Non-APA WF 18-I

COMMENT DUE DATE:

July 30, 2018

DATE:

July 20, 2018

Laura Brown, Adult and Family Services (AFS) 405-521-4396

Dena Thayer, Programs Administrator, Legal Services (LS) Policy 405-521-4326

Nancy Kelly, Policy Specialist, LS Policy 405-522-6703

RE:

Non-APA WF 18-I

It is very important that you provide your comments regarding the DRAFT COPY of policy by the comment due date. Comments are directed to *STO.LegalServices.Policy@okdhs.org.

The proposed policy is Non-APA . This proposal is not subject to Administrative Procedures Act

It is important that you provide your comments regarding the draft copy of policy by the comment due date.Comments are directed to STO.LegalServices.Policy@okdhs.org.

The proposed policy is Instructions to Staff (ITS) only.

SUBJECT:CHAPTER 40. CHILD CARE SUBSDIDY PROGRAM

Subchapter 3. Initial Application

Part 3. Special Households

340:40-3-1 ITS only [Amended]

Subchapter 9. Procedures Relating to Case Changes

340:40-9-1 ITS only [Amended]

340:50-9-2 ITS only [Amended]

(WF 19-I)

SUMMARY:

Oklahoma Administrative Code (OAC) 340:40-3-1 ITS are revised to:(1) remove inaccurate directions regarding how to authorize care for only 30-calendar days; (2) add a Quest link for instructions on how to code 30-calendar days of Presumptive Eligibility; (3) update terminology; and (4) simplify and clarify language.

OAC 340:40-9-1 ITS are revised to add a Quest link for instructions and examples of how to reopen child care at renewal when there is new household income.

OAC 340:40-9-2 ITS are revised to:(1) add a Quest link for instructions and examples of how to reopen child care at renewal when the client has new income but has not received a full pay check; (2)add a Quest link for coding instructions when a worker reopens child care following a 30-calendar day Presumptive Eligibility period; (3) remove outdated coding instructions and (4) simplify and clarify language.

LEGAL AUTHORITY:Director of Human Services; Section 162 of Title 56 of the Oklahoma Statutes (O.S. 56 § 162).

CHAPTER 40. CHILD CARE SUBSDIDY PROGRAM

SUBCHAPTER 3. INITIAL APPLICATION

340:40-3-1. Application process

Revised 10-1-17

(a) Application process.The application process for subsidized child care benefits begins with a request for benefits and ends with an eligibility determination.Application approval is subject to available funding.Subsidized child care benefits must be synchronized with the client's food benefits or SoonerCare (Medicaid) benefits per Oklahoma Administrative Code (OAC) 340:40-9-1(g).Child Welfare Services or Adult and Family Services (AFS) staff process the application.¢ 1

(1) When an application is required.An application is required, when:

(A) an applicant initially applies for subsidized child care benefits.Refer to (c)(2) of this Section when an application is denied;

(B) the client's subsidized child care benefits are closed for more than 30-calendar days;

(D) the family income was not considered because OAC 340:40-7-12(6) policy applied and one or more of the affected adopted children turns 6 years of age unless there is already a separate open income eligible case and the child can be added to that case per OAC 340:40-9-2(d).¢ 3

(2) Who can apply.An applicant or the applicant's authorized representative may apply for subsidized child care benefits.When an authorized representative applies on behalf of an applicant, he or she must bring a signed statement from the applicant giving the person permission to act on behalf of the applicant or the applicant must have designated the person as his or her authorized representative on the signed application.¢ 4

(A) When the natural or adoptive parent or stepparent lives with the child, he or she is considered the applicant and eligibility is based on the parent's situation regardless of whether he or she has custody of the child.

(B) When both the natural and adoptive parent of the child live in the same household and the adoption is final, the adoptive parent is considered the applicant and eligibility is based on the adoptive parent's situation.

(C) When the natural or adoptive parent or stepparent is not in the home, the person acting in the role of the parent, referred to as the caretaker, is the applicant.The caretaker may or may not be related to the child.¢ 5

(D)When the child's parent is a minor, either the minor parent or the responsible adult the minor lives with can be considered the applicant for the subsidized child care benefits.Eligibility is based on the minor parent's situation.¢ 6

(E) When the natural or adoptive parent lives in the home but is too incapacitated to apply, another person living in the home may apply for the natural or adoptive parent.The other person must provide proof of the parent's inability to apply.¢ 7

(3) Application.An applicant or the applicant's authorized representative completes and signs an application to apply for subsidized child care benefits.¢ 8When the applicant requests child care for a child with disabilities, the worker gives Form 08AD006E, Certification for Special Needs Rate for Licensed Child Care Homes and Centers, to the applicant.¢ 9

(4) Request date.The request date, known as the application date for other Adult and Family Services programs, is the date the applicant requests subsidized child care benefits verbally or in writing.¢ 10

(5) Certification date.The certification date is the date the applicant or the applicant's authorized representative completes the child care interview and provides all necessary verification to the county office, including the name of the child care provider the client chooses to use.¢ 11

(A) The provider must have a valid Oklahoma Department of Human Services (DHS) child care provider contract.

(B) Refer to OAC 340:40-5-1(7) for reasons an applicant cannot choose certain child care providers.

(6) Child care interview.Child care interviews may be completed face-to-face or over the phone with the applicant or authorized representative.¢ 12

(7) Explanation of eligibility factors.At the time of the initial interview, the worker informs the applicant or authorized representative of:¢ 13

(A) his or her rights and responsibilities;

(B) all factors of eligibility including the requirement that the chosen child care provider be contracted with DHS;

(D) the applicant's electronic benefit transfer (EBT) responsibilities including viewing the client training video;¢ 14

(E) the earliest date child care can be approved;

(F) the requirement to cooperate with the DHS Office of Inspector General during any audit or investigation of the applicant or the provider the applicant uses for child care; and

(G) the requirement to report within 10-calendar days when household income exceeds the federal exit income threshold per DHS Appendix C-4, Child Care Eligibility/Copayment Chart, Schedule II.At certification and renewal, a computer-generated notice issues to inform the client of the current, federal income threshold for his or her family size.

(8) Timeliness.To be considered timely, the worker must determine eligibility within two-business days of receiving all necessary verification to certify or deny the application.

(A) When the applicant does not provide requested verification, the worker denies the request within 30-calendar days of the request date.

(B) When eligibility is not determined within 30-calendar days, the worker sends Form 08MP038E, Client Notice of Action Taken, explaining the reason for delay.

