DHS randomly selects cases with overrides to be reviewed each quarter. Agencies are required to report the selected case override information to DHS for review.

Notification to CCAP agencies

DHS will inform CCAP agencies when a case is selected for the review period.

· Agencies with override use in review period July, August and September will be notified by October 15

· Agencies with override use in review period October, November, and December will be notified by January 15

· Agencies with override use in review period January, February, and March will be notified by April 15

· Agencies with override use in review period April, May, and June will be notified by July 15

Agency reporting

Overrides are reported to DHS using the Child Care Assistance Program Override Monitoring Form (DHS-6804) (PDF). A separate form must be completed for each case selected in each reporting month. The person completing the monitoring form cannot be the same person who performed the override. A supervisor or manager must review the form before it is submitted. A supervisor or manager may complete the monitoring form if they did not perform the override and also be indicated as the form reviewer.

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 that required the override(s). Case notes should provide information explaining the override reason. The agency should also identify whether the override was appropriate or not. An override is appropriate when it is both necessary and the correct override reason is used.

If the override was not appropriate, the case should be corrected. In some situations, it may be necessary for workers to override Eligibility and Service Authorization results to obtain accurate results in the system.

In addition, 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 with an inappropriate override. See Chapter 14 (Overpayments) to determine when to assess an overpayment.

Submission timelines

Override monitoring forms must be submitted to DHS quarterly according to the following schedule:

· Monitoring forms for July, August, and September are due November 15

· Monitoring forms for October, November, and December are due February 15

· Monitoring forms for January, February, and March are due May 15

· Monitoring forms for April, May, and June are due August 15

Internal review for best practice

Agencies are encouraged to conduct their own review of the MG101 report and monitor override usage. This practice can help improve accuracy by identifying caseloads with frequent override usage and can be used to recognize when additional training or support would benefit CCAP workers in more effectively using MEC2.

Legal authority

Federal Child Care and Development Fund, 45 C.F.R. Parts 98 and 99
Minnesota Statutes 119B.02, Subd. 3