Payment Begin Dates

This is the home page for the DSHS Working Connections Child Care Manual.

Working Connections Child Care (WCCC) Manual

Payments

Refer to the following link for information on how far back a provider may request payment. http://iesa.dshs.wa.gov/dccel/docs/0111_N_Provider_Billing_Time_Limit.PDF

A. Payment Begin Dates

Revised: August 15, 2005

Effective May 28, 2004

WAC 388-290-0095 If I receive temporary assistance for needy families (TANF) and I am determined eligible for WCCC, when do my benefits begin?

When you receive TANF, and are eligible for WCCC, your benefits begin when your eligible provider (under WAC 388-290-0125) is caring for your children and you are participating in approved activity under WAC 388-290-0040 or 388-290-0055.

Effective May 28, 2004

WAC 388-290-0100 If I do not receive temporary assistance for needy families (TANF) and I am determined eligible for WCCC, when do my benefits begin?

If you do not receive TANF and are eligible for WCCC your benefits begin as described in WAC 388-290-0055 (1) or the date you apply for WCCC and the following requirements are met:
1. You have turned all your information in within thirty days of your application date;
2. You meet all eligibility requirements; and
3. Your eligible provider (under WAC 388-290-0125) is caring for your children.
Your application date is whichever is earlier:
1. The date your application is date stamped as received; or
2. The date your application is entered into our automated system as received.
If you fail to turn in all your information within thirty days from your application date you must re-start your application process. Your begin date for benefits is described in subsection (2) of this section.

clarifying information

When a consumer requests back-payment for child care already provided, backdate child care payments only when a WorkFirst consumer reports their employment or WF activity timely (within 10 days of start) and were not informed of child care benefits available to them.
Consumers have until the next business day if the end date/due date falls on a non-business day. WAC 388-458-0020 addresses this issue. While this is not a WCCC WAC, WCCC will accept this process.
Child care benefits may be authorized retroactively if requested paper work appears to be lost or misplaced by DSHS. The client or provider must supply DSHS with documentation showing the requested items were actually mailed, faxed, or dropped off at a DSHS office. Ask the client or provider to supply the information again and backdate the child care appropriately.
Verbal confirmation of an authorization is not a guarantee of payment and should not be given to a provider before the authorization (DSHS 14-154) has been sent to SSPS. If the provider wants immediate proof of the authorization:
1. They can call the Working Connections Information Phone (please give the provider the consumer's application number if they need help); or
2. You can fax a copy of the SSPS Authorization (Data Input Sheet) or leave it at the reception desk for pick up. Confidential consumer information should be blacked-out before sending.

EXAMPLE 1

Jack, a TANF recipient, picks up a paper application for child care from a community college on May 5th. Jack began his approved work search activity on May 10th. He returns the application to the department on June 20th and it is date-stamped. Jack is determined eligible for the program on June 22nd and it is determined that his provider, who began care on May 10th, is approvable.

Payment for child care is effective May 10th.

EXAMPLE 2

Mary, a non-TANF recipient, calls the department on August 20^th and requests an application for child care. The worker is able to complete the application with Mary over the phone the same day. A paper application is sent to Mary for review with a request for verification of income and provider information. She has been given ten (10) days to complete and return the items. Mary returns the items on August 30th and the application is date-stamped the same day. Mary is determined eligible on September 15th.

Payment for child care is effective August 20th as long as Mary is using an eligible provider.

EXAMPLE 3

Sue calls to the department and requests an application on June 1st. She returns it on June 10th when it is date-stamped. Sue is determined eligible for the program on June 15th. She does not have an approvable provider begin care until July 3rd.

Payment for child care is effective the 3rd of July.

EXAMPLE 4

Jason applies on 1/1 and turns in all requested information by 1/25 (he has met the WAC requirements). The case is processed on 2/15; well over 30 days after the application date.

Payment for child care is effective 1/1.

EXAMPLE 5

Kirk applies over the phone on 1/1 but for some reason a pending letter is not sent until 1/28. He provides the dept. with the requested information on 2/8.

Since the department delayed Kirk’s ability to turn in paperwork within 30 days of applying, payment for child care is effective 1/1, as long as Kirk is using an eligible provider.

When a consumer indicates on an application for financial benefits (such as TANF or medical) they want child care, consider this their child care application. Take the following steps:
1. Enter the received date in WCAP as the date the financial application was received;
2. Enter information from the financial application into the WCAP system;
3. Determine eligibility or send a pending letter asking for more information;
4. Send Part 2 and criminal background forms if the consumer is determined eligible or is pended.

EXAMPLE

Misty applies for Food Benefits on February 3, and indicates on her application that she also needs child care. Enter February 3 as the received date and enter information from the application into WCAP using known information from ACES and the application. After completing the application the AW determines Misty could be eligible for WCCC, but you are missing her income. Send Misty a pending letter requesting information needed to complete her case. Include Part 2 and criminal background forms in case she chooses an in-home/relative provider.

A consumer “restarts” their application process when they do not turn in all information needed to determine eligibility within 30 days of their application date. Review the previously submitted application to determine if applicant is eligible. If eligibility cannot be determined because the application is too old or the situation has changed, request a new application from the applicant.

EXAMPLE 1

6/15 an application is turned in
6/20 a pending letter is sent due 7/2 requesting income
7/3 a denial letter is sent for no response
7/20 the requested income is received

Determine if the application received 6/15 and the income received 7/20 are enough to determine the consumer is eligible for WCCC. If so, the eligibility begin date is 7/20.

EXAMPLE 2

6/15 an application is turned in
6/20 a pending letter is sent due 7/2 requesting income
7/3 a denial letter is sent for no response
7/20 the requested income is received

Determine if the application received 6/15 and the income received 7/20 are enough to determine the consumer is eligible for WCCC. If not, send a new application to complete or process an application over the phone. The new application start date is still 7/20. If the application is sent, include a pending letter informing the consumer what needs to be completed on the application. The consumer has 30 days from 7/20 to complete the application process.

Link to Department of Social and Health Services home page

You can email your questions or comments about the Working Connections Child Care Manual to us at: EAZMail@dshs.wa.gov
For more ways to get in touch with the Department of Social and Health Services go to the DSHS Contact Information web page.
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