(9) Right to appeal.The applicant has the right to appeal the untimely processing of a child care request or the decision of eligibility or ineligibility per OAC 340:2-5.

(b) Presumptive eligibility processing.The worker may presumptively approve a maximum of 30-calendar days of child care prior to making a complete eligibility determination when a reason described in (1) of this paragraph applies.¢ 15

(1) Reasons include, when the applicant:

(A) is in danger of losing a job or cannot start a new job unless child care is immediately approved.In this circumstance it must be out of the applicant's control to provide required verification and the applicant does not have the money to pay toward the cost of child care;¢ 16

(B) is employed but has not received pay from the job and is not guaranteed a wage because he or she is self-employed or works on a commission-only basis.Further care is not approved until the applicant provides proof he or she received earnings from the job;¢ 17

(D) requests good cause for refusal to cooperate in pursuing child support with Child Support Services per OAC 340:40-7-9 and has not provided good cause proof yet.Further care is not approved until the applicant provides good cause proof that supports the good cause claim.¢ 18

(2) The worker gives or sends the applicant Form 08AD092E, Client Contact and Information Request, to inform the applicant what he or she needs to provide before further care is approved.¢ 19

(c) Eligibility determination.The worker determines the applicant's eligibility to receive child care subsidy benefits based on eligibility conditions per OAC 340:40-7.The applicant must meet a need factor within 30-calendar days of the request date.After calculating family income, the worker uses DHS Appendix C-4, Child Care Eligibility/Copayment Chart, Schedule I.A or I.B to determine if the household meets income guidelines.¢ 20Refer to OAC 340:40-5-1(8) and 340:40-7-10 through 340:40-7-13 for information regarding income determination.

(1) Applicant determined eligible.The earliest date the worker approves subsidized child care benefits is the date the applicant completes the child care interview and provides all necessary verification to determine eligibility.The worker certifies the applicant for a 12-month eligibility period per Section 98.21 of Title 45 of the Code of Federal Regulations.The applicant is responsible for child care used before the certification date.

(A) The client swipes attendance with his or her EBT card through a point-of-service machine at the child care facility.

(B) DHS does not pay for care for any day the child attends child care when the client fails to swipe attendance, unless extenuating circumstances exist beyond the control of the client or provider.¢ 21

(C) When the client fails to swipe attendance, he or she is responsible for any care provided that day and may be responsible for any absent day payment DHS pays, when all of the days the child attended were recorded.

(2) Applicant determined ineligible.The worker denies the child care request or application when the applicant completes the application process and is determined ineligible, does not provide needed verification, or fails to cooperate in determining eligibility.¢ 22

(A) When the applicant is determined ineligible after completing the application process and providing necessary verification, a new application is required regardless of the original request date.¢ 23

(B) When the worker denies the application because the applicant did not provide required verification, including choice of provider, a new application is not needed when the applicant completes the application process and provides necessary verification within 60-calendar days of the original request date.

(C) When the worker denies the application because the applicant fails to cooperate in determining eligibility, a new application is not required when the applicant cooperates within 30-calendar days of the original request date.¢ 24

INSTRUCTIONS TO STAFF 340:40-3-1

Revised ~~10-1-17~~8-1-18

1.(a) Child welfare specialists process applications made by:

(1) a foster parent whether or not a payment is made.Refer to Oklahoma Administrative Code (OAC) 340:75-7-65 for Child Welfare Services (CWS) foster care child care requirements;

(2) a foster parent of a child in tribal custody with an open resource in the Child Abuse and Neglect Information System also known as KIDS;

(3) foster parents in the process of a trial adoption of the foster child in their care;

(4) clients requesting protective/preventive care when CWS is working with the family and recommending protective or preventive child care; and

(5) clients requesting care for a child placed in their home due to an Immediate Protection Plan or a Safety Plan.

(b) CWS adoption specialists process applications for trial adoptive families who are adopting a child in Oklahoma Department of Human Services (DHS) custody that did not previously serve as the child's foster home.

(c) Adult and Family Services (AFS) workers process all applications for:

(1) clients when a copayment must be determined;

(2) children under Interstate Compact on the Placement of Children (ICPC).When a child is under an ICPC with another state, the local ICPC worker advises AFS staff when the foster family is receiving funds for child care from the other state.When funds are available for child care from the other state, the worker denies the application;

(3) a tribal foster family when there is not an open resource in KIDS.The worker sends an email to daycare@okdhs.org notifying AFS Child Care Subsidy staff of the approval.The email includes the case number, foster parent's name, and child's name.AFS Child Care Subsidy staff then requests CWS resource program staff determines why there is not an open resource in KIDS;

(4) protective/preventive child care as long as there is not an open CWS case.This may occur when the family is not court involved but CWS staff contracts with an outside agency for Comprehensive Home-Based Services (CHBS).Refer to OAC 340:40-7-8(f) for information about processing AFS protective or preventive child care requests; and

(5) clients whose children are in DHS custody and on trial reunification with their parents.When children are in DHS custody but on trial reunification with their parents, the parent's income is considered in determining the amount of the family share copayment.

2.When a change of payee is reported, the worker asks the client if the payee change is due to a temporary or permanent absence.When the parent's absence is temporary, he or she is considered a household member per OAC 340:40-7-6(c) and remains the payee.When the change is permanent, the new payee must complete a new application.

3.When an adoptive child turns 6 years of age during an eligibility period, the child remains eligible until the next renewal.At renewal, a new application is required for the 6 year old.

4.(a) An authorized representative is a person who is knowledgeable of the household circumstances.The child care provider or a person working for the child care provider cannot be the authorized representative.The worker contacts the applicant to determine, if the:

(1) household freely requested the assistance of the authorized representative;

(2) household circumstances are correctly reported; and

(3) applicant understands that he or she is held liable for any overpayment resulting from erroneous information given by the authorized representative.

(b) The worker must enter information about the authorized representative in the Information Management System (IMS) using the computer transaction EBTU before an electronic benefit transfer (EBT) card can be issued.

5.Refer to OAC 340:40-7-6(c) when the absence of the parent is temporary.

6.Only the minor parent's income and need factor is used to determine the child's eligibility for subsidized child care benefits.Refer to OAC 340:40-7-6(b).

7.The person acting on the parent's behalf must provide documentation from a professional, who is working with the parent, stating why the parent is incapable of completing the application or designating an authorized representative.

