12.3.3 Approval Notices - Family
ISSUE DATE: 08/2022
If you determine the applicant family is eligible for child care assistance, send a notice approving the application by the end of the application processing period. The agency must mail the notice of approval to the applicant within 30 calendar days after receiving the application. With the consent of the applicant, the agency may extend the response time by 15 days. Include the following information in the notice:
· The date eligibility begins.· The number of hours of care authorized, the maximum rate that can be paid and how the payments will be made.· The family’s copayment amount, how and when the copayment must be made.· The family’s obligation to report the required changes within 10 calendar days from the date of the change. See Chapter 8.3 (Reporting requirements).· The family’s obligation to report a change in provider at least 15 calendar days before the change occurs, unless the case involves alleged child abuse by a provider or a complaint that the health and safety of a child in care is in imminent danger.· The importance of prompt reporting of a move to another county.· The overpayment implications if required reporting does not occur timely.· The family’s responsibility for paying provider charges in excess of the county’s maximum payments.· When child care assistance is terminated, the family will be informed of the reason for the termination and the family’s appeal rights. The provider will be informed that child care payments will no longer be made unless the family asks to continue to receive assistance pending an appeal.Note: If the family submitted required verifications to establish eligibility by the end of the application processing period, the agency must mail the approval notice within 10 days of receiving required verifications or the end of the processing period, whichever is later. See Chapter 3.7 (Processing Applications).
Recommended forms
The department recommends sending families these forms in an application packet or after a family is determined eligible:
· Child Care Assistance Program Family Guide DHS-3944 (PDF) (optional)· Child Care Assistance Program (CCAP) - Change Report Form DHS-4794 (PDF) (optional)· Reporting Responsibilities for Child Care Assistance Program Families DHS-6953 (PDF) (optional)Legal authority
Minnesota Statutes 119B. 025, subd. 1
Minnesota Rules 3400.0035, subp. 5
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