r.3 & r3.2 policy refresher hot spots & areas of confusion

R.3 & R3.2 Policy Refresher

Hot Spots & Areas of Confusion

12/8/2006 Office of Child Development 22

Verification

• See “Verification Chart.”


Verification (cont’d)• VERIFICATIONVERIFICATION is the process of confirming

information needed to determine eligibility for subsidy. The term includes documentary evidence or information obtained through collateral contacts, self-certification and self-declaration.

• SELF-CERTIFICATIONSELF-CERTIFICATION is a written statement provided by the p/c for the purpose of establishing selected factors of nonfinancial eligibility.

• SELF-DECLARATIONSELF-DECLARATION is a written statement provided by the p/c for the purpose of establishing financial or nonfinancial eligibility for a period of time NOT TO EXCEEDNOT TO EXCEED 30 calendar days.


Verification (cont’d)

• SELF-CERTIFICATIONSELF-CERTIFICATION = = once and done, permanent verification

• SELF-DECLARATIONSELF-DECLARATION = = p/c’s written word; requires follow-up within 30 days

• PENDINGPENDING = = waiting for the p/c to obtain; within timeframe required


Verification Example #1Application Date-stamp = 1/1/07

Employment and income verification missing Verification Deadline = 1/31/07Eligibility Determination Deadline = 1/31/07

Steps:1. Review Application by 1/11/07.2. Set employment and income verifications to

“Pending.”3. Send Missing Information Letter 1/12/07 requesting

income verification by 1/31/07.


Verification Example #1 (cont’d)• P/C calls CCIS in response to letter = 1/15/07

Gave employer EV. Employer is unwilling to complete the EV.

Steps:1. Discuss options for verification (i.e., collateral

contact; continue working with employer on EV; paystubs; other document with income and hours/can compute hours; Self-declaration).

2. Explain to the P/C that he/she should continue to work on verification as discussed, but if the CCIS does not receive the verification by 1/31/07 the self-declaration period will begin.


Verification Example #1 (cont’d)Steps (cont’d):3. Complete the Self-declaration form and change

verifications from “Pending” to “Self-declaration.”4. Assess and Confirm eligibility.5. Send a copy of the Self-declaration form to the P/C

with the Eligible Notice and Confirmation Notice (§3041.3 and §3041.63(d))

6. Set a tracking date alert for 3/2/07 (1/31+30 days) for additional verification to be submitted.


Verification Example #2• Redetermination Packet Sent Date = 12/4/06

Packet received 12/30/07, income verification missing

• Redetermination Date = 1/12/07

Steps:1. Review Redetermination Packet upon receipt.2. Set income verification to “Pending.”3. Send Missing Information Letter requesting income

verification by 1/12/07.


Verification Example #2 (cont’d)• P/C calls CCIS in response to letter = 1/5/07

Misplaced last paystub. Next pay date is 1/19/07. Steps:1. Discuss options for verification (i.e., collateral

contact; submit 1/19/07 paystub; other document with income and hours/can compute hours; Self-declaration).

2. The P/C states that he can’t obtain verification and the employer will not participate in a collateral contact so he will submit the next paystub following receipt. Explain the P/C must submit the verification by 2/11/07 (1/12 + 30 days).


Verification Example #2 (cont’d)Steps (cont’d):3. Complete the Self-declaration form and change income

verification from “Pending” to “Self-declaration.”4. Assess and Confirm eligibility.5. Send a copy of the Self-declaration form to the P/C

with the Eligible Notice and Confirmation Notice (§3041.3 and §3041.63(d))

6. Set a tracking date alert for 2/12/07 for additional verification to be submitted.


Verification Example #3Redetermination Completed = 12/14/06P/C reports marriage = 1/12/07

Steps:1. Discuss options for verification (i.e., Marriage

Certificate).2. Send Missing Information Letter requesting

verification by 1/25/07 (1/12/07 + 13 days).


Verification Example #3 (cont’d)

P/C calls CCIS 1/15/07 and reports suffered fire, lost

Everything and it will take a few weeks to get another

Marriage Certificate.Steps:1. Discuss Self-declaration and explain that the

P/C must submit the verification by 2/14/07 (1/15 + 30 days).