8.(a) A signature may be submitted in person, through a scanned document via email, fax, or okdhslive.org.

(b) An application submitted online through okdhslive.org is automatically copied to DiscImage and is considered to have an electronic signature.A paper application is not required.

9.When approving a child with disabilities for child care, refer to OAC 340:40-7-3.1 for information on the approval process for the higher special needs rate at the chosen facility.

10.(a) Child care subsidy benefits may be requested verbally, in writing, or through okdhslive.org.

(b) The date of request is entered in the Family Assistance/Client Services (FACS) Eligibility Notebook, Child Care tab in the "Request Date" field E1 before an EBT card can be issued.When the worker certifies or denies benefits, the date of request is also entered in the FACS Eligibility Notebook, Auth. Daycare tab in the "Child Care Req Date" field K9.

(c) When the child care request is mailed or left at the local county office or submitted through okdhslive.org, staff contacts the applicant the same day to explain that a child care interview must be completed and to advise what verification must be provided before care is approved.A phone interview is appropriate when it best meets the applicant's needs.When the worker cannot reach the client by phone, he or she sends Form 08AD092E, Client Contact and Information Request, advising the client that an interview must be completed and needed verification provided.The worker documents all attempts to contact the client by phone in case notes.

(d) The need for child care must be met within 30-calendar days of the request date.

11.(a) The only time the date of request and the date of certification are the same date is when the applicant completes a child care application, is interviewed, and provides all necessary verification on the same day.Refer to OAC 340:40-7 for eligibility factors the worker must verify before approving subsidized child care benefits.The applicant must also advise the worker of the name of the child care provider he or she plans to use before the certification date is determined.

(b) When the applicant chooses an ineligible provider, the worker is responsible for immediately informing the applicant of the provider's ineligibility and that he or she must choose a contracted provider.

(1) When the applicant chooses a child care provider with a pending DHS contract, the worker must inform the applicant that:

(A) the earliest date DHS approves child care and payment to the provider is the day the provider's contract is granted; and

(B) payment for any child care used prior to that date is the applicant's responsibility to pay.

(2) The worker determines when a new contract is granted by entering in IMS:PCI, space, and the contract number.The date shown under "contract begin date" is the earliest date services may be approved.

(c) The worker enters the date of certification in the FACS Eligibility Notebook in the Child Care tab, "Cert Date" field E2 and in the Auth. Daycare tab, "Begin/Change Date" field K45 when the applicant needs care on this date.When the applicant does not need care until a future date, the worker enters the future date in the "Begin/Change Date" field K45.

(d) When the applicant provides all requested verification and the worker determines more verification is needed, the certification date entered is the date the applicant provides the initially requested verification.

12.(a) The worker completes the interview with the person who signs the application or the household's authorized representative.The applicant must designate the authorized representative in writing prior to the interview.The worker explores the applicant's eligibility for child care and advises the applicant of other DHS programs for which the applicant may be eligible.The worker also arranges for the client to view the video, "EBT Child Care," explaining the EBT system.Local county staff is encouraged to develop at least two methods to assist applicants in accessing subsidized child care benefits.Examples of possible methods include:

(1) extended office hours;

(2) phone interviews when a face-to-face meeting would cause a client to miss work or school.A signed application must be received before the worker approves subsidized child care benefits;

(3) out-stationing staff to take applications;

(4) utilizing home visits.Refer to OAC 340:65-3-4(1) regarding home visits.When the worker schedules a home visit, it is usually planned so the worker has an opportunity to meet everyone in the household.The worker plans the visit at a time that does not interfere with the applicant's job or the child's school schedule; and

(5) allowing a client to be interviewed in a non-resident county when it is more convenient for the client.

(b) Local county staff makes every effort to interview the applicant on the date of request to inform the applicant what he or she must provide before child care is approved.

(1) When the applicant mails in or leaves the child care request at the local county office without staying for an interview, staff attempts to contact the applicant that same day by phone to explain that a child care interview must be completed and to advise what verification must be provided before care is approved.

(2) When the worker reaches the applicant by phone and the applicant consents to the interview, the worker completes the interview and informs the applicant what verification is required to make an eligibility decision.

(3) When the worker cannot reach the client by phone, he or she sends Form 08AD092E to inform the applicant of the scheduled interview date and required verification.

13.(a) The worker advises the applicant the child care plan may change depending on the documentation the applicant provides to verify the applicant's need for child care.

(b) The worker secures the applicant's signature and images the application.At the end of the interview upon request, the worker gives or mails a copy of the application to the applicant or the authorized representative.

(c) Refer to OAC 340:40-7 for details regarding conditions of eligibility, including need, and OAC 340:40-5 for detailed information regarding completing a child care plan and those child care providers who cannot be approved for subsidy payment.

(d) The worker gives or mails Form 08AD092E to the applicant when verification must be provided before subsidized child care benefits are approved.When Form 08AD092E must be mailed because the interview is conducted over the phone, the worker tells the applicant what verification is needed before mailing the form.

14.The video explains the:

(1) proper care and use of the client's EBT card;

(2) client's responsibility to swipe accurate attendance before DHS helps pay for the child's care; and

(3) need to contact the worker immediately when a problem occurs so it may be resolved within 10-calendar days.

15.To authorize care for only 30-calendar days, the worker enters a certification action in the FACS Auth. Daycare tab.Immediately after that action clears, the worker enters a closure action on the FACS Eligibility Notebook Child Care tab E section.The worker must close the child care authorizations using the E section unless an open E section is required for Supplemental Security Income Disabled Children Program (SSI-DCP) services on the case.Refer to Presumptive Eligibility Coding | Quest for instructions on how to code the 30-calendar days.

16.(a) An example of verification that is beyond the applicant's control to provide includes instances when an employer refuses to verify income for an employee or DHS until a paycheck is received.In instances such as this, the applicant must provide all other verification that is within his or her control.The worker uses the applicant's statement for the verification that is out of the applicant's control to provide.

(b) The applicant is not automatically assigned a zero, family share copayment because the presumptive eligibility process is used.The worker uses the income processes in OAC 340:40-7-10 through 340:40-7-13 to determine what income counts and when.In the case of two-parent families, when one parent has worked for some time and the other parent is starting a new job, the worker counts the income of the parent who has been working to determine the family share ~~co-payment~~copayment.

17.Refer to OAC 340:40-7-8(a) for information on self-employed individuals.

