26. Child Care Services

Transcription

1 CalWORKs Employment Services Handbook page Effective January 1, 1998, the separate welfare-related child care programs offered to AFDC recipients and GAIN Participants were repealed by Assembly Bill (AB) 1542, Chapter 270, Statutes of This includes: GAIN Child Care Program Non-GAIN Education and Training (NET) Child Care Program Cal-Learn Child Care Program Child Care Earned Income Disregard Supplemental Child Care (SCC) Program Transitional Child Care (TCC) Program 26.1 Definition of Terms The following is a definition of terms used in this chapter: Certified Needs Certified Needs means the number of days and hours of child care services approved, and documented by the worker as sufficient to meet the family s need for child care. Maximum Payment Rate Maximum Payment Rate means the regional market rate ceiling plus any applicable adjustments. School Age School Age means children in kindergarten through grade nine. Fiscal Year Fiscal Year is July to June. Update # Revised: 8/4/15

2 page 26-2 CalWORKs Employment Services Handbook 26.2 Child Care Structure [EAS to ] The CalWORKs child care program is jointly administered by the Social Services Agency (SSA) and the Alternative Payment Programs (APPs) in Santa Clara County. The APPs in Santa Clara County are the Community Child Care Council of Santa Clara County (4C s), Choices for Children, and the Professional Association for Childhood Education Alternative Payment Program (PACE/APP). An Alternative Payment Program (APP) is an agency that contracts with the California Department of Education (CDE) to make payments to another agency or child care provider for the provision of child care and development services. California Community Colleges also provide child care services to CalWORKs clients. The three-stage child care system is designed to: Help CalWORKs families access short-term child care necessary for the parent to begin work or participation in approved work activities, and Ensure that the family has stable long-term child care necessary to successfully transition out of the CalWORKs. [Refer to CWES Fraud Referrals, page 38-1] for detailed information regarding client and child care provider fraud indicators. Revised: 8/4/15 Update # 15-20

3 CalWORKs Employment Services Handbook page Three Stages of Child Care The child care system is divided into three stages. Each of the three stages are funded differently and are available to families from different sources. The table below describes each stage and the agency responsible for administering each stage. Stage Description Agency Responsible Stage I Stage II Stage III Stage I begins with the family s entry into the CalWORKs Employment Services Program. Stage I child care is available to CWES clients who are on aid and participating in an approved welfare-to-work activity. Clients who are off cash aid and who are approved and waiting for a Stage II slot may receive Stage I child care services. NOTE: Clients waiting for a Stage II slot must be transferred to the APPs as soon as a slot becomes available. STAGE II may begin when child care is available through one of the APPs, and the County determines stability for the client, or when a recipient is transitioning off aid. Clients who: Are working and received cash aid at any time during the previous 24 months, or Received a CalWORKs Diversion Payment in the previous 24 months, or Are in an educational or vocational training activity AND are timing-out (CalWORKs 48-month lifetime limit), or Are on-aid AND employed full/part-time. may be eligible for STAGE II child care. NOTE: Income cannot exceed the State Median Income limit and services cannot be provided for more than two years following the month cash aid was discontinued. Clients can receive Stage II child care for up to 24 consecutive months from the date cash aid is discontinued. EXCEPTION: Individuals employed through Expanded Subsidized Employment must not be referred to APP until they are discontinued from cash aid and are no longer receiving subsidized employment. Stage III provides child care for families no longer served by Stage I or Stage II. Transitioning off cash aid. Diversion Social Services Agency Alternative Payment Programs (APP)s: 4C Council Choices for Children Agencies contracted with the State Department of Education (CDE). Update # Revised: 8/4/15

4 page 26-4 CalWORKs Employment Services Handbook Note: The family s income must be at or below the 70% State Median Income (SMI) limit in order for the family to qualify for child care services in any stage. Children must be within the age limits of the program Resource And Referral Community Child Care Council of Santa Clara County (4C Council) The 4C Council is the official state and county funded Child Care Resource and Referral Agency serving Santa Clara County. 4C s is dedicated to: Linking parents with child care providers. Educating parents to make informed choices. Helping child care providers get started and succeed. Enhancing the professional skills of the providers. Promoting good nutrition and health standards in child care. Informing the community about child care issues. Helping improve the local child care system. 4C s is co-located at the following CWES district offices: Senter Road - SJ Central 1879 Senter Rd. San Jose, CA (408) or (408) South County 379 Tompkins Court Gilroy, CA (408) North County 1330 West Middlefield Road Mountain View, CA (408) Revised: 8/4/15 Update # 15-20

