Release 76: Effective January 1, 2015

Child Care Assistance -
B.  Application Process and Verification Requirements


Printable
PDF
   

View in PDF format for printing

ERDC APPLICATION PROCESS
  This section covers the application process for Employment-Related Day Care (ERDC) only. Please refer to the chapters on Supplemental Nutrition Assistance Progran (SNAP), Pre-TANF and TANF programs for information about the application process for these programs.



  1. Intent
  2. The application process should encourage convenient access to Department of Human Services (DHS) child care assistance while resulting in enough information to determine eligibility and benefit level. The process should:

    CASE MANAGEMENT OPPORTUNITY
      When explaining the listing and provider requirements of the program, ask clients open-ended questions about how comfortable they are with their provider. What does the provider offer? How do you feel about leaving your child with this person? How does your child feel? What kinds of activities are provided for your child? What information would you like to have about choosing the best child care provider for your child? What information or training do you think your provider would like to have? Explain that the local Child Care Resource and Referral Agency (CCR&R) can help answer questions for both parents and providers.



  3. Application process for ERDC and Reservation List information
  4. Persons applying for ERDC begin the application process by contacting the local DHS branch or CCR&R where they live. This contact establishes the date of request.

    The SNAP online (CAPI) application can be used to apply for ERDC, if used in conjunction with the Requesting ERDC During CAPI Interview (DHS 419) form.

    An intake interview is required to process the application or reapplication. An interview is the most effective way to obtain information from the applicant and to give the applicant information about the program. An interview is not required when an application is being denied because the Reservation List is in effect. (See below for exceptions). A phone interview is preferable. However, a face-to-face interview is an option if it can be arranged around the applicant’s work schedule and the applicant prefers a face-to-face meeting.

    When the Reservation List is activated, DHS must review all applicants to determine if they are subject to the Reservation List. DHS must place all applicants subject to the Reservation List per OAR 461-115-0016 on the list for future selection. The worker must send the client a decision notice of ineligibility for the ERDC program.

    Applicants may not be subject to the Reservation List if they meet:

    and they meet all other ERDC eligibility requirements.

    Applicants who do not meet one of the criteria above do not need to complete an application. An ERDC interview is also not required if the information received to determine the denial is not questionable, However, the denial must be narrated, a denial notice must be mailed and a reservation list referral emailed to Reservation.ERDC@state.or.us.

    ERDC RESERVATION LIST FOR REAPPLYING INDIVIDUALS
      Individuals reapplying for ERDC are only subject to the Reservation List if they have had a break in ERDC benefits of two consecutive calendar months or more.



    Individuals reapplying for ERDC after a break in child care benefits of two consecutive, calendar months or more are also subject to the Reservation List, unless they meet one of the exemptions listed above.

    TANF transition policy ‑ If a member of the filing group has received a partial or full month of REF, SFPSS or TANF program cash benefits from the State of Oregon in at least one of the preceding three months, the filing group is not subject to the Reservation List and the case is coded with a case descriptor of ETL, whether approved or denied.

    Head Start and Oregon Program of Quality policy ‑ If a member of the filing group is eligible for a current slot opening with a Head Start or OPQ contracted Program, the filing group is not subject to the Reservation List and the case is coded with a case descriptor of CCC or PQC. For this situation, approval from Child Care Policy must be received prior to opening an ERDC case.

    Child Welfare Referral Policy ‑ If a child in the filing group has had involvement with Child Welfare and a Child Welfare worker has created an ongoing safety plan where child care will:

    The Child Welfare worker will determine when a family will meet this exemption. The Child Welfare worker will complete the Employment Related Day Care (ERDC) Reservation List Child Welfare Exception Referral (DHS 861) form and give a copy to the parent and scan and send a copy to Central Office. A parent who applies for ERDC and has a completed DHS 861 should be reviewed for ERDC eligibility. All other ERDC eligibility must still be met.

    Pre-TANF IN DETERMING FILING GROUP MEMBER TANF
      Pre-TANF is not counted when determining if a filing group member received TANF.



    Reservation List selection process

    Applicants must request benefits within the deadline on the selection letter or they will be dropped from the Reservation List until they reapply.

    Applicants selected from the Reservation List to apply who request benefits after the deadline on the selection letter will be returned to the Reservation List to await future selection.

    Those applying for ERDC only can complete the Application for Employment Related Day Care Program (ERDC) (DHS 7470) or the Application for Services (DHS 415F). Those applying for other programs must complete the DHS 415F. The application must be signed by the caretaker of the child(ren) requiring care.

    ERDC APPLICATIONS FOR CARETAKERS
      Caretakers can also get an application for the ERDC Program, (DHS 7470), and establish a Date of Request at their local CCR&R. The CCR&R can also give them general information on the ERDC program and answer questions they may have. Their application must then be mailed or delivered to the local DHS branch office.



    DHS 419 is to be used as an interview guide in conjunction with the SNAP online (CAPI) application to complete the application process for ERDC. The DHS 419 can be completed and copied into TRACS.

    IF APPLYING FOR SNAP BENEFITS
      Refer to the Supplemental Nutrition Assistance Program (SNAP) chapter if the client is also applying for SNAP benefits.



    If eligibility cannot be determined at the intake interview, give or mail the client a Notice of Pending Status (DHS 210) explaining what is needed to determine eligibility.

