Timeliness Standards for Processing Applications 400-28-20-15

(Revised 11/1/11 ML #3295)

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NDAC 75-02-01.3-02

 

The processing timeframe for an application starts from the date the signed application is received in the county social service office. If the application month is denied or withdrawn and benefits for the following month are requested, the processing timeframe starts effective the first of the following month.

 

The Child Care Assistance Program (CCAP) does not require a face-to-face interview in order to determine eligibility.

 

A child care billing report form is not required to process an application.

 

A decision to either approve or deny an application must be made no later than 15 days following the day the signed and dated application is received in the county social service office unless extenuating circumstances exist. The first calendar day following receipt of the signed application is day 1 of the 15 day processing timeframe.

 

If additional time is allowed due to an extenuating circumstance, the action must be taken no later than 30 days following the date of application.

 

Formal action (either approval or denial) must be taken on each month assistance is requested. If an application is not acted upon within the 15-day time frame due to extenuating circumstances, the case file must contain documentation identifying the extenuating circumstances that caused the delay.

 

If all the information needed to determine eligibility is not provided with the application, the application must be pended and a notice sent informing the applicant of the documents required. The ‘pend’ notice must clearly identify the information needed for the application month as well as any prior month(s) being requested.

 

The applicant has 10 days from the print date of the pending notice to provide the required information/verifications. When the 10th day falls on a weekend or holiday, the information is deemed to have been provided timely if received by the county social service office by close of business the first business day following the weekend or holiday.

 

An application that is pending for additional information cannot be denied prior to the 15th day following the date of filing or the end of the 10th day from the print date of the pending notice, whichever is later. However, if it is determined the applicant is not eligible, the application can be denied at any time prior to the 15th day.

 

If the applicant does not provide the information requested in the pending notice for any of the months requested, each month that was requested must be denied.

 

If the applicant provides information for one month but not the other month(s), the month that the information was provided for can be processed and the other month(s) must be denied.

• If the applicant who requested but is not eligible for child care for the prior month is eligible for the month of application, the prior month is denied and the application is approved, effective the first of the application month.
• If the applicant who requested child care for the prior month is eligible for the prior month but not for the month of application, the prior month is approved, effective the first day of the prior month and the case is closed as of the last day of the prior month. The same application would be processed for the application month and denied.
• If the applicant who requested child care for the final two months of TANF is not eligible for the first month but is eligible for the second month, the application is denied for the first month and approved for the second month.
• If the applicant who requested child care for the final two months of TANF is eligible for the first month but not the second month, the application is approved for the first month and closed at the end of the first month. The same application would be use to process the denial for the second month.

 

Depending on the month of application, additional months may need to be processed using the same application.

 

An application may be withdrawn at any time prior to a decision being rendered. The request to withdraw the application can be made in writing or verbally by the applicant.

 

If an individual applies for CCAP and TANF, Diversion, or Crossroads at the same time, the application for CCAP must be pended until TANF, Diversion, or Crossroads eligibility is known.

 

If an individual applies for CCAP and TANF, Diversion, or Crossroads at the same time, requests CCAP for the prior month, and all information needed to process the prior month has been submitted, the prior month can be processed. In this situation the prior month is processed as Co-pay using actual income and a one month certificate issued. The case must be closed as of the last day of the prior month. The application month would be pended until TANF, Diversion, or Crossroads eligibility is known.