter the date the change is to become effective.

SECOND STEP: Enter the Applicant’s Name

Enter the COPA Family ID and Child ID

THIRD STEP: Depending on what your request, follow one of the steps listed below:

ADD A CHILD - Circle “Add Child”

Enter the child’s name, birth date, gender, and SSN# and ethnicity.

Enter in comment

Sign Form

DELETE A - Circle “Delete Child”

CHILD Enter the child’s name, birth date, gender, and SSN# and ethnicity.

Enter in comment

Sign Form

CHANGING ANY - Enter the child’s “Current Information” and INFORMATION “New Information”

Enter information about what type of change and information

into the comments section.

Sign Form

CHANGING – Enter in the new work and/or school schedule

SCHEDULES Enter in comment

Sign Form

SUBMITTING NEW INCOME AND/OR SCHOOL DOCUMENTATION FOR COLLAB. CASES ONLY

Enter information about what type of document being submitted.

Sign Form

Scan new documentation with the COI.

ALL COI’s MUST BE SUBMITTED WITHIN FIVE (5) DAYS OF THE CHANGE

Policy 02.04.01 Grace Periods

Q: The limits on the grace periods that are now being imposed - does this apply only to job search scenarios or

is this going to affect applicants that are in school as well?

A: The grace periods are for job loss, school break, graduations, medical leave and maternity leave. If needed, each client can

request a maximum of (3) 30 day grace periods in a 12 month period.

Q: For all grace period requests (either for job loss, school break, graduation), we will need to submit a COI, correct (right

now, the grace periods for education/training are automatically added into their eligibility)? Do we need any other docu

ments like a letter from the parent requesting a grace period?

A: COI should be submitted for grace period requests. The automatic 30 day grace is in the process of being re-examined,

when a decision is rendered agencies will be notified. A COI is okay, however, we are looking for something more concrete, such a letter from the previous employer and parent would need to express the commitment for seeking

new employment (FSS won't assume), if school a copy of the grades from the previous semester indicating a 2.0 grade

point average or above and the class schedule and/ or registration information for the next semester or grading period.

Q: In the instance of a collaboration case where the applicant would only like to use part of the 90 days, do we just need to

specify the amount of time they would like to use in a letter or in the comments section of the COI?

A: Grace period must be used in 30 day increments, no exceptions. For example if a parent needs 45 days, then (2) 30 days

will used. Which means the parent only has 1 more grace period to use in next 12 months. The 12 months is counted

from the first day of the first grace period.

Q: For child care only cases, can an applicant use all (3) 30 day grace periods in a row? If so, can they submit one COI to ask

for all three at once? Or will they have to submit a new, separate request as the first one expires?

A: At this time, 30 day grace can be submitted back-to-back, unless further instructed. However, please submit each 30 day

grace separately, and do not let the eligibility period lapse. Do not submit a COI and ask for all 3 graces for the child

care only. However, with collaboration cases you can ask for a 90 day grace in the same COI. Please be specific.

FSS wants to hear from you! Send us your CCAP questions, comments or need for clarity. Every quarter we will post a selection of general child care policy questions received during the previous quarter. The questions and answers will not contain any case-specific information and does not identify the site provider asking the question. If you need additional information about the ques-tions and answers listed below, please e-mail Tiffany Montley, Supervisor of Children Services Pro-grams, at Tiffany.Montley@cityofchicago.org .

Note: The questions and answers posted here will not be archived. When new questions and an-swers are posted, the previous ones will be deleted. In this way, we will ensure that the information you find here will always be correct and current.

Policy 01.02.02—Family Composition

Can grandparents and children over 21 years of age be counted in the family?

The applicant may decide to count these household members or not. If they are counted,

their income must also be counted. Children under 21 MUST be counted in the family size , if they are living in the household. Children in the family age 19 and older that are counted in the family size and are employed MUST have their earned income counted, those under 19, please do not count their earned in-come., unless they are the client.

All family members receiving any other type of income listed in Section 01.01.02 must have that income counted.

Who MUST be service eligible through employment, education/training or a rea-son listed for the second parent, to determine child care assistance eligibility?

Only the “parents” (clients) of the children need to be service eligible. They are the only ones that have an obligation to care for the children without pay.

Policy 02.04.01 - Grace Periods

Grace period are to be requested by delegate agencies and/or clients.

