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Working Connections Child Care (WCCC) Manual
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Payments

I.  Reapplications
Revised: January 10, 2008

Effective May 28, 2004

WAC 170-290-0105 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 170-290-0125; 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 170-290-0125) 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 170-290-0125) is caring for your child; and

      3. Participation in an approved activity has started.

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

  1. The WCCC Child Care reapplications are generated by the automated system throughout the month and mailed by the central mail process. The majority of reapplications are printed and mailed the last 5 working days of the month before the last month of the current eligibility period. If needed, the reapplication can be sent by the worker anytime before the eligibility end date.

  2. You must send reapplications to consumers with language codes other than English or Spanish in their designated language.

  3. If the reapplication is not sent from