Updating Certificates 400-28-120-35
(Revised 4/1/14 ML #3401)
When a certificate is issued, the certificate is not changed unless an eligibility criteria to change a certificate is met.
Eligibility criteria to make a change to a certificate are the results of a change (mandatory, non-mandatory and known information to the agency) which affects the eligibility information contained on the certificate.
A certificate must be updated for the following reasons; however, there may be additional reasons not included that may require the certificate to be updated:
- When there is a change in household size which affects the Child Care Assistance unit household size.
- Someone moves into the household
- Someone moves out of the household
- Change in allowable activity
- Start or end of job search
- Start of work activity (not previously in any work activity)
- End of work activity (no longer in any work activity)
- Start or end of school which includes
- A postsecondary student completes an associate degree, postsecondary diploma, certificate of completion or any other vocational training course or if the caretaker(s) changes to another course of study.
- Start or end of TANF, Diversion or Crossroads
- Increase in monthly child care hours for a child if the increase in hours increased the Level of Care the child needs.
Note: Decreases in the Level of Care are not made during the certificate period.
- Changes in provider(s) or addition of provider(s)
- When a provider is no longer being used by the family or the provider is no longer a qualified provider.
- When a child is no longer eligible for the Child Care Assistance Program including but not limited to:
- turns age 13
- if age 13 and under 19 and verified care no longer exists
- enters Foster Care
- no longer needs care
- State residency
- When a case changes from Waived Co-pay to Co-pay, the certificate must be updated for the month following the month the TANF, Diversion or Crossroads case closes.
- When a case changes from Co-pay to Waived Co-pay, the certificate must be updated effective the month the case is approved for TANF, Diversion or Crossroads.
- When an Intentional Program Violation disqualification penalty is imposed the certificate must be closed effective the month the individual is disqualified.
- Exception: Individuals who apply for or are receiving assistance through a federal or state funded program and require child care in order to participate in that federal or state funded program are eligible to receive child care through CCAP in a month they are subject to an IPV disqualification. Individuals that apply for or are receiving TANF, Transition, Diversion, or Crossroads are eligible to receive child care during an IPV disqualification period providing all other factors of eligibility are met.
If a certificate must be closed, the caretaker is sent a copy of the updated certificate and the provider(s) is sent a copy of the certificate with the information that applies to the child(ren) for whom the provider(s) has been approved to provide care.
If a certificate is updated and there are multiple providers for the family, an updated certificate is only sent to the provider whose certificate has been updated. A certificate is not mailed to a provider if there is no change to their certificate.
