Calculating Allowable Child Care Hours 400-28-80-10
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To calculate the Level of Care, the eligibility worker must determine the actual allowable hours by:
- Determining the weekly allowable activity hours for the caretaker for each activity
- Determining the weekly schedule for each child
- Determine each child's Level of Care using the caretaker’s schedule and the child’s schedule
- Any weekly hours the caretaker is participating in an allowable activity and the child needs care during the time the caretaker is in the allowable activity will determine the child's hours of needed care per week.
- The child's hours of needed care per week determine the Level of Care of full time, part-time, or hourly.
When determining the caretaker's activity schedule:
- If the caretaker has a set schedule and the schedule is not questionable, use the caretaker's schedule to calculate each child's hours of needed care per week.
- If the caretaker does not have a set schedule and informs the Eligibility Worker of their schedule, if the schedule is not questionable, use the caretaker's schedule for the same month the income is used to calculate each child's hours of needed care per week.
- If the caretaker does not have a set schedule and the caretaker provides a schedule that is questionable, the caretaker must provide verification of the schedule for the same month as the income is used. Use the caretaker's verified schedule to determine each child's hours of needed care per week.
The following methods must be used to determine the weekly allowable activity hours of the caretaker’s activity:
- Work Hours Calculation
Weekly work hours are determined by using verified paystubs, employer’s statements, etc. Refer to 400-28-80-15, Travel Time and Lunch Break Calculation, to determine additional allowable hours.
If the caretaker is engaged in ongoing employment:
- Paystubs from the month of application are used if all are available and are reflective of the anticipated work hours.
- If paystubs from the month of application are available and are not reflective of the anticipated work hours, the caretaker must provide verification of the anticipated work hours and these hours will be used to determine the weekly allowable activity hours.
- If all paystubs from the month of application are not available paystubs from the month prior to the application month are used if they reflect the anticipated work hours.
- If paystubs from the month prior to the application month are not reflective of the anticipated work hours, the caretaker must provide verification of anticipated work hours and these hours will be used to determine the weekly allowable activity hours.
If the caretaker begins new employment the caretaker must provide verification from the employer of the anticipated weekly work hours.
Once hours have been established, the worker must calculate the weekly average hours for the allowable activity of the caretaker.
To calculate the number of weekly work hours the following methods are used:
- For individuals who are paid weekly, the total number of work hours shown on all pay stubs received in the month are divided by the number of pay stubs in the month to arrive at the average weekly hours worked.
- For individuals who are paid bi-monthly, the total number of work hours shown on both pay stubs received in the month are divided by the number of pay stubs received in that month to arrive at the average number of work hours per pay period. The pay period total hours are then divided by 2 to arrive at the average weekly hours worked.
- For individuals who are paid monthly, the total number of work hours shown on the pay check received in the month is divided by 4 to arrive at the average, weekly hours worked.
If an employer verifies a range of work hours, the higher number of work hours verified will be used as the allowable activity hours for the caretaker.
Note: The pay stubs, employer statement, work schedule, etc., that was used to determine the income eligibility must be the same paystubs, employer statement, work schedule, etc., that is used to determine allowable activity hours.
- Student Hours Calculation
Student credit hours must be verified by a class schedule. Two (2) hours will count for each credit hour per week a student is enrolled in an allowable education activity. Refer to 400-28-80-15, Travel Time and Lunch Break Calculation to determine additional allowable hours.
Example: A class schedule verifies 12 credit hours. The student is allowed 24 hours per week of allowable activity hours.
Hours can be allowed for a caretaker in education who has a break of less than a full calendar month between terms, if the provider charges for time during the break.
Example: An individual was in education from August through early December and will return to school in January. The provider continues to charge the individual during the break. The same level of care should continue during the semester break so as to not disrupt the family’s child care availability.
- Job Search Hours Calculation
Up to 20 hours a week can be allowed for job search. This can be self declared. No additional hours are allowed for travel and breaks.
NOTE: This does not apply to JOBS and Tribal NEW recipients as the Employability Plan dictates the allowable hours.
