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Minnesota Department of Human Services Child Care Assistance Program (CCAP) Policy Manual
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9.9.3 Post-Secondary Child Care Grant

ISSUE DATE: 12/2016

The Post-Secondary Child Care Grant is available to students not receiving MFIP who attend eligible post secondary institutions and are enrolled at least half-time. If eligible, a student can be awarded a grant for each academic term per eligible child. More information on the grant can be found on the Minnesota Office of Higher Education’s website.

Take the following steps when a student receives a Post-Secondary Child Care Grant.

1. Verify the receipt and amount of the grant.

Students receive verification of the grant award amount, which should be provided to the CCAP worker. Depending on the academic institution, the student will receive either the Post-Secondary Child Care Grant Award Notice or the amount of the grant will be indicated on the student’s financial aid award letter.

Do not count the grant as income.

If the CCAP worker has questions regarding the student’s grant, the worker should contact the school’s financial aid officer for additional information. When students apply for the grant, a release of information is signed, allowing for an exchange of information between the financial aid officer and the county social service agency.

The Minnesota Office of Higher Education provides financial aid officers with a verification request form, which the student signs, authorizing the county or tribal social service agency to release information regarding the student’s receipt of benefits. When requests are received, complete the form, attach requested verifications, and return to the school’s financial aid office.

2. Determine what the grant will be used for.

The Post-Secondary Child Care Grant can be used to cover two types of expenses:

  • · same child care expenses that could be paid by CCAP and/or
  • · different child care expenses that are not paid by CCAP.
  • If the grant is used for same child care expenses, the CCAP case must be suspended and the grant must be used before CCAP can make payments. If the grant is used for different child care expenses, CCAP does not need to be suspended. Students can also use the grant for a combination of same and different child care expenses (see Calculation Example below).

    The grant award letter that the parent receives from the school is not specific about how the dollars are to be used, so it is recommended that CCAP workers look at different child care expenses first. This will help maximize the award and lesson the financial burden on families.

    The parent can also provide a self-verified statement explaining how they plan to use the grant dollars.

    3. Calculate different child care expenses.

    The CCAP worker should first determine if a student has any different CCAP expenses.

    Examples of different child care expenses include:

  • · Copays
  • · Difference between the actual child care costs and the CCAP maximum payment
  • · Days and/or times that CCAP will not cover
  • Project the different expenses over the course of the school term and allow the student to use the grant to cover these expenses.

    4. Calculate same child care expenses.

    Once all different child care expenses have been accounted for, if there is any amount of the grant remaining, manually calculate how many weeks of child care costs the remaining grant will cover and suspend the case for that period of time. When calculating the amount of care the grant will cover, only use full week amounts and always round down.

    Calculation Example

    In the example below, the student is able to use their Post-Secondary Child Care Grant to cover the copay and the difference between the provider charge and the CCAP maximum rate for the entire semester. There is also a small amount of money from the grant remaining to cover same child care expenses, which will result in the CCAP case being suspended for one week.

    Scenario: Student received a Post-Secondary Child Care Grant for the semester in the amount of $900. Student has one child. Provider charges $200 per week and the weekly county maximum is $162.99. Student has an $18 biweekly copayment.

    To calculate different child care expenses:

    Calculation steps of actual cost and CCAP maximum

    Amount

    Biweekly actual child care costs (amount the provider charges the family): $200 per week multiplied by 2

    $400.00

    CCAP Maximum biweekly amount: $162.99 weekly max multiplied by 2

    $325.98

    Biweekly difference between actual cost and CCAP maximum total: $400 subtracted by $325.98

    $74.02

    Calculation steps for out of pocket costs

    Amount

    Biweekly difference between actual cost and CCAP maximum

    $74.02

    Student’s biweekly copay

    $18.00

    Student’s biweekly out of pocket costs not covered by CCAP total: $74.02 plus $18

    $92.02

    Student’s out of pocket costs not covered by CCAP for the semester (based on a 16 week semester): $92.02 multiplied by 8 biweekly periods

    $736.16

    Calculation steps of grant for CCAP expenses

    Amount

    Total grant amount for the semester

    $900.00

    Costs not covered by CCAP for the semester

    $736.16

    Grant remaining for same CCAP expenses total

    $163.84

    To calculate same child care expenses:

    Manually calculate how many weekly periods of child care costs the remaining Post-Secondary Child Care Grant will cover. The remaining amount of the grant should be applied to the child care costs before CCAP can make payments.

    Amount of remaining grant divided by the actual weekly cost of child care:

    Calculation steps of weekly CCAP payment

    Amount

    Weekly maximum rate

    $162.99

    Family’s weekly copay: $18 biweekly copay divided by 2

    $9.00

    Maximum weekly CCAP payment: $162.99 subtracted by $9.00

    $153.99

    $163.84 (remaining amount of grant for same CCAP expenses) ÷ $153.99 (maximum weekly CCAP payment after copay) = 1.06 weeks

    When calculating the amount of care the Post-Secondary Child Care Grant will cover, only use full week amounts and always round down. In this example, the amount of the remaining grant covers one full week of same child care expenses. Care should be suspended for one week and CCAP would begin to make payments following the one week that the case was suspended.

    Legal Authority

    Minnesota Statutes 119B.09, Subd. 11
    Minnesota Statutes 119B.12, Subd. 2
    Minnesota Rules 3400.0110, Subp. 3 and Subp. 4a

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