18.The worker gives the client Form 08AD092E requesting proof of good cause and approves the child care request for 30-calendar days when the client ~~provided~~provides all other required verification.

~~(1)~~ When the client provides good cause proof, the worker and supervisor must agree with the good cause claim before approving further care.

~~(2) When the client provides good cause proof within the 30-calendar day approval period or within 30-calendar days of closure, the worker reopens the child care.~~

~~(3) When good cause proof is provided more than 30-calendar days following closure, a new application is required.~~

19.(a) ~~When the client provides verification within 60-calendar days of the original request date, a new application is not needed.~~When the client provides verification within the 30-calendar day approval period or within 30-calendar days of closure, the worker reopens the child care. Refer to Presumptive Eligibility Coding | Quest for instructions on how to reopen care following a 30-calendar day presumptive eligibility approval.

~~(1) The worker:~~

~~(A) reopens the authorization back to the closure date of the presumptive eligibility approval period when the client continues to use the same child care provider; or~~

~~(B) opens a new authorization for the new provider.~~

~~(2) To reopen an authorization, the worker:~~

~~(i) enters an R in the "action taken" field K12 and an A in the "notice indicator" field K92; and~~

~~(ii) changes other fields as needed.~~

(3) When the family share co-payment is different than originally determined, the worker enters all necessary information in the Household, Income, and Child Care tabs in the same action or prior to reopening the authorization so the correct family share co-payment maps to the authorization.

(b) When the client does not provide required verification within 60-calendar days, child care remains closed.

(c) The worker does not approve a new presumptive eligibility period unless the client provides all requested verification from the last presumptive eligibility approval.

(d) After the worker receives income proof and realizes the family share copayment should have been higher for the presumptive eligibility period, he or she does not complete an overpayment unless the worker and supervisor believe the client intentionally provided incorrect information.In those instances, the worker sends an overpayment memo to AFS Benefit Integrity and Recovery.

20.(a) When a new application is required because of a payee change or when an adopted child turns 6 years of age per (a)(1)(C) or (D), the household must meet the entry income threshold per DHS Appendix C-4, Child Care Eligibility/Copayment Chart, Schedule I.A or I.B, even when the child received subsidized child care in the prior month.

(b) When the applicant is eligible for child care for the month of application because income from a new source is not considered, but is not eligible at the entry income threshold per DHS Appendix C-4, Child Care Eligibility/Copayment Chart, Schedule I.A or I.B for the next month when income is considered, the worker uses the unfinished issuance process to approve child care benefits for the application month and closes child care benefits for the next month.

21.Circumstances beyond the control of the client or provider include, but are not limited to, some type of worker or system error.

22.(a) When the applicant is determined ineligible, the worker provides information and referral services that may help the family develop alternative arrangements, when requested.

(b) Refer to OAC 340:40-9-3 for notice requirements.The worker denies the child care request in the FACS Eligibility Notebook, Auth. Daycare tab by entering:

(1) "Person Number" field K4;

(2) "Action Taken" field K12;

(3) "Reason" field K16;

(4) "Child Care Req Date" field K9;

(5) "Begin/Change Date" field K45; and

(6) "Adult Day Services" field K95.

(c) When the child care provider's contract number is known and entered in "Contract Number" field K40, a notice computer-generates to both the applicant and the child care provider.When the contract number is unknown, a notice is computer-generated to the applicant only.

23.Examples include when the applicant's income exceeds agency standards or the applicant does not meet a need factor within 30-calendar days of the request date.

24.Examples include when the applicant misses the scheduled interview, refuses to cooperate with child support requirements, or requests cancellation of the application.

SUBCHAPTER 9. PROCEDURES RELATING TO CASE CHANGES

340:40-9-1. Renewal of child care eligibility

Revised 10-1-17

(a) Child care renewal.The client must complete the child care renewal at the end of the 12-month eligibility period in order to continue receiving benefits per Section 98.21(a) of Title 45 of the Code of Federal Regulations (45 C.F.R. § 98.21(a)).Refer to Oklahoma Administrative Code 340:40-9-2(f) for reasons child care is closed prior to the renewal.¢ 1At renewal, the client is sent a computer-generated notice informing the client:

(1) the renewal is due;

(2) the methods the client may use to complete the renewal;

(3) types of verification that may be required; and

(4) when benefits close if the renewal is not completed.

(b) Renewal time frame.A child care renewal is due no earlier than 12 months from the approval date or the last renewal unless the client receives Supplemental Nutrition Assistance Program food benefits and benefits must be synchronized per (g) of this Section.

(d) Interview requirement.An interview is not required at renewal for the Child Care Subsidy Program.¢ 3

(e) Eligibility determination.An eligibility determination is made once the renewal is signed and all required verification is provided and evaluated.¢ 4

(1) The eligibility determination results in:

(A) completing the renewal without changes;

(B) completing the renewal with changes; or

(2) Benefits, when closed, may be reopened when the client provides required information within 30-calendar days of closure.¢ 6

(f) Graduated phase-out of subsidized care.When the household's income at renewal exceeds state income guidelines but remains below federal income guidelines, the household is eligible to receive 12 more months of subsidized care.The family share copayment is increased per Oklahoma Department of Human Services Appendix C-4, Child Care Eligibility/Copayment Chart.¢ 7

(g) Synchronization of benefits.When the client receives other Adult and Family Services benefits in addition to the subsidized child care benefits, certification and renewal dates must be coordinated with the other programs.¢ 8

INSTRUCTIONS TO STAFF 340:40-9-1

Revised ~~10-1-17~~8-1-18

1.(a) Methods the recipient may use to electronically complete the renewal include:

(1) accessing www.okdhslive.org; or

(2) getting help from a community partner to access www.okdhslive.org.

(b) Other methods the client may use to complete the renewal include:

(1) downloading Form 08MP004E, Renew My Benefits, from www.okdhs.org and completing, signing, and submitting the form to the local county office in person, by mail, fax, or email; or

(2) completing the renewal with a worker in the local county office using the Family Assistance/Client Services (FACS) system.

(c) When the client's Temporary Assistance for Needy Families (TANF) benefit closes and subsidized child care benefits are open, the worker must determine if the child care renewal is due.