Loss of Employment - Up to 10 calendar days from last date of work (90 days-Collaboration and

Child Care Cases)

College Graduation - A grace period to extend eligibility for 30 calendar days after graduation from

college to enable the client to look for employment must be requested.

Education/Training - Those clients that are in a education/training, program and deemed eligible, will no longer have an automatic 30 day grace period. If the client needs a grace period, submit the documentation with a change of information form to receive continuous

UNDERSTANDING CHILD CARE ASSISTANCE PROGRAM (CCAP)

CCAP HEAD START/PRE-K COLLABORATION

Eligibility for families in an approved Child Care Collaboration Program will be

determined annually (12 months), except self-employed clients who do not submit signed

income taxes;

Families participating in an approved Child Care Collaboration Program may have a grace

period of 90 days subsequent to loss of eligible service activity, client’s must request grace

periods;

Eligibility for care in an approved Child Care Collaboration Program will be indefinite

when the child’s or family’s participation in the collaboration is part of their current

Head Start/Pre-K Collaboration Programs Only,

Clients are required to be in an approved service activity for a minimum of (5) hours per day, (3) days per week or more.

Cash Payee/Income Verification Letter clients will be determined annually, however after 90 days the client must provide either pay stubs or another income verification letter. Delegate agencies should submit a Change of Information form along with pay stubs or new income verification to FSS, within 90 days. If this is not done, the case may be cancelled.

Education/Training clients must still submit class schedules and grades for every semes-ter/quarter to verify that their initial reason for child care is still valid. Delegate agencies should submit a Change of Information form along with the new class schedules and grades from the previous semester.

If this is not done, the case may be cancelled.

Clients that are self-employed will have to be re-determined every three months, unless they submit signed tax returns. If the tax return was submitted electronically, the client must provide a copy of the receipt in the absence of a signature. If this is not done, the case may be cancelled.

Policy Update - 01.01.03 - Citizenship

The citizenship status of each child must be verified. Eligibility will not be denied based upon a child's citizenship status. The citizenship status must be verified unless the child is exempt from veri-fication requirements. A child enrolled in a Head Start or Pre-K collaboration is exempt from the verification requirements. The applicant must declare the status of each child by completing the Verification of Citizenship Status of Children. If the child is a qualified alien, the parent must pro-vide the alien registration number and submit supporting documentation.

Click the following link:

VERIFICATION OF CITIZENSHIP FORM

This Resource Guide is intended to help ensure consistent application of IDHS child care policy in determining program eligibility. It provides child care assistance program specialists throughout the state with information and resources to help them make decisions. It is intended to complement, not replace, the Child Care Assistance Program Manual and should be used as a decision-making tool, not a policy manual. The approaches described reflect best practice - how staff can and do address challenging cases.

These suggested approaches are meant as a guide that may be useful in some cases. They are not in-tended to be mandatory procedures to be used in all cases. This Resource Guide should promote consistent customer service and, ultimately, help eligible families to get quality care for their

children. We hope this Resource Guide will help better inform those decisions.

CCAP Resource Guide for Determining Eligibility

(Click for CCAP Resource Guide)

CHANGE OF INFORMATION - FORM & INSTRUCTIONS

(Click for documents)

The change of information form (COI) and instructions are intended to help and guide the delegate agency about the usage and correct way to complete the COI. The COI must be completed with all the necessary information needed to perform the requested change. This is extremely important for collaboration programs.

The IDHS/DCFS monitoring unit will begin cluster trainings again. The team will begin organizing training for multi-site and single-site agencies designed to provide technical assistance and support in the area of determining child care eligibility along with system analysis. Your assigned Support Services Co-ordinator will contact you soon with available dates.

For questions, please contact your assigned coordinator.

Zenobia Butts Mary Jones zenobia.butts@cityofchicago.org mary.jones@cityofchicago.org (312) 743-1639 (312) 743-2003

Lil Jennings Squalls Emmett L. Walls lil.jennings-squalls@cityofchicago.org emmettl.walls@cityofchicago.org (312) 743-2004 (312) 743-1608

Support Service Coordinator Team Assignments

A few changes have taken place in our department. In order to provide more comprehensive technical assistance and support to our Head Start and Child Care agencies, a few team changes have been made. You can take a look at the team assignments by clicking on the link. Your assigned support services co-ordinator’s name, email and phone number are listed under your agency’s name. Please feel free to con-tact them with questions or concerns.