2. Complete the Self-declaration form and set verification to “Self-declaration.”


Verification Example #3(cont’d)Steps (cont’d):3. Assess and Confirm eligibility.4. Send a copy of the Self-declaration form to

the P/C with the Confirmation Notice (§3041.3 and §3041.63(d))

5. Set a tracking date alert for 2/15/07 for additional verification to be submitted.


Seasonal Employment

• Seasonal employment should be treated the same as involuntary loss of work.

– The p/c should be given 60 days from the last date of employment to locate new employment.

– The CCIS will pay for the same level of care previously used (within reason) for up to 60 days.


Seasonal Employment (cont’d)• Income is calculated as follows:

1. Determine the number of months the p/c works.

2. Determine the gross monthly income and multiply the monthly income by the number of months the p/c works • DO NOTDO NOT determine the gross annual

income and divide by the number of months the p/c works. CCMIS will incorrectly multiply the monthly amount by 12 to determine annual income.

3. Enter this amount as annual income in CCMIS on the Employment and Wage screen or the Self-Employment screen, as appropriate.


Seasonal Employment (cont’d)

EXAMPLE #1:EXAMPLE #1:

P/C is a school teacher that does not opt for pay over a 12- month period, but instead receives her pay over 9 months. She makes $2015.98/month, which equals $18,143.82/annual. CCIS enters $18,143.82 in CCMIS with a frequency of “annual.”

Incorrect entry:Incorrect entry:$18,143.82/annual divided by 9 equals $2015.98/month. CCIS enters $2015.98 in CCMIS with a frequency of “monthly.” CCMIS calculates the annual income to equal $24,191.76. This calculation results in $6047.94 more income than the p/c actually makes.



• CCMIS will adjust the co-payment to the minimum amount or an amount based on the income previously entered in CCMIS when a worker inputs information that a p/c reported the loss of seasonal workloss of seasonal work.

• The CCIS must override the co-payment to the original amount based on the previous employment income and any other income entered in CCMIS.



• P/C receives Unemployment Compensation in the amount of $1500/month beginning the date following the last date of work.

• The CCIS must enter this income in ONGOINGONGOING mode only because of co-payment stabilization rules.

• The CCIS must assess and confirm eligibility, and manually generate a Confirmation Notice upon the p/c’s return to work. The p/c must report income from work within 10 days of receipt. The p/c begins to pay the originally assessed co-payment (or less) on the Monday following the date the notice period expires.


Self-Employment

• See “DRAFT” manual chapter.


Face-to-Face

• If the CCIS determines a family eligible for subsidy and if funding is available, the p/c must attend a face-to-face no later than 30 calendar days following the date the CCIS notifies the family of eligibility.

• If the CCIS determines a family eligible for subsidy and funding is not available, the p/c must attend a face-to-face within 30 calendar days following enrollment of the first child.


Face-to-Face

• The CCIS may still waive the face-to-face requirement for a family who has left subsidy and returns again within one year.

• The face-to-face requirement is an application requirement only.

• In a 2-p/c family only one p/c is required to attend the face-to-face.

• When a single p/c is receiving subsidy and marries, the spouse is not required to attend a face-to-face.


Face-to-Face

• The CCIS may extend the 30-day timeframe for the face-to-face if, on or before the 30th calendar day, the p/c claims hardship due to conflicts with the p/c’s work hours, transportation problems or illness of the p/c or another family member.

• At the time the p/c claims hardship, the CCIS may grant an additional 30 days to complete from the date the hardship is claimed.


Face-to-Face:Example #1

Eligibility Determination = 1/31/07FUNDS AVAILABLE; Letter goes outFace-to-Face Deadline = 3/2/07P/C calls CCIS = 2/5/07; f-t-f scheduled on 2/14/07

P/C doesn’t show up on 2/14/07

Steps:1. Attempt to contact the p/c by phone to

schedule a face-to-face no later than 3/2/07


Face-to-Face:Example #1 (cont’d)

CCIS attempts to call p/c

Steps:2. If ABLEABLE to speak with p/c, attempt to

schedule a face-to-face and discuss the availability of an extension if needed

3. If UNABLEUNABLE to speak with p/c, send a letter4. If the p/c hasn’t completed the face-to-face by

3/2/07, send an AA on 3/3/07


Face-to-Face:Example #1 (cont’d)

P/C calls CCIS in response to the AA within the notice period

Steps:1. Schedule a face-to-face or grant an

extension if appropriate


Adjusting Co-payment in Ongoing Mode:Maternity Leave

• The CCIS must override the co-payment to the minimum amount when a single p/c reports maternity leave with no income from work.

