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How changes affect benefits?

You must document and act on all changes reported by the household. Here is a discussion of how changes affect the Child Care benefit.

Timeframe
You have 10 calendar days to act on all changes except those changes that add a child to the household or complete a change of provider. For these changes, you have 2 business days.

The clock starts running as soon as the client reports the change if the household does not need to submit verification. When verification is required, the clock starts once the household has reported and verified the change.

Locked-In Benefits
After the household provides any required verification, determine what effect the household changes will have on the Child Care benefit. Policy requires that Child Care benefits do not decrease (raise the copayment amount or reduce the units approved) during the eligibility period. It only increases or closes. The system prevents the copayment from increasing during the eligibility period. However, the system will allow you to decrease the number of units and unit type, so you must ensure this does not occur.

The only exception to these rules occurs when the household asks for a change to prevent an overpayment. A household might seek to avoid an overpayment when we incorrectly considered household income or the client did not accurately report the household’s eligibility information at certification or the most recent renewal. When this occurs, email Child Care Subsidy for further instructions.

Eligibility changes and closures
When you must change or close benefits, you must determine what effective date to use or when you close the Child Care benefit.

Example 1:

Marcelo and Baylee receive Child Care for their five-year-old, adopted daughter Nina. At certification, both Marcelo and Baylee worked and together earned $4,875 per month. None of this income counted toward Nina’s eligibility because Nina qualified for the adoption-based income exemption. The previous worker certified the case on June 16. Nina turned 6 years of age on September 1. On November 21, Marcelo calls to update the household’s address. Does the household’s $4,875 in gross income now count?

No, it does not. The household receives the income exemption through the entire eligibility period. Update the household’s address, but do not adjust the Household tab coding to change how FACS considers Marcelo and Baylee’s income. When the renewal is due, the household must complete a new application since Marcelo and Baylee are no longer eligible for the adoption based income exemption. If they are still earning $4,875, you will not approve additional care as their income exceeds the income threshold.

Example 2:

Jenna, aged 34, has been receiving Child Care for her daughter India. Her worker certified the case on February 28 with the income from only one of the two jobs where she was working at the time. When clearing a G1DX discrepancy in April, you realize the error and see the relevant verification is already in Imaging. The verification shows the copayment is lower than what it should be. What action should you take?

Contact Jenna. There is an overpayment involved in this situation. If Jenna agrees to increase her copayment to avoid or decrease the overpayment, contact Child Care Subsidy to increase the copayment. If Jenna does not want her copayment increased until the renewal is due, document the situation in FACS case notes and wait to count the additional income until renewal. Regardless, submit an overpayment referral.

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