CCAP Agency Resources

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Resources for CCAP Agencies (counties, tribes and subcontracted agencies) that administer child care assistance.

Tools for administration of CCAP

Current CCAP Agencies waiting list for the Basic Sliding Fee program can be found on the public Child Care Assistance Program webpage under the subheading Waiting Lists.
Use the Child Care Basic Sliding Fee Monthly Waiting List (DHS-5671) (PDF) to report each month to Department of Human Services.
Basic Sliding Fee information for each calendar year is on the PartnerLink - Fiscal Reporting and Accounting page.
What is the Child Care Assistance Program? (PDF) flyer for agency distribution.

Case transfers between CCAP Agencies

To quicken the CCAP case transfer process, CCAP Agencies can use:

Inter Agency Case Transfer Form (DHS-3195) (PDF)

Individual cases may require additional or fewer steps.

Form for Employment Services workers

Job counselors may use the MFIP/DWP Employment Services Child Care Request Form (DHS-7054) (PDF) to communicate activity information to child care workers as part of a child care authorization request.

Child Care Assistance Program Case Reviews

Department of Children, Youth, and Families Reviews

Program, Compliance & Audit Case Reviews

The federal government requires states and territories to conduct child care subsidy case reviews in compliance with 1) the federal Improper Payments Information Act of 2002 (IPIA), as amended; 2) the Improper Payments Elimination and Recovery Act of 2010 (IPERA); 3) the Improper Payments Elimination and Recovery Act of 2012 (IPERIA); and 4) Executive Order 13520 – Reducing Improper Payments – 2009. The IPIA requires agencies to adhere to guidance prescribed by the federal Single Audit Act of 1984 (P.L. 98-502) with amendments in 1996 (P.L. 104-156), the Office of Management and Budget (OMB) Circular A-133 and A-123 and the Minnesota Office of Legislative Auditor.

CCAP agencies are required to submit selected case files to the department for review. Errors with a dollar value are subject to overpayment or underpayment policies. See CCAP Policy Manual Chapter 16.18 (CCAP Case Reviews) for more information about the review process, including specific topics that are reviewed for errors.
See CCAP Policy Manual Chapter 16.18 ( CCAP Case Reviews) for the most common errors found in case reviews.

Child Care Assistance Program Accuracy Reviews

The department randomly selects CCAP cases for review approximately once every quarter. This is to comply with the Legislative Auditor recommendation to expand its quality assurance reviews of local human service agencies.
Case accuracy reviews focus on policies used when establishing eligibility, authorizing care, registering the provider or making payments.
See CCAP Policy Manual Chapter 16.44 (Accuracy Review Reporting) for more information about these reviews.

CCAP Agency Reviews

The department strongly encourages CCAP agencies to conduct their own case management reviews. Case management reviews can help to determine root cause(s) of errors and therefore identify specific areas needing corrective action, such as policy clarification, refresher training, changes in office procedures, improved case record documentation, etc. Three options for conducting case reviews are below.

Completing CCAP case review form

CCAP agencies can use the following forms for their review process:

DHS-5312D-ENG (PDF) Family Review Form

Completing case accuracy review forms

Case accuracy review forms remain available on eDocs for CCAP Agency use once department review of a policy is complete. Current case accuracy review forms can be found on eDocs by searching form number 7356. Case accuracy review forms include DHS-7356 and forms with the same number followed by a letter.

Agency-created process and forms

CCAP agencies may create their own process and forms customized to reflect their administrative practices and optional policies. Forms developed by CCAP agencies must be submitted and approved by the department as part of or an amendment to their County or Tribal Child Care Fund Plan.

Department of Human Services training

Registration for training provided by the department for CCAP is available online at TrainLink. This training is designed for CCAP Agency staff who work with CCAP.

See DHS-SIR > MEC2 > Worker Resources for additional CCAP worker tools and best practice tips.

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