July 1 2015 Changes to
CCAP
June 25 2015
Purpose of Call
• The purpose of this call is to review the policy
and procedure changes to the Child Care
Assistance Program (CCAP).
• The changes are being implemented to reduce
CCAP expenditures due to significant projected
FY16 funding shortfalls.
Despite what is being said…
• CCAP is NOT stopping new applications from
being accepted and evaluated.
• CCAP is NOT ending payments or services to
license-exempt providers.
• CCAP WILL operate under restrictive polices until
sufficient resources are available to serve all
eligible applicants.
FY ‘16 Funding
• We have been instructed to proceed with
these changes through Emergency Rule by the
Governor's Office.
• If additional funding is approved for CCAP,
some of these changes may be repealed.
– We will keep you updated as we are informed.
CCDBG Changes
• The CCAP Program Manual will be updated to
reflect these changes for an effective date of July
1.
– Email notices will be sent once updates are complete.
• There will be additional changes in CCAP based
on the Child Care Development Block Grant
Reauthorization.
– These changes will be discussed closer to
implementation.
Co-Payment Increases
• Parent Co-payments are being increased effective
to all cases processed on July 1, 2015 or after with a
start date of 7/1/15 and after.
• Co-payment levels are being restored to levels
prior to implementing an 18-month strategy to
reduce copayments.
• Co-payment adjustments for existing cases will
occur at the next redetermination.
Co-Payment Increases
• The new income and co-payment levels will be effective
for cases based on the process date and eligibility start
date.
• Income levels have been re-indexed to 2015 FPL.
• New charts and calculators will be sent soon.
• Chart B for families with all school aged children
will remain in place with no changes to current
policy.
Prioritizing Service Groups
To the extent resources permit, it is the intent
of the Department to provide child care
services to all applicants that meet the
eligibility requirements set forth in this
Section. The Department may, pursuant to
subsection(c)(6), alter and prioritize the
service groups depending on available
resources.
Prioritizing Service Groups
In the event the Department must limit participation due to
insufficient appropriations, applicants will be prioritized as
follows:
A) Recipients of Temporary Assistance for Needy
Families as described in subsection (c)(1);
B) Teen parents enrolled full-time in elementary, high
school or GED classes to obtain a high school degree or
its equivalent;
C) Families with Special Needs children;
D) Working families whose monthly incomes do not
exceed 50% of the most current Federal Poverty Level
for their family size.
Prioritizing Service Groups
• Effective for new applications received on or after July 1, 2015, the
Department is imposing prioritized eligibility guidelines to all new
Applications.
– A new Application is defined as not have eligibility within the last 30 days.
• A number of other changes are being implemented to ensure the
continued sustainability of CCAP within the Governor's
proposed budget.
• Cases being redetermined will continue to be eligible as long as
they are within the income levels set for redeterminations and all
other eligibity factors are met.
– If inactive for 30 days or more, the new guidelines apply
Procedure
• Effective July 1, 2015, documentation and, where
possible, electronic verification using State
databases must be obtained for the priority area
claimed by the client to establish eligibility.
• If electronic verification is not possible, request
supporting documentation from the applicant.
• Verification must be maintained in the family
eligibility records and case noted prior to
approval for child care payments.
TANF
• TANF Recipient:
– Confirm if the family is receiving a TANF cash grant
by referring to ACID Screen 1 Grant History.
– If there is a “Y” in the month you are determining
eligibility, the case is considered TANF
Teen Parents
• Teen Parent
– This is the same definition as has always been in Section
01.03.05
• Under 20
• Attending full time High School or GED
• Required Documentation
– High school schedule and/or verification of enrollment in
GED program,
– Two most recent and consecutive pay stubs, if employed.
Please refer to 01.03.02 for those applicants who have not
been employed long enough to have received two pay
stubs.
Teen Parents
• If eligible, approve care for the length of the program
or grading period.
• Reasonable study and travel time, if requested by the
parent, will be considered when determining the child
care schedule. Do not approve care if the parent is
studying at home.
• If the teen parent is temporarily suspended from
school for 30 days or less, child care services received
by the family may continue.
• If the teen parent is expelled from school, child care
services received by the family may continue for a
period not to exceed 30 days to enable the teen to
enroll in another approved program.