SSC Delegate Agency Team Assignments (Click to View)

CCAP MONITORING AND TRAINING UNIT UPDATES

What’s New with IMEDGE 3.1

FSS hosts monthly train-ings for delegate agencies

New queues to better manage CCAP

Agencies should

check their INBOX, REJECT, and NOTICE TO DENY queues daily to address any issues or request for information

Page 12 CCAP Newsletter Vo lume 1, Issue 8

The new features in IMEDGE 3.1 include new queues, separate folders for cases and change of information forms and automation to manage cases, efficiently, as well features to assist FSS with case management according to policy.

NEW IMEDGE QUEUES

Inbox - This queue is where you will find all your agencies cases that have not been routed or accepted by FSS, these cases will not have a stamp date.

Intake Clerk Review - This queue is where you will route your cases to FSS for a stamp date, all cases not given a stamp date will be routed back to your agencies inbox queue by FSS.

Request For Additional Information –This queue is where you will route all cases that are in your agencies REJECT and NOTICE TO DENY queue back to FSS. NOTE: All cases with a stamp date will only be able to be routed to the Request For Additional Information queue.

Notice To Deny –This queue is where you will find all your agency’s cases that were not resolved or responded to in the required time frame. All cases will have ten (10) business days or less to be resolved before they will be DENIED.

Trash –This queue is where you can route ALL your agency case files that are not needed. Bad scans, incomplete scans, clients withdrew from program. If you are uncertain contact a CCAP supervisor before discarding information.

___________________________________________________

CREATING NEW FOLDERS IN IMEDGE

Delegate Agencies MUST choose to either “Add a Case” or “Add a COI” when submitting documentation to FSS.

Agencies should, click:

ADD A CASE –When submitting a 3455 application or redeterminations to FSS.

ADD A COI –When submitting only a change of information form, ONLY.

FSS eligibility process of childcare related services includes verification of all client data using the Illinois Public Aid Communication System (IPACS). IPACS is an excellent source of information about families who are applying for a childcare subsidy. The information on IPACS has been collected on other state agency sys-tems, including the Automated Client Inquiry Database (ACID), the Automated Wage Verification System (AWVS) and the Key Information Delivery System (KIDS). It is also important to note that IPACS is not the only source of eligibil-ity information. Because the information comes from sources outside of the juris-diction of the FSS and the Bureau of Child Care and Development, the accuracy and timeliness of the information cannot be guaranteed. FSS will always seek and/or request additional information from the agency, applicant, or IDHS case worker.

IPACS (Illinois Public Aid Communication System)

The computer management information system provides a mechanism for process-ing information and updates to cases.

ACID (Automated Client Inquiry Database)

This system provides the most current information about a benefit unit. It provides cash, medical, and food stamps histories for the most recent 24 months.

Screen 1 – Basic case information

Screen 2 – Needs, income, and reserves, etc.

Screen 3 – Individual information

Screen 4 – Case history information

The new COPA Automated Billing System (CABS) is coming soon...

CABS CONVERSION INFORMATION

In preparing to import records to and from CCMIS to CABS, FSS would like to continue to remind agencies to notify their CCAP supervisor when they have en-countered any social security number discrepancies between CCMIS and COPA for the applicant or child.

In addition, delegate agencies should ensure that accurate attendance records are being reported/billed.

What is IPACS?

It is the clients responsibility to provide all requested infor-mation needed to determine eligibility.

IPACS is a combination of several State Databases

VERIFICATION

“ The process by which a person’s finances, living arrangement, and other eligibility factors are proven and documented. The authentication of truth or accuracy may take the form of facts, statements, measurements, or circumstances. ”

Page 13 CCAP Newsletter Vo lume 1, Issue 9

Shared Case Information

FSS/CCAP WORK HOURS POLICY

FSS offers full-time child care

SHARED CASE BETWEEN FSS AND ACTION FOR CHILDREN (AFC)

If you have a case that is a shared case with Action for Children (AFC), you must contact AFC at (312) 823-1100 and they will assist you with the completion of all the shared case forms needed to be submitted with the application or re-determination for child care. You can find a copy of the forms in the Child care forms section of the update titled “Shared Case - Action for Children (AFC)”.