    When a client is over income, the client may reapply in a subsequent month. A new budgeting period is established and income is recalculated.

    Application Process; General Rule
    461-115-0010 — Application Process; General

    Application Process; Reservation List for ERDC Rule
    461-115-0016 — Application Process; Reservation List for ERDC

    Application Requirements Rule
    461-115-0020 — Application Requirements

    Date of Request Rule
    461-115-0030 — Date of Request

    Offices Where Clients Apply Rule
    461-115-0150 — Offices Where Clients Apply

    Application Processing Time Frames; Not Pre-TANF or SNAP Rule
    461-115-190 — Application Processing Time Frames; Not Pre-TANF or SNAP

    Interviews Rule
    461-115-0230 — Interviews

    ERDC; Children in the Head Start Program Rule
    461-135-0405 — ERDC; Children in the Head Start Program

    ERDC; Children in Oregon Program of Quality Contracted Child Care Rule
    461-135-0407 — ERDC; Children in Oregon Program of Quality Contracted Child Care

    No application needed
    When ERDC is closed mid-cert, the case may be reopened the following month if the family meets eligibility again. No application is needed as long as the report of new circumstances is received within the calendar month following the month of closure.

    Example: Alicia is receiving ERDC. Her current certification date is set to end Dec. 31. On Sept. 10, Alicia reports she was laid off from work. ERDC is closed for Sept. 30.. She calls on Oct. 3 to report she has returned to work. Her ERDC may be re-opened effective Oct. 1. Her certification dates will remain the same.

    The worker must confirm the family still meets all eligibility factors. This can be conducted with a phone interview and narrated. Changes to income and employment status will need to be verified.

    Example: When Alicia calls on Oct. 3, the worker confirms she returned to work with the same employer, her shift and rate of pay remain the same, there are no other income changes, the family is still residing at the same address, no change to household composition, and the two youngest children still need care /using the same child care provider. Employment status, hours and rate of pay are verified via phone call to the employer.

    VERIFICATION
      If the employer cannot be contacted, Alicia will need to provide verification.



    REMINDER
      Send an electronic connection request to DPU when reopening or restoring ERDC benefits to ensure a CCB is issued for that month.


    A new application will be needed if the benefits were closed at interim report or during the last month in the certification period.

  5. Transitioning from TANF to ERDC
  6. When the TANF case has gone over income, the client should be contacted right away to discuss ERDC eligibility instead of waiting for an application. Clients who have been receiving TANF child care assistance sometimes do not understand they need to apply to receive ERDC. In other cases, they think the notice telling them they are over income for TANF means they are not eligible for any assistance. The process for converting from TANF to ERDC is a lot simpler if it is done soon, rather than a month or so later. This also gives clients more time to budget for the ERDC copay.

    When the Reservation List is in effect, a filing group who has not received a partial or full month of REF, SFPSS or TANF program cash benefits from the State of Oregon in at least one of the preceding three months or a filing group which is not eligible for a current slot opening at a Head Start or OPQ Program will be denied and placed on the Reservation List for future selection. In situations where eligibility is denied because the applicant does not meet the TANF transition policy, an application does not need to be completed.

    FILING GROUP AND PRE-TANF, POST TANF AND TA-DVS
      Pre-TANF, Post-TANF and TA-DVS are not counted when determining if a filing group member received TANF.



    For clients transitioning from TANF, application for ERDC can be made in one of the following ways:

    Application Process; Reservation List for ERDC Rule
    461-115-0016 — Application Process; Reservation List for ERDC

    When An Application Must Be Filed Rule
    461-115-0050 — When An Application Must Be Filed

  7. Verification requirements
  8. Verify the following at initial application (this includes cases that are transitioning from TANF to ERDC):

    Verify the following changes during certification periods:

    Verify the following at reapplication:

    Verification; General Rule
    461-115-0610 — Verification; General

  9. Approving the ERDC application
  10. If found eligible, send or give client the following forms:

    It is important to code the case on CMS as soon as eligibility is established. The billing form can not be sent until the listing process is completed by DPU and BCU or the electronic connection is made by DPU and CMS has been updated.

    See Section III-G in the Computer Guide for information about coding and setting up the ERDC case on CMS. See Changes in Programs, Providers and ERDC Filing Groups (CC WG#2) in the worker guide section of this chapter for more information on converting from TANF to ERDC and from ERDC to TANF.

  11. Denying the ERDC application
  12. Deny the application in the following circumstances:

    In all denied cases, the client is sent a basic decision notice explaining the reason for the denial and the client's right to a hearing.

    Application Process; Reservation List for ERDC Rule
    461-115-0016 — Application Process; Reservation List for ERDC

    Specific Requirements; ERDC Rule
    461-135-0400 — Specific Requirements; ERDC

    APPLICATIONS DENIED
      Applications denied because the 45-day limit has expired ordinarily require a new application if the client still requests ERDC. However, the DHS worker has the option of updating and/or correcting the information already gathered. Factors that should be considered include circumstances beyond the client’s control.



    Application Processing Time Frames; Not Pre-TANF or SNAP Rule
    461-115-0190 — Application Processing Time Frames; Not Pre-TANF or SNAP

    What a Decision Notice Must Include Rule
    461-175-0010 — What a Decision Notice Must Include


    : 461-175-0010


Valid HTML 4.01 Transitional