5 CalWORKs Employment Services Handbook page Orientation/Appraisal Referral A CalWORKs client who is scheduled for an orientation/appraisal can request help with child care. The orientation/appraisal letter informs the client to contact 4C s for assistance one week in advance in order to arrange drop-in child care for this appointment. The procedures for this type of referral are as follows: Process: 1. Client contacts 4C s to arrange child care for a scheduled orientation/appraisal appointment. Note: In most cases, 4C s contacts individuals from a list provided by CWES Intake. 2. 4C s determines the ages of the child(ren) and explains the child care authorization process to the client. This can be done over the phone or by a scheduled appointment. 3. 4C s provides at least two referrals and explains the child care billing process. When 4C s cannot provide referrals, the client will be instructed, by 4C s, to call the appropriate CWES scheduling unit and reschedule the orientation appointment in order to allow 4C s more time to research referrals. The client will also be instructed to make other child care arrangements. 4. 4C s sends a confirmation letter to the parent along with the CWES Attendance and Child Care Billing (SCD 1755) which is stamped with 4C s, and a copy of the Attendance & Child Care Billing Instructions (SCD 1755A). 5. The client is instructed to return the stamped SCD 1755 to the Employment Counselor (EC). (Clerical will identify these forms in order to route them to the assigned EC.) 6. Upon receiving the stamped SCD 1755 the EC will approve child care on-line and will make the payment for the attended orientation/appraisal session only. Additional documentation may be required for payment. 7. A child care approval NOA for orientation/appraisal is not required. 8. Authorization and payment of child care will be for hours of orientation and reasonable travel time. 9. All other applicable child care policies, procedures, and regulations apply for orientation/appraisal. Update # Revised: 8/4/15

6 page Ongoing 4C s Referrals CalWORKs Employment Services Handbook CalWORKs clients who need assistance in locating a child care provider should be referred to 4C s. Stage Who Action 1. The EC or the Client Calls 4C s at the appropriate location to schedule an appointment: 1879 Senter Road (408) or (408) Monday thru Friday; Friday AM only South County, Gilroy (408) Monday, Wednesday North County, Mountain View (408) Tuesday, Thursdays 2. EC Fills out a Referral TO 4C s (SCD 1786) in duplicate. On the top of the SCD 1786, the EC will write the time and date of the appointment, the start and end date of the welfare-to-work activity, and the name of the individual to see, if known. The original is given to the client and a copy is forwarded to the IDM station. To minimize a delay in processing, complete the entire form. Be sure to list all eligible children. 3. EC Schedules a return appointment for the client and give the client enough time to visit several providers. 4. EC Follows the procedures for setting up child care for the appropriate type of approval, when the client attends the return appointment Program Eligibility Eligibility for CalWORKs child care is based upon the client being eligible for CalWORKs and in the Assistance Unit (AU). An AU is defined as all family members for whom cash assistance is being paid. An AU also includes Maximum Family Grant (MFG) children. MFG children are not receiving cash aid but are considered members of the AU. A foster parent that is receiving Foster Care payments on behalf of a foster child must be receiving cash aid for themselves to be eligible for help with child care costs in Stage I. A foster child does not need to be in the AU. Revised: 8/4/15 Update # 15-20

7 CalWORKs Employment Services Handbook page 26-7 Non-needy caretaker relatives are not eligible for help with child care costs in Stage I Eligibility Requirements To be eligible for Stage I child care, the following conditions must be met: Children must meet child eligibility criteria, unless otherwise specified, Parent(s) must be participating in a CalWORKs approved welfare-to-work activity(ies) and have signed a Welfare-to-Work Plan, Rights and Responsibilities (WTW 1) and/or Welfare-to-Work Plan, Activity Agreement (WTW 2), Need for child care has been established, Income must be within the established limit, Provider must be licensed, license-exempt, or registered with TrustLine, A child s parent, legal guardian, other caretaker relative or other person in the AU is not available to provide adequate dependent care Two Parent Families In a two parent family, a parent may be entitled to child care services as long as the other parent is not available to provide care. If the second parent is participating in an approved activity including, but not limited to employment or self-employment, the worker must secure appropriate documentation, as necessary, to verify the other parent s status Eligible Child Child care services are available to every CalWORKs Employment Services client with a child who meets at least one condition in each of the following categories listed below: THE CHILD Is in the CalWORKs assistance unit, or 2. Receives Foster Care, or Update # Revised: 8/4/15

8 page 26-8 CalWORKs Employment Services Handbook THE CHILD Receives State Supplemental Income/Social Security Payments (SSI/SSP), or 4. Is a member of a family with a former CalWORKs client who has become employed, or 5. Is not in the assistance unit but is related by blood, marriage or court decree, and child care is needed for the client to participate in approved CalWORKs or Cal-Learn activities or employment, AND 1. Is 12 years of age or under, or 2. Physically or mentally incapable of caring for himself/herself based on a written statement from: A physician, or A licensed or certified psychologist, or Receipt of SSI/SSP and meets the age requirements for CalWORKs cash benefits, or Under court supervision and meets the age requirements for CalWORKs cash benefits Intercounty Transfers (ICT) WTW participants who are receiving stage 1 child care are entitled to continue receiving child care without disruption in child care payments when he/she moves to/from another county [MPP ]. The table below provides the required steps when addressing child care for active CalWORKs clients who move as follows: To Santa Clara County from another county, or From Santa Clara County to another County. IF... AND... THEN... A client transfers to Santa Clara County from another County... Changes child care provider to a provider in Santa Clara County, and the client is already known to CalWIN, Informs client to drop-in to a WTW Orientation. During Orientation, WTW requirements are explained per existing business process. When approving child care, authorizes payment of child care effective the date client changed provider. Revised: 8/4/15 Update # 15-20

