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Minnesota Department of Human Services Child Care Assistance Program (CCAP) Policy Manual
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9.15.9 Care During Child Absences

ISSUE DATE: 10/2018

An absent day is any day that the child is authorized and scheduled to be in care with a licensed provider or license exempt center, and the child is absent from care. Child absences may occur for a variety of reasons including, but not limited to, child illness, vacation, participant illness or school break. The reason for the child’s absence does not affect payment.

Pay for child absences that do not exceed 10 consecutive days, up to a total of 25 absent days in a calendar year, per child, excluding holidays. If a child attends more than one licensed or license exempt center provider, the combined total number of absent days paid must not exceed 25. If the child is absent from care with both providers on the same day and both providers charge and are paid for an absent day, count that day as one absent day. If child care absences exceed 25 days, the charges are the financial responsibility of the CCAP family.

LNL providers are not eligible for absent day payments.

Exemption for documented medical conditions

For children with documented medical conditions that cause more frequent absences, payment may be made for more than 25 absent days per calendar year and for more than 10 consecutive absent days.

The CCAP Medical Condition Documentation Form DHS-4602-ENG (PDF) must be completed and returned to the CCAP agency in order to be exempt from the absent day limits. The form must be completed by a physician, physician’s assistant, nurse practitioner, psychiatrist, chiropractor, public health nurse, or school nurse. The form can also be completed by the child care center director or assistant director, license exempt center administrator, or a lead teacher at the child care center if the child was sent home from child care due to the medical condition. Licensed family child care providers cannot complete the form.

The documented medical condition may be a condition of the child, the child’s parent, or the child’s sibling living in the same home. The condition may be chronic or time-limited:

  • · Chronic conditions: Exemptions for chronic or ongoing conditions can be approved for up to 12 months.
  • · Time-limited conditions: Exemptions for time-limited conditions can be approved for the time-period of the condition as indicated on the CCAP Medical Condition Documentation Form DHS-4602 (PDF), not to exceed 12 months.
  • If the form is signed by the child care center director or assistant director, license exempt center administrator, or a lead teacher at the child care center, the exemption is limited to up to two weeks from the start date of the illness. In order for the medical exemption to extend beyond the two weeks, the CCAP Medical Condition Documentation Form DHS-4602 (PDF) would need to be completed by a physician, physician’s assistant, nurse practitioner, psychiatrist, chiropractor, public health nurse, or school nurse.

    Exemptions begin on the start date of the illness, but not more than 30 days prior to the date the completed form is received by the CCAP agency. To extend the exemption or grant an exemption for another time-limited condition, another form must be completed and returned to the CCAP agency.

    If the CCAP Medical Condition Documentation Form DHS-4602 (PDF) has been completed by child care center staff for the same child on multiple occasions, and the CCAP agency does not have documentation of the child’s medical condition, the CCAP agency may request that the form be completed by a medical professional before approving additional exemptions.

    Exemption for teen parents attending certain programs

    Children may be exempt from the absent day limits upon request of the child care provider and approval of the CCAP agency if they are in a family where:

  • · At least one parent is under the age of 21 and does not have a high school or general equivalency diploma
  • AND
  • · This parent is a student in a school district or another similar program that provides or arranges for ALL of the following to achieve high school graduation:
  • - Child care
  • - Parenting support
  • - Social services support
  • - Career and employment supports
  • - Academic support.
  • Payment may be made for more than 25 absent days per calendar year and for more than 10 consecutive absent days.

    Absent day policy

    Pay the CCAP maximum rate, not to exceed the provider’s charge for a child absence when all the following conditions are met:

  • · The provider has a written policy for child absences, charges all other families in care for similar absence, and is charging the family for this day.
  • · The payment is not more than the provider charges private pay families for the same absence period.
  • · The charge is not being paid by a non-CCAP source.
  • · The provider’s service is available.
  • · The child is scheduled to be in child care based on hours of care you authorized.
  • Do not charge an overpayment for the absent day unless one or more of the conditions above were not met OR:

  • · You made an error in the amount of care authorized.
  • · This absence exceeded the 10 absent day limits.
  • · The family or provider did not report a change timely.
  • Frequent absent days

    If you are concerned that the amount or time of care authorized does not fit the current or future needs of the family, reassess the authorization.

    12-Month Reporters

    You cannot reduce a Service Authorization for a family that is a 12-Month Reporter during their 12-month eligibility period unless the family requests that their authorized hours be decreased. You may contact a family using frequent absent days and ask if they would like their authorization reduced.

    Schedule Reporters

    You may adjust a Schedule Reporter’s authorized care schedule during the 12-month eligibility period if they do not need all hours authorized to cover their verified activity schedule. You may contact a family using frequent absent days and ask if they would like their authorization reduced.

    Overpayments assessed for paid absent days

    If the family is found to be not eligible and an overpayment is assessed for the absent day payment, do not count the absent day against the 25 day limit.

    Notification of absent day use

    Providers and families will be notified of the number of absent days used upon initial provider authorization for a family and will receive ongoing notification of the number of absent days used as of the date of the notification through the Service Authorization and the Remittance Advice in MEC2.

    Partial day absences

    Only days in which a child is absent for the entire time authorized count against the child’s 25 absent days per calendar year limits. If a child attends child care for any part of a day, but is absent for part of the day, the full amount of care authorized for that day will be paid and the payment will not count towards the 25 absent day limits.

    Absent day parents during a family’s notice period

    If a child does not attend child care during a notice period when care is ending and it is the provider policy to charge for these days, the notice period can be paid using absent days. The absent day limits continue to apply during this period. If the child does not have enough absent days to cover the full notice period, payment may end before the end of the notice period.

    Holidays

    See Chapter 9.15.12 (Holidays) for information on payment for holidays, and the impact of holidays on absent days.

    Legal authority

    Minnesota Statutes 119B.13, subd. 7
    Minnesota Rules 3400.0110, subp. 9

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