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Change Reporting Requirement

You must identify what changes Policy requires the household to report and advise clients of their reporting responsibilities. After certification, the household must report when the household's income exceeds the amount found in the Appendix C-4. They have 10 calendar days to report these changes. The household may choose whether to report all other changes. Households are sent notices to remind them of their reporting responsibilities at renewal and certification.

Required change reporting

Required changes include any changes that cause the household's income to exceed the income standard. These changes may include

  • Increases in the household’s gross income,
  • Decreases in the number of household members, or
  • Decreases in the amount of court-ordered child support the household is paying.

When one of these changes does not cause the household's income to exceed the income threshold, the household is not required to report the change until the next renewal. When the household's income exceeds the income threshold, close the Child Care benefit.

If the household does not report required changes timely, they may incur an overpayment. When an overpayment occurs, send an overpayment referral to AFS Benefit Integrity.

Voluntary change reporting

Voluntary changes include any changes that do not raise the household's income above the income threshold. These changes may include but are not limited to changes in

  • household composition,
  • residence,
  • mailing address,
  • work or school schedule,
  • gross income changes,
  • the gross amount of child support household members pay, or
  • the child care provider.

Why the household might report voluntary changes?

The household may choose to report changes that are not required for a number of reasons. Reporting voluntary changes has benefits. It keeps the Child Care benefit up-to-date. It may increase the number of hours a child may attend child care, may decrease the household's copayment, and ensures the client receives DHS notices in the mail.

Example 1:

Zoie, age 35, is receiving Child Care benefits for her seven-year-old son Tyler and her five-year-old daughter Taliyah. She works at a poultry processing plant. The certification date for this case is May 20. At certification, her income was $2,680. For the holidays, she begins working a seasonal job at a retail store. She earns an extra $1,182.50 each month. She received her first check on September 15. Tyler and Taliyah will not need more time at the child care because their grandmother has agreed to watch them while Zoie works for the retailor. Does Zoie need to report this change?

No, she does not. The Appendix C-4 lists $4,059 for a household of three. The household's income is $3,862.50 ($2,680+$1,182.50=$3,862.50). Since the household's income does not exceed the income threshold, Zoie does not have to report during the eligibility period. If she needed additional time for Tyler and Taliyah to attend child care, she might have chosen to report this change even though it is not a change she must report.

Example 2:

Kevin, age 26, and Norah, age 25, are receiving Child Care for their one-year-old daughter, London. At certification, Kevin worked and earned $2,423, and Norah was performing student teaching. The certification date was August 17. Norah finished her student teaching and secured a teaching position. She earns $36,601 annually. She will receive her first full check on January 15.  Kevin is still working at the same job. Does she need to report this change?

Yes, she does. The income threshold on Appendix C-4 for a household of three is $4,059. Norah's income is $3,050.08 per month ($36,601/12=$3,050.08). The household's income is now $5,473.08 ($2,423+$3,050.08=$5,473.08), which exceeds the income standard.

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