9 CalWORKs Employment Services Handbook page 26-9 Back-dates the WTW Registration Begin Date when setting up supportive services. See example 1 below. A client transfers from Santa Clara County to Another County... Changes child care provider to a provider in Santa Clara County, and the client is not known to CalWIN, and the client is not employed full-time, Changes child care provider to a provider in Santa Clara County, and the client is not known to CalWIN, and the client is employed full-time, Does not change child care providers, and informs assigned EC of move. Contacts the CWES Program Coordinator who contacts the other county to request child care payments continue until CalWIN case is set up in Santa Clara County. Contacts the Child Care Unit to initiate a Stage 2 referral to the Alternative Payment Provider (APP) per existing business process. Informs client to apply for child care at the new county. Continues to pay the child care until the other county approves the case. See example 2 below. Example 1 Client is participating in the WTW program in Monterey County and is receiving Stage 1 child care. She moves to Gilroy on February 8. Monterey County informs client to apply for child care in Santa Clara County. Client changes provider and starts to receive child care services for her children effective February 15 to support her existing WTW activity. Although the ICT is completed effective April 1, since the client changed providers, Santa Clara County is responsible to pay the child care beginning February 15, To make the payment, the CalWIN [Registration] window would need to be back-dated with a Registered status effective February 15. Example 2 Client is participating in the WTW program in Santa Clara County and her child care provider is in Los Altos. She moves to San Mateo County on February 8, but she does not change child care providers. Santa Clara County informs client to apply for child care in San Mateo. The ICT is completed effective April 1. Since she does not change child care providers, Santa Clara County is required to continue paying child care until March 31, However, with mutual agreement, San Mateo County agrees to pay the child care beginning March Relatives No reimbursement will be made for child care provided by: Update # Revised: 8/4/15

10 page CalWORKs Employment Services Handbook Child s parent(s), Child s legal guardian, Members of the assistance unit, including a step-parent or Alternatively Sentenced Parent (ASP). An ASP is a parent who is a convicted offender permitted to live at home while serving a court-imposed sentence which requires performing unpaid community service or unpaid public work during the workday Other Stage I Clients Stage I child care is also paid for the following individuals: Clients suspended from cash aid for not more than one month. However, the client must be participating in CalWORKs-approved welfare-to-work activities, or be employed; Clients on cash aid who are penalized for reasons other than failure to participate in required CalWORKs welfare-to-work activities. The client must be participating in CalWORKs approved welfare-to-work activities, or be employed Rates: Child care providers are reimbursed according to their established rate, but NOT to exceed the maximum payment rate. Child care providers must have a documented child care rate. If the provider does not have an established rate as defined in the Rate Categories that corresponds to the certified need of the family, the county will establish a rate to match the certified need of the child Establishment of Provider Rate When the provider s rate is not on the rate category that corresponds to the certified need of the family, the worker must contact the provider, and ask if they wish to establish a rate to correspond to the family s need. If the provider does not provide a rate that corresponds to the certified needs, or the worker is unable to make contact with the provider, the worker must establish the appropriate rate as follows: Identify a rate category that corresponds to the provider s rate. Divide the provider s rate by the regional market rate ceiling for the appropriate rate category. This will yield a percentage. Revised: 8/4/15 Update # 15-20

11 CalWORKs Employment Services Handbook page Apply the percentage to the regional market rate ceiling for the rate category to be used for reimbursement. This will be considered the provider s established rate. When doing calculations to determine child care rate, payments, etc., calculations must be rounded up to two decimal places, based on the third decimal place. Example: $597.50/22 = , since the third decimal place is greater than 5, the rounded up amount = $27.16: Note: The worker must document in the Maintain Case Comments window in CalWIN how the provider s rate was established, and issue a notice of action, if appropriate Rate Categories All providers are reimbursed in accordance with the following rate categories, up to the regional market rate ceiling for each category: Rate Category Hourly Use When... Certified need is 15 hours or less per week and no more than 6 hours on any given day; or Unscheduled need of six hours or less per occurrence that exceeds the certified need. - e.g. parent worked overtime; or The portion of the certified need that exceeds 52.5 hours per week AND is not included in the provider s full-time weekly or monthly rate. This only applies if the same provider is used to meet all the child care needs of the child. Daily Certified need is no more than 14 days per month. AND more than six hours per day; or Unscheduled need of more than six hours per occurrence that exceeds the certified need. - e.g. parent worked on a regularly scheduled day off; or The parent s variable work schedule lacks a pattern of recurring work days and days off on a weekly or monthly basis, therefore the worker is unable to apply any other rate. Weekly Part-Time When certified need is more than 15 hours but less than 30 hours per week AND the need occurs at LEAST three days per week. Update # Revised: 8/4/15

