Skip To: Main content|Subnavigation|
Minnesota Department of Human Services Child Care Assistance Program (CCAP) Policy Manual
DHS Home CountyLink Home Manuals Home Bulletins
Advanced Search
Show/Hide Table of Contents  

9.12 Authorization Changes During the 12-Month Eligibility Period

ISSUE DATE: 10/2018

Whether a change in activity will impact a family’s case depends on their reporting type. See Chapter 8.3.6 (Reporting types) for information on how to determine a family’s reporting type.

12-Month Reporters

For 12 Month Reporters, authorization must continue at the same number of hours or more hours until redetermination. Overpayments are not assessed if the parent chose to use their hours during times when they were not scheduled to be in their authorized activity.

Maintain steady authorizations for 12-Month Reporters

Authorization continues at the same number of hours or more hours, including when:

  • · The other parent moves in and is working, in school or has an approved Employment Plan.
  • · The other parent moves in and is not in an activity. See Chapter 9.15.6 (Extended Eligibility).
  • · A parent no longer meets minimum activity requirements but is still working.
  • · Employment Plan activity hours decrease.
  • · A parent temporarily stops working or attending an approved education program. Temporary changes include, but are not limited to, a medical leave, maternity/paternity leave, seasonal employment fluctuations, or a school break between semesters. See Chapter 9.15.3 (Care during temporary leaves of absence).
  • Increasing authorized hours for 12-Month Reporters

    The CCAP agency may increase the amount of child care authorized at any time if the participant verifies the need for increased hours.

    If Employment Plan activity hours increase, increase authorized hours when:

  • · The job counselor informs the CCAP worker that additional days and times of child care are needed; OR
  • · The family submits verification of their activity schedule showing a need for more hours than currently authorized.
  • Reducing authorized hours for 12-Month Reporters

    The CCAP agency may reduce the amount of child care authorized only when:

  • · A parent requests a reduction
  • · The child’s school schedule changes, including when a child starts school
  • · The provider cannot provide the amount of care authorized
  • · The custody schedule changes
  • · The child’s secondary provider is authorized for more than 20 hours per biweekly period.
  • · The incorrect number of hours were authorized at application or redetermination in error.
  • Authorizing care for new children of 12-Month Reporters

    If new children join the CCAP household during the 12-month eligibility period and the family provides verification of the child’s identity, birthdate, relationship, and citizenship or immigration status, care should be authorized at the same level as other children in the household even if changes have occurred since the family’s initial authorization. The family’s work schedule does not need to be re-verified to authorize care for additional children during the 12-month eligibility period.

    Eligibility and verification impacts

    See Chapter 7.4 (Verification – 12-month eligibility period) for verification requirements and Chapter 8.1.9 (Changes in activity) for eligibility impacts.

    Schedule Reporters

    Authorization changes for Schedule Reporters

    The amount of child care authorized must change when a parent’s activity schedule changes if the family is a Schedule Reporter. Care must be authorized and paid based on their verified activity schedule. Authorized hours can decrease for Schedule Reporters during the 12-Month Eligibility Period. It is recommended that a comment is included on the Service Authorization to communicate scheduled and authorized hours to families and providers.

    Follow instructions in Chapter 9.1 (Authorizing child care) and sub-chapters to adjust the authorized hours based on verified activity schedules.

    Increasing authorized hours for Schedule Reporters

    The CCAP agency may increase the amount of child care authorized at any time if the participant verifies the need for increased hours.

    If Employment Plan activity hours increase, increase authorized hours when:

  • · The job counselor informs the CCAP worker that additional days and times of child care are needed; OR
  • · The family submits verification of their activity schedule showing a need for more hours than currently authorized.
  • Reporting and timely action when decreasing hours for Schedule Reporters

    Families that are Schedule Reporters must report changes in their activity schedule within 10 days. Agencies must take action to change Service Authorizations timely and families must be given a 15-day adverse action notice before child care hours are decreased. See Chapter 12.3 (Notices to Families). If all actions are taken timely, care paid through the adverse action period is not considered an overpayment.

    Schedule Reporters with multiple providers

    One of the criteria for being a Schedule Reporter is when at least one child in the family is authorized for care with more than one provider. See Chapter 8.3.6 (Reporting types) for scenarios that do not meet this criteria.

  • · CCAP limits care when a child has multiple providers, and the amount of care authorized with a secondary provider is limited to 20 hours in a biweekly period.
  • · If a child’s secondary provider is authorized for more than 20 hours per biweekly period, reduce authorized hours to 20 hours or less with 15-day notice. Legal nonlicensed (LNL) providers do not count toward the two provider limit and if a child uses an LNL and one other type of provider, authorization is not reduced for either provider. See Chapter 9.1.9 (Authorizing care – Multiple providers).
  • Eligibility and verification impacts

    See Chapter 7.4 (Verification – 12-month eligibility period) for verification requirements and Chapter 8.1.9 (Changes in activity) for eligibility impacts.

    Legal authority

    Minnesota Statutes 119B.095

    Rate/Report this pageReport/Rate this page

    © 2018 Minnesota Department of Human Services Updated: 10/1/18 11:54 AM | Accessibility | Terms/Policy | Contact DHS | Top of Page | Updated: 10/1/18 11:54 AM