IPACS UPDATE 9-20-2007

New Information included in the update consists of assessed fees, co-payment,

employment/income verification letter, new income guidelines, and more Q&A.

“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.” CYS has implemented its new reject policy, outlined in a CYS memo (dated July 3rd from Kenneth McGhee, Deputy Commissioner) related to required documentation need to apply for child care.

1. No co-pay worksheet attached to case file 2. No current or consecutive paychecks 3. Nothing scanned in the case file 4. Scanned documents aren’t readable 5. 3455 Application not signed

All REJECTED cases, pursuant to CYS’s new reject policy, will have the following

statement in the notes and will not show up on the billings until the agency corrects what is

requested and CYS accepts and date stamps the case file:

“CYS has not yet accepted and has not date stamped this case as applied for child

care. To receive a stamp date, CYS must receive all required documentation for

review and verification. Please be reminded that it is your agency’s responsibility to

determine eligibility based upon IDHS requirements. Submitting inaccurate and/or

incomplete case files delays the approval and reimbursement of Child Care cases.”

Co-Pay Worksheet Change of Information Form Self-Employment Record Shared Case Forms

Employment & Income Verification Letter Sample E&I Letters Agency Unbilled Report 8/15/2007

(Click on form name to download)

CHILD CARE 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 the Department at 1615 W. Chicago Ave. 4th Floor, Chicago, IL 60622 to process billings for payment. 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 the exact same day the Billings are due to CYS. There is a new “Agency Unbilled Report” form dated 8/15/2007 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 security 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. Delegate agencies must submit all supplemental billings within sixty (60) days of the month ends that you are supplementing for. (example: July 2007 Supplemental Billings are due by September 30th 2007. Supplemental billings are available only after the agency has submitted the original billings. You are required to meet the due dates. The Department will terminate access to CCMIS per after the due date. 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.

Submitting Child Care case files on a timely basis will ensure that you maximize reimbursement on your regular monthly billing.

When forwarding a case for review, in IMEDGE, can add a NOTE to the case with important information you would like for CYS to know about.

HSEV is not needed for child care.

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 before the last business day of each month.

Delegate Agencies are allowed a (90) day window to complete and submit a re-determination to CYS.

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” and scanning all the agencies COI’s into the case folder.

I’m having problems/issues with the scanner or CYS 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?

If you need any technical assistance with CYS hardware or software, please

call our

at 1-800-489-2126.

________________________________________________________________

Enrolling Disabled and Over Income Children (COPA)

If a child/family applicant is applying for the disabled status, documentation should be delivered to the attention of Paulette Mercurius at CYS 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, documentation should be delivered to the attention of Craig Zemke at CYS 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.

Please be advised that Ms. Daryl Hobbs is no longer with us at CYS. Should you have any questions and/or comment, please contact Bryant Askew, Supervisor of Accounting at 312-743-3641 and email at bryan.askew@cityofchicago.org

Advise your clients and potential clients that information provided as part of the application and eligibility process will be checked using the State’s databases IPACS (Illinois Public Aid Communication System).

Intake Personnel/Case managers/Family Service Workers SHOULD revise their client interview questions to include if whether the client and members of household are receiving or has received in the last four to six months and earned/unearned income. (e.g. TANF, Unemployment, Social Security, Child Support, etc.)

If a client is no longer receiving any of the above payments, copies of letters of termination of benefits or employment must be obtained, and submitted with the application. Note: IPACS may not yet reflect termination of benefits; therefore letters will expedite the eligibility process.

Child Care eligibility is based on the Family. Agencies should not submit multiple case files for the same family. Agencies should submit one (1) 3455 for the family and submit 3456 (Change of Information) to add siblings to the program.

Agencies should access and manage the REJECT queue in IMEDGE daily to address any issues with cases 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).

CYS is moving toward incorporating CCMIS into COPA, where billings will be based off of attendance taken for the child. CCCooommmiiinnnggg DDDeeeccceeemmmbbbeeerrr ‘‘‘000777

IMEDGE enhancements are also forthcoming which include new queues to manage cases, efficiently. CCCooommmiiinnnggg DDDeeeccceeemmmbbbeeerrr ‘‘‘000777

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CYS will give each agency an email account that CYS will utilize to communicate issues, reports, and memorandums. LLLeeetttttteeerrr gggoooiiinnnggg ooouuuttt tttooo ttthhheee aaagggeeennnccciiieeesss wwweeeeeekkk ooofff 999///222111///222000000777

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CYS will begin sending, via email, an eligibility report of children listed in CCMIS for each agency.

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CYS is moving towards having electronic versions of IDHS child care forms. CCCooommmiiinnnggg 222000000888

1. How will I know if a case has been approved or denied?

Answer: Using IMEDGE, in folder view, use the search/hit list to select your agency and cases that are approved or denied.

2. How will I know the eligibility period?

Answer: When cases are approved in IMEDGE, CYS will put the eligibility begin and end dates in the case folder before routing it to approved.

3. I received a request for additional information (RAI), how long do I have to respond?

Answer: Agencies have 10 business days (14 calendar days) to respond and resubmit case to CYS.

4. I received a RAI stating the client has another job, but the client states they no longer work there, how do we resolve this issue?

Answer: The client will have to provide documentation proving she no longer works at the job. (i.e. letter from employer, termination notice, etc.)