12 page CalWORKs Employment Services Handbook Rate Category Weekly Full-Time Monthly Part-Time Use When... When the certified need is 30 or more hours per week. The certified need is more than 15 hours but less than 30 hours per week AND the need occurs in every week of the month; or Certified need averages more than 15 hours but less than 30 hours per week when calculated by dividing the total number of hours of services needed in the month by 4.33 and the need for child care services occurs in every week of the month. Monthly Full-Time The certified need is 30 or more hours per week AND it occurs every week of the month; or Certified need averages 30 or more hours per week when calculated by dividing the total number of hours of services needed in the month by 4.33, and the need occurs in every week of the month. Note: The use of daily reimbursement rate cannot exceed more than 14 days per month and when used cannot exceed the provider full-time rate or applicable monthly ceiling. The following are examples using the rate categories: Example: Example Number 1 - Determining the rate category: Situation Child is school age, and is in care from 7:30 to 8:30 am and 2:30 to 5:00 pm (3.5 hours daily) five days a week. The total is 17.5 hours of certified needs. Family has a variable work schedule that averages 34 hours per week. The need for care occurs in every week of the month. However, some weeks have fewer than 30 hours. Applicable Rate Category(ies) Part- time weekly rate or Part-time monthly rate Full-time monthly rate. Note: The 4.33 monthly averaging factor MUST always be used when averaging hours for a variable work schedule. Revised: 8/4/15 Update # 15-20

13 CalWORKs Employment Services Handbook page Example: Example Number 2 - Establishment of Provider s Rate: Situation Do the math only when a provider does not have an established rate that fits the certified needs: Parent s need is for part-time weekly care (infant). RMR ceiling $ (part-time). Provider only has a rate for full-time weekly of $ Full-time weekly RMR Ceiling is $ $ $ = 90%. $ times.90 = $ The provider s new part-time rate for this child will be $ for part-time care. Note: Before doing the math call the provider, and ask if they want to establish their rate to fit the certified need of the child. A family needs care: Monday 8 am to 8 pm (12 hours) Tuesday 8 am to 6 pm (10 hours) and Wednesday 9 am to 12 pm (3 hours) for a total of 25 hours per week, three weeks out of the month. The provider only has a full-time weekly rate of $ and no other rates. RMR ceiling for full-time weekly is $ (2-5 years of age) 1) Determine the rate that best fits the family s need. (part time weekly rate). But, the provider only has full-time weekly rate ($334.58) 2) Calculate the providers new part-time weekly rate. $ $ = 89%.89 times $ (RMR ceiling for part-time weekly care) = $ ) Providers new part-time weekly rate is $ Licensed Provider Licensed Provider A Licensed child care provider is an individual or an organization licensed by the State of California to provide child care. Licensed child care providers including private or public schools are exempt from TrustLine and Health and Safety requirements. Update # Revised: 8/4/15

14 page CalWORKs Employment Services Handbook Note: A tutoring center with a business license only is not a licensed child care provider. These individuals must comply with the TrustLine rules. Reminder, child care funds are approved for child care services and not for tutoring services Licensed Family Day Care Home A home where one or more adults are licensed by the California Department of Social Services, Community Care Licensing to care for a specified number of children Child Care Center A facility which is licensed by the California Department of Social Services, Community Care Licensing to care for a specified number of infant, preschool and/or school age children in a group setting Provider Information Once the worker determines that the client has secured a licensed child care provider, the next step is to identify the child care provider s: Name or business name, Address, Tax Identification Number [Social Security Number (SSN), Employer Identification Number (EIN) or Individual Tax Identification Number (ITIN)], License Number, Phone Number, Registration Fees (licensed providers only), Rates, and Contact name Fees Providers who normally charge fees for registration may be paid, either in a single payment or prorated over a 12-month period, as long as the provider can provide documentation that the same fee is charged to non-subsidized (non-calworks) families. Revised: 8/4/15 Update # 15-20

15 CalWORKs Employment Services Handbook page A child care registration fee when included with the child care cost for that month can not exceed the Regional Market Rate (RMR). If you are paying child care at the maximum RMR, the client will not qualify for the registration fee payment. Example: Provider s monthly full-time rate is $1,478. The provider is charging a one time registration fee of $50. The monthly RMR for an infant is $1,480. The most CalWORKs can pay for the registration fee is $2 per month for a 12 month period. $1,480 (RMR) minus $1,478 (Provider s fee) = $2 (monthly amount for registration fee). Exception: On a case-by-case basis, if the client is unable to secure child care due to lack of a registration fee payment, the registration fee can be paid as an ancillary expense even it exceeds the RMR. Prior to issuance, the ancillary expense must be approved by the Supervisor and be clearly documented in the Maintain Case Comments window Registration The worker is responsible for submitting all paperwork necessary to register a child care provider in a timely manner. The Licensed-Provider Registration (SCD 1752) and W-9 are required by the CWES program for the following: Child Care Provider who is not registered with CWES Inactive Child Care Provider The information on the SCD 1752 is required for the client s file. This may be completed by the worker or it can be mailed to the client. If mailed, the client is responsible to see that the SCD 1752 is complete and returned to the worker. The licensed provider can use the following as a Tax Identification Number (TIN): Social Security Number (SSN), or Individual Taxpayer Identification Number (ITIN), or Employer Identification Number (EIN). A copy of the child care license is not required with the SCD A signed SSN card is required if SSN is used as a TIN. If the licensed child care provider uses ITIN or EIN, TIN verification is NOT required. The Internal Revenue Service TIN Matching Tool may be used by the designated CWES staff to verify ITIN or EIN. Update # Revised: 8/4/15

