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Minnesota Department of Human Services Child Care Assistance Program (CCAP) Policy Manual
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7.3 Verification - Initial Application

ISSUE DATE: 12/2017

Verify the following eligibility requirements at all initial child care applications:

  • · Identity of all members of the household.
  • · Presence of the minor child in the home, if questionable.
  • · Relationship of minor child(ren) to the parent, stepparent, legal guardian, eligible relative caretaker, or the spouses of any of these listed persons. If other proof is not available, get a signed statement from the client attesting to the correctness of the information.
  • · Age of the child(ren) in the family.
  • · Age of the applicant if he or she is under 21.
  • · Social security number, if given.
  • - The county or tribe MUST request social security numbers from all applicants for child care assistance. A county or tribe must NOT deny child care assistance solely on the basis of failure of an applicant to provide a social security number. Before asking for the social security number, the county or tribe must give the applicant the Minnesota Department of Human Services Notice of Privacy Practices DHS-3979 (PDF), which explains whether the disclosure is mandatory or voluntary, under what authority the number is being requested, and how the number will be used.
  • · Income, if counted, and income deductions. See Chapter 7.9 (Income verification) and Chapter 6.6 (Earned/Unearned income) to determine what income sources are counted.
  • - For income deductions, send the family a verification request and allow until the end of the 30 day application period (or 45 days with the consent of the applicant) for the verification to be returned. If the requested verification is not received, do not allow the expense as a deduction and process the application without the income deduction.
  • · School status of students of any age with earned income. If school status of the student is not verified, the earned income must be counted. See Chapter 6.6.1 (Individuals with exempt earned income). Acceptable verification of school status includes, but is not limited to:
  • - DHS Request for Verification of School Attendance/Progress DHS-2883 (PDF).
  • - Case noted conversation with the school.
  • - Student-specific class schedule.
  • - Client statement.
  • · Spousal support and child support payments made to persons outside the household.
  • · Residence. Acceptable verification showing current name and address includes, but is not limited to:
  • - Any form of mail (except mail addressed to a PO Box) provided by the client. A forwarding address sticker received at the administrating agency from the US Postal Service cannot be used as verification of residence.
  • - Mail sent to the participant from DHS or the CCAP agency may be used as verification of residence.
  • - A current lease with the same address.
  • - Families in some excluded time facilities may have their physical addresses kept private for safety reasons. Verify the county that the family is physically residing in and verify the family’s mailing address. See Chapter 8.12 (Moving between counties).
  • - Families that are homeless or without a fixed address are not required to provide a physical address. Verify the county that the family is physically residing in and have the family provide an address where they can receive mail. Acceptable verification includes, but is not limited to: a letter from a shelter, a letter from a friend, or a client statement.
  • - See Chapter 7.21 (Verification – Safe At Home Program) for information about address verification for families in the Safe At Home Program.
  • · Inconsistent information, if related to eligibility.
  • Requirements to authorize care if the family is determined eligible to receive CCAP:

  • · Employment and/or education status of adult family members including employment schedule and/or class schedule must be verified. See Chapter 7.27 (Schedule verification – mployment and education).
  • · School schedule information for every child who needs child care and attends school must be provided. See Chapter 7.30 (Schedule information – Child’s school schedule).
  • · Citizenship and immigration status of all children for whom child care assistance is being sought.
  • - A child who is participating in child care in a setting subject to public educational standards, such as in Head Start or a pre-kindergarten or school-age care program operated under public educational standards, is exempt from this requirement. See Chapter 7.12 (Verifying citizenship and immigration status).
  • Legal authority

    Minnesota Rules 3400.0040
    Minnesota Statutes 119B.025
    Minnesota Statutes 119B.095

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