Special Needs
“ A Special Needs Child”:
(A) a child with a disability, as defined in section 602 of the
Individuals with Disabilities Education Act (20 U.S.C. 1401);
(B) a child who is eligible for early intervention services under
part C of the Individuals with Disabilities Education Act (20
U.S.C. 1431 et seq.);
(C) a child who is less than 13 years of age and who is eligible
for services under section 504 of the Rehabilitation Act of
1973 (29 U.S.C. 794
New Income Levels
Family
Size
2
3
4
5
6
7
8
9
10
Intake
GMBI
$664
$838
$1,011
$1,184
$1,358
$1,531
$1,704
$1,878
$2,051
Rede
GMBI
$2,456
$3,098
$3,739
$4,380
$5,022
$5,663
$6,304
$6,946
$7,587
Base Wages and Salary
• "Base Wages and Salary" − is the amount of gross
earned income calculated by multiplying the
number of hours worked by the hourly wage plus
tips, before any deductions, such as taxes, pension
payments, union dues, insurance, etc., are made.
• Base wages and salary do not include nonrecurrent or inconsistent pay for overtime,
incentives, bonuses, sick, vacation, travel
reimbursements or other types of non-recurrent or
inconsistent income.
Waiting List
• IDHS is programing a new denial reason into
CCMS for cases that do not fall into a prioritized
group.
• IDHS will run a report of these cases, listed by
effective dates and SDA/Site.
• Once the CCAP caseload has reached the level
that can be supported by the budget, notices will
be sent to those denied informing them to reapply.
Exempt Centers
A child care center not licensed by the State of
Illinois has the burden of demonstrating that it
meets the criteria for the exemption it claims
(89 Ill. Adm. Code 377), and must certify its
facility or program is exempt from licensure
including submission of a completed License
Exempt Day Care Center Self-Certification form.
Exempt Centers
• If a parent submits an Application or
Redetermination that indicates their child attends a
license exempt day care center, verify the provider’s
exemption status has been verified with supporting
documentation* for the exemption claimed.
• If the parent is using a new provider or the
existing provider has not completed a License
Exempt Child Care Center Self-Certification form
(IL444-3461) take the following steps:
Exempt Centers
• For a new provider or an existing provider that
has not been verified with supporting
documentation,
– Send a Request for Additional Information (RAI)
and Form IL444-3461.
• Form 3461 must be returned within 10 business days.
– Send a copy of the RAI to the parent.
Exempt Centers
• Do not approve the provider until the center's exemption has been
verified.
• If the provider does not respond to the first RAI, follow CCMS
instructions for generating a second RAI and Form 3461.
• If the provider does not submit Form 3461 after the second
request,
– issue a denial to the parent and provider using reason code #11, and
send the parent a Change of Provider Form.
Exempt Centers
Upon receipt of a completed Form 3461 and supporting
documentation, update the CCMS Provider Notes to include
Approval of the exemption that corresponds to the
exemption box marked.
Please note that at the discretion of the Department of
Human Services, the center may be asked to furnish a letter
from the Department of Children and Family Services
(DCFS) that verifies the center's exempt status.
*Please refer to the License-Exempt Center Standard
Minimum Documentation Matrix
License Exempt Child Care Center Self-Certification
Minimum Documentation Requirements
License Exempt Child Care Center Self-Certification
Minimum Documentation Requirements (cont..)
Exempt Centers
• Exemptions for part day, transient children
cared for temporarily, or special activity
programs (Exemptions 6, 8 and 9) do not
support a child’s development or a parents
need to work and will no longer receive
funding through the Child Care Assistance
Program.
Definition of “Provider”
• "Child Care Provider" or "Child Care
Facility" – any individual, other than a
parent, or legal guardian, group of
persons, agency, association, or
organization that provides programs or
services for compensation, exclusively
directed towards persons under the age of
18.
Definition of Member of the
Household
Member of the Household: – a person who lives
at the same address of the parent, legal
guardian, or child as evidenced by factors,
including, but not limited to, maintaining
clothing and personal effects at the household
address, receiving mail at the household
address, or using identification with the
household address.