SHARED CASE BETWEEN FSS DELEGATE AGENCIES

Currently, FSS does not share eligibility for clients between its network of delegate agencies. If a client chooses multiple providers for care, they run the risk of having to establish and re-determine at each agency as well as possibly losing out on longer qualified eligibility periods. However, if you have a case that is shared between an-other FSS delegate agency, we need you to complete and submit the shared case forms “Shared Case - FSS Delegate Agency”, which can be found in the Child Care forms section of the update.

AWVS (Automated Wage Verification System)

This inquiry system provides employment and unemployment insurance benefit informa-tion as available on Illinois Dept. of Employment Security (IDES) files.

ANQR (Automated Name Query Database)

This inquiry system is used to locate information on a client when social security number or case number are not given.

KIDS (Key Information Delivery System)

The main data processing system for the Division of Child Support Enforcement.

RPY (Representative Payee)

A case in which only the child(ren) is the recipient of TANF or GA cash assistance.

RSP (Responsibility and Service Plan)

A comprehensive plan for how best to meet the client’s needs of health and self-sufficiency completed by the IDHS caseworker and client after a full assessment of the family and the family’s situation.

SHARED CASES

Child Care cases are considered “Shared” when a client has enrolled their children at two different child care agencies.

Page 14 CCAP Newsletter Vo lume 1, Issue 8

CCAP INCOME GUIDELINES 07/1/2011CCAP INCOME GUIDELINES 07/1/2011CCAP INCOME GUIDELINES 07/1/2011

Income guidelines are 185% FPL

Eligibility is based on Gross Income of all

members in the household 19 years and older

VERFICATION

“ Clients are responsible for providing income verification and all other information required by the Department in order to determine eligibility for child care services.

”

Page 15 CCAP Newsletter Vo lume 1, Issue 8

Policy Statement: A family is considered income eligible when the combined gross monthly income of all family members is at or below the amounts listed below for the correspond-ing family size. In two-parent families, both incomes must be combined to deter-mine eligibility. Two-parent families include those with 2 or more adults living in the home, such as the applicant and his or her spouse or parents of a common child in the home.

The above income guidelines will be indexed annually so that the thresholds are no less than 185% of the federal poverty level for each family size. State law requires that child care eligibility income limits be no less than 185% of the Federal Poverty Level (FPL).

Documentation must be secured for all income and maintained in the family eligibility file prior to approval for child care payments.

* Reflects 2011 Federal Poverty Level

FAMILY SIZE MONTHLY YEARLY

2 2,268 27,216

3 2,857 34,284

4 3,446 41,352

5 4,035 48,420

6 4,624 55,488

7 5,213 62,556

8 5,802 69,624

9 6,391 76,692

10 6,980 83,760

CCAP INCOME GUIDELINES as of 07-2011 MAXIMUM INCOME (185% FPL)*

NEW

REJECT CASES

DENIED CASES Collaboration children who no longer are eligible for CCAP can not be kicked out of Head

Reminder as of, 9/21/2011 all cases not accepted by FSS will not have a stamp date, cases without stamp dates have not been accepted by FSS. These cases will show back up in your agency INBOX. Delegate agencies should correct the issue and route back to intake clerk review to re-ceive a stamp date from FSS as soon as possible.

FSS will deny case because of delegate agency non-responsiveness to a request for additional information (RAI). Please be advised that it is the delegate agency’s responsibility to respond to the RAI’s within the policy guidelines of 10 business days (14 calendar days). If not, then FSS will issue a notice to deny the case after another 10 business days (14 calendar days). After the notice is given, if there is still no response or an incomplete response, FSS will officially deny the case. The client will then have to re-apply. PLEASE BE ADVISED THERE IS NOT A 30 DAY WAIT PERIOD, TO RE-APPLY AFTER THE DATE OF DENIAL. (subject to change)

AGENCIES MAY REAPPLY AFTER A CASE IS DENIED.

PLEASE BE ADVISED THERE IS NOT A 30 DAY WAIT PERIOD, AFTER THE DATE OF DENIAL. AGENCIES MAY REAPPLY AFTER A CASE IS DENIED.

Page 16 CCAP Newsletter Vo lume 1, Issue 9

______________________________________________________

Enrolling Disabled and Over Income Children (COPA) If a child/family applicant is applying for the disabled status, documentation should be deliv-ered to the attention of Paulette Mercurius at FSS Central Office, 1615 W. Chicago Ave., 2nd Floor. Faxed information can be sent to 312-743-0400. If you have any additional questions, please contact Paulette at 312-743-1992.