• The CCIS must assess and confirm eligibility, and manually generate a Confirmation Notice 13 days prior to the date the p/c is expected to return to work. The p/c begins to pay the originally assessed co-payment (or less) on the Monday following the date the notice period expires.


Adjusting Co-payment in Ongoing Mode :Disability Leave

• The CCIS must override the co-payment to the minimum amount when a single p/c reports a disability with no income from work.

• The CCIS must assess and confirm eligibility, and manually generate a Confirmation Notice upon the p/c’s return to work. The p/c begins to pay the originally assessed co-payment (or less) on the Monday following the date the notice period expires.


Adjusting Co-payment in Ongoing Mode :Loss of Work• CCMIS will adjust the co-payment to the minimum

amount or an amount based on the income entered when a worker inputs information that a single p/c reported the involuntary loss of work.

• The CCIS must override the co-payment to the original amount based on the previous employment income and any other income entered in CCMIS.

• The CCIS must assess and confirm eligibility, and manually generate a Confirmation Notice upon the p/c’s return to work. The p/c must report income from work within 10 days of receipt. The p/c begins to pay the originally assessed co-payment (or less) on the Monday following the date the notice period expires.


Adjusting Co-payment, Prospective Work at Application

• A single p/c who applies for subsidy and who reports prospective work is notis not required to pay a co-payment until he receives income from work.

• The CCIS must override the co-payment to $0 when a single p/c verifies prospective work with no income at application.


Adjusting Co-payment, Prospective Work at Application (cont’d)• The CCIS must assess and confirm eligibility,

and manually generate a Confirmation Notice using the date the 1st pay is expected for work as the 1st date field (CCMIS date p/c reported not the date p/c submitted income verification) and the Monday following the date 1st pay is expected as the 2nd date field. – EXAMPLE: “…co-payment will be waived

until (1st date field). Effective, (2nd date field), you must begin paying…”


Adjusting Co-payment, Prospective Work at Application (cont’d)

• The CCIS must select the appropriate reason code in CCMIS when generating the Confirmation Notice.

• The p/c begins to pay the originally assessed co-payment (or less) on the Monday following the date the 1st pay is expected.

• See the following examples.


Adjusting Co-payment :Prospective Work @ Application: EXAMPLE 1

• A single p/c applies on 4/1/05 with prospective employment starting on 4/25/05. – 1st paycheck = 4/29/05:

•Send Confirmation Notice increasing co-payment effective the Monday following the date 1st pay is expected (4/29/05) = 5/2/05


Adjusting Co-payment: Prospective Work @Application: EXAMPLE 2

• A single p/c applies on 4/1/05 with prospective employment starting on 4/25/05. – 1st paycheck = 5/6/05:

•Send Confirmation Notice increasing co-payment effective the Monday following the date 1st pay is expected (5/6/05) = 5/9/05


Adjusting Co-payment: Prospective Work/Recipient

• A single p/c who receives subsidy, has involuntarily lost work and reports prospective work, is assessed the minimum co-payment based on family size and income until he receives income from work.

• The CCIS must override the co-payment to the minimum amount when a single p/c verifies prospective work with no income between redeterminations (in ONGOING mode).


Adjusting Co-payment: Prospective Work/Recipient (cont’d)

• The CCIS must assess and confirm eligibility, and manually generate a Confirmation Notice using the date the 1st pay is expected for work as the 1st date field (CCMIS date p/c reported not the date p/c submitted income verification) and the Monday following the date 1st pay is expected as the 2nd date field. – EXAMPLE: “…co-payment will be reduced

until (1st date field). Effective, (2nd date field), you must begin paying…”


Adjusting Co-payment: Prospective Work/Recipient (cont’d)

• The CCIS must select the appropriate reason code in CCMIS when generating the Confirmation Notice.

