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4. Things to Keep in Mind Coalitions have the ability to tailor elements of the program to better serve their local communities. Therefore, always be aware of any policies or procedures implemented by the local Early Learning Coalition.
Always document the case record to show exactly what action was taken and why.
Once all factors of eligibility have been met, services may be provided.
Establish eligibility for the family for everything they are eligible for-No more and No less
5. TECHNICAL ELIGIBILTY REQUIREMENTS In order to be eligible for services, certain
requirements must be met. These requirements
include the following:
Age of the Child
Legal Status of the Child in the United States
Residency
Parent Identification
Purpose for Care
Household Income
Household Size
NOTE: For Cash Assistance cases (TANF/TCA), age of the child, legal status and residency information has already been verified.
6. AGE The age of the child for whom services are being requested must be documented
Under thirteen (13) years of age to receive services.
Under nineteen (19) years of age may receive services if physically and/or mentally incapable of caring for themselves
HANDOUTHANDOUT
7. Proof of Age An original or certified copy of the child’s birth record filed according to law with the appropriate public officer;
An original or certified copy of the child’s certificate of baptism or other religious record of the child’s birth, accompanied by an affidavit stating that the certificate is true and correct, sworn to or affirmed by the child’s parent;
An insurance policy on the child’s life which has been in force for at least 2 years;
A passport or certificate of the child’s arrival in the United States;
An immunization record signed by a public health officer or licensed practicing physician; or
A valid military dependent identification card.
If no supporting documents listed in subparagraphs above are available, a coalition may accept a parent’s sworn affidavit of the child’s age accompanied by a certificate of age signed by a public health officer or physician stating that the child’s age shown in the affidavit is true and correct.
If a child’s parent is unable to submit any of the supporting documentation listed above, the coalition shall document the child’s age based on an affidavit sworn to or affirmed by the child’s parent. The affidavit must be accompanied by a certificate of age, signed by a public health officer or by a licensed practicing physician which states that the physician has examined the child and believes that the age shown in the affidavit is true and correct.
8. Legal Status of the Child in the United States Title IV of the Personal Responsibility and Work Opportunity Act (PRWORA) requires programs that offer public benefits to verify the citizenship and immigration status of beneficiaries of program services. For School Readiness services, the child is considered the beneficiary of services.
To qualify for School Readiness services, the child must be a US citizen, a US non-citizen national or a qualified alien.
www.uscis.gov/files/form/i-9.pdf
9. Residency Families must reside within the counties served by the coalition.
Documents to Verify Residency:
A utility bill (electricity, phone (not cell phone), cable) received within the past month is recommended.
Pay stub –showing home address
Government Issued document
Exceptions for Homeless or Domestic Violence
10. PARENT IDENTIFICATION Identification is required for the primary applicant.
Acceptable forms of documentation include the
following (there is no one preferred source):
Driver’s license or other government issued picture identification card
Employment ID
Student ID
Documents issued by other governmental agencies including foreign countries
Two non-photo documents issued by a third party showing parent’s name-example: child’s birth certificate and parent’s pay stub
11. HOUSEHOLD SIZE & RELATIONSHIP TO CHILD Family is defined as all persons living in the
same household who are:
Supported by the income of the parent(s) or guardian(s) of the child enrolling in a School Readiness program and
Related to the parent(s) or guardian(s) by blood, marriage or adoption
Siblings must be together if they live in the household and children must be with their parents
12. HOUSEHOLD SIZE & RELATIONSHIP TO CHILD (continued) Ensure that each case record has a clear definition of the household members and the relationship between the adults and the children
If the family resides with an aunt, uncle or grandparent who is not supported by the family, that individual is not part of the household size (and his or her income is not included)
If included as a household member, then include their income in household income.
13. HOUSEHOLD SIZE & RELATIONSHIP TO CHILD (continued) If a parent/guardian is living with an individual who is not a biological or legal parent/guardian of a minor child being placed into care, and this individual is not contributing money or does not consider himself or herself to be a part of the household, then that individual is not included in the household size.
Children living with guardians (non-parents) will be the only household members for BG1-13, BG1-14R, BG3R-RCG and BG3-28A (only the income of the children will be counted for eligibility in these funding categories).