(1) When the child care renewal is due, the worker:

(A) evaluates if there is a continued need for child care since the client is no longer involved in TANF Work activities.When there is not a continued need, the worker closes the child care benefit effective the last day of the renewal month.When there is a continued need, the worker determines if changes in the number of units and unit type are needed;

(B) calculates the client's income to determine if a family share copayment needs to be assessed.When the client is responsible for paying a family share copayment, the worker informs the client of the copayment amount.When the client expresses concern about his or her ability to pay this copayment, the worker refers the client for budgeting assistance;

(C) makes changes in the number of units, unit types, or copayment effective the next deadline date per Oklahoma Department of Human Services (DHS) Appendix B-2, Deadlines for Case Actions; and

(D) documents the changes in FACS Case Notes.

(2) When the child care renewal is not due, the worker:

(A) does not assess a family share copayment until the renewal is due;

(B) informs the client that he or she may be responsible for paying a family share copayment, when the renewal is due;

(C) determines if the client has a need for additional days and hours of child care.When there is a need for increased care, the worker updates the number of units and unit type in the Child Care tabs of the FACS Interview and Eligibility Notebooks; and

(D) documents changes in FACS Case Notes.

(3) When TANF closes and subsidized child care benefits are needed but are not open, the worker completes a child care application with the client per Oklahoma Administrative Code (OAC) 340:40-3-1.The worker must close the TANF benefit on the system prior to approving the child care application to ensure that a family share copayment is assessed based on state income guidelines per Schedule I.A or Schedule I.B of the Oklahoma Department of Human Services (DHS) Appendix C-4, Child Care Eligibility/Copayment Chart.

(4) When the TANF benefit closes due to a sanction because the client stops participating in TANF Work activities, the worker closes child care benefits effective 90-calendar days from the date the client stops participating per OAC 340:40-9-2(f)(4).

2.(a) An electronic signature is considered the same as a pen and ink signature.

(b) After the client signs the renewal, the worker documents additional information in FACS Case Notes.

3.When the worker interviews the client for the TANF or State Supplemental Payment renewal and completes the child care renewal at the same time, the worker documents interview details and eligibility information for both programs in FACS case notes.

4.(a) Once the client completes the renewal, the worker analyzes the information to determine:

(1) what changes occurred;

(2) if the client provided all required verification.Required verification includes proof of income and when applicable, the client's current training or school schedule.

(A) The worker evaluates all income verification to determine what is most indicative of future earnings and compares the pay information to the client's declared work schedule.Refer to OAC 340:40-7-13 for income calculation procedures.

(B) When the client is employed, the worker accepts the client's declaration of work hours as proof as long as pay stubs or other pay information supports the declaration.For example, when the client provides pay stubs or other pay information indicating he or she works 30 to 40 hours a week and the client states his or her schedule is Monday through Friday 8:00 am to 5:00 pm, the declaration is accepted.The worker documents the declaration of work schedule in FACS Case Notes.

(C) When the client is an adoptive parent who meets criteria per OAC 340:40-7-12(6) or is a caretaker not legally and financially responsible for the child, the client must provide his or her work schedule or the worker must verify the work schedule with the employer because pay information is not required.When the adoptive parent or caretaker chooses to provide pay stubs, the worker accepts the client's declaration of work hours per OAC 340:40-7-8 Instructions to Staff (ITS) 2(b).The worker documents the work schedule and how it was verified in FACS case notes.

(D) When the client attends school or training, the client must provide a copy of his or her class schedule per OAC 340:40-7-8 ITS # 12.When the client is unable to provide a written schedule, the worker verifies the information by phone with the school or training facility.The worker documents the class schedule and how it was verified in FACS case notes; and

(3) what system changes must be made.

(b) The renewal is complete after the worker:

(1) enters all renewal information in the Interview and Eligibility Notebooks of FACS;

(2) evaluates information contained on the renewal, in the verification provided, and on data exchange screens for changes;

(3) enters any additional information in FACS Case Notes to explain any changes made and how continued eligibility was determined;

(4) updates the system; and

(5) images the signed renewal in the case record when the worker uses FACS or Form 08MP004E, Renew My Benefits, to complete the renewal.When the client submits the renewal via okdhslive.org, the system stores renewal information.

(c) When the client is using a one star child care provider at the time of the renewal, the worker mails or gives pamphlet, OKDHS Pub. No. 01-18, "Look for the Stars When Choosing Child Care," to the client to encourage him or her to choose a licensed provider with a higher star status.Refer to OAC 340:40-5-1(7) for more information on helping a client choose an appropriate child care provider.

5.(a) Reasons benefits may close include, but are not limited to, when the parent or caretaker:

(1) fails to submit the renewal or verify current circumstances.Prior to closing child care benefits when the client submits an incomplete renewal, is incomplete the worker attempts to contact the client to advise what is lacking.The worker documents in FACS Case Notes all attempts to obtain needed information.When the client does not submit the renewal or provide required information timely or the client is no longer eligible for subsidized child care, no further care is approved;

(2) is no longer income eligible for subsidized child care benefits per DHS Appendix C-4, Schedule II.When the family continues to need child care services, the worker asks the client if he or she needs help with budgeting to pay this expense or with information concerning lower cost child care alternatives.When necessary, the worker gives the needed information to the client and records this discussion in FACS Case Notes;

(3) is not pursuing available income or cooperating with Child Support Services, per OAC 340:40-7-9;

(4) does not meet a need factor, per OAC 340:40-7-8;

(5) the only child(ren) in the home no longer meets age requirements per OAC 340:40-7-3; or

(6) an adoptive parent's income is no longer exempt, per OAC 340:40-7-12(6).

(b) When child care benefits close, the system sends a computer-generated closure notice to the client and the child care provider.Refer to OAC 340:40-9-2(f) for applicable closure dates.

(c) When the child care benefit closes and the client provides requested information by the end of the renewal month showing the client is no longer eligible for child care, the worker sends the client Form 08MP038E, Client Notice of Action Taken, to inform the client of his or her ineligibility.

6.~~When the worker reopens benefits at renewal, he or she includes any required changes in the same action.~~Refer to OAC 340:40-9-2(g) for rules regarding when subsidized child care benefits may be reopened.When a client has new income at renewal and has not received a full paycheck, refer to Unfinished Issuance Examples & Coding | Quest for coding examples.

7.(a) When a household enters the phase-out period, the system increases the copayment by $50 per child in subsidized care.

(b) When the household reports and verifies a reduction of income during the phase-out period that falls below state income guidelines, the copayment is reduced and locked in at the new lower level per the DHS Appendix C-4.The copayment may not be increased for the remainder of the eligibility period.