• The p/c begins to pay the originally assessed co-payment (or less) on the Monday following the date the 1st pay is expected.

• If a p/c receives other income, the co-payment will be based on that income and the waiver would not apply.

• See the following examples.


Adjusting Co-payment:Prospective Work/Recipient: EXAMPLE 1

• Prospective work to begin on 4/25/05. No other income. Co-payment = $5 until 1st paycheck is received on 4/29/05– Upon determination of eligibility based on

prospective work, send a Confirmation Notice acknowledging the report of prospective work, explaining the waiver of co-payment and notifying the p/c of the date the increased co-payment is effective. The increased co-payment is effective 5/2/05.

– Increase co-payment to the original amount or less based upon income entered in CCMIS


Adjusting Co-payment:Prospective Work/Recipient: EXAMPLE 2

• Prospective work to begin on 4/25/05. – SSI $550/month.

• Co-payment is based on SSI income until 1st paycheck is received on 5/6/05.

• Upon determination of eligibility based on prospective work, send a Confirmation Notice acknowledging the report of prospective work, explaining the waiver of co-payment and notifying the p/c of the date the increased co-payment is effective. The increased co-payment is effective 5/9/05.

• Increase co-payment to original amount or less based upon income entered in CCMIS.


Conf. Notices: Co-pay Increases

• CCMIS considers the following when determining when a co-pay increase will become effective:– 13-day advance notice period.– State holidays that fall on a Monday.

• Co-pay increases are always effective on a Monday following the 13-day advance notice period.

• See 2006 & 2007 State Holiday Calendar handouts.


Examples

• Co-pay is set to increase and the 13-day advance notice period expires on 5/27-29/06. – 5/29/06 is a state holiday.

•Co-pay will increase effective 6/5/06.Co-pay will increase effective 6/5/06.• Co-pay is set to increase and the 13-day

advance notice period expires on 9/2-4/06– 9/4/06 is a state holiday.

•Co-pay will increase effective 9/11/06.Co-pay will increase effective 9/11/06.


AA: Failure Reason Codes

• See handout.• Gray rows indicate individual

failure reason codes ONLY; NOT to be applied as a case failure.


Ineligible Providers

• In-home care initiated by the CAO that does NOTNOT meet the in-home guidelines.

• An Affirmation Statement initiated by the CAO with a provider who DOES DOES NOTNOT want to participate in CareCheck.


Retro Payment for Former TANF

• Effective 9/1/05:• A former TANF parent who meets the eligibility

requirements and wants the CCIS to pay for child care must contact the CCIS within 30 days of the TANF closing date. The face-to-face requirement and hardship exemptions remain unchanged.

• The CCIS will pay for child care for up to 30 days following the TANF closing date.

• At the face-to-face meeting, the CCIS must determine whether the parent’s provider is eligible for payment based on the CCIS provider agreement standards.



• If at the face-to-face meeting, the CCIS finds that the provider is not eligible by CCIS standards (ex: Affirmation Statement, live-in in-home provider, in-home care being given outside of the in-home care hours), the CCIS will give the parent 30 days to find an eligible provider.

• The CCIS will continue to the pay provider for up to an additional 30 days while the parent looks for a new provider. Note: under no circumstances will the CCIS pay a provider after (s)he fails CareCheck.

• A parent who is not eligible to receive child care from the CCIS agency within 30 days following the TANF closing date has up to 183 days to meet the work requirement and contact the CCIS to access child care under former TANF rules.



• The CCIS will notwill not guarantee retroactive payments for child care to p/cs who do not contact the CCIS within 30 days of TANF closing.

• An eligible p/c who contacts the CCIS between 31 and 183 days after the TANF closing date must have an eligible provider in order to receive retroactive payments.

• If the provider is not eligible by CCIS standards, the p/c will receive 30 days to find an eligible provider. The CCIS may pay the p/c’s provider for up to 30 days while the p/c finds a new provider.



• An eligible p/c who provides invoices or receipts for care provided prior to contacting the CCIS may only receive retroactive payment for the period the provider was eligible by CCIS standards.

