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:

• Be flexible and convenient for clients who are balancing work and family responsibilities;

• Allow for changes from one program to another simply, and in a way that is easily understood by workers, clients and providers;

• Give the client information about how the program works;

• Offer resources to help clients find quality child care;

• Include an assessment of the client's child care needs.

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.

When the Reservation List is in effect, DHS must place on the list all applicants subject to the Reservation List per OAR 461-115-0016 for future selection, and must send the client a decision notice of ineligibility for the ERDC program.

In situations where eligibility is denied because the applicant does not meet the TANF transition policy and TANF history has been checked and narrated or the applicant is not eligible for a Head Start or Oregon Program of Quality (OPQ) contracted slot, an application does not need to be completed.

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 the TANF transition requirement or the Head Start or Oregon Program of Quality (OPQ) contracted slot policy below.

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.

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.

Applicants selected from the Reservation List to apply must meet all eligibility requirements at that time except for the TANF transition or Head Start or OPQ contracted slot requirement above. The case is coded with a case descriptor of ERL, whether approved or denied.

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.

• Although the application process should be completed as soon as possible, the applicant and worker have 45 days from the date of request to complete it. The 45 days can be extended if circumstances beyond the control of the applicant delay the eligibility decision past that limit;

• The date of request also establishes when benefits can begin. This is the first day of the month in which the request is made if eligibility requirements and application processing time frames are met;

• The date of request for applicants selected from the Reservation List is the first day of the month in which the request is made after being selected from the list, if eligibility requirements and application processing time frames are met.

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.

An intake interview is required to process the application or reapplication unless the application is being denied because the Reservation List is in effect and no one in the applicant’s filing group received at least a partial month of TANF in any one of the preceding three months or no one in the applicant’s filing group is eligible for a current slot opening with Head Start or OPQ contracted Program and the information received to determine the denial is not questionable. A face-to-face interview is preferable if it can be arranged around the applicant's work schedule; it is the most effective way to obtain information from the client and give the client information about the program. However, a phone interview is an option when a face-to-face interview is not practical.

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 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: 461-115-0010
Application Process; Reservation List for ERDC: 461-115-0016
Application Requirements: 461-115-0020
Date of Request: 461-115-0030
When an Application Must Be Filed: 461-115-0050
Offices Where Clients Apply: 461-115-0150
Application Processing Time Frames; Not Pre-TANF or SNAP: 461-115-0190
Interviews: 461-115-0230
ERDC; Children in Head Start Program: 461-135-0405
ERDC; Children in Oregon Program of Quality Contracted Child Care: 461-135-0407

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.

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

• A phone call or office visit initiated by either the worker or the client. A new written application is not necessary as long as the worker has enough information to reliably predict the need for employment-related child care;

• A notice returned by the client. When a TANF case goes "no action" (NA) because of increased income, a computer notice (6E) is usually sent by the system. This notice serves as an application if the client fills it out and sends it back. Follow up must include a conversation with the client either in person or over the phone;

• Any other method that results in enough information to determine employment-related child care need.

Application Process; Reservation List for ERDC: 461-115-0016
When an Application Must Be Filed: 461-115-0050

Verify the following at initial application (this includes cases that are transitioning from TANF to ERDC):

• All countable earned and unearned income received 30 days prior to the date of request;

  Note:

  For new employment, acceptable verification includes first paycheck from a new job (if hours are representative of future) or, when no pay has yet been received, an employer statement including anticipated hours, pay dates and rate of pay. If verified by phone, narrate the conversation including anticipated hours, pay dates, rate of pay, the name of person who verified the information, employer name and phone number. Additional verification may be needed and requested if income is variable, questionable, or if income changes between the date of request and interview.

• Citizen/alien status of a child needing care (See Noncitizens Worker Guide #1 – Noncitizen charts) (NC WG#1);

• Second parent unable to provide adequate child care;

• If questionable, anything that affects eligibility or benefit level;

• Verify or document why a child 12 or older needs care, or why a child with a disability needs special care.

  Specific Requirements; ERDC: 461-135-0400

  Note:

  Staff may not ask applicants or recipients to verify their citizenship solely on the basis of the client's ethnicity or ability to communicate in English. If an applicant identifies a child needing care as a noncitizen on the application, noncitizen status must be verified.

Verify the following changes during certification periods:

• Source of income and related changes such as new rate of pay. For new employment - see note above;

• If questionable, anything that affects eligibility or benefit level.

  Note:

  For cases in SRS, changes that are not required to be reported and are not "verified upon receipt," need to be narrated and acted on at Interim Change Report or the next recertification, whichever is earlier. Reported information is considered "verified upon receipt" when the information is not questionable and the provider of information is the primary source. Income changes cannot be verified by client statement alone.

Verify the following at reapplication:

• All countable earned and unearned income received in the last 30 days. For new employment - see note above;

• If questionable, anything that affects eligibility or benefit level;

• At least once every 12 months, verify or document why a child 12 or older needs care, or why a child with a disability needs special care.

Verification; General: 461-115-0610

If found eligible, send or give client the following forms:

• Notice of Income and Benefit Calculation (DHS 7294);

• Child Care Provider Guide (DHS 7492);

• A pre-headed Child Care Provider Listing (DHS 7494) or a Child Care Provider Letter (DHS 7494E) if the provider is already listed. (See the Listing Child Care Providers for Payment worker guide (CC WG#3) at the end of this chapter for more details.);

• Parent Guide to Child Care (DHS 7478);

• Information about accessing the local CCR&R.

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.

Deny the application in the following circumstances:

• Information obtained during the application period establishes ineligibility;

• The client fails to complete the application process. The application process is complete when the client has furnished all necessary information and required verification. Unless there are extenuating circumstances, an application should be denied if it is still incomplete 45 days after the initial date of request;

• The client withdraws the application for assistance, verbally or in writing;

• The Reservation List is in effect and the client is subject to be placed on it.

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: 461-115-0016
Specific Requirements; ERDC: 461-135-0400

Application Processing Time Frames; Not Pre-TANF or SNAP: 461-115-0190
What a Decision Notice Must Include: 461-175-0010