Whether a change needs to be verified and how it impacts the case depends on the reported change. See Chapter 8.3 (Reporting Requirements) and Chapter 7.4.1 (Changes Not Requiring Verification) for more information.

You may become aware of changes through:

· Family reporting to the CCAP worker or another worker in the agency.

· Information reported by other people or agencies.

· Upcoming or potential changes the agency has been tracking through MEC2 or other tracking methods.

During the 12-month eligibility period, there are some situations where acting on information known to the agency is appropriate.

· For example, request information if it is known to the agency that the parent has a permanent end to all authorized activities.

You do not need to follow up on or request verification of changes that were not required to be reported and do not impact eligibility or authorized hours.

· For example, you do not need to update cases when the MFIP grant amount changes. See Chapter 6.15.3 (Annualizing MFIP Income) and the MEC2 User Manual, “Annualized Reduced MFIP Income,” for instructions on entering reduced MFIP income that has been annualized offline into MEC2.

If you become aware of inconsistent information during the 12-month eligibility period, refer to Chapter 7.4.3 (Inconsistent Information).

Requesting verification and acting on changes

Verification must be requested for certain changes. Workers must allow 15 days for the family to return verification prior to taking adverse actions. See Chapter 7.1 (Verification Due Dates).

Request verification of:

· Income change that puts the family’s income over 85% of SMI for their household size

· Move out of state or to a new county

· Change in self-employment income calculation method

· Marriage date for families who may be eligible for New Spouse Income policy

· New employment or education activity for families at the end of job search outside of an Employment Plan

· Activity change for which the family is requesting more hours of child care

· Employment or education ending permanently

· New employment in a child care setting.

Income change that puts the family’s income over 85% of SMI for their household size

If a family reports an income change that puts their income over 85% of SMI, request verification of all current income sources, not just verification of the income source that may have put the family over 85% of SMI.

· If verification confirms the family is not eligible, close the case with a 15-day notice of adverse action.

· If verification is not provided within 15 days, close the case with a 15-day notice of adverse action.

· If verification shows the family is still eligible, there is no impact on the family’s benefits until their next redetermination.

If a family has an income increase and it is unknown if it puts their income over 85% of SMI, the worker may send a Memo or Special Letter to the family telling them they must report and verify if the change puts them over 85% of SMI for their family size. If no further information is received, do not take adverse action. If it is later discovered that the change put the family over 85% SMI, assess an overpayment from the date of the change.

Move out of state or to a new county

The original county requests verification of the move. See Chapter 8.1.15 (Changes in Residence) for actions needed based on the type of move and whether verification is received.

Change in self-employment income calculation method

Families may change the method of self-employment income calculation at any time within the 12-month eligibility period when the current income calculation does not provide the most accurate assessment of income available to the family. See Chapter 6.15.6 (Annualizing Self-Employment Income) for information about the methods. They must meet verification requirements of the chosen method when changing methods. See Chapter 7.9 (Income Verification).

Changing self-employment income calculation methods may impact the amount of care that can be authorized. See Chapter 9.1.1.1 (Authorizing Care – Self-Employment) and Chapter 9.12 (Authorization Changes During the 12-Month Eligibility Period).

Marriage date for families who may be eligible for New Spouse Income policy

For families who may be eligible for the New Spouse Income policy, request verification of marriage date. If verification of the marriage date is not received, case eligibility is not impacted but all countable earned and unearned income from both spouses is counted. See Chapter 6.6.3 (New Spouse Income Policy).

New employment or education activity for families at the end of job search outside of an Employment Plan  

When a family is approved for job search outside of an Employment Plan at application or redetermination, they must meet activity requirements by the end of their job search period to remain eligible. See Chapter 4.6.6.3 (Job Search at Application or Redetermination).

· If the activity is employment, request verification that the employment activity meets the minimum activity requirements at the end of job search outside an Employment Plan. See Chapter 4.6.6.6 (Employment Outside of An Employment Plan) and Chapter 4.6.6.3 (Job Search at Application or Redetermination).

· If verification is received, determine if the employment activity meets the minimum activity requirements. If it does, determine if additional hours of child care are needed.

· If verification is not received or if the employment does not meet minimum activity requirements, the agency can close the case or place the case on Temporary Ineligible (TI) status with a 15-day notice.

· If the activity is education outside an Employment Plan, request verification that the education activity meets the education criteria in the agency’s county and tribal child care fund plan. See Chapter 4.6.6.9 (Education Outside of An Employment Plan).

· If verification is received, determine if the education activity meets the agency’s county and tribal child care fund plan criteria. If it does, determine if additional hours of child care are needed.

· If verification is not received or if the education does not meet the agency’s criteria, the agency can close the case or place the case on Temporary Ineligible (TI) status with a 15-day notice.

Activity for which the family is requesting more hours of child care

A family may request more hours of child care for activity changes including, but not limited to:

· Schedule changes

· New employment

For changes that would result in an increase in authorized hours:

· If verification is not received, do not increase authorized hours until verification is received. Do not take an adverse case action against the family. Verification will need to be requested at their next redetermination.

· If verification is received and shows the Service Authorization must be increased, update the Child’s Provider window to increase the authorized hours.

Employment or education ending permanently

For employment or education ending permanently:

· Ask the parent to submit verification of the activity ending, including the end date. A client’s written statement is acceptable verification.

· If verification is received, end the activity and start Extended Eligibility on the date the activity ended.

· If verification is not received, put the family into Extended Eligibility on the date the worker became aware of the permanent activity ending.

· Do not end eligibility or reduce or close Service Authorization(s) during the Extended Eligibility period.

· If you get information later about the actual date the activity ended, update the Extended Eligibility begin date to the date the activity ended.

· If it is later determined that the family received or may have received child care for longer than the period allowed for Extended Eligibility, an overpayment may be assessed. See Chapter 14 (Overpayments) to determine when to assess an overpayment.

New Employment in a child care setting

For new employment in a child care setting:

· Ask the parent to submit verification of the new employment in a child care setting, allow 15 days to return verification.

· If verification is received, determine whether or not care can be authorized. See Chapter 9.15.21 (Children of Child Care Providers).

· If verification is not received, end the Service Authorization(s) with a 15-day notice.

See Chapter 9.15.21 (Children of Child Care Providers) for more information about authorizing child care for children of child care providers.

Legal authority

Minnesota Statutes 142E.03
Minnesota Rules 3400.0040, subp. 4a