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10.6.3 Redetermination Processing - Standards

ISSUE DATE: 03/2026

See Chapter 10.6 (Redetermination Process) for general information about the redetermination process.

See Chapter 7.1 (Verification Due Dates) for information about due dates when additional verifications are requested at redetermination.

See Chapter 10.6.10 (Redetermination Processing – Reinstatement) for information about reinstating cases when the redetermination is received after the case closes.

Review returned redetermination form and required eligibility verifications

· Review the returned redetermination form and required eligibility verifications to determine if the redetermination is complete or incomplete. A CCAP agency must begin processing a family’s redetermination within ten calendar days from the date the CCAP agency receives the family’s redetermination form.

· The CCAP redetermination form requires all questions be completed and most of the form has yes/no check boxes to indicate a response. Without the question answered, you would not know if the question pertained to the family and/or if the response would affect the family’s eligibility. When all questions are not completed, make a copy of the pages that contain unanswered questions and return them to the family for completion. The redetermination must be signed and dated by at least one parent, stepparent, legal guardian, or eligible relative caregiver who resides in the household.

· If the redetermination is incomplete, send the family an MEC2 Special Letter: Verification Request requesting missing information and/or verifications. See Chapter 7.1 (Verification Due Dates) for information on determining the due date of the Special Letter.

· If the redetermination is complete, use the information provided on the redetermination form and verifications submitted to determine the current:

· Family composition and household size

· Family status and reporting type

· Annualized income and allowed deductions

· Authorized activity for any parent in the family

· Child care needs.

· If schedule verifications are missing but all other required information has been returned and the family remains eligible, the redetermination should be processed but care should not be authorized. See Chapter 10.6.6 (Approving Eligibility at Redetermination).

· If an in-home child care request is pending but all other required information has been returned and the family remains eligible, the redetermination should be processed but care should not be authorized. See Chapter 10.6.6 (Approving Eligibility at Redetermination).

· If the family is eligible, see Chapter 10.6.6 (Approving Eligibility at Redetermination).

· If the family is ineligible, see “Termination of eligibility” below.

Authorized activity at redetermination

The family must meet authorized activity requirements at redetermination. See Chapter 4.6 (CCAP Authorized Activities).

When a parent is on a temporary break from their activity at redetermination, whether they are in an authorized activity at redetermination depends on whether their return to the activity is verified and if they meet all other eligibility requirements:

· If the parent expects to return to their activity, provides verification that they are expected to return and they meet all other eligibility requirements, suspend the case after a 15-day notice. To get eligible results when a parent is on a verified temporary break at redetermination, see Chapter 10.6.8 (Case Actions Around Redetermination).

· If the parent expects to return to their activity, does not provide verification that they are expected to return and they meet all other eligibility requirements, place the case in Temporary Ineligible status after a 15-day notice. In this situation, the case MUST be put in Temporary Ineligibility.

· If the parent is not expected to return to their activity or does not meet all other eligibility requirements, eligibility ends after a 15-day notice. The case can be put in Temporary Ineligibility.

Updating MEC² with redetermination information provided

In MEC2, update Case Data windows in the redetermination biweekly period even if changes happened earlier in the 12-month eligibility period. For end dates not previous entered that occurred during the 12-month eligibility period, enter the end date as the day before the redetermination due date. For start dates not previously entered that occurred during the 12-month eligibility period, enter the start date as the redetermination due date.

In most cases, do not reconcile what happened in the past 12 months. Changes that were not required to be reported until redetermination are considered timely if reported at redetermination. See Chapter 8.3 (Reporting Requirements) for information about the reporting types and requirements.

If you have information that indicates a family did not report a required change timely and the change was required to be verified during the 12-month eligibility period, verification is required at redetermination See Chapter 7.6 (Verification – Eligibility Redetermination). Process the redetermination when all required verifications are submitted to complete the redetermination. Reconcile the previous 12-month eligibility as a separate process to determine if an overpayment needs to be established. See Chapter 14 (Overpayments).

Termination of eligibility

Failure to complete redetermination – termination of eligibility

Do not take action to close a case for missing verifications. This includes all verification requirements including verification of satisfactory progress and verification of child support cooperation. Allow MEC² to auto-close the case at the end of the family’s redetermination period for failure to complete the redetermination.

MEC² will send a 15-day notice before terminating benefits if the family fails to comply with the redetermination process by the redetermination due date in MEC². Eligibility continues through the 15-day notice period. See Chapter 12.3.12 (Termination Notices – Family) and Chapter 12.6.9 (Termination Notices – Provider).

The case can be reinstated if a completed redetermination form and all verifications are received within 30 days. See Chapter 10.6.10 (Redetermination Processing – Reinstatement).

Ineligible at redetermination – termination of eligibility

If the family is not eligible, send the family and provider a 15-calendar day notice before terminating benefits. The adverse action notice may need to be sent more than 15 calendar days before terminating benefits to ensure the family receives at least 12 months of CCAP. See Chapter 12.3.12 (Termination Notices – Family) and Chapter 12.6.9 (Termination Notices – Provider).

Legal authority

Minnesota Statutes 142E.03
Minnesota Rules 3400.0180
Minnesota Rules 3400.0040, subp. 5

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Child Care Assistance Program (CCAP) Policy Manual