• The maximum retroactive payment period for an eligible provider is 183 days.


Ineligible Providers (cont’d)

• Steps:1. Establish an Interim Agreement with the

provider to pay for care as per policy.2. Future-suspend the enrollment in CCMIS using

the reason “Noncompliance – Agreement” with an effective date of 30 days following today’s date . This will generate a Stop Letter to the p/c informing the p/c that the CCIS will stop paying the provider as of the effective date and that the p/c must enroll the child(ren) with an eligible provider within 30 days from the date of the letter.


Ineligible Providers (cont’d)

• Steps:3. Set a tracking date alert for Day 31 to ensure the

p/c enrolled the child(ren) with an eligible provider within 30 days from the date of the letter.

4. If the p/c DOES NOT enroll the child(ren) within 30 days from the date of the letter/tracking date, uncheck cc request using the reason “Child not enrolled;” click save and assess and confirm eligibility.

5. If the p/c DOES enroll the child(ren), transfer the enrollment to the new provider.


Ineligible Provider Example – Within 30

Former TANF transfer without provider. TANF ended on 11/30/06. P/C attends the face-to-face with the CCIS on 12/18/06 (within 30 days; 18within 30 days; 18thth day day) and states that she has been using an in-home provider since 12/1/06. The in-home provider is the p/c’s mother who lives with the family. P/C submits verification that care was provided.

– Establish an Interim with the provider to cover the period from 12/1/06 through 1/17/07 (12/18/06 + 30 days).

– Future-suspend the enrollment in CCMIS using the reason “Noncompliance – Agreement” with an effective date of 1/17/07 (12/18/06 + 30 days).


Ineligible Provider Example – Within 30 (cont’d)

–Set a tracking date alert for 1/18/07 (Day 31) to ensure the p/c enrolled the child(ren) with an eligible provider within 30 days from the date of the letter.

– If the p/c DOES NOT enroll the child(ren), uncheck cc request using the reason “Child not enrolled;” click save and assess and confirm eligibility on 1/18/07.


Ineligible Provider Example – Beyond 30

Former TANF transfer without provider. TANF ended on 11/30/06. P/C attends the face-to-face with the CCIS on 1/1/07 (31st day31st day) and states that she has been using an in-home provider since 12/1/06. The in-home provider is the p/c’s mother who lives with the family. P/C submits verification that care was provided.

–Establish an Interim with the provider to cover the period from 1/1/07 through 2/1/07 (1/1/07 + 30 days). NOTE:NOTE: No retroactive paymentNo retroactive payment.

–Future-suspend the enrollment in CCMIS using the reason “Noncompliance – Agreement” with an effective date of 2/1/07 (1/1/07 + 30 days).


Ineligible Provider Example – Beyond 30 (cont’d)

–Set a tracking date alert for 2/1/07 (Day 31) to ensure the p/c enrolled the child(ren) with an eligible provider within 30 days from the date of the letter.

– If the p/c DOES NOT enroll the child(ren), uncheck cc request using the reason “Child not enrolled;” click save and assess and confirm eligibility on 2/1/07.


Ineligible Provider Example #2–Beyond 30

Former TANF transfer without provider. TANF ended on 11/30/06. P/C attends the face-to-face with the CCIS on 1/15/07 (4545thth day day) and states that she used a center from 12/1/06 through 1/12/07 and has been using an in-home provider since 1/15/06. The in-home provider is the p/c’s mother who lives with the family. P/C submits verification that care was provided.

– Establish an Agreement/Interim Agreement with the center as appropriate in order to pay for care from 12/1/06 through 1/12/07.

– Establish an Interim with the provider to cover the period from 1/15/07 through 2/14/07 (1/15/07 + 30 days). NOTE:NOTE: No retroactive paymentNo retroactive payment.

– Future-suspend the enrollment in CCMIS using the reason “Noncompliance – Agreement” with an effective date of 2/1/07 (1/1/07 + 30 days).


CareCheck

• A Regular CareCheck segment is not initiated for providers with enrollments that are effective within the effective dates of an Interim Agreement.


CareCheck (cont’d)

• If there is no Regular CareCheck segment, there is an increased risk to a child’s health, safety and emotional well-being.