If a child/family applicant is over-income for the Head Start Program only, documentation should be delivered to the attention of Craig Zemke at FSS Central Office, 1615 W. Chicago Ave., 2nd Floor. Faxed information can be sent to 312-743-0400. If you have any additional questions, please contact Craig at 312-743-1637. There is no provision to exceed the income thresholds for the Child Care Assistance Program (CCAP).

When FSS rejects a case for information, the delegate agency will have to address the issue and route the cases rejected by FSS to the Request for Additional Information queue within 10 business days, per IDHS policy.

EEEMPLOYMENTMPLOYMENTMPLOYMENT / I / I / INCOMENCOMENCOME V V VERIFICATIONERIFICATIONERIFICATION L L LETTERETTERETTER C C CRITERIARITERIARITERIA

Agencies should verify the in-come/employment verification letter before sending to FSS

INCOME DOCUMENTATION

“ All income documentation needs to be within 30 days of parent signature ”

Page 17 CCAP Newsletter Vo lume 1, Issue 8

Policy 01.03.02 – Employment

Income and employment verification letters from a company (when an employee has not worked long enough to receive 2 consecutive pay stubs) must contain the following informa-tion:

• Company name and/or logo (if a computer printout) or company letterhead

• Name of the client (applicant)

• Rate of pay (e.g., $ 8.50 per hour)

• Number of hours worked per week

• Employee’s schedule (days worked, and hours worked per day, e.g. Monday through Thursday, 8AM – 2 PM)

• Signature by official of the company

• Name, title, phone number of company official

Income and verification letters for clients paid in cash must contain the following:

• Name, address and phone number of the individual completing the letter

• Type of work performed

• Date(s) the work is performed, or on-going

• Rate of pay (e.g., $ 8.50 per hour)

• Work schedule (days worked, and hours worked per day, e.g. Monday through Thursday, 8AM – 2 PM)

Note: The application must have a letter for each of the par-ent’s cash-paying jobs

EDUCATION & TRAINING DOCUMENTATION CRITERIAEDUCATION & TRAINING DOCUMENTATION CRITERIAEDUCATION & TRAINING DOCUMENTATION CRITERIA

ON-LINE CLASSES

On-line classes from an accredited university or college are now an

eligible activity as long as the class is offered at a regularly scheduled time and the child for whom care is requested is under the age of six.

“ All educational programs must be administered by an educational

institution accredited under requirements of State law. ”

Page 18 CCAP Newsletter Vo lume 1, Issue 8

Policy 01.03.03 – Education & Training

Three types of Education and Training (TANF, Non-TANF, Teen Parent)

TANF Education and Training programs include but are limited to Work First/JOBS Advan-tage, substance abuse counseling, job search, GED, and ESL.

–One of the following must be submitted by the client:

Responsibility and Service Plan (RSP) - Referral for Employment

Change/Progress Report - Contact Report

Non-TANF Education and Training programs include below post-secondary education (ESL, GED, High School), non-degree occupational/vocational training (HVAC Tech, Radi-ology Tech, Registered Nursing) and two-year/four-year college degree.

Required documentation for below post-secondary education:

Class schedule or letter from the sponsoring program, on school letterhead

(Clients must maintain a “C” average.)

Two most recent and consecutive pay stubs, if employed

There is no work requirement for the first 24 non-consecutive months of activity, after-wards client must work average of 20 per week.

Required documentation for two-year/four-year College Degree:

Class schedule or registration (include information about internships, student teaching)

Two most recent and consecutive pay stubs, if employed

There is no work requirement for the first 48 non-consecutive months of activity, after-wards client must work average of 20 per week. OR

Involved in a combination of employment and unpaid, education ally required work activity for an average of 20 hours per week (internship, student teaching)

Copy of grades from previous semester at re-determination

(Must maintain a cumulative (GPA) of 2.0 on a 4.0 scale, if employed OR maintain a cumu-lative (GPA) of 2.5 on a 4.0 scale, if not employed )

Teen Parents are clients under the age of 20 and request child care to attend school, GED, and/or work a job. Note: There is no work requirement for Teen Parents.

