Updating Certificates 400-28-120-35

(Revised 10/1/16 ML #3472)

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IM 5363

Amended IM 5363

 

 

NDAC 75-02-01.3-06

 

When a certificate is issued, the certificate is not changed unless an eligibility criteria to change a certificate is met.

 

The start date of an updated certificate is the first day of the month the change is determined to be effective based on the timeliness of the reported change. An update to a certificate does not extend the maximum 12 month certificate period.

Example:

An application was approved and a certificate was created effective April 1 through March 31. On June 14 the household timely reported and verified that a child entered the home and needs child care. Because the change was reported and verified timely, the change is implemented and a certificate update is created effective June 1. The updated certificate is now effective June 1 through March 31.

 

A certificate must be updated for the following reasons:

• When there is a change in 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 activity search
• Start of allowable activity (not previously in any allowable activity)
• End of allowable activity (no longer in any allowable 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.

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:
• 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.

There may be additional reasons not included in the list above that may require a certificate to be updated.

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.