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

(Revised 8/1/13 ML #3374)

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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 If the application month is denied or withdrawn and benefits for the following month are requested, the processing timeframe starts effective the first of the following month.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 30 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 30 day processing timeframe.

 

If additional time is allowed due to an extenuating circumstance, the action must be taken no later than 45 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 30-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 30th 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 30th 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.

 

If an application is filed with no address, the eligibility worker should review the contact information found on the mailing envelope, in a phone book, on a Motor Vehicle query, or using any other available resources for address information.

 

The application must be pended and if no mailing/residence address can be located, ‘General Delivery’ must be used for the mailing address and applicable notice(s) sent.

 

If the notices are returned for insufficient address:

• If the application has not been approved, it should be denied due to loss of contact and documented in the case file.
• If the application has been approved, the case can be closed for loss of contact and documented in the case file.

 

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, all information needed to process the prior month has been submitted and the application month is pending, the prior month can be processed. In these situations if the prior month is processed as Co-pay use actual income and allowable expense deductions and a one month certificate is issued. If the prior month is processed as Waived Co-pay (TANF, Diversion, or Crossroads) the prior month is processed without regard to income or allowable expense deductions, and a one-month certificate is issued. In both situation, Co-pay or Waived Co-pay, the case must be closed as of the last day of the prior month. The application month would then be pended until TANF, Diversion, or Crossroads eligibility is known.

Example: An individual applies for TANF and CCAP in June. The individual requests child care for the prior month of May. The information needed to determine May’s eligibility has been provided and the case has been determined to be Co-pay for May.

 

The prior month of May is processed as Co-pay issuing a one month certificate. The case must then be closed the end of May. The CCAP application for June is pended until TANF eligibility is determined.

 

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.

 

An application must be denied when:

• The Co-pay exceeds the lower of the State Rate or amount billed for all child(ren) whom assistance is being requested.
• The only child or all children for whom child care is being requested, are determined not to have a need.