Payment Begin Dates

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/PDF/0111_N_Provider_Billing_Time_Limit.PDF

A. Payment Begin Dates

Revised: August 7, 2007

Effective May 28, 2004

WAC 170-290-0095 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 170-290-0125) is caring for your children and you are participating in approved activity under WAC 170-290-0040 or 170-290-0055.

Note: This is a reprint of the official rule as published by the Office of the Code Reviser. If there are previous versions of this rule, they can be found using the Legislative Search page.

Effective May 28, 2004

WAC 170-290-0100 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 170-290-0055 (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 170-290-0125) 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.

Note: This is a reprint of the official rule as published by the Office of the Code Reviser. If there are previous versions of this rule, they can be found using the Legislative Search page.

Clarifying Information

When a WorkFirst consumer reports their employment or WF activity timely (within 10 days of start) and the department did not inform them of child care benefits available to them, you may authorize back payment for child care already provided if they request it.
If the 10th day or due date falls on a non-business day, consumers have until the next business day to turn in information you need for their application. WAC 388-458-0020 addresses this issue. While this is not a WCCC WAC, WCCC will accept this process.
You may authorize child care benefits retroactively if it appears DSHS may have lost or misplaced the paperwork. The consumer or provider must supply DSHS with documentation showing the requested items were mailed, faxed, or dropped off at a DSHS office. Ask the consumer or provider to supply the information again and backdate the child care appropriately.
Do not give verbal confirmation of an authorization before you send the authorization (14-154) to SSPS. Verbal confirmation of an authorization is not a guarantee of payment. If the provider wants immediate proof of the authorization:
1. They can call the Working Connections Information Phone at 1-866-218-3244. 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 must be blacked-out before sending.

EXAMPLE 1

May 5 - Jack, a TANF recipient, picked up a paper application for child care from a community college.

May 10 - Jack began his approved WorkFirst activity.

May 10 - His provider began providing care and is approvable.

June 20 - He returned the application to the department and it was date-stamped.

June 22 - You determined Jack is eligible.

May 10 - Effective date for child care payment.

EXAMPLE 2

August 20 - Mary, a non-TANF recipient, called the department and requested an application for child care. You started the application with Mary over the phone the same day. You sent Mary a pending letter with a request for verification of income from her current job and provider information. You gave her at least ten (10) days to complete and return the items.

August 30 - Mary returned the items and the application was date-stamped the same day.

September 15 - You determined Mary is eligible.

August 20 - Effective date for child care payment, as long as Mary is using an eligible provider.

EXAMPLE 3

June 1 - Sue called the department and requested an application.

June 10 - She returned it and it was date-stamped.

June 15 - You determined Sue is eligible for the program.

July 3 - An approvable provider began providing child care.

July 3 - Effective date for child care payment.

EXAMPLE 4

January 1 - Jason applied.

January 25 - Jason turned in all requested information.

February 15 - You determine Jason is eligible the case, more than 30 days after the application date.

January 1 - Effective date for child care payment.

EXAMPLE 5

January 1 - Kirk applied over the phone, but his application is not complete.

January 28 - You sent a pending letter.

February 8 - Kirk provided the requested information.

January 1 - Effective date for child care payment, because the department delayed Kirk's ability to turn in paperwork within 30 days of applying. Kirk must be using an eligible provider.

When a consumer indicates on an application for financial benefits (such as TANF or medical) they want child care, consider that 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 applied for Food Benefits on February 3, and indicated on her application 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, you determined Misty could be eligible for WCCC, but you do not have her income information. Send Misty a pending letter requesting information needed to complete her eligibility determination. 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 consumer is eligible. If you cannot determine eligibility because the application is too old or the situation has changed, request a new application from the consumer.

EXAMPLE

6/15 - Consumer submitted an application
6/20 - You sent a pending letter requesting income from their current job (due 7/2)
7/3 - You sent a denial letter due to not receiving a response
7/20 - You received the requested income information.

Determine if the application received 6/15 and the income received 7/20 are enough to determine the consumer is eligible for WCCC.

If yes and:
1. The consumer is eligible, the eligibility begin date is 7/20.
2. The consumer is not eligible, deny and send the consumer a denial letter.
If the information is not enough to determine eligibility, 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 she needs to complete on the application. The consumer has 30 days from 7/20 to complete the application process.

You can email your questions or comments about the Working Connections Child Care Manual to us at: EAZMail@dshs.wa.gov
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