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Payments

J.  Reapplications
Revised: February 8, 2005

Effective May 28, 2004

WAC 388-290-0105 HOW DO I REAPPLY FOR WCCC WHEN MY ELIGIBILITY PERIOD IS ENDING?

  1. If you want to receive child care benefits for another eligibility period you must reapply for WCCC benefits before your current eligibility period ends. We determine if you are eligible by:

    1. Requesting application information prior to the end date of your current WCCC eligibility period; and

    2. Verifying the requested information for completeness and accuracy.

  2. You may be eligible for WCCC benefits for a new eligibility period if:

    1. Your application information is received no later than the last day of your current eligibility period ;

    2. Your provider is eligible for payment under WAC 388-290-0125; and

    3. You meet all WCCC eligibility requirements.

  3. If you are determined eligible for WCCC benefits based on your application information, we notify you of your new eligibility period and copayment.

  4. If you provide the requested application information to us anytime after your eligibility period ends, you are determined eligible for WCCC and you:

    1. Receive TANF, your benefit begins when:

      1. You are participating in your approved activity, and

      2. Your eligible provider (under WAC 388-290-0125) is caring for your child.

    2. (b) Do not receive TANF, your benefit begin date is the date your:

      1. Application is date stamped as received or entered into our automated system ;

      2. Eligible provider (under WAC 388-290-0125) is caring for your child; and

      3. Participation in an approved activity has started.
Click on the Washington State Register (WSR) numbers below to go to the official filings for this WAC at the Washington State Code Reviser's web site.
Current Version:  WSR 02-12-069, effective 7/1/02
Previous Version:

clarifying information

  1. The WCAP is designed the WCCC Child Care Reapplication can be generated anytime prior to the eligibility end date. Reapplications are generated by Olympia throughout the month and they are mailed by the central mail process. The majority of reapplications are printed and mailed the last 5 working days of the month prior to the eligibility end date.

  2. 2. Reapplications with language codes other than English or Spanish still need to be sent by the local office following the required language procedures.

  3. Consumers must be given at least 10 days to respond to a request for information which means that reapplications should be sent out at least 15-30 working days prior to the eligibility end date. 

worker responsibilities

  1. When mailing reapplications locally, generate the "reapplications due" list through WCAP under the Reports menu.

  2. Generate the DSHS 14-430 from WCAP and mail to the consumer.

  3. Generate and send to the provider the DSHS 14-430(A)(X) Child Care End Date Reminder, from the WCAP. The DSHS 14-430(A)(X) is a courtesy reminder which must be mailed to the provider.

How is Child Care Re-Authorized at Time of Reapplication?

  1. Determine if the consumer's hours of employment or participation in WorkFirst activities have changed; (review ACES and/or e-JAS if the consumer receives TANF to verify their current eligibility status, employment information, address, and living situation).

  2. Enter any new or missing information into the Activity / Schedule screen of the WCAP.

  3. Using the WCAP, re-determine income eligibility and the copayment based on new income information.

  4. Determine the child's need for care based on the:

    1. Consumer's employment and/or approved activity schedule;

    2. Child's school or other scheduled activities; and

    3. Ability and Availability of the second parent in a family.

  5. Generate the DSHS 7-066 (X) WCCC Award / Change Letter in the WCAP and send to the consumer. If you determine the consumer is ineligible, see Terminating Eligibility - A.  Terminating Eligibility or Benefits.

  6. Generate and send the DSHS 07-075 (X) In-Home / Relative Letter (if applicable) to that particular provider. This letter notifies the in-home / relative provider of the parent's activity, copayment amount and eligibility period. The letter also reminds providers of their  responsibilities for care of the children and billing with DSHS.

  7. Contact the provider (if needed) to verify their customary rate and schedule of care.

  8. Update the authorization in the WCAP and send to SSPS.

  9. Document the re-approval of benefits in the case notes in the WCAP.

  10. If the family is receiving TANF, and the case manager is not the AW, notify the WorkFirst case manager of continuing child care benefits.

Pending of Reapplications

  1. Reapplications must be received by the last day of eligibility. When you receive an incomplete reapplication send the consumer a pending letter giving them at least 10 days to provide the necessary information.  If the consumer fails to return the information as requested notify them that child care benefits are denied using the DSHS 15-247 Denial / Termination Notice.

  2. If the consumer returns all necessary information within the timeframe given on the pending letter, authorize child care to begin retroactively to the day after the original eligibility end date.

  3. If the consumer turns in partial reapplication information and is pended but does not respond by the due date on the pending letter, their start date is when they turn in all the necessary information needed to determine eligibility.

EXAMPLE 1

Stacy's eligibility end date is June 30th.  A request for reapplication information is sent to her and she returns the items on June 25th.  She was sent a pending letter for missing items and was given until July 7th to provide the information. Stacy was able to provide all needed information by the 7th. She was determined to be re-eligible for WCCC effective July 1st.

EXAMPLE 2

Mike is a non-TANF consumer whose eligibility ends October 31st. A request for reapplication information is sent to him and he returns the items in on the October 25th. A pending letter is sent requesting income information due by November 10th. A denial letter is sent November 11th as the information was not returned. Mike returns the necessary information November 15th. Mike is determined eligible for WCCC with a new start date of November 15th.

Reapplication and Changes in Benefits

DSHS is not required to provide 10-day notice to a consumer if a change in benefit will occur from a current period of eligibility to one immediately following. (WAC 388-290-0120)

EXAMPLE 1

Debra's eligibility end date is April 30th.  She received a request for reapplication information and sent the items in on the April 29th.   A pending letter was sent due May 10th. All information to determine eligibility and the copayment was received on May 10th. Based on new income Debra's copayment will increase from $50 to $275. Authorization for the child care and the new copayment amount is effective May 1st.

EXAMPLE 2

Joan's eligibility end date is October 31st. Her reapplication information was received on October 28th. Joan indicated she would be getting a raise effective November 1st. The raise will make her over income for WCCC benefits. A denial letter should be sent, but the worker can make the denial effective October 31st.

Late Return of Reapplications

  1. If a consumer does not respond to the reapplication request within the given time frame, the consumer does not need to receive a notice of termination or denial in this case (WAC 388-290-0120) as they received advanced notice of the eligibility end date via the DSHS 07-066 (X), Award / Change Letter. The individual lines of service on the DSHS 14-159 Social Service Authorization should be terminated. This will generate a Social Services Notice sent automatically to the licensed or certified provider.

  2. 2. If the consumer turns in reapplication information after their eligibility period ends, establish a new eligibility period according to WAC 388-290-0105.

EXAMPLE

Tom's eligibility end date was October 31st. He failed to return any of the reapplications information, his care was not extended and the lines of service on the DSHS 14-159 were terminated. Tom comes in on November 5th and wants child care re-established. You determined that Tom has all the information required for you to re-determine eligibility including November's pay stubs. Tom's care is re-authorized effective December 5th.

WORKER RESPONSIBILITIES

See Use of Termination and Denial notices for more information

 
 

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