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Minnesota Department of Human Services Child Care Assistance Program (CCAP) Policy Manual
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10.6.6 Redetermination Processing - Reinstatement

ISSUE DATE: 10/2017

Families have 30 calendar days after their case closes to submit the redetermination form and all required eligibility verifications. When the 30th calendar day falls on a Saturday, Sunday, or legal holiday, the 30-day time period is extended to the next day that is not a Saturday, Sunday, or legal holiday. If the family meets all eligibility requirements, child care assistance can be approved back to the date the case closed.

If any of the required eligibility verifications or the redetermination form itself is not received within 30 calendar days after the case closes, the case should remain closed. The family must submit a new application to re-apply for child care assistance. If the redetermination form (DHS-5274) is submitted after the 30 day reinstatement period, it cannot be used as a new application (DHS-3550). Follow policies for processing a new application. See Chapter 3.6 (Accepting and processing applications).

Income

If a complete redetermination form and all required verifications are received within 30 calendar days after the case closes the:

  • · Family’s income must be below the exit level of 67% of State Median Income. See Chapter 6.3 (Income limits).
  • · Family’s income does not need to meet the 47% of State Median Income applicant income level. See Chapter 6.3 (Income limits).
  • Basic Sliding Fee (BSF) waiting list

    If a complete redetermination form and all required verifications are received within 30 calendar days after the case closes, the family is not subject to the Basic Sliding Fee waiting list.

    Some families receive child care assistance while on the Basic Sliding Fee waiting list. If a complete redetermination form and all required verifications are received within 30 calendar days after the case closes:

  • · Minnesota Family Investment Program/Diversionary Work Program (MFIP/DWP) Child Care for Student Parents child care can be approved back to the date the case closed. The family remains on the waiting list.
  • · Transition Year (TY) child care can be approved back to the date the case closed. The family remains on the waiting list.
  • · Transition Year Extension (TYE) child care can be approved back to the date the case closed. The family remains on the waiting list.
  • · Portability Pool (PP) child care can be approved back to the date the case closed, as long as the family has not exceeded the 6 month limit for Portability Pool child care. The family remains on the waiting list.
  • Eligibility

    The family must meet all eligibility requirements to have their case reinstated. If the family does not meet all eligibility requirements the case should remain closed.

    A family may meet all eligibility requirements for part, but not all, of the time between the case closing for no redetermination and when the worker processes the redetermination. If the family met all eligibility requirements for part of the time:

  • · If all eligibility requirements are met for a period of time directly after the case closed, but are not met at a later date, the case should be reinstated.
  • · If all eligibility requirements are not met for the time period directly after the case closed, the case should remain closed.
  • Suspended and temporary ineligible cases

    If a complete redetermination form and all required verifications are received within 30 calendar days after a suspended case closed for no redetermination, the case can be reinstated back to the date the case closed, as long as the family has not exceeded the one year time limit for suspension.

    If a complete redetermination form and all required verifications are received within 30 calendar days after a temporary ineligible case closed for no redetermination, the case can be reinstated back to the date the case closed, as long as the family has not exceeded the time limit for temporary ineligibility.

    Copay changes

    Information reported on the redetermination may change the family’s copay.

  • · A copay decrease is effective the biweekly period after the redetermination is processed.
  • · A copay increase requires a 15 day notice. You must ensure the family’s copay does not increase during the 12 month eligibility period. The copay increase is effective the biweekly period after the 15 day notice. The time period with the lower copay is not an overpayment unless the family failed to report a change timely.
  • Authorized hours changes

    Information reported on the redetermination may change the number of hours authorized for a child.

  • · An increase in the number of hours authorized is effective the biweekly period after the redetermination is processed. Authorized hours may also be increased for biweekly periods prior to the date the redetermination was processed if the child qualifies for more hours.
  • · A decrease in the number of hours authorized requires a 15 day notice. Give 15 day notice from the day the redetermination is processed. The decrease in the number of hours authorized is effective the biweekly period after the 15 day notice. The time period with the higher authorized hours is not an overpayment unless the family failed to report a change timely. Caseworkers should reference the MEC² User Manual > Service Authorizations > Reduction of Hrs to a Provider Requiring a 15 Day Notice Workaround to correctly reduce authorized hours with a 15 day notice.
  • Schedule verification

    If schedule verifications are missing but all other required information has been returned within 30 calendar days after the case closes, the case should be reinstated but care should not be authorized. The family’s case should be suspended for a period of up to one year. See Chapter 8.9 (Suspending a Case).

    Child care can be authorized when the schedule verifications are submitted. Child care can be authorized retroactively back to the date care was ended or six months prior to the date the Service Authorization is issued, whichever is later (assuming that the schedule provided applies to the time period when care was ended). See Chapter 9.3 (Payments to Providers), which states, “If a provider provided care for a time period without receiving a Service Authorization and a billing form for an eligible family, payment may only be made retroactively for a maximum of six months from the date the provider is issued a Service Authorization and billing form.”

    Child Support cooperation

    Families who are not cooperating with Child Support enforcement at the time of their redetermination will have their case closed. If a family begins cooperating with Child Support enforcement within the 30 day reinstatement period, reinstate the case back to the date the case closed if all other redetermination eligibility factors are met.

    Inappropriate reinstatement

    Families whose eligibility and service authorization were reinstated when the completed redetermination form and/or required eligibility verifications were received after the last day of the 30 calendar day reinstatement period are considered inappropriate reinstatements. If it is discovered that a case was inappropriately reinstated, the worker must determine if an overpayment occurred. See Chapter 14 (Overpayments).

    Legal authority

    Minnesota Statutes 119B.025
    Minnesota Statutes 119B.09
    Minnesota Statutes 119B.12
    Minnesota Rules 3400.0180
    Minnesota Rules 3400.0040

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