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Minnesota Department of Human Services Child Care Assistance Program (CCAP) Policy Manual
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7.4 Verification - 12 Month Eligibility Period

ISSUE DATE: 04/2018

Whether a change needs to be verified and how an activity change impacts the case depends on the family reporting type and the reported change. Agencies should consider the two reporting types (12 Month Reporters and Schedule Reporters) and the reporting and verification requirements during the 12 month eligibility period. See Chapter 8.3 (Reporting Requirements) for more information about a family’s reporting requirements. See Chapter 8.3.6 (Reporting types) for more information about determining a family’s reporting type.

You may become aware of changes through:

  • · Family reporting to the CCAP worker or another worker in the agency.
  • · Information reported by other people or agencies.
  • · Upcoming or potential changes the agency has been tracking through MEC2 or other tracking methods.
  • During the 12 month eligibility period, there are some situations where acting on information known to the agency is appropriate.

  • · For example, you should request information if it is known to the agency that the parent has stopped participating in all activities.
  • You do not need to follow-up on or request verification of changes that were not required to be reported and do not impact eligibility or authorized hours.

  • · For example, you do not need to update cases monthly when the MFIP grant amount changes due to monthly HRF processing. See Chapter 6.15.3 (Annualizing MFIP & Earned Income) and the MEC2 User Manual for instructions on entering reduced MFIP income that has been annualized offline into MEC2.
  • All families (12 Month Reporters and Schedule Reporters)

    Request verification if any of these eligibility changes are reported:

  • · Income change that puts the family over 85% of the State Median Income (SMI) for their household size.
  • - Request verification of all current income sources, not just verification of the income source that may have put the family over 85% SMI.
  • - If a family has an income increase and it is unknown if the increase puts the family’s income over 85% of SMI, the worker may send a Memo or Special Letter to the family telling them they must report and verify if the change puts them over 85% SMI for their family size. If no further information is received, do not take an adverse case action against the family. If it is discovered that the change puts the family over 85% SMI, assess an overpayment from the date of the change.
  • · Move out-of-state
  • · Move to a different county for a family receiving Basic Sliding Fee
  • - The original county should request address verification, but should not take any negative actions if verification is not received. The new county must have verification prior to issuing a Service Authorization and if verification is not received, the case would be suspended. See Chapter 8.1.15 (Changes in residence) and Chapter 8.12 (Moving between counties).
  • If a family reports a change that would result in case closure, workers must request verification and allow 15 days for the family to return verification prior to initiating case closure. See Chapter 7.1 (Verification due dates).

  • · If verification confirms the family is not eligible, close the case with a 15-day notice of adverse action.
  • · If verification is not provided within 15 days, close the case with a 15-day notice of adverse action.
  • · If verification shows the family is still eligible, follow instructions in Chapter 8.1 (Changes in circumstances).
  • Schedule Reporters

    Request verification if any of these changes are reported:

  • · Activity changes that would not result in ineligibility but could change the family’s Service Authorization. Changes including, but not limited to:
  • - Schedule changes
  • - New employment
  • - A temporary break from employment or education
  • - A permanent end to employment or education
  • If a family reports a change that would result in a Service Authorization change, workers must request verification and allow 15 days for the family to return verification. If after 15 days verification has not been provided, consider the impact of the reported change before taking action.

    For changes that would result in a reduction in authorized hours or if you do not know the impact of the change:

  • · If verification is not received, close the Service Authorization and suspend the family’s case until verification is received.
  • · If verification is received and shows the Service Authorization must be reduced, update the Child’s Provider window to reduce the authorized hours. Families must receive a 15-day adverse action notice when authorized hours are reduced. Follow MEC² User Manual instructions when there is a Reduction of Hours to a Provider Requiring 15 Day Notice Workaround.
  • For changes that would result in an increase in authorized hours:

  • · If verification is not received, do not increase authorized hours until verification is received. Do not take an adverse case action against the family unless verification is not received by their next redetermination.
  • · If verification is received and shows the Service Authorization must be increased, update the Child’s Provider window to increase the authorized hours.
  • For a temporary break or permanent end in employment or education:

  • · Ask the parent to submit verification including:
  • - Whether the activity ending is permanent or temporary
  • - The end date of the activity
  • · A written client statement is acceptable verification.
  • · If verification is not received, close the Service Authorization and suspend the family’s case until verification is received.
  • · If verification is received:
  • - If the break is temporary, close the Service Authorization and suspend the family’s case until verification is received.
  • - If the break is permanent, use the end date provided by the verification as the date of Extended Eligibility.
  • 12 Month Reporters

    Request verification if any of these changes are reported:

  • · Employment or education ending permanently
  • · New employment, if PRI is working at a child care center
  • · Activity change for which the family is requesting more hours of care. Changes include, but are not limited to:
  • - Schedule changes
  • - New employment
  • For changes that would result in an increase in authorized hours:

  • · If verification is not received, do not increase authorized hours until verification is received. Do not take an adverse case action against the family. Verification will need to be requested at their next redetermination.
  • · If verification is received and shows the Service Authorization must be increased, update the Child’s Provider window to increase the authorized hours.
  • For employment or education ending permanently:

  • · Ask the parent to submit verification of the activity ending, including the end date.
  • · A written client statement is acceptable verification.
  • · If verification is not received, put the family into Extended Eligibility on the date the worker became aware of the permanent activity end. This must be reconciled if you get information about the actual date the activity ended later.
  • · If verification is received, end the activity and start Extended Eligibility.
  • Other changes

    In most cases during the 12 month eligibility period, eligibility should continue when changes are reported even if the change is not verified. Cases must not close during the 12 month eligibility period due to no verification. Household and authorization impacts for changes during the 12 month eligibility period are described in more detail in Chapter 8 (12 month eligibilty period). If families report changes that they are not required to report, evaluate the impact of the change before taking action.

    Changes that would benefit the family

    Workers must inform families that if they want their benefits to increase, they must submit verification before the change can be processed.

    Changes that would benefit the family include changes that would:

  • · Increase authorized hours
  • · Reduce copayment
  • · Authorize care for additional children
  • Workers cannot close the case if verification is not received and cannot increase the family’s benefits until the change is verified.

    Changes that would not benefit the family

    No actions are needed if families report changes that would not benefit the family during the 12 month eligibility period. The system will not apply adverse actions until the family’s next redetermination.

    Changes that impact case management

    Enter changes necessary to manage the family’s case in MEC² even if they are not verified. Changes include, but are not limited to:

  • · Address changes
  • · Provider changes
  • · Household composition changes
  • · Family status changes
  • Inconsistent information

    If you become aware of inconsistent information during the 12 month eligibility period, consider the family’s reporting type, the family’s reporting and verification requirements, and whether the family’s eligibility or authorized hours would be impacted before requesting more information or verification.

  • · For example, 12 Month Reporters do not need to report when they are working fewer hours. If you become aware the parent is working fewer hours, no further action is needed (unless the family reports the change and requests that their copay be reduced).
  • · For example, Schedule Reporters do need to report when they are working fewer hours. If you become aware the parent is working fewer hours, request verification from the family. If verification is not received, the case would be suspended following a 15 day notice.
  • Families may report different information to other workers. If the new information was not required to be reported to CCAP based on the family’s reporting type, it is not considered inconsistent information. Workers do not need to take further action in these situations.

    If follow-up is needed, consider:

  • · Contacting the family for more information.
  • · Requesting verification if eligibility or authorized hours may be impacted.
  • · Making a fraud referral. Follow your agency policies about when to make a fraud referral. If information did not need to be reported, a fraud referral may not be necessary.
  • If you are processing a new application or a redetermination, request verification of inconsistent information. See Chapter 7.3 (Verification – Initial Application) for more information. See Chapter 7.6 (Verification – Eligibility Redetermination) for more information.

    Legal authority

    Minnesota Statutes 119B.025

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