16 page CalWORKs Employment Services Handbook Note: If the provider is registered with CWES, the worker must review the information on file and ensure all data is up to date (i.e. provider s mailing address). The SCD 1752 is used to update provider s information. The following table provides information for processing a LICENSED provider s registration and changes: Stage Who Action 1. EC Reviews all forms to ensure the forms are complete. Ensures all required documentation is attached to the registration form. The name on the Tax ID Number verification or SSN card and W-9 must be identical. Makes copies of the forms and documentation for the client s file and/or the office designee. Places the completed child care registration forms in the designated in-basket. The following are the required forms and documentation to register licensed providers: Licensed Provider Registration (SCD 1752), COPY of the provider s signed social security card, and A Request for Taxpayer Identification Number and Certification form (W-9). Revised: 8/4/15 Update # 15-20

17 CalWORKs Employment Services Handbook page Stage Who Action 2. Office Designee Collects completed child care registration forms from the in-basket on a daily basis. Reviews registration forms to ensure completeness of forms and that all necessary documentation is included. Registers the provider by entering appropriate information in CalWIN. Notifies the EC that the registration is completed by sending the provider ID by . Notifies the EC by if the paperwork is incomplete or the required documentation is missing. Submits the SCD 1752, W-9, and copy of the provider s SSN card to the IDM station. The CalWIN registration process must be completed within three days from receipt of completed forms and required documentation. NOTE: The CalWIN data base has been manually updated in the county provider number field and in the comment field to reflect problem child care providers. Exception: Providers whose facility was closed by licensing if the provider s license number is different from the license number reflected in CalWIN Schedule The certified need must be determined. In order to determine the certified child care need of the family, the client s activity or employment schedule, and the child s school schedule, if applicable, must be identified. Travel time to and from the activity or employment, and the child care provider is considered, and may be part of the certified need. Time the child is scheduled to be in school must not be counted as part of the certified need Rates The maximum payment rate for all CalWORKs approved child care can not exceed the Regional Market Rate (RMR). The rates charged for CWES children must not exceed the rate charged to non-subsidized (non-calworks) children. Refer to the current RMR table to determine the maximum rate allowable. Exception: If the special needs, or the evening/weekend care rate adjustment, are applicable; or if the certified need exceeds 52.5 hours per week AND the rate is not included in the provider s full-time weekly or monthly rate. Update # Revised: 8/4/15

18 page Payee CalWORKs Employment Services Handbook All child care payments must be made directly to the child care provider Employer - Employee Relationship All child care payments are made on behalf of the client; therefore, the child care providers are not employees of the County Absences Payment to the provider when the child is ill is issued if the child s absence is for an acceptable reason and for a reasonable number of days or hours (not to exceed two consecutive weeks). Providers MUST Provide documentation regarding absences that established the expectations for non-subsidized (non-calworks) parents. Acceptable documentation may include copies of the child care center/provider s policies and procedures, or copies of a current written agreement with a non-subsidized (non-calworks) client. Acceptable reasons for absences of a child include, but are not limited to: Illness of the child or caretaker relative, Family emergency, Court appearances, or Court ordered visit with parent or other relative. Note: Documentation in the Maintain Case Comments window in CalWIN is required. The county CANNOT pay a provider when: A child is attending school. A child is receiving any other child care services. (except when the child is ill and must be with another provider) For school aged children the hours of care that overlap public/private school hours. (except when the child is ill and must be with another provider). The Hourly Rate category is used for: Unscheduled need of six hours or less per occurrence, or The portion of the certified need that exceeds hours. The Daily Rate category is used for: Unscheduled need of more than six hours per occurrence, or When a variable work schedule lacks a pattern of recurring work days and days off on a weekly/monthly basis. Revised: 8/4/15 Update # 15-20

19 CalWORKs Employment Services Handbook page School Breaks When the client is enrolled, and attending an educational institution, CWES will authorize child care payments during the quarterly or semester break as applicable, not to exceed a consecutive two week period. Note: If a client s scheduled break exceeds two consecutive weeks they must be scheduled for a back filler or any appropriate activity Holidays/Vacation Providers can be paid for up to ten holidays/vacation days per fiscal year ONLY if the provider normally charges non-subsidized (non-calworks) clients for the same holidays/vacation days. Providers must provide documentation regarding holidays/vacation that establishes the expectations for non-subsidized (non-calworks) parents. Acceptable documentation may include copies of the child care center/providers s policies and procedures, or copies of a written agreement with a non-calworks client. Below is a list of the major holidays: New Year s Day Martin Luther King Day Presidents Day Memorial Day 4th of July Labor Day Thanksgiving Day and day after Christmas Day Payment for holiday/vacation does not apply when: The Hourly Rate category is used for: Unscheduled need of six hours or less per occurrence, or The portion of the certified need that exceeds hours. The Daily Rate category is used for: Unscheduled need of more than six hours per occurrence, or When a variable work schedule lacks a pattern of recurring work days and days off on a weekly/monthly basis. Update # Revised: 8/4/15