14. HOUSEHOLD SIZE & RELATIONSHIP TO CHILD
Examples of Household Size
? Mother and her two minor children = household size of 3, income of 3
? Mother, father and their child = household size of 3, income of 3
? Mother, husband and the mother’s minor child = household size of 3 (step-father must be included), income of 3
? Father, his mother (has her own income and does not consider herself a part of his household) and his son = household size of two-income of 2
? Foster parent and one foster child = household of one, income of one
? Mother, boyfriend and their mutual child and her child by a former relationship = household of 4, income of 4
15. Certification Periods Rule 60BB-4.209, F.A.C., Redetermination of Eligibility for Financial Assistance, reads that, at a minimum, eligibility must be redetermined annually, with an additional fifty (50) percent of a coalition’s enrollment being redetermined during the same fiscal year.
16. Certification Periods (continued) Be aware of any local coalition policies addressing certification periods – if a coalition policy states that the maximum certification period is six months in length, then this policy is to be followed.
17. Certification Periods (continued) Consider the families’ circumstances when assigning the certification period and take any anticipated changes into account.
Social Security recipients - One year certification beginning in January as income increases each January.
Expected changes in household - End certification at time of expected change so new eligibility can be explored.
Households with parent/guardian attending education-education period plus 30 days. This will ensure they reestablish purpose for care.
18. PURPOSE FOR CARE Each parent/guardian living in the same household of any child for whom funding is requested must meet a purpose for care. Case must contain sufficient documentation to show that each parent/guardian has an established purpose for care for the entire authorization period.
If a parent loses purpose for care they have 30 days to reestablish a purpose for care. However, they cannot move into a new certification period without a purpose for care.
19. PURPOSE FOR CARE (continued) Protective Services
Purpose for Care: Protection
Supporting documentation is present, such as a referral form showing that the child is under investigation, receiving protective services, a documented Relative Caregiver (RCG) case, or Foster Care. The “At-Risk” case must be open, and the RCG case must be open.
20. PURPOSE FOR CARE (continued) Therapeutic Plan
“At-Risk” child only – case must contain a letter from a psychiatrist, psychologist, or medical professional indicating that the child needs to be in care for developmental reasons (i.e., socialization)
21. PURPOSE FOR CARE (continued) Employment
Parent/guardian is employed at least twenty (20) hours per week
Documentation:
Six current and consecutive weeks of employment. This will be further discussed in the income section.
22. PURPOSE FOR CARE (continued) Attending Job Training or Education Program for at least twenty (20) hours per week (Full-time)
Documentation:
Current document completed by an official of the school or institution showing the number of classroom hours, any lab hours and the dates that the semester/training period starts and ends.
On appropriate (official) stationery for the school/institution or training program or contain an official seal. Website printout is acceptable.
(Coalition Variance)
23. PURPOSE FOR CARE (continued) Combination of employment and training or education = 20 or more hours per week
Seeking Employment (Job Search) – This is for TANF (cash assistance) cases and also for the thirty (30) day time period in which a parent has to reestablish the purpose for care after termination of employment.
24. PURPOSE FOR CARE (continued) Disability – An individual who receives benefits under the SSA/SSI disability program. A doctor’s statement should accompany proof of receipt of SSA/SSI. The statement should indicate that the parent in receipt of SSA/SSI needs child care assistance.
Documentation:
Award letter showing receipt of SSA/SSI for the individual
Discussion on SSA and SSIDiscussion on SSA and SSI
25. SSA vs. SSI Disability SSA
5 year work history
Can be disabled, retired or a survivor to receive income
Dependents also receive benefits
SSI-
Insufficient work history to receive SSA-means tested (income and assets evaluated)
Only disabled individual receives benefits
Usually $674 per month
26. Required Parent Copayments A sliding fee scale is used to determine each family’s contribution (copayment, parent fee) to the cost of child care. The copayment is based on the family size and annualized income.
27. Income Income is defined as “family income” and means the combined gross income from all sources, of all members of the family unit who are eighteen (18) years of age or older, including earned and unearned income.
Note: Earned income of a child 18 years of age or younger who participates in secondary education is not included as part of a family’s gross income.
