Application Processing Timeliness Standards 400-28-20-15

(Revised 4/1/16 ML #3464)

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NDAC 75-02-01.3-02

 

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. The first calendar day following receipt of the signed application is day 1 of the 30 day processing timeframe.

 

Additional time may be allowed due to an extenuating circumstance. An extenuating circumstance may be determined by the eligibility worker, but reason for the extenuating circumstance must be documented in the case file. If it has been determined that an extenuating circumstance exists, 15 extra days are allowed to process the application. Action must be taken no later than 45 days following the date of application.

 

A ‘pend’ notice must be sent when any information required to determine eligibility is not received with the application. The applicant has 10 days from the print date of the pending notice to provide the required information and verifications. The ‘pend’ notice must include:

 

• The information and verifications that are needed including the months for which information is needed.
• The time frame for submitting the information and verifications (10 days from print date of notice).
• Information regarding application denial if the information and verifications are not provided within 10 days

Information and verifications received after business hours, on weekends or holidays are considered received on the next business day and are considered to be timely.

 

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.

 

Pending applications cannot be denied prior to the 30 day processing timeframe or prior to 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.
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.

 

Example: The family’s co-pay is determined to be $233 per month and the maximum payment CCAP will issue to the provider is $180. The case must be denied as the co-pay will always exceed the amount that CCAP would pay.

 

• It is determined there is no child care needed.

 

If the applicant does not provide the information requested in the pending notice for any of the months requested-(application month, prior month, or month following application), each month that was requested must be denied.

 

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 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 is not eligible for child care for the prior month but 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 is eligible for the prior month but not for the month of application, the prior month is approved effective the first day of that month and the case is closed as of the last day of the month. The same application would be processed for the application month and denied.

 

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.

 

Application for Other Programs at time of CCAP Application

 

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.