Client Cooperation with Child Support
• Within six months of initial child care
assistance eligibility, an eligible family with
an absent parent must open an active
collection case with the Division of Child
Support Services at the Department of
Healthcare and Family Services.
• A case must be opened against the absent
parent of every child within the family’s
household.
Client Cooperation with Child Support
 Staff must verify that each child for which child
care assistance is requested, and any children
required to be included in the family size that
client has submitted written verification of
working in cooperation with the Division of Child
Support Services for each child’s non-custodial
parent to:
o establish paternity; or
o enforce and/or modify existing child support
obligations
Client Cooperation with Child Support
 From either:
o the Department of Human Services FCRC Form (t/b/d)
for clients receiving TANF, SNAP or Medical, or
o the Department of HFS Child Support Services (Form
t/b/d)
 Where possible Staff may obtain electronic
verification from existing State Databases (IES,
KIDS, ACID Screen 2)
Background Checks
• As a condition of eligibility to receive a State subsidy
for providing child care services to eligible families, all
license exempt child care providers, except a provider
who is related to the child, shall complete and sign
authorizations for a State and Federal Bureau of
Investigation (FBI) fingerprint-based criminal history
record check and submit to fingerprinting, if required,
to determine if the child care provider has prior
criminal convictions or pending criminal charges.
• Providers types subject to a fingerprint-based criminal
history record check include:
Background Checks
• Provider types subject to a fingerprint-based
criminal history record check include:
– 761 Child care centers exempt from licensing
– 764 Child care homes exempt from licensing; and
– 765 Relative who provides care in the home of the
relative; and
– 766 Non-relatives who provide care in the child's home.
– 767 Relative who provides care in the home of the child
Background Checks
• Other persons subject to a background check include:
– All persons age 17 18 and over who reside in a child care
home exempt from licensing even if those household
members are not usually present in the home during the
hours the children are present.
– This shall also apply to a person age 13 and over who has
been tried as an adult and convicted of any crime
identified in 89 Ill. Adm. Code, Chapter III, Part 385.
Background Checks
• Upon receipt of an application, redetermination,
or request for provider change, staff shall verify the
provider status in the CCMS.
• Always perform a provider search before adding
a new provider record to CCMS.
More To Come
The following are being modified/developed and will be sent
to all CCR&Rs and Sites once final approval is obtained:
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Revised application
Revised rede
Revised copayment charts
Revised income/copayment calculation worksheet
Notice to Clients and Provider
CCAP Talking Points
Revised Exempt Center Certification Form
Revised Authorization for Background Check form and letter
Revised Program Manual sections
Revised income/copayment calculation worksheet
QnA
Q. Would it be possible for you to get the new
Co Payment guidelines under the new 50% of
the Federal Poverty Guidelines as soon as
possible.
A. We are finalizing the guidelines and will
distribute and post as soon as they are
completed
QnA
Q. If no budget by August, will there still be the
federal draw in the middle of the month or is
that based on having a State budget?
A. The federal draw will continue but the State
would still need to have an approved spending
plan as part of the budget approved for us to
access it.
QnA
Q. Since our site is not on CCMS, we currently email the
Application or the REDE and only the co-payment
worksheet. Starting July 1st will we need to also include
the supporting documentation, i.e., employer's
verification forms, paystubs, school verification, etc. that
were not required during the Temporary Shortcuts?
A. All documentation should be submitted as a single
document. This will keep the dashboard easier to work.
QnA
Q. What about our current clients (aged 5) that we have approved
currently on our site contract. They age out of our program and leave
in August if they are eligible to start Kindergarten in September.
Currently I close their cases and tell them to re-apply through their
local R&R. Can I now transfer their cases to the R&R caseload instead
so that they don’t fall off the program (since most are not in the target
population)
A. If the case was approved beyond the date they aged out, it should
be transferred with the remainder of the current eligibility period. If
the end date was the date they aged out, and is now more than 30
days ago, the client will need to reapply. If that occurs after July 1 they
will have to meet the new restricted guideline.
QnA
Q. I was wanting to know if you will be creating a
document that we can send out to our clients
letting them know of the changes or should we
create a document and inform our clients?
A. We are working on a notice to clients and
providers. We will supply these notices to all CCAP
contractors once completed and approved.