28. Income (continued) Annual Wages
+ Other Included Income
= Total Annual Household Income
29. Income Examples Example 1-HH size is 2
Parent receives the following pay:
6/22-$300 7/13-$265
6/29-$285.25 7/20-$318.65
7/6-$310.14 7/27-$285.92
Six week average = $294.16 X 52 = $15,296.32 Annual Income
Example 2-HH size is 3
Parent receives the following pay:
2/14-$627.42 Child support $200 per month per child-2 children
2/28-$842.76
3/14-$745.64
Average Biweekly income = $738.61 = $19,203.86 plus $4,800 = $23,203.86 annual income
30. Income (continued) Income Thresholds
Families are eligible for services with income at or below 150% of the Federal Poverty Level. Once determined eligible, families may continue to receive financial assistance with income up to 200% of the Federal Poverty Level.
The Federal Poverty Levels are updated on an annual basis in January. The coalition uses the FPL to update their sliding fee scale effective July 1st of each year.
31. Income (continued) Types of Income
Earned Income (including tips):
Six (6) weeks of current and consecutive pay that is reflective of future earnings
– Pay stubs
– Verification of income form
32. Income (continued) Tips
Tips may be fully declared in the pay stubs, partially declared on pay stub or not declared at all on pay stubs-if less than minimum wage per hour, contact employer to verify average weekly tip amount.
If not, obtain an estimate from the employer as to what is the weekly average amount beyond what is on the stub.
Alternatively, a statement can be obtained from the parent stating the amount of tips received if no other documentation is available. Explain in history notes why declaration is being used.
33. Income (continued) Self Employment
In order to establish a purpose for care for self-employed individuals, it is reasonable to believe that the purpose for care is met if the income is equal to or greater than the current minimum wage multiplied by 20 hours a week – Note this is not in law or rule but most coalition follow this practice
Payments made to household members as income are not counted as deductions-should be included in net income as household income.
34. Income (continued) Income for self employment is calculated by using gross receipts and deducting expenses. Gross receipts include the value of all goods and services rendered. Expenses include the cost of goods purchased and rent and utilities for the business property. Income and expenses recognized by the Internal Revenue Service (IRS) are considered allowable for School Readiness purposes.
35. Income (continued) It is preferable to have the IRS Tax return form for the most recent year as documentation of self-employment.
If not available, use business records for period reflective of current earnings-not less than two months. If business has not been established, use whatever business records to reflect period since established.
36. Income (continued) Unearned Income:
Supplemental Security Income (SSI)
SSI income received by an adult is included as income. (SSI received by child is excluded income)
Social Security Administration (SSA)/SSI
Child Support/Alimony
Unemployment/Workman’s Compensation (UC/WC)
Preferred source – Award letters
Alternate source – letter from SSA
Child Support – Preferred: Verify from CSE or Clerk of the Court showing gross amount paid
Collateral ContactsPreferred source – Award letters
Alternate source – letter from SSA
Child Support – Preferred: Verify from CSE or Clerk of the Court showing gross amount paid
Collateral Contacts
37. Income (continued) Documentation of Income:
All earned and unearned income not excluded by Rule shall be documented.
Gross income should be verified/documented by the source of the income. Expenses paid by the employee and reimbursed are not counted in gross income.
38. Income (continued) Examples of documentation for unearned income include:
Award Letters from SSA/SSI Workman’s Comp (Purpose for care?)
Clerk of the Court Printouts
WAGE transcripts for Unemployment
Written statement from absent parent as to amount paid in child support Collateral contacts: Contact’s name, address and telephone numberCollateral contacts: Contact’s name, address and telephone number
39. Effective Interview Techniques During each interview, specialists should establish all household circumstances including:
Absent parents for each child in the home and whether the absent parent(s) pay child support/alimony
Household size and relationships of all household members to the children
All household income-explore for second jobs and other income not declared by family (parents do not always count as income what an eligibility specialist might count as income-ask if there is any other money received by any household member each month)
Death of a parent- if the parent of a child is deceased, the family should be referred to SSA as they may qualify for survivor’s benefits.
Disabled Parent- if the parent of a child is disabled, the family should be referred to SSA as they may qualify for disability benefits.
Any anticipated changes
The interviewing specialist should explain any unresolved case conflicts, such as a single parent applying for two children has been divorced for 4 years but she is pregnant.
40. Income (continued) Calculating Income
The most current and consecutive six (6) weeks of income, that is reflective of future earnings, should be used, if available.
If income is received monthly, a minimum of two months receipt of income should be used to calculate the family’s annual income.