20 page Payment Adjustment Calculation CalWORKs Employment Services Handbook When payments need to be adjusted due to an unpaid holiday, vacation or other unpaid days in the payment period, the following calculations apply: Weekly 1. The established weekly rate is divided by the number of days identified in the certified need. 2. The result of 1 above is multiplied by the number of eligible days in the week (excluding the number of unpaid days). This equals the weekly adjusted payment. Monthly 1. The established monthly rate is divided by 22, the number of working days in the certified need. 2. The result of 1 above is multiplied by the number of eligible days in the month (excluding the number of unpaid days). This amount equals the monthly adjusted payment. EXAMPLES: Weekly 1. The certified need was determined to be weekly part-time. The child care need is 29 hours per week (6 hours per day, 4 days; and 5 hours on the 5th day. The provider s weekly part-time established rate=$138, the number of days in the certified need = 5, and the number of eligible days = 4 (1 unpaid day). The calculation is: $138/5= $27.60 per day 4 days x = $ The certified need was determined to be weekly part-time. The child care need is 29 hours per week (8 hours per day, two days; and 6.5 hours for 3rd and 4th days). The provider s weekly part-time established rate = $138, the number of days in the certified need = 4, and the number of eligible days = 3 (1 unpaid day). The calculation is: $138/4= $34.50 per day 3 days X$34.50 = $ Revised: 8/4/15 Update # 15-20

21 CalWORKs Employment Services Handbook page Weekly 3. The certified need was determined to be weekly full-time. The child care need is 35 hours per week (7 hours per day, 5 days per week). The provider s weekly full-time established rate = $170, the number of days in the certified need = 5, and the number of eligible days = 4 (1 unpaid day). The calculation is: $170/5 = $34 4 days x $34 = $ The certified need was determined to be weekly full-time. The child care need is 35 hours per week (9 hours per day, 3 days, and 8 hours on the 4th day.) The provider s weekly full-time established rate = $170, the number of days in the certified need = 4, and the number of eligible days = 3 (1unpaid day). The calculation is: $170/4 = $ days x $42.50 = $ Monthly 1. The certified need was determined to be monthly part-time (the need occurs every week of the month). The provider s monthly part-time established rate = $597.50, the number of working days in the month = 22, and the number of eligible days is 21 (1 unpaid day). The calculation is: $597.50/22 = $ days x $27.16 = $ The certified need was determined to be monthly full-time (the need occurs every week of the month). The provider s monthly full-time established rate = $736, the number of working days in the month = 22, and the number of eligible days is 21 (1 unpaid day). The calculation is: $736/22 = $ days x $33.45 = $ Alternate Child Care Provider The county will pay an alternate child care provider, if otherwise eligible, when the child is ill and can not go to the primary provider up to ten days per fiscal year, and for holidays/vacation of the regular provider up to ten days per fiscal year Day Rule The Attendance and Child Care Billing (SCD 1755) must be submitted no later than the 5 th day of the month. Incomplete or inaccurate forms may delay payment. Update # Revised: 8/4/15

22 page Overpayment CalWORKs Employment Services Handbook The client will be charged with an overpayment if child care is provided while they were not attending an approved CalWORKs activity Limits Child care provided beyond the limits of these policies is the sole responsibility of the parent and child care provider License-Exempt Provider License-Exempt Care A child care provider is not required to be licensed in order to care for the child(ren) of a CWES client. A license-exempt provider can be a relative, or non-relative caring for the children of only one family besides their own. Grandparents and great-grandparents may provide care for their grandchildren, regardless if they do not belong to the same parent. Example: If a grandparent has two daughters and each has two kids the grandparent may provide care for all four children. However, the grandparent can not provide care for more than the number of children allowed under the licensing guidelines. Child care cannot be provided by the child s parent(s), child s legal guardian, child s step-parent, any member of the client s CalWORKs AU, or anyone under the age of 18 years Provider Information Once the worker determines that the client has secured an exempt child care provider, the next step is to identify the child care provider s: Name, Address, Social Security Number, Revised: 8/4/15 Update # 15-20

23 CalWORKs Employment Services Handbook page Phone Number, Rate, and Two character references Certification/Verification The following must be scanned in IDM for all license-exempt child care providers before a payment can be made. License-Exempt Home Certification/Registration (SCD 1753) Declaration of Exemption from TrustLine Registration and Health and Safety Self-Certification (CCP 1) Health and Safety Self-Certification (CCP 4) Original Request for Taxpayer Identification Number and Certification (W-9) TrustLine Informing Notice (SCD 209) Copy of the provider s signed Social Security Card Valid California Driver License or California ID Note: A copy of the Health and Safety Facility Checklist (SCD 1178) does not need to be scanned in IDM, but must be provided to the client and documented in Maintain Case Comments in CalWIN that form was provided. If the provider is not exempt from TrustLine requirements, additional forms are required. [Refer to TrustLine Application Process, page 27-5 for more information.] Citizenship Providers who are not citizens of the United States must be in this Country legally, and have appropriate authorization for employment. Proof that an individual is legally authorized to work in this Country must be in the case file. Valid proof can be any of the following: U.S Social Security Card issued by the Social Security Administration (other than a card stating it is not valid for work). Certification of Birth Abroad issued by the Department of State. Original or certified copy of a birth certificate issued by a state, county, municipal authority or outlying possession of the United States bearing an official seal. Update # Revised: 8/4/15

