Processing applications

All applications for CCAP, whether they are paper or electronic, must be reviewed, entered into MEC2 and processed (except for repeated applications, see below). Do not enter an application in MEC² if the application is not signed and dated. See Chapter 3.6 (Accepting Applications).

Refer to Chapter 6.15 (Annualizing income) for information about how to annualize income at application.

Processing applications for families experiencing homelessness

If the family appears eligible, process applications for families experiencing homelessness within five business days from the date of receipt.

If the family does not appear eligible or it is unknown if the family is eligible, process applications for families experiencing homelessness within 30 calendar days from the date of receipt. You may extend the processing time to 45 calendar days if the applicant is informed of the extension.

See Chapter 3.7.1 (Processing Applications from Families Experiencing Homelessness) for more information.

Processing applications for all other families

Process all other applications within 30 calendar days from the date of receipt. You may extend the application processing period to 45 calendar days if the applicant is informed of the extension. Mail a notice of approval or denial of assistance to the applicant by the end of the application processing period.

Note: If the family submitted verification by the end of the processing period and is eligible, the denial must not take effect. See Chapter 12.3.6 (Denial Notices - Family). Approve eligibility and mail an approval notice within 10 calendar days of receiving the required verification or the end of the processing period, whichever is later. See Chapter 7.1 (Verification Due Dates) and Chapter 12.3.3 (Approval Notices - Family).

To process the application:

· Review the submitted application and required eligibility verifications to determine if the application is complete. The CCAP application asks for most information using questions that are left blank if the question does not apply to the family.

· Request missing information or required verifications. See Chapter 7.3 (Verification – Initial Application). If the family has trouble getting verification, offer the opportunity to sign a release of information allowing you to verify the necessary information.

· Process the application with all known information at the time of application:

· If eligible:

· Determine the eligibility begin date and the family copayment. See Chapter 4.18 (Date of Eligibility) and Chapter 6.21 (Family Copayment).

· Notify the applicant of eligibility. See Chapter 12 (Notices).

· Authorize child care if the family has selected a registered provider. See Chapter 9.1 (Authorizing Child Care) and Chapter 11.12 (Provider Registration).

· If ineligible:

· Deny the application.

· Notify the applicant of ineligibility. See Chapter 12 (Notices).

· For BSF cases denied for no funds available, use the information in the application to screen the family for potential eligibility and place them on your agency’s waiting list. Inform the family that they have been added to the waiting list. See Chapter 4.3.12.12 (BSF Waiting List Management).

Additional Application Processing Guidance

Application is missing information

When an application does not include all required information, the agency must follow up with the family to request additional information. See Chapter 16.46 (Information about MNbenefits) for applications submitted using MNbenefits.

Repeated applications

If a family applies again after their application has been denied, and nothing has changed to indicate that the family may now be eligible, the agency may:

· Process the application using the standard processing practices.

OR

· Send either a manual denial notice (Child Care Notice of Decision – Denial (DHS-5588)) or family memo through MEC2 to notify the family that their application is denied. State the reason for denial (such as a waiting list, no eligible children, or being over income). Appeal rights are included with DHS-5588 and with family memos. If a manual denial notice is sent, enter a case note.

Examples of repeated applications include, but are not limited to:

· Family is denied for being over income, reapplies, and is still over income.

· Family is denied for no funds available and placed on BSF waiting list, reapplies, and funds are still not available. Family remains on waiting list with original application date.

If the applicant applies and the family is already receiving child care assistance, manually deny the new request using the Child Care Assistance Notice of Decision – Denial (DHS-5588) (PDF) and document the actions taken in Case Notes. For changes reported on the application, see 8.1 (Changes in Circumstances).

Application when CCAP may not be needed

When the information on a MNbenefits electronic application indicates that the person may not need child care assistance, contact the applicant and ask if they want to withdraw their application.

· If the applicant says they want to withdraw their application:

1. Enter basic information into MEC2 via the Application Workflow, coding only the Member, Member II, and Address pages. See the MEC² User Manual section “Entry of New Application.” Note: if a MAXIS case exists for the family, the system may require you to enter additional information in the Application Workflow.

2. After coding the Application Workflow pages and sending the case to background, navigate to the Pending Case List page. Follow guidance in the MEC² User Manual section “Deny Application – Client Requests Application Withdrawal.” The case will deny and proper notice will be generated overnight.

3. Document the withdrawal and the reason for it in Case Notes.

· If the applicant says they want to proceed with the application, process the application.

· If the CCAP agency is unable to contact the applicant, process the application.

Legal authority

Minnesota Statutes 142E.03
Minnesota Statutes 142E.10, subd. 7
Minnesota Rules 3400.0035