Release 75: Effective October 1, 2014

Child Care Assistance -
B.  Application Process and Verification Requirements


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Note: 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

    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.


  2. Application process for ERDC and Reservation List information

    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.

    Note: 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.

    Note: 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.

    Note: 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.

    Note: 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: 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 the Head Start Program: 461-135-0405
    ERDC; Children in Oregon Program of Quality Contracted Child Care: 461-135-0407


  3. Transitioning from TANF to ERDC

    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.

    Note: 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: 461-115-0016
    When Aan Application Must Be Filed: 461-115-0050

  4. Verification requirements

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

    Verify the following changes during certification periods:

    F   SEE CC E.7 REPORTING REQUIREMENTS AND CHANGES.

    Verify the following at reapplication:

    Verification; General: 461-115-0610

  5. Approving the ERDC application

    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.

    F   FOR REAPPLICATION PROCESS FOR ERDC, SEE CC E.3.


  6. Denying the ERDC application

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

    Note: 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: 461-115-0190
    What a Decision Notice Must Include: 461-175-0010


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