• Policy Considerations:– When will it be permitted? – Under what circumstances? – Who is eligible?– For what period of time?

• CCMIS Considerations regarding Interim Agreements


When is an Interim Agreement permitted?• Sparingly and in very rare circumstances.Sparingly and in very rare circumstances.• Only for providers who have:

– Not been entered in CCMIS; and– Never had a valid CareCheck segment initiated; and– Never signed a Regular CCIS Agreement or an OIM

Agreement; and– Not previously used an Interim Agreement.

• Only one per the provider’s lifetime of participation in the Subsidized Child Care Program.– A p/c may be the provider.

• See some examples on the following slide.


Examples:when an Interim is NOTNOT permitted

• County-to-county transfers.• Intra-county transfers.• Paying for care provided by the biological parent,

adoptive parent or stepparent of the child.• Paying for care provided by a caretaker of the child.

– Caretaker” is defined as: 1) An individual who has legal custody of the child; 2) A foster parent; 3) A grandparent, aunt or uncle of the child who lives with the child and exercises care and control of the child.

• Paying for care provided by an individual who failed CareCheck.

• Paying for care while awaiting CareCheck results.


When is a p/c a provider?

• Example #1:Former TANF p/c transfers via download with an R/N provider with an Affirmation Statement. Since the R/N provider has a valid CareCheck segment (i.e., Affirmation Statement), the R/N is not eligible to participate under an Interim Agreement; therefore the p/c must be entered as a provider in this circumstance to pay for up to 30 days of care while the p/c locates an eligible provider.

• Example #2:Care has been provided in the past, the p/c has paid for care and some of the provider information such as SSN is unknown.


When is an Interim Agreement permitted?

• Care has occurred in the past for an eligible p/c and the p/c or provider is requesting reimbursement.– A provider does not wish to sign a Regular

CCIS Agreement, but has provided care in good faith.

• In-home care was initiated by the CAO that does NOTNOT meet the in-home guidelines.

• An Affirmation Statement was initiated by the CAO with a provider who DOES NOTDOES NOT want to participate in CareCheck.


Who is eligible to use an Interim Agreement?

• Any eligible p/c regardless of child care program or funding stream.

• Any type of legally operating provider who meets the guidelines specified in the DPW licensing code.– The following are SOMESOME instances in which

Interim Agreements do NOTNOT apply:• Nursery Schools• Summer Camps, unless regulated day care

centers• Uncertified, non-profit facilities• Montessori schools


Low-Income:Low-Income: Effective Dates

• The begin effective date may be up to 103 days in the past (from the system date/today’s date).– 30 days from Application received date to

determine eligibility +– 30 days from the date eligibility is determined to

complete a face-to-face or 30 days from the date the family is notified that funding is available +

– 30 days for face-to-face hardship +– 13 days of AA notice period.

• The end effective date must be the system date/today’s date.


Former TANF:Former TANF:Effective Dates

• The begin effective date may be up to 183 days in the past (from the system date/today’s date) with the following considerations:– Date TANF benefits ended.– Date an eligible provider began caring for the

child(ren).– Date the p/c contacted the CCIS.

• The end effective date may be up to 43 days in the future.– 30 days to locate an eligible provider +– 13 days of AA notice period.


CCMIS:Provider Creation

• A provider must be created.– If provider information is not available, then the

p/c may be entered as the provider as dictated by policy.

– If the p/c is entered as the provider, then the CCIS will NOTNOT generate a 1099 for the p/c since such payments are not a source of income.•The “Payee Type” on the Enrollment page

must be entered as “Client” in these situations, NOTNOT provider.


CCMIS:Provider Creation (cont’d)

• A provider must be subsidy eligible (i.e., have NOTNOT failed CareCheck, meets the provider participation standards including the in-home guidelines, etc.) for the duration of the enrollment that is paid using the Interim Agreement.

• Any changes to a provider’s subsidy eligible date must be reported through the Help Desk following the previously established procedures.


CCMIS : Interim Agreement

• Interim Agreements will be referred to as “CCIS Interim Agreements”.

• Only a CCIS Director can enter an Interim Agreement.

