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Minnesota Department of Human Services Child Care Assistance Program (CCAP) Policy Manual
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16.24 OVERRIDE REPORTING

ISSUE DATE: 04/2016

Agencies are required to report override information when the total number of cases with overrides as a percentage of the total number of cases exceeds the 25% threshold.

DHS will inform agencies by September 30 of each state fiscal year of the range they fall within based on their override use. Agencies exceeding the 25% threshold for percentage of cases with overrides will randomly select the following number of cases for each month within the state fiscal year using the MG101 CCAP Eligibility and Service Authorization Override Report:

Agencies with override use percentage greater than or equal to 75% are required to select and report on three cases monthly.

Agencies with override use percentage less than 75% and greater than or equal to 50% are required to select and report on two cases monthly.

Agencies with override use percentage less than 50% and greater than or equal to 25% are required to select and report on one case monthly.

Agencies with override use percentage less than 25% are not required to report.

Agencies required to report should generate the MG101 Report for each reporting month and randomly select the number of required cases as identified above. Focus should be given to cases with override reasons that do not clearly indicate why the override was used. For example, override reasons such as “Other” and “System Override” do not clearly identify the reason why an override was used. Agencies should select cases not reviewed in previous months unless there are no other cases to select based on the MG101 Report.

Overrides are reported to DHS using the Child Care Assistance Program Override Monitoring Form (DHS-6804). A separate form must be completed for each case selected in each reporting month. Override monitoring forms much be submitted to DHS quarterly according to the following schedule:

Monitoring forms for July, August, and September are due November 30

Monitoring forms for October, November, and December are due February 28/29

Monitoring forms for January, February, and March are due May 31

Monitoring forms for April, May, and June are due August 31

Agencies must provide an explanation of the circumstances related to the use of all override reason(s) for each case. This explanation should not state the override reason(s) used in MEC2 but should provide information about the situation in the case that required the override(s). The agency should also identify whether the override was appropriate or not. If the override was not appropriate, the case should be corrected.

In addition to completing DHS-6804, agencies should determine whether an overpayment or underpayment (if it is your agency’s policy to issue underpayments) should be assessed on each case reviewed in which the override was done inappropriately.

If the MG101 Report shows that an agency required to report had zero overrides in a month, no documentation needs to be submitted to DHS for that month.

LEGAL AUTHORITY

Federal Child Care and Development Fund, 45 C.F.R. Parts 98 and 99

Minnesota Statutes 119B.02, Subd. 3

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