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Minnesota Department of Human Services Child Care Assistance Program (CCAP) Policy Manual
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7.6 Verification - Eligibility Redetermination

ISSUE DATE: 04/2018

Verify the following at the time of eligibility redetermination:

  • · Current 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. See Chapter 6.15 (Annualizing income) for how to annualize income at redetermination.
  • - If the family reported income changes during their 12 month eligibility period that were not verified but the changes are no longer relevant to the family’s current income, do not request verification of the prior change.
  • - For income deductions, send the family a verification request and allow the required amount of time for the verification to be returned (see Chapter 7.1, Verification due dates). If the requested verification is not received, do not allow the expense as a deduction and process the redetermination 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) and Chapter 7.9 (Income verification). 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.
  • · Employment ending, if not previously verified for any 12 Month Reporter family that used Extended Eligibility during the previous 12 month eligibility period. Verification should include the last date of the employment activity and date the last paycheck was received.. A signed client statement can be used to verify the date that employment ended and the date the last paycheck was received.
  • · Residence. There is no time limit to how long a residency verification document can be used as verification. The verification on file can continue to be used as long as it reflects the family’scurrent name and address. 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 asverification of residence.
  • - Mail sent to the participant from DHS or the CCAPagency may be used as verification of residence.
  • - A current lease with the same address (if the client has not moved) is acceptable. The client does not need to submit the lease again.
  • - 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.
  • · Changes in family status and family size.
  • · Cooperation with Child Support Enforcement and Assignment.
  • · Inconsistent information, if related to eligibility.
  • · Any other factor required to be verified at initial child care application that has changed since the last eligibility determination. See Chapter 7.3 (Verification – Initial application)
  • The following are requirements to authorize care:

  • · Employment and education/training status including employment and/or class schedule must be verified. See Chapter 7.27 (Schedule verification – Employment and education).
  • · School schedule for every child who needs child care and attends school must be provided if there is a change in the schedule or the school attended. See Chapter 7.30 (Schedule information – Child’s school schedule).
  • Changes in family circumstances during the 12 month eligibility period

    Workers do not need to reconstruct the family’s prior 12 month eligibilty period at redetermination. If a family has submitted all verification needed to show they meet eligibility requirements at redetermination, process the redetermination.

    If there are questions about whether the family remained eligible throughout the previous 12 month eligibility period, workers must determine if required changes were not reported during the 12 month eligibility period. Consider the family’s reporting status when determining whether a change was required to be reported and whether information or verification is needed. If the family received more child care than they were eligible for, assess a family overpayment but do not end eligibility or delay redetermination processing. See Chapter 14 (Overpayments).

    Legal authority

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

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