Required Documentation for Teen Parents:

Class schedule or letter from the sponsoring program

• Two most recent and consecutive pay stubs, if employed

ELIGIBILITY

“ All Education/Training clients will have eligibility based on the time period they are enrolled. Clients will have to be re-determined according to the education and training schedules. ”

CCAP BILLING & SUPPLEMENTALCCAP BILLING & SUPPLEMENTALCCAP BILLING & SUPPLEMENTAL

Unbilled Reports are due Monthly

“IF YOU HAVE ANY OUTSTANDING UNBILLED ISSUES, CONTACT YOUR FSS (TEAM SUPERVISOR) POINT OF CONTACT.”

Page 19 CCAP Newsletter Vo lume 1, Issue 8

“NEW” CCAP BILLINGS & SUPPLEMENTALS CALENDAR

(click link to view)

Billings are published on or by the 6th business day, after 2 PM each month for the previous month being billed. Delegate agencies must submit billings electronically online and also submit a hard copy with original signature by the 15th business day of each month for the previous month being billed. The original and one copy of each billing must be submitted to FSS at 1615 W. Chicago Ave. 4th Floor, Chicago, IL 60622 to proc-ess billings for payment. Please ensure the first page of the original billings and the copy are time and date stamped and placed in the self stamping tray labeled, “Child Care.”

Note: Assessed fees must be reflected on your billings or the billings will not be accepted.

Delegate Agency unbilled reports for each given month are due by the 10th business day of each month. There is a new “Agency Unbilled Report” form dated 8/08/2011 located in the child care forms section for agencies to use, which you can download to complete.

Changes to the report include: providing COPA child and family ID, instead of social se-curity numbers as well as indicating if the child is in a Pre-K program or has a sibling in a child care program. Columns for Pre-K and sibling are a yes/no option only. Type of document submitted selections are 3455, COI, or Rede only. Complete the report in its entirety or the form will be returned.

FY’12, we have included a 3 month-quarterly closeout process, please adhere to the due dates on the calendar. Delegate agencies must submit all supplemental billings by the quarterly closeout dates indicated in the calendar. (example: July, August and September Supplements are no later than October 25, 2011). Supplemental billings are available only after the agency has submitted the original billings.

You are required to meet the due dates. FSS reserves the right to terminate access to CCMIS after the due date has pasted. Therefore, failure to meet deadlines will result in loss of compensation and will affect future funding. Deadlines are subject to change, and agencies will be notified.

UPDATE

FSS CCAP OPERATIONS TEAM STRUCTURE

(Click link to view)

If warranted, check you billings to verify your QRS cost.

QRS Contact Information

INCCRRA

www.inccrra.org or (800) 649-1884

Page 20 CCAP Newsletter Vo lume 1, Issue 8

FSS has implemented a team approach to managing the child care assistance program. Each team has a supervisor, review clerks, support services coordinators, and a pro-gram auditor. FSS is requesting that each delegate agency identify one point of contact at their agency for the team supervisors to contact involving unbilled and child care case issues. Please click the link above to see which team your agency is under and the FSS CCAP point of contact for your agency.

Quality Rating & Tiered Reimbursement System (QRS) (Click for more information)

The State of Illinois has implemented a quality rating & tiered reimbursement system (QRS) related to child care. QRS will provide higher subsidized child care payment to providers who meet specific indicators of quality care. The increased rate is to help provide pay for the higher cost of care. System in levels are incentives for providers to move up levels. Supports will be available to help providers achieve higher levels. The CCMIS billings reports has been modified to reflect QRS information, if applicable. Those agencies without QRS will show “zero” in the selected fields.

CCAP TIPS AND HOW TO’SCCAP TIPS AND HOW TO’SCCAP TIPS AND HOW TO’S

“ FSS only verifies the information provided by the client. It is the client’s responsibility to provide the requested documentation or provide acceptable documentation stating otherwise’

Page 21 CCAP Newsletter Vo lume 1, Issue 8

Delegate agencies should use the eligibility reports, emailed by FSS, to assess a client eligi-bility period and determine when a client needs to be re-determined. In addition, agen-cies should use the report to ex-amine and make sure the child is under the correct activity number and/or not terminated for the program.

Child care case files must be submitted on a timely basis e.g., applications within 10 days of Parent Signature, re-determinations up to 60 days before they expire and 30 days after they expire and that all Child Care case files are routed in IMEDGE on or be-fore the last business day of each month. Delegate Agen-cies are allowed a 90 day win-dow to complete and submit a re-determination to FSS.

Delegate agencies should scan and submit change of information forms (COI) with that child and/or sibling’s case folder in IMEDGE.