• Can only be created for a maximum of one 226-day segment.– 183 days in the past (from the system

date/today’s date). – 43 days in the future (from the system

date/today’s date).


CCMIS:Interim Agreement Effective BEGIN Dates• Must have an effective begin date, end date

and reason.• Effective begin date may be the system

date/today’s date or up to 183 days in the past (from the system date/today’s date).– Policy dictates that the effective begin date Policy dictates that the effective begin date

for a low-income p/c may not be more than for a low-income p/c may not be more than 103 days in the past.103 days in the past.


CCMIS:Interim Agreement Effective END Dates

• Effective end date may be any date up to 43 days in the future (from the system date/today’s date).– Policy dictates that the effective end date for Policy dictates that the effective end date for

a low-income p/c must be the system date/ a low-income p/c must be the system date/ today’s date.today’s date.


CCMIS:Interim Agreement (cont’d)• Whenever a CCIS Regular Agreement and a CCIS

Interim Agreement co-exist on a given date, the Regular Agreement will override the Interim Agreement and will be considered the “effective” agreement for the purpose of enrollments.– CCMIS will NOTNOT end date the Interim

Agreement, but WILLWILL consider the Regular Agreement only for enrollment purposes.

– The CCIS Director MUSTMUST modify the end date of the Interim Agreement segment when a Regular Agreement is entered.


CCMIS:Interim Agreement (cont’d)

• REMEMBERREMEMBER, a provider (may also be a p/c) may only have one Interim Agreement for the lifetime of the provider’s participation in the Subsidized Child Care Program.


CCMIS:BEGINBEGIN Dates

• Effective dates may be modified by a CCIS Director only as follows:– Begin Date

•Up to 183 days prior to system date/today’s date.•A change may extend an existing segment.•A change may NOTNOT shrink an existing segment.

– User must first modify enrollments (dates or statuses) and then proceed to modify the effective begin date.

– A change will not be permitted if the original segment was created a full 183 days in the past.


CCMIS:BEGINBEGIN Dates (cont’d)

• Example #1Example #1 (Extending an Existing Segment):(Extending an Existing Segment):

Interim Agreement created on 7/4/06 Effective dates = 3/6/06– 8/16/06Maximum allowable begin date = 1/2/06Maximum allowable end date = 8/16/06

System date/today’s date = 8/1/06

The begin date may only be modified up to 183 days prior to 8/1/06 (approximately 1/30/06). The CCIS Director would be permitted to modify the begin date to 1/30/06 by clicking the hyperlink on the Location Agreement page and click save.


CCMIS:BEGINBEGIN Dates (cont’d)

• Example #2Example #2 (Shrinking an Existing Segment):(Shrinking an Existing Segment):

Interim Agreement effective dates: 1/1/06 – 6/30/06Enrollment effective dates: 1/1/06 – 6/30/06

The begin date may not be modified to any date following 1/1/06 unless there are no enrollments attached to the Interim Agreement because this would shrink the existing segment. If there is a need to modify the begin date to 2/15/06, the CCIS Director would have to first modify the effective date of the enrollment and then modify the Interim Agreement begin date.


CCMIS:ENDEND Dates

• Effective dates may be modified by a CCIS Director only as follows:– End Date

•A change may extend an existing segment up to 43 days in the future (from the system date/today’s date).

•A change may NOTNOT shrink an existing segment.

– User must first modify enrollments (dates or statuses) and then proceed to modify the effective begin date.


CCMIS:ENDEND Dates (cont’d)

• Example #1Example #1 (Extending an Existing Segment):(Extending an Existing Segment):

Interim Agreement created on 7/4/06 Effective dates = 6/5/06 – 8/16/06Maximum allowable begin date = 1/2/06Maximum allowable end date = 8/16/06


The end date may be modified up to 43 days following 8/1/06 (approximately 9/12/06), but the system will check to ensure the effective begin date is not prior to 1/30/06 (183 days prior to 8/1/06). The CCIS Director would be permitted to modify the end date to any date up to 9/12/06.