QnA
Q. When an ineligible family is placed on the waiting list, will it
be a general waiting list for our county? And when the CCAP
unit staff see a slot open to serve another family will they
contact the center that submitted the application to see if
they can serve the family; or will the family be contacted and
told they can contact any child care center (accepting CCAP)
for enrollment?
A. Details on the waiting list are still being developed. The
current plan is to maintain a statewide list based on CCMS
denial reason and date. BCCD would notify clients when they
should re-apply based on availability of resources.
QnA
Q. Are the effective changes going to take place
on July 1 or on mail received July 1 and after? If
the changes are effective on July 1, then how
will we handle the cases in pending?
A. The new income and co-payment guidelines
apply to all cases processed on July 1, 2015 or after
with a start date of 7/1/15 and after.
QnA
Q. With teen parents being a priority service group (age 19
and under), if they are working does that mean they
automatically get approved as long as they meet the normal
income guidelines of below 185% of the poverty level?
A. Teens will be defined as in current policy 01.03.05 " Teen
parents are eligible to receive child care services while they
attend school to obtain a high school degree or its equivalent.
Teen parent means parents through 19 years of age."
An employed teen, not in HS or equivalent, would be eligible
it they fall within the new intake income limits.
QnA
Q. When does the 12-month eligibility begin?
A. We are still discussing a 12-month eligibility
policy. This will be announced with advance
notice. All States must enact 12 month
eligibility by September 2016.
QnA
Q. Are the State's new income guidelines really going to
be 50% of the Federal Poverty guidelines? That would
mean that a family of 2 could not earn more than $7965 a
year or $663.75 a month.
OR did the Governor want to reduce our current
guidelines of 185% of Federal Poverty amount by 50
points which would mean that the new income threshold
would be 135% of the Federal Poverty guidelines?
A. At this time very low income is defined at 50% of the
Federal Poverty level.
QnA
Q. Please give us some clarification because at the
50% rate that would mean that families would be
better off not working and going shopping for a
Head Start program who is using the 100% of the
Federal Poverty guidelines. There would be no need
for the Child Care Assistance Program.
A. At this time very low income is defined at 50% of
the Federal Poverty level.
QnA
Q. Since the eligibility has been so restricted will we
still be under the rule that we cannot charge any
less for our private pay parents? We can see that
many of the parents in our area will not meet the
50% FPL requirement and are worried that we will
not be able to provide services for them.
A. We have not been given instruction to change
any policies other than what has been announced
so far. The policy (06.05.01) that states providers
cannot charge the state a higher rate than private
pay families remains in effect.
QnA
Q. What is the status on eligible for families
where there is no social security number? I
don't want to call attention to those families
since they represent some of our most
vulnerable.
A. At this time the population without SSN has
had no changes proposed, nor those children
that do not meet the guidelines for citizenship.
QnA
Q. when you set up the denial code it might be
helpful to have two: one where the family is
between 50-185% of FPL and another for families
over the current income, to help sort families if we
do get to pull from the wait list.
A. We should be able to use the existing
cancellation code for over income (at 185%) at
rede. Denial for reason that client does not meet
criteria for the priority service group should be
considered.
QnA
Q. I was thinking about the phone meeting after
it ended and wanted to make sure I had heard
correctly. The maximum income beginning July
1 for new CCAP families will be below 50% of
poverty level. Not 150%. Fifty percent?
A. That is correct. This equals about 13% of
State Median Income or SMI.
QnA
Q. Will RPY’S remain eligible after the new
guidelines are in place?
A. We have not been given instructions to
change RPY policy at this time.
QnA
Q. We have several clients who are teachers (school bus
drivers, paras, cafeteria staff etc). They typically do not have
an active case in the summer and then re-apply when school
begins. For these cases would we be able to do a job search?
We had one that just came up yesterday and she called and is
on unemployment for the summer but will return in the fall to
work at a school.
A. Job Search policy has not changed. The client must state
they are looking for a job during the summer months to
continue care. If the case is inactive for more than 30 days,
they will need to re-apply and meet the new guidelines.
QnA
Q. Will there be a letter or “talking points” sent out to
CCR&R’s? Will there be a letter to use or print out and give to
parents that request something in writing about the changes?