41. Income (continued) Examples of instances where most current and consecutive six weeks of pay may not be representative of future earnings:
New job
Change in rate of pay
Change in hours
Case notes should be made to explain why six weeks of income was not used to establish eligibility.
42. Income (continued) Annualizing Income
Using six weeks of pay stubs, determine the frequency of pay and use the following conversion procedures:
43. Income (continued) Parent/Guardian is paid weekly
Add all pay stubs (that represent income that is reflective of future earnings), divide by the number of pay stubs used and multiply by 52 weeks.
44. Income (continued) Parent/Guardian is paid bi-weekly (every other week) (14 days between pay stubs)
Add all pay stubs (that represent income that is reflective of future earnings), divide by the number of pay stubs used and multiply by 26.
45. Income (continued) Parent/Guardian is paid semi-monthly (twice a month)
Add all pay stubs, divide by the number of pay stubs used and multiply by 24.
Note: This pay frequency can be detected by there being more than 14 days between some pay dates. The pay dates normally occur on the same days each month, for example on the 1st and 15th day of each month.
46. Income (continued) Parent/Guardian is paid daily
Determine weekly pay by adding all pay stubs (that represent income that is reflective of future earnings), divide by the number of pay stubs used, and multiply by the average number of days worked per week. Multiply the weekly pay by 52 weeks.
Bonuses are sometimes received. If captured in a six week period, the specialist must verify from the employer the frequency of the bonus. If received less frequently than monthly, then remove from average, average the six weeks and calculate total annual income, then add bonus back in – if received annually add the single bonus if received quarterly then four times the bonus is added. Explain frequency in case note.
47. Income (continued) Excluded Income:
SSI payments received by children
Adoption subsidy payments
Housing Allowances
Education Grants and Loans
Food Stamps-not counted in budget but must be entered in database for federal reporting requirement
Case notes should explain any excluded income.
48. Referrals Types of Referrals:
Temporary Cash Assistance/Welfare Transition Program (TCA/WT) Referrals
For families that have applied for cash assistance and are required to complete a job search or other approved activity prior to approval for cash assistance. These are applicants and child care services should be for a limited time only. The time period usually does not exceed thirty (30) days, but can be adjusted in accordance with coalition policy.
Families that are receiving cash assistance benefits are subject to work participation requirements in order to continue to receive the cash assistance. The length of the referral period can be up to six months.
49. Referrals (continued) At-Risk of Abuse and Neglect Referrals
Families that have been reported for abuse and/or neglect, and are under investigation by the local sheriff’s office or the DCF Protective Investigations (PI) unit. These services are for clients under investigation and should be time limited. The time standard for completion of these investigations is 45 days, so we honor a 60-day child care referral for At-Risk investigations.
Families that have an open Protective Services (PS) case with DCF or its contracted service provider – Community Based Care (CBC) agency. These cases can include:
· children living at home with his or her parents
· children in/out of home placement – this includes foster care, relative and non-relative placements
The referral period may be for up to six (6) months
If the child is subject to the Rilya Wilson Act, this should be identified on the referral.
50. Referrals (continued) Relative Caregiver Recipients (RCG)
Referral or letter from DCF saying these are relative caregivers is required.
In these cases the relative MUST be receiving RCG payments.
RCG Payments $242-child 0-5
$249-child 6-12
$298-child 13-17
DOCUMENTATION OF RCG PAYMENTS IS REQUIRED TO BE ELIGIBLE IN THIS CATEGORY.
51. Referrals (continued) Transitional Child Care (TCC) Referrals
Former TCA recipients
Up to 24 months, depending on local workforce board and coalition policy.
Begins on the first day of the month (that the family is no longer eligible for cash) and continues for up to 24 consecutive months. Should always end on the last day of a month.
Workforce Partner determines 24 month timeframe.
52. Referrals (continued)
Referral forms must be signed, dated, and current. It is a good practice to have a listing of the names of caseworkers who are authorized to submit referrals for the appropriate agencies.
53. Referrals (Continued) Time Standards for Referrals
Referrals are only valid for 10 calendar days from date of receipt.
A new referral must be obtained if services are not authorized prior to the expiration of the referral.
Date stamp when received.
If additional documents are needed for At-Risk cases, allow parent/guardian or referring caseworker 10 days to get the documents to you-do not deny care.