CCMIS:ENDEND Dates (cont’d)

• Example #2Example #2 (Shrinking an Existing Segment):(Shrinking an Existing Segment):

Interim Agreement effective dates: 1/1/06 – 6/30/06Enrollment effective dates: 1/1/06 – 6/30/06

The end date may not be modified to any date prior to 6/30/06 unless there are no enrollments attached to the Interim Agreement because this would shrink the existing segment. If there is a need to modify the end date to 2/15/06, the CCIS Director would have to first modify the effective date of the enrollment and then modify the Interim Agreement end date.


CCMIS:ENDEND Dates (cont’d)• Example #3Example #3 (Shrinking an Existing Segment):(Shrinking an Existing Segment):

Interim Agreement created on 7/4/06 Effective dates = 1/2/06 – 7/16/06Maximum allowable begin date = 1/2/06Maximum allowable end date = 8/16/06


The end date may only be modified up to 43 days following to 8/1/06 (approximately 9/12/06) but because this would shrink the existing segment by forcing the begin date to move forward to 1/30/06, the CCIS Director would be permitted to modify the end date only to 7/31/06.


CCMIS: Effective DatesEXAMPLE #3

Example #3Example #3 (Multiple cases w/ enrollments & 226-day edit):(Multiple cases w/ enrollments & 226-day edit):

Case A: Transferred on 1/1/06 and contacted the CCIS on 7/1/06 Interim Agreement effective dates: 1/1/06 – 8/12/06 Enrollment effective dates: 1/1/06 – 8/12/06Case B: Transferred on 2/1/06 and contacted the CCIS on 8/1/06 Interim Agreement effective dates: 1/1/06 – 9/15/06 Enrollment effective dates: 2/1/06 – 9/15/06


CCMIS: Effective DatesEXAMPLE #3 (cont’d)

– On 8/1/06, when the CCIS Director attempts to modify the end date to 9/15/06 CCMIS will give an edit “201: Effective Begin Date must be greater than 2/1/06 (183 days).”

Options:1. Curtail Case A enrollments to begin 2/1/06

forward, then modify the end date of the Interim Agreement.

2. Enter the p/c in Case B as the provider and create an Interim Agreement with the p/c.


CCMIS: Effective Dates

• Once the system date/today’s date is beyond the effective end date, the Interim Agreement is considered expired and will no longer be editable.

• Example:Example:Interim Agreement effective dates: 1/1/06 – 6/30/06System date/today’s date = 7/15/06

There is a need to modify the end date to include new enrollments for a second former TANF p/c. CCMIS will NOTNOT allow this since the Interim Agreement expired on 6/30/06. If there is a need to create an Interim Agreement in this circumstance the CCIS Director would have to enter that p/c as a provider and create an Interim Agreement with that p/c.


CCMIS: Effective Dates (cont’d)

• One provider may have multiple families with varying enrollment effective dates under one Interim Agreement.– There must be clear communication between

the CCIS Director and the enrollment specialist(s) and/or provider specialist.

– Tracking dates are critical.– The enrollment specialist must follow-up

appropriately.


CCMIS: Effective Dates (cont’d)

Example:Interim Agreement created on 4/7/06 Effective dates = 12/29/05 – 6/20/06 (133-day segment)Maximum allowable begin date = 10/7/05Maximum allowable end date = 6/20/06 System date/today’s date = 6/5/06

There is a need to modify the end date to 6/30/06 (maximum allowable end date = 7/18/06) in order to include new enrollments for a second former TANF p/c which results in a 183-day segment. The CCIS Director modifies the end date.


CCMIS: Effective Dates Example (cont’d)Example:System date/today’s date = 7/5/06

There is a need to modify the end date again to 8/12/06 (maximum allowable end date = 8/17/06) in order to include new enrollments for a third former TANF p/c which results in a 226-day segment.

Client A’s enrollments must end on 6/20/06. Client B’s enrollments must end on 6/30/06. Client C’s enrollments must end on 8/12/06.


Creating an Interim Agreement Workflow

• See handout.


CCMIS: Provider Notification

• Any notification informing the p/c or provider on a change to the Interim Agreement must be handled outside CCMIS.


QUESTIONS???

r.3 & r3.2 policy refresher hot spots & areas of confusion

Documents

verification example

verification contdverification

additional verification

set income verification

selfdeclaration form

selfdeclaration period

income verifications

missing information