If not something to print out for parents will there be “talking
points” on what the CCR&R’s say to clients/providers? In the
past when we had information change and we had guidance it
made it a lot better because we were all saying the same
thing. It seemed we were all on the same page throughout the
state on what was being said.
A. Notices and talking points are being developed.
QnA
Q. Will the new changes begin for paperwork that is
date stamped for 7/1/15 or do we have to use the
new changes on paperwork that was received prior
to 7/1 but has not been processed yet?
A. The new income and co-payment guidelines
apply to all cases processed on July 1, 2015 or
after with a start date of 7/1/15 and after.
B. The restrictive intake policies apply to all applications
received July 1 and after.
QnA
Q. I understand the state is keeping track and may
have a report for cases on the waiting list. Is this
something we can do internally as well so we know
how many cases and who we have waiting?
A. Agencies may keep their own internal waiting list
for your information but notices will be sent using
the IDHS waiting list report.
QnA
Q. Will the application be updated to reflect the
changes? Example: can the optional for social
security numbers for family members in the
provider’s home be removed? Also, the DOB in the
system for the provider is mandatory and on the
application it is not. Can this be updated as well?
A. Minor changes were made to the application. A
larger rework of the application will be part of the
CCDBG reauthorization process.
Q. We have wondered about families with current elig
with us, who will want to switch to a new provider.
Primarily we are thinking of kids who will receive care
elsewhere in the fall as they go to kindergarten. It would
be good to have a way to transfer their elig so it's
continuous and they don't lose elig.
A. If the case has an active elig period, it can be
transferred to the new agency.
B. Remember the definition of a new application is if
there has been not approve for more than 30 days.
QnA
Q. These changes will reduce providers to provide child care
services to so few that many centers will close. Sad day for
parents. I'm close to retirement age so these may be my last
days as well. But it will sure save the state millions of dollars.
However parents will not be able to pay private pay rates so
they will be forced to go on state aid which may reduce those
millions saved. I know you are only following orders. I guess
since the dept is moving forward you believe there is no
chance that the legislators will reverse these drastic changes.
😢
A. Hope Springs Eternal
This Just In…
Q. Will providers be paid for services provided
after 7/1 and before a budget is passed once a
budget passes? Or provide services at our own
risk?
A. We have not gotten a clear direction other
than statements made by the Comptroller.
This Just In…
Q. For family with child with special need, need
IEP or IFSP?
A. Yes. Accepted documents for age groups will
be included in procedures.
This Just In…
Q. For Special Needs, what income level for
family?
A. As long as the child meets documentation
requirements and falls within the
Redetarmination income guidelines, they are
eligible.
This Just In…
Q. For Special Needs, does the parent still need
an approved activity?
A. Yes.
Q. For Special Needs, will eligibility be for just
the child with the special need or for the entire
family.
A. The entire family.
Q. For Base Wage what do we do about OT?
A. Rule states only to count consistent income.
We are in discussions over how we will define
consistent overtime income and will let you
know ASAP.
• New definition of whose included in family
size? In household member slide.
Q. Child support: what if reason can't? Like
domestic violence?
A. Yes, Domestic Viloence is a reason for noncompliance with Child Support. This should be
documented by HFS or on the KIDS system.
Q. How document cooperation? Need for each
child in household?
A. Yes, for each child
Q. Does this definition of Special Needs apply
only to new Apps to identify if the client falls in
one of the priority categories, or will the new
definition also apply to Rede/COI's? Meaning,
will continuous clients still be permitted to only
submit documentation from a Doctor for their
13+ year olds?
A. Documentation needs for children over 13
have not changed at this time.
• So as of 7/1 we only approve new apps based
on priority status of teen pt, homeless, tanf
cash, family with child with so needs or at 50%
FPL or below. Do I have that right? No other
approvals for new apps?
• does this definition of Special Needs apply
only to new Apps to identify if the client falls in
one of the priority categories, or will the new
definition also apply to Rede/COI's? Meaning,
will continuous clients still be permitted to only
submit documentation from a Doctor for their
13+ year olds?
Thanks for Attending . . .
and for all that YOU do for the
children and families of Illinois!!
July 1 2015 Changes to
CCAP
June 25 2015