24 page CalWORKs Employment Services Handbook U.S. Citizen ID Card (INS form I-197). ID Card for use of Resident Citizen in the U.S (INS form I-197) TrustLine/Health & Safety All child care providers who do not need a child care license must meet the TrustLine and Health and Safety requirements, unless exempt from these requirements. A license-exempt provider who is the aunt, uncle, or grandparent by blood, marriage, or court decree is exempt from TrustLine and Health and Safety requirements. If the license-exempt provider is... Aunt, uncle, grandparent, Siblings, great-aunt, great-uncle, great-grandparent, or a non-relative, Then TrustLine is... Not required Required Exception: If an otherwise exempt provider has been convicted of a crime, they lose their exempt status and are required to submit a TrustLine application following the same procedures as any other non-exempt provide. If it is also disclosed that there is a person with a conviction living in the home of an exempt provider, or if the provider is providing the child care at another location such as the boyfriend/girlfriend of the provider and there is a person with a conviction living in the home, the provider will lose his/her exempt status. The provider and the convicted individual(s) will be required to submit a TrustLine application. The child care authorization must be consistent with the TrustLine rules. However, when the disclosed conviction is related to child abuse or child molestation CalWORKs will not authorize payment for these providers. Note: Siblings are required to register with TrustLine. [Refer to TrustLine and Health & Safety, page 27-1 for more detail information.] Revised: 8/4/15 Update # 15-20

25 CalWORKs Employment Services Handbook page Registration The EC is responsible for submitting all paperwork necessary to register a child care provider in a timely manner. To register a LICENSE-EXEMPT provider who is not registered with the CWES program in the CalWIN system use the License-Exempt Home Certification/Registration (SCD 1753). The worker gives the client the SCD 1753 and appropriate forms to be completed by the provider. Note: If the provider is registered with CWES and active, the EC must review the information on file to ensure all data is up-to-date (i.e. provider s mailing address). The Licensed Provider Registration and All Provider Changes (SCD 1752) is used to update the provider s information. If the providers are active in CalWIN, workers must review the information on the form for changes that will alter a provider s registration information and forward the SCD 1752 to the office designee. The following table provides information for processing a LICENSE-EXEMPT provider s registration and changes: Stage Who Action 1. EC Reviews all forms to ensure the forms are complete. Ensures all required documentation is attached to the registration form. Places the completed child care registration forms in the designated in-basket. The following are the required forms and documentation to register license-exempt providers: a. License-Exempt Home Certification/Registration (SCD 1753), b. COPY of a signed Social Security Card, c. COPY of valid California Driver License or current California ID, d. COPY of INS documents (if appropriate), e. ORIGINAL Request for Taxpayer Identification Number and Certification form (W-9), f. Copy of the Cleared TrustLine Provider letter from the California Child Care Resource and Referral Network, g. Declaration of Exemption from TrustLine Registration and Health and Safety Self-Certification (CCP 1) (if applicable), h. Health and Safety Self-Certification (CCP 4) (if applicable), and i. TrustLine Informing Notice (SCD 209). Note: The SCD 511 is no longer available on NCR. CWES staff must make copies. Update # Revised: 8/4/15

26 page CalWORKs Employment Services Handbook Stage Who Action 2. Office Designee Collects completed child care registration forms, on a daily basis, from the in-basket. Reviews registration forms to ensure completeness of forms and that all necessary documentation is included. Registers the provider by entering appropriate information in CalWIN. Activates the provider if TrustLine is cleared or not required. If the provider has not cleared TrustLine but is active, then inactivate the provider. Notifies the EC that the registration is completed by sending the provider ID by . Notifies the EC by if the paperwork is incomplete or the required documentation is missing. Sends documents to IDM. NOTE: The provider must be registered in CalWIN within three days from receipt of completed forms and required documentation Schedule The certified need must be determined. In order to determine the certified child care need of the family, the client s activity or employment schedule, and the child s school schedule, if applicable, must be identified. Travel time to and from the activity or employment and the child care provider is considered and may be part of the certified need. Time the child is scheduled to be in school must not be counted as part of the certified need Rates The maximum payment rate for all CalWORKs approved child care can not exceed the Regional Market Rate (RMR). The rates charged for CWES children must not exceed the rate charged to non-subsidized (non-calworks) children. Refer to the current RMR table to determine the maximum rate allowable. Exception: If the special needs, or the evening/weekend care rate adjustment, are applicable; or if the certified need exceeds 52.5 hours per week AND the rate is not included in the provider s full-time weekly or monthly rate Payee All child care payments are made directly to the child care provider. Revised: 8/4/15 Update # 15-20