Delegate Agencies should not create a case folder in IMEDGE with the name “Change of Information” nor scan all the agency’s COI’s into the case folder.

When forwarding a case for review, in IMEDGE, please add a note to the case that details information you would like FSS to know about the case.

Child Care eligibility is based on the family. Agencies should not sub-mit multiple case files for the same family. An Agency should submit one 3455 for the family and submit 3456 (change of information) to add siblings to the program. If the family has children enrolled in multiple agencies then please follow the shared case process.

Agencies should access and manage the REJECT and NO-TICE TO DENY queue in IMEDGE DAILY to address any issues with case files in a timely manner. The REJECT queue is where an Agency will find all of the cases that have a request for additional information (RAI’s). NOTICE TO DENY is where you will find cases that will be DENIED in ten business days or less.

Intake personnel/case managers/family service workers should revise their client interview ques-tions and advise your clients and potential clients that information provided as part of the applica-tion and eligibility process will be checked using the State’s da-tabases IPACS (Illinois Public Aid Communication System).

“ Parents claimed as a dependent by another person for federal income tax purposes are only eligible if the combined incomes do not exceed the

monthly income ceiling.”

CCCOMMONOMMONOMMON P P PROBLEMSROBLEMSROBLEMS & Q & Q & QUESTIONSUESTIONSUESTIONS

Is there a question or something you would like to ask, related to Child Care policy, process and/or FSS systems?

Send an email at:

tiffany.montley@cityofchicago.org

Page 22 CCAP Newsletter Vo lume 1, Issue 8

Situation: Child (A) did not show up on this months billings

Solution: 1. Did you route the case with all scanned documents in

IMEDGE to “Intake Clerk Review”

2. Do you have a stamp date?

3. Did you indicate the correct activity number and start date associated with the child?

4. If it’s a sibling of a child in a program, did you send a “change of information” to add the sibling?

5. Did FSS deny or cancel the case?

6. Did eligibility end for the client?

If these things are done and the case is not rejected, denied, or can-celed, the child will show up on your billings.

Situation: When should co-payments be re-assessed?

Solution: Co-payments should be re-assessed when:

· The number of children in care changes

· The number of hours a child is in care changes

· Income changes by 20% or more

· A re-determination is processed

· The family size changes

• I’m having problems/issues with the scanner or FSS issued computer?

• I need a username and password for IMEDGE, CCMIS, and COPA?

• I don’t know how to do ….. etc. in IMEDGE, CCMIS, COPA?

• I need training on IMEDGE, CCMIS, or COPA?

• I can’t access CCMIS, IMEDGE, or COPA?

• Contact 1-866-647-2789 or FSSmis@cityofchicago.org

If you need any technical assistance with FSS hardware or soft-ware, please call the help desk at 1-800-489-2126

WHEN DO I CALL THE HELP DESK?WHEN DO I CALL THE HELP DESK?WHEN DO I CALL THE HELP DESK?

CHILD CARE FORMSCHILD CARE FORMSCHILD CARE FORMS

Co-Pay Worksheet Change of Information Form Self-Employment Record Sample E&I Letters

Employment & Income Verification Letter Co-Pay Indicator A Agency Unbilled Report 8/17/2011 Co-Pay Indicator B Shared Case – Action For Children Shared Case – FSS Delegate Agency

You can download the current CBT video and manual here by clicking the above link or at cys.mycopa.com. On COPA, Click the tab "Child Care (CCAP) and click the "Imedge CBT Training". You have to download the video to your desktop before viewing. Right-click the video link, click "save target as", accept the certificate and click "continue to this website".* Wait about five minutes for the video to download then close out all of your windows and you will be at your desktop. You will see the Imedge CBT video file. Just double-click the file to start playing the video.

IMEDGE 3.1 Comparison Manual (click to download)

(Click on form name to download)

U p d ate d C o -p ay S c ales

Department of Family and Support Services 1615 W. Chicago Ave. 4th Floor Tiffany Montley

W E’ RE ON THE W EB AT CYS.MYCOPA.COM

IMEDGE Computer Based Training (CBT) (click to download)

Phone: 312-743-2065 Fax: 312-743-2095 Email: tiffany.montley@cityofchicago.org

Access your Agency email accounts at: www.fssagency.com

FSS SYSTEMS COPA CCMIS IMEDGE

CITY OF CHICAGO