54. Referrals (continued) Purpose for Care
Number of hours of authorized care. This should correspond to OEL Standard Codes, for example full-time, part-time, or a varied work schedule. Most referrals include the total number of hours of weekly care needed, plus reasonable transportation time and this is acceptable.
Authorization period (not to exceed six months, except for TCC eligibility periods)
55. Referrals (Continued) What is a Valid Referral?
Client/Family Demographic Information
Eligibility Section
Purpose for Care
Authorization-dates and hours
Signatures
If employment is also checked (besides protection) on an At-Risk out of home placement, must have one current pay stub for each guardian in the home or obtain a corrected referral. Purpose for Care Section: Discuss not counting income of Foster Parent, Relative for Relative Placement, but have a pay stub to show employmentPurpose for Care Section: Discuss not counting income of Foster Parent, Relative for Relative Placement, but have a pay stub to show employment
56. Required Parent Co-Payments A sliding fee scale is used to determine each family’s contribution (copayment, parent fee) to the cost of child care. The copayment is based on the family size and annualized income. Fee scales are coalition specific.
57. Parent Fees (continued) Fee Reductions and Waivers
Protective Services in-home placements and out-of-home placements, in which the child does not receive TANF “child only” benefits, may have their fees reduced or waived on a temporary, case-by-case basis.
58. Fee Reductions and Waivers Events that allow for reductions or waivers:
Child’s parents/guardians are in prison, in residential treatment, incapacitated, deceased, in a homeless shelter/living arrangements, experienced a natural disaster, household emergency, such as a fire or robbery.
59. Fee Reductions or Waivers The coalition must have a policy to authorize fee reductions or waivers in special circumstances.
The policy must describe the special circumstances that allow for the reduction or waiver.
The duration of the reduction or waiver should match the duration of the special circumstance.
The request for fee waiver and approval must be included in the case file.
60. Priority Placements Families in receipt of TANF Cash Assistance, who are subject to federal work requirements
Children who are At-Risk of abuse, neglect, and exploitation
These children cannot be placed on waiting lists and have non-priority children placed into care before them.
61. Billing Groups At-Risk (BG1)
In-Home (BG1-11)
Foster Care(BG1-13)
Out-of-Home Relative (BG1-14R)
Relative Care Giver
(BG3R-RCG-must receipt RCG payment) Workforce Services
TANF (BG3-APP-Applicant/BG3-21 or 21W) Recipient
TANF Child Only (BG3-28A)
TCC-(BG5 23B) (BG5 23CTEd) Insert handout, who’s income is counted, who’s isn’tInsert handout, who’s income is counted, who’s isn’t
62. Billing Groups Working Poor-BG 8 27/31)
Income Only
Disabled (BG 8 29)
CCPP/CCEP
Migrant Farm Workers
Income Based (BG7)
Not Income Eligible
(CF MI)
63. Potential Overpayments Ensure that services continue to be provided to eligible and needy families.
Be vigilant and aware when completing the eligibility process.
Review all documentation thoroughly and listen to what the applicant says.
Should the potential for an overpayment exist, follow the fraud procedures currently in place.
64. Terms and Conditions Signed and dated application at least annually. Should include at least-
Parental Choice
Access to Child
Reporting Changes
Release of information statement for FDLE
Non-discrimination statement
Right to appeal all decisions
Responsibility to pay parent fee
65. Notices and Other Forms Approvals/Placements
Redeterminations/Terminations
Fee Changes-Increased benefits vs. Decreased benefits
Funding Loss -10 day notice
66. Partnerships The importance of building partnerships with your DCF, Workforce, and Community Based Care partners cannot be overstressed.
This can include regular meetings to discuss referral procedures.
Identifying contact people to address a referral that may need additional information.
Developing processes for expiring or terminating referrals.
67. Summary Eligibility is a fluid process.
Situations may arise that require additional guidance.
Always ensure that the case file is adequately documented to explain the eligibility actions and decisions.
AND ALWAYS REMEMBER THAT ELIGIBILITY IS NEVER BORING
68. SR Monitoring Tool
69. Contact Information Pat Weyer
Eligibility and Fraud Prevention Analyst Supervisor
107 E. Madison St., MSC 140
Tallahassee, FL 32399
(850) 921-3486
Pat.Weyer@flaawi.com