27 CalWORKs Employment Services Handbook page Employer/Employee Relationship Child care providers are not employees of the County. Therefore, requests for verification of employment are not provided by the County. In the event that a request for verification is received, the request should be forwarded to the A9P Designee Fees Generally, CalWORKs Employment Services does not pay registration fees for exempt providers. If an exempt provider requests payment for fees. [Refer to Fees, page for details.] Absences Generally, CWES does not pay exempt providers for absences. CWES will only pay for child care that is provided during the hours the parent is attending an approved welfare-to-work activity (including travel time). If an exempt provider requests payment for absences. [Refer to Absences, page for details.] Holidays/Vacation Generally, CWES will not authorize child care payments for days the exempt provider or client is on holiday/vacation. If an exempt provider requests payment for holidays/vacation. [Refer to Holidays/Vacation, page for details.] Alternate Child Care Provider The county will pay an alternate child care provider, if otherwise eligible, when the child is ill, and cannot go to the primary provider up to ten days per fiscal year, and for holidays/vacation of the regular provider up to ten days per year. It is unlikely that an exempt child care provider will have a current child care contract with a non-subsidized (non-calworks) parent, therefore payments to an exempt provider for holiday/vacation or absences will seldom occur Day Rule The Attendance and Child Care Billing (SCD 1755) must be submitted by the client no later than the 5 th day of the month. Incomplete or inaccurate forms will delay payment. Update # Revised: 8/4/15

28 page Overpayment CalWORKs Employment Services Handbook The client will be charged with an overpayment if child care is provided while they were not attending an approved welfare-to-work activity Limits Child care provided beyond the limits of these policies is the sole responsibility of the parent and child care provider Approval: Non FT-Employment CWES Activities Determination of Need After Orientation/Appraisal the client will be assigned to the EC. The worker must assess the client s need for child care services and determine the certified need. See Schedule on page 17. Or See Schedule on page 26. for more information on determining the certified need. The certified need determination must be documented in the Maintain Case Comments window in CalWIN Authorization [Refer to Licensed Provider, page 26-13], or [Refer to License-Exempt Provider, page 26-22] in this chapter for the correct authorization process Child Care Approval NOA - NA 832 The Child Care Approval NOA (NA 832) must be completed and issued in duplicate to the client when approving child care. This document is official notification that CWES will pay for child care. When a notice is not issued through CalWIN, a copy of the notice of action MUST be forwarded to the IDM station. It is the client s sole responsibility to communicate the approval to the provider. Revised: 8/4/15 Update # 15-20

29 CalWORKs Employment Services Handbook page Length of Approval Use the following chart as a guideline when completing the child care approval notice: Activity Orientation Employment (part-time) single or concurrent activity and on cash aid. For full-time employment, [Refer to Approval: Full-Time Employment - CWES Client, page ] Education or Vocational Training at a Community Based Organization (CBO) Education or Vocational Training at Adult Education, Community College or private school Education or Vocational Training at private school on a modular schedule Job Services Assessment Learning Disability Evaluation Work Experience Exemption/waiver due to domestic abuse Welfare-to-work programs and services, such as family conferences, etc. Length of Approval A child care approval NOA is not required for a client to attend Orientation. Three months increments. Length of approved activity or three months increments whichever occurs first. Length of quarter/semester. Length of module. Length of approved activity. Length of full assessment process. (If assessment is estimated to last more than a month, approve child care in increments of one month.) Length of session. Length of approved activity or three months increments whichever occurs first. Three months increments or the length of the activity whichever occurs first. Length of program or three months increments whichever occurs first Completing the Child Care Approval NOA - NA 832 The NA 832 is to be completed by the ECs as follows: Section If... Then... Update # Revised: 8/4/15

30 page CalWORKs Employment Services Handbook 1. Child Care Services 2. Child Care Reimbursement/ Payment NOTE: The worker must ensure that the correct NOA version is used. The client s social security number MUST NEVER be written on the NOAs. The approved activities are longer than 30 days, The approved activities are less than 30 days, The recipient has chosen a provider who has already been Trustline (TL) registered or who is exempt from TL, The recipient s license-exempt provider is required to be TL registered, Check the 1st box and enter the date child care is to start, followed by the date child care is to end. Example: For clients attending school, enter the first day of school as their start date and the last day of their quarter or semester as their end date. Check the 2nd box and enter the date child care will end. Check the 1st box in this section, and Complete the table for each eligible child as follows: (1) Child Name: Enter the first and last name of the child. (2) Provider Name: Enter the first and last name of the provider or the name of the licensed facility. (3) Child Care Hours: Enter a description of child care hours needed (i.e. 8 hrs. per day for 1 week etc.) (4) Rate: Enter the reimbursement rate and specify whether this is hourly/daily/monthly etc. [Refer to Rate Categories, page 26-11]. (5) Payment Limit: Enter the maximum reimbursement amount for the child. Note: If there are more than four children, a second page must be printed. Check the 2nd and 3rd boxes in this section, and Enter the provider s name in the space provided Review Review the CWES policies and billing procedures with the client. Make sure the client understands how to fill out the Attendance and Child Care Billing (SCD 1755). Revised: 8/4/15 Update # 15-20