8.(a) When the client is approved for Supplemental Nutrition Assistance Program (SNAP) food benefits and applies for child care at a later time, the renewal date (E7) must match the SNAP certification date or the mid-certification renewal completion date (C36), whichever is most recent.

(b) When the client is approved for child care and applies for SNAP at a later time, the renewal date (E7) must be updated to match the certification date even though a child care renewal is not completed at this time.This may result in the client receiving more than 12 months of child care prior to renewal.

340:40-9-2. Case changes

Revised 10-1-17

(a) Change reporting.Between eligibility determinations, per Section 98.21(e)(1) of Title 45 of the Code of Federal Regulations (45 C.F.R. § 98.21(e)(1)), the household must report within 10-calendar days of the change occurring, when the household's gross income exceeds federal exit income threshold for the household size per Oklahoma Department of Human Services (DHS) Appendix C-4, Child Care Eligibility/Copayment Chart, Schedule II.¢ 1

(1) A computer-generated notice issues at certification and renewal informing the client of the current federal exit income threshold for his or her family size and instructs the client to report when the household income exceeds this amount.

(2) When the client fails to report an income increase timely that, if reported, would have resulted in benefit closure, the worker makes an overpayment referral to Adult and Family Services Benefit Integrity and Recovery per Oklahoma Administrative Code (OAC) 340:40-15-1.

(b) Action taken on reported changes.The worker must act on all changes reported by the household between renewal periods.¢ 2Benefits do not decrease unless the client requests a decrease to avoid or reduce an overpayment or the reported change results in closure of the child care benefit per (f) of this Section.¢ 3

(c) Changes that increase subsidized child care benefits.When the client reports a change within 10-calendar days of the change that increases the amount of child care approved or decreases the family share copayment, the client and the worker jointly plan the effective date of the change.¢ 4When the client does not report the change within 10-calendar days of the change, the earliest date the worker increases the subsidized child care benefits is the first day of the month in which the client reports the change.

(d) Additional child request.When an additional child requires subsidized child care benefits, the worker completes the request within two-business days of the client providing all necessary verification to determine eligibility.When eligible, the child may be approved for subsidized child care benefits beginning with the date of request.¢ 5

(e) Change in provider.When a client reports a change in provider, the change is effective the date the change in provider occurs, regardless of whether the client reports the change timely.¢ 6The worker completes provider changes within two-business days of the date the client reports the change.

(f) Closure of subsidized child care benefits.When the client is no longer eligible for subsidized child care benefits, the closure date varies depending on circumstances.Refer to DHS Appendix B-2, Deadlines for Case Actions, for advance-notice deadline dates.¢ 7

(1) The worker closes the subsidized child care benefits effective 10-calendar days from the date action is taken, when the:

(A) payee for the child care benefit changes.When this occurs, a new application is needed per OAC 340:40-3-1(a)(1)(C);¢ 8

(B) only child(ren) approved for subsidized child care leaves the home;¢ 9

(D) client moves out of state; or

(E) client was approved for child care in error.¢ 10

(2) The worker closes the child care benefit effective the last day of the current calendar month when the client's anticipated income for the next month is expected to exceed the federal income guidelines per 45 C.F.R. § 98.21(e)(1) and DHS Appendix C-4, Schedule II.¢ 11

(3) The worker closes the child care benefit effective the last calendar day of the renewal month when:

(A) the client does not meet a need factor;

(B) the client is not pursuing child support or other potential income per OAC 340:40-7-9;

(D) an adopted child turned 6 years of age and the family income must now be considered per OAC 340:40-7-12.In this circumstance, a new application is required per OAC 340:40-3-1(a)(1)(D).¢ 8

(4) When the client receives Temporary Assistance for Needy Families (TANF) related subsidized child care per OAC 340:40-7-8(e) and stops meeting a need factor, the worker closes the child care benefit effective 90-calendar days from the date the client stops participating.¢ 1112

(5) When a client stops participating in Supplemental Nutrition Assistance Program Employment and Training activities per OAC 340:40-7-8(d) and does not meet another need factor, the worker closes the child care benefit effective 90-calendar days from the date the client stops participating.¢ 12

(6) When the client requests closure of the child care benefit, the earliest date the worker closes the child care is the date action is taken.

(7) When the client does not complete the benefit renewal timely, the system closes the child care benefit effective the last day of the renewal month.

(g) Reopen action.When a client's subsidized child care benefits close, benefits may be reopened within 30-calendar days of the closure effective date using current eligibility information unless the client must complete a new application per OAC 340:40-3-1(a)(1).Child care benefits are not decreased unless the renewal is due per 45 C.F.R. § 98.21(a).¢ 13

INSTRUCTIONS TO STAFF 340:40-9-2

Revised ~~10-1-17~~8-1-18

1.(a) The client is not required to come into the local county office to report changes.Changes may be reported in person, by phone, fax, or email.

(b) The worker confirms with the client any case changes reported by persons other than the client before processing the change.

2.(a) For example, when the client reports new income, the worker sends Form 08AD092E, Client Contact and Information Request, to the client requesting proof within 10-calendar days.When the client:

(1) does not provide requested verification, benefits are not decreased until renewal; or

(2) provides requested verification, the worker updates Family Assistance/Client Services (FACS) and the system determines if the benefits are changed.

(b) Refer to (c) and Instructions to Staff (ITS) # 4 of this Section when the client requests increased child care benefits.

3.An example of when the client may request benefits be decreased to avoid or reduce an overpayment occurs when the family share copayment is lower than it should be at certification or renewal because the worker incorrectly calculated income or the client did not accurately report income.

4.(a) The worker documents changes, when applicable, in the FACS Interview Notebook under the Income and Child Care tabs, in the FACS Eligibility Notebook under Auth. Daycare and Child Care tabs, and FACS Case Notes.

(1) When the change action results in a decrease in the family share copayment, the system maps the copayment change to the authorization.This generates a notice to the client.

(2) The worker does not make a change in the Auth. Daycare tab for a copayment only change.

(3) The worker must enter a change action in the Auth. Daycare tab when the unit type or number of days and hours the client needs child care increases.

(b) Changes that increase subsidized child care benefits include, but are not limited to:

(1) a change in income resulting in a family share copayment decrease.

(A) The client's family share copayment for the month he or she reports the change is based on actual income.Prior to reducing the family share copayment for the current or previous month, the client must provide verification of the actual income for that month.