5. I received a RAI stating that there are two parent in the household, the client states there is only one?

Answer: The client will have to provide documentation stating or verifying the other parent is not in the household.

6. For self-employed cases, is the FEIN or SSN# of the employer(s) needed?

Answer: No, IDHS doesn’t require we get FEIN or SSN# of employer.

7. Are we suppose to re-scan the original HSEV at Re-determination for collaboration children?

Answer: No, provided you follow IMEDGE re-determination procedure.

8. Are we suppose to re-scan the child birth certificates at Re-determination, for collaboration and child care only pre-school children?

Answer: No, provided you follow IMEDGE re-determination procedure.

9. If we have used a birth certificate for proof of a family member, does this need to be re-scanned at Re-determination? For all types of cases?

Answer: No, provided you follow IMEDGE re-determination procedure.

10. Can a Change of Information (COI) form be used to change the guardianship of a child?

Answer: No, change in guardianship will result in another application and eligibility determination.

NOTE: CYS only verifies the information provided by the client, NOTE: CYS only verifies the information provided by the client, NOTE: CYS only verifies the information provided by the client, NOTE: CYS only verifies the information provided by the client, it is the it is the it is the it is the cliclicliclient’sent’sent’sent’s responsibility to provide the requested documentation or provide acceptable responsibility to provide the requested documentation or provide acceptable responsibility to provide the requested documentation or provide acceptable responsibility to provide the requested documentation or provide acceptable documentation stating otherwise.documentation stating otherwise.documentation stating otherwise.documentation stating otherwise.

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

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

IMEDGE to “Clerk Review”

2. Make sure the case was not “REJECTED”, per our policy

memo dated July 3, 2007.

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 include a

“Change of Information” to add the sibling.

5. Did CYS deny or cancel the case?

6. Did eligibility end for the client?

If these things are doneIf these things are doneIf these things are doneIf these things are done an an an and the d the d the d the case is not rejected, denied, or canceledcase is not rejected, denied, or canceledcase is not rejected, denied, or canceledcase is not rejected, denied, or canceled, the child will show , the child will show , the child will show , the child will show up on your billings.up on your billings.up on your billings.up on your billings.

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

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

• The # of children in care changes

• The number of hours a child is in care changes

• Income changes by 20% or more

• A redetermination is processed

• The family size changes

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

If so, send me an emailIf so, send me an emailIf so, send me an emailIf so, send me an email at: at: at: at: bryan.askew@cityofchicago.orgbryan.askew@cityofchicago.orgbryan.askew@cityofchicago.orgbryan.askew@cityofchicago.org

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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 information:

• 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 that the application must have a letter for each of the parent’s cash-paying jobs

CYS Finance has a Income and Employment Verification form letter, in the

child care forms section, as well as sample letters that agencies can give to their clients to facilitate.

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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 Advantage, 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 (HAVC Tech, Radiology 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

� Two most recent and consecutive pay stubs, if employed

� There is no work requirement for the first 24 non-consecutive months of activity, afterwards 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

� Must be employed at least an average of 10 hours per week, OR

� Involved in a combination of employment and unpaid, educationally required work activity for an average of 20 hours per week (Internship, student teaching)

� Copy of grades from previous semester at redetermination (Must maintain a cumulative Grade Point Average (GPA) of 2.0 on a 4.0 scale)

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

CHILD CARE INCOME GUIDELINES as of 9-2007

FAMILY SIZE MONTHLY YEARLY

2 2,111.00 25,332.00

3 2,648.00 31,776.00

4 3,184.00 38,208.00

5 3,721.00 44,652.00

6 4,257.00 51,084.00

7 4,794.00 57,528.00

8 5,330.00 63,960.00

9 5,867.00 70,404.00

10 6,403.00 76,836.00

To alleviate duplicates cases in IMEDGE, agencies should always SEARCH in folder mode first. If a user has inputted the Child ID, Family ID with the child's first and last name, you have created a cases file in IMEDGE. There is no need to create the

cases again.

To quickly assess ALL of your agency cases that are in IMEGDE, the agency should do a folder view search based on their agency

Approved Date: This date means that the case has been IPACS reviewed, approved by CYS

Stamp Date: If this column has a stamp date for the case, then you have forwarded the case to CYS for review. If there is no date in the column you have not forwarded this case to CYS.

IMEDGE Re-determination Procedure

How to Re-Determine a Case using IMEDGE

1. Search for the Child folder.

a. Click Folder on the Main Menu (you may need to click Close on the Function Menu first, if a Case folder is currently opened).

b. IMEDGE displays the Folder Operating Modes window.

c. Click Edit Folder.

d. IMEDGE displays the Folder Index Search window.

e. Build the following search statement.

Folder type = Child

Index Field = Child ID

Operator = Equal to

Value = the Child ID as given on the 3455 form

f. Click Submit.

g. IMEDGE Web displays a Hit-list of your search results.

h. Click the Folder ID link, if the Hit-list includes the desired folder; otherwise, click on the Search tab to refine your search query.

i . IMEDGE opens the folder in the Folder View window.

2. Create another Case folder, by Click the “Add a Case” button.

3. Scan documents into the Case Folder. (refer to the page 14 of the IMEDGE manual for instructions on how to do so).

4. Route the redetermination case to Clerk Review.

We appreciate your cooperation.