(B) When the client reports a loss of need factor, care is continued until the renewal unless (f)(4) or (5) of this Section applies.When the client reports loss of employment, the worker removes the earned income after verifying the job loss and the date and amount of last pay.

(C) The earliest date the change is made in the "effective date" field E5 of the FACS Eligibility Notebook Child Care tab (Section E) is the first day of the current month;

(2) a decrease in the number of persons needing child care.The change in family share copayment is effective the month after the child is removed.

(A) When the child left the home, he or she is "removed from the benefit section" in the "status" field F25 of the Household tab in FACS.When the child remains in the home, he or she is "not included in benefit - income and resources are considered in benefit computation" in the "status" field F25.

(B) The worker closes the authorization in the Auth. Daycare tab with the appropriate reason code.The earliest date the worker closes the child care authorization is the date action is taken.

(C) The worker enters a change action to the Child Care tab for the next effective month and the correct number of children in care in the "number of children receiving child care" field E52.The change action causes the system to recalculate the family share copayment and map it to the "copay" field K70 for the remaining authorizations;

(3) an increase in the unit type or number of days or hours the client needs child care.

(A) The worker makes the change as needed and planned for each affected child when the client reports the change within 10-calendar days.

(B) When the change is not reported timely, the earliest date the worker increases days and hours is the first day of the month the client reports the change.

(C) The number of days approved for the first month may be less than a full month of care when the increased level of care was not needed for the entire month; and

(4) an increase in the rate paid by the Oklahoma Department of Human Services (DHS) after the special needs approval process per OAC 340:40-7-3.1 is completed.

(A) When approved, Adult and Family Services (AFS) Child Care Subsidy staff changes the unit type effective the first of the month following approval.

(B) When the child does not attend the child care facility until after approval, the special needs rate is effective the first day the child enters the facility.

(c) The child care provider must submit Form 10AD121E, Child Care Claim, to request supplemental payment when the client did not correctly record attendance.

(1) Unless extenuating circumstances beyond the client's or provider's control exist, DHS Financial Services (FS) Electronic Payment Systems (EPS) Unit staff does not supplement the provider when the client fails to swipe attendance correctly.

(2) Circumstances beyond the client's or provider's control include, but are not limited to, a worker or system error.

(d) The worker submits Form 10EB004E, Report of Electronic Benefits Transfer (EBT) Child Care Payment Adjustments, to DHS FS EPS to request a provider supplement to correct problems not associated with correct attendance swiping.

(1) Some examples of when the worker completes Form 10EB004E include:

(A) a decrease in the family share copayment;

(B) an incorrect birth date being entered; or

(C) an incorrect rate given.

(2) The worker enters correct data into the system for the current month prior to submitting Form 10EB004E.

(3) After submitting the form to the FS EPS Unit, the worker documents in case notes the months included in the supplement, the reason the form was needed, and the date it was submitted.

5.(a) The worker documents in FACS Case Notes:

(1) the request date;

(2) the child's name and birth date;

(3) what days and hours the client needs child care;

(4) how child care needs were previously met; and

(5) if child support or any other income must be pursued for the child.

(b) The client must declare the citizenship or lawful alien status of the child by signing Form 08MP022E, Declaration of Citizenship Status, prior to adding the child to the child care benefits.A child 14 years of age or older is also subject to citizenship requirements per OAC 340:65-3-1(g)(3).

(c) When one or both of the child's parents is absent from the home, the worker informs the client he or she must complete required child support forms for the child.When the client does not complete required forms, the worker denies the additional child request and closes child care benefits for the child's siblings at renewal.The worker must send a denial notice using Form 08MP038E or code an authorization denial for the additional child.Refer to OAC 340:40-7-9 for information about the mandatory pursuit of child support and other potential income.

(d) When the child brings additional income to the household, the worker adds the child's income to current household income for the next effective month.Per (b) of this Section, the copayment does not increase due to the addition of a child and his or her income until the renewal is due.

(e) The worker chooses "social services" in the "benefit" field F24 and "added to the benefit" in the "status" field F25 to add the child in the Household tab of FACS.The worker enters a change action in the Child Care tab "action taken" field E3, the following month in the "effective date" field E5, and the correct number of children in care in the "number of children receiving child care" field E52, and enters the authorization for the child in the Auth. Daycare tab.

6.(a) A provider change is considered a non-adverse action when no other change occurs in the child care plan.

(1) The worker closes the authorization for the first provider using "change in providers" in the "reason" field K16 and "advance notice not required" in the "notice indicator" field K92 in the Auth. Daycare tab.The earliest date the authorization is closed is the date action is taken.

(2) The worker opens the authorization for the new provider beginning with the date the change occurs and uses "change of providers" in the "notice indicator" field K92.

(b) The worker enters a change action and, when applicable, the "number of children in care" field E52 in the Child Care tab.The change action recalculates the family share copayment and maps any copayment change to the "copay" field K70 of each open authorization with an "N" in the "copay exempt" field K78.

(c) The new provider's point-of-service machine shows the entire family share copayment owed for the month even when part of the copayment was applied to the previous provider.The worker calls the new provider and explains:

(1) the client used a different provider for part of the month so part of the family share copayment is owed to the previous provider for the initial month;

(2) when the provider receives the Totals Report for the first week the children start care, it will show how much copay, if any, to collect from the client.Prior to receiving payment for the first week of care, the provider has the option of:

(A) requiring the client to pay the entire copayment until the provider knows how much of the month's copayment was applied at his or her facility; or

(B) accepting a receipt from the client showing how much copayment he or she paid to the first provider and waiting until the Totals Report confirms part of the copayment is owed before charging the client; and

(3) when the provider requires the client pay the entire copayment, he or she must reimburse the client for the amount not applied to his or her facility after receiving payment from DHS.

(d) When the client pays the entire family share copayment to the first facility and that much care was not given, the first provider reimburses the client for the difference.When the provider refuses to do so, the worker contacts AFS Child Care Subsidy or Office of the Inspector General staff for assistance.

(e) When the first provider reports the client left without paying the full family share copayment owed, the worker informs the provider that DHS only pays for services provided after the family share copayment is deducted.It is the provider's responsibility to collect the family share copayment from the client.The worker counsels with the client about the importance of paying his or her family share copayment.

(f) When the worker closes the child care authorization using a reason code other than "change of providers" before authorizing the new provider, the worker must choose "application approval" rather than "change of providers" in the "notice indicator" field.The system only accepts "change of providers" in the "notice indicator" field when the reason code on the closed authorization is:

(1) 4 – change in providers;

(2) 7 – ineligible provider;

(3) 7A – provider contract terminated – State Office use only;

(4) 36 – FSS BR-1 (Form 08MP004E) not completed; or

(5) 99 – State Office use only.

(g) When the provider change comes to the attention of the worker after benefit closure and benefits are not reopened, the worker only authorizes care for the new provider through the closure date.In this instance, the worker enters a begin and an end date on the authorization.

(h) When the client requests a provider change for a child attending an Early Head Start-Child Care Partnership (EHS-CCP) grant program, the worker removes the diverted income from the "total diverted income" field E47 on the Child Care tab when the new facility does not offer an EHS-CCP grant program.The child remains eligible for a weekly rate until renewal.At renewal the worker reevaluates the client's child care plan hours.

7.When the worker determines that the client is no longer eligible for child care benefits, the worker must close child care benefits by the 27th day of the month, when possible, because the Information Management System (IMS) sends eligibility information to EPPIC on the 28th day of the month for the following month.

(1) When the client requests benefit closure, advance notice is not required so the worker may close child care benefits effective the day of request unless the client requests closure between the 28th and 31st of the month. In this instance, the worker closes child care effective the first day of the next month.Otherwise, the authorization remains open on EPPIC for the entire nextmonth.

(2) When the client provides income information on June 29th and the worker determines the client's income exceeds the exit income threshold, 10-calendar days' notice is required.The worker must wait until July 1st to close child care benefits effective July 10th. When the worker closes the child care benefit on June 29th to be effective July 9th, the EPPIC system does not recognize the July 9th closure and continues to allow eligibility for the entire month of July.When the client continues to use child care after July 9th, even though the child care benefit is closed in IMS, EPPIC continues to approve child care, resulting in a client overpayment.

8.When a new application is required, the household must meet the entry income threshold per DHS Appendix C-4, Child Care Eligibility/Copayment Chart, Schedule I.A or I.B, even when the child received subsidized child care in the prior month.

9.When more than one child receives care on a case and one of the children leaves the home, the worker closes the authorization for the child who is leaving the home 10-calendar days from the date the worker takes action unless an earlier date is agreed upon by the parent or caretaker.

10.This may occur when AFS staff discovers after approval that the worker misapplied rules or the client provided incorrect information at certification or renewal that would have denied or closed benefits.Examples of misapplication of rules may occur when the worker did not make sure a self-employed client met the minimum wage rule per OAC 340:40-7-8(a)(3) or did not ensure the client was pursuing potential income per OAC 340:40-7-9 prior to certification or renewal.An example of the client providing incorrect information may occur when the client did not report a second job or provided a falsified employer statement that, if correct information was provided, would have led to an over-income denial as the client's income was over the entry income threshold.

11.When the worker closes the subsidized child care benefits because the family's anticipated income exceeds the federal income guidelines per DHS Appendix C-4, Child Care Eligibility/Copayment Chart, Schedule II, the worker must determine if the client's income for the current month exceeds income guidelines.

(1) When the client is income eligible for the current month, the earliest date the worker closes the subsidized child care benefits is the last day of the current month.This may occur when the client starts new employment.

(2) When the client's income for the current month exceeds income guidelines, the worker closes the subsidized child care benefits effective 10-calendar days from the date the worker takes the action.

12.(a) When the client wants to change child care providers during the 90-calendar day child care approval period, care by a different provider is not approved.

(b) To continue the child care for 90-calendar days, the worker closes the Child Care tab in FACS (E-section) using the appropriate reason code.

(c) When the client meets a need factor during the 90-calendar day approval period or within 30-calendar days of the 90-calendar day approval period ending, the client must provide proof of the need factor per OAC 340:40-7-8 and current income, when applicable, before the worker:

(1) reopens the child care based on current eligibility information; and

(2) updates the reason code, number of units, and unit type on the authorization, when needed.

(d) The worker documents the reopen action and current eligibility information in FACS case notes.

13.(a) Using current eligibility information means the effective date of a reopen action that decreases benefits is the same effective date as would have occurred if the benefit had not closed.

(1) For example, when the client does not complete the benefit renewal before deadline, the subsidized child care benefits close effective the last day of the month.If the benefit renewal had been completed before deadline, the worker would have decreased benefits effective the first of the next month.Therefore in a reopen action, the worker applies an increase in copayment or a decrease in the number of units or unit type approved effective the first day of the month following the closure.When the client has new income at renewal and has not received a full paycheck, refer to Unfinished Issuance Examples & Coding | Quest for coding examples.

(2) When child care closes during the 12-month eligibility period, the worker reopens benefits using the same eligibility information on the system prior to closure.For example, during the eligibility period the client requests closure of his or her subsidized child care benefits because the family has an alternative caregiver for the child.Within 30-calendar days of the requested closure, the client reports that the alternative caregiver did not work out and subsidized care is needed.The worker reopens benefits using the same eligibility information on the system prior to closure.The worker does not increase the copayment or decrease the days and hours of care until renewal.

(b) To reopen subsidized child care benefits, the worker enters in the Child Care tab an R in the "action taken" field E3 and the number of children in the "children in day care" field E52.The worker also updates the "benefit" and "status" fields F24 and F25 for those persons included in the benefit household in each person's Household tab in the FACS Interview Notebook.To reopen the child care authorization, the worker must enter R in the "action taken" field K12, "application approval" in the "notice indicator" field K92, as well as any other fields requiring changes in the Auth. Daycare tab.

~~(c)~~ The worker reopens benefits within 10-calendar days of the date he or she receives new or additional information or realizes benefits were closed in error.When the worker does not take action timely, he or she must enter a new authorization.

~~(d)~~(c) When the worker reopens the benefit more than 10-calendar days from the authorization closure date and the client swiped attendance and received a denied message, the provider must complete and submit Form 10AD121E, Child Care Claim, to the Financial Services EPS Unit to receive payment.

~~(e) When the client reports a change in child care providers, the worker enters a new authorization rather than using the reopen action.~~

(d) When the worker reopens child care following a 30-calendar day Presumptive Eligibility period, refer to Presumptive Eligibility Coding | Quest for coding examples.

~~(f)~~(e) When the client does not meet the criteria to reopen the subsidized child care benefits, the client must reapply using application processes per OAC 340:40-3-1.When a new application is required, the client's income must not exceed the entry income threshold per DHS Appendix C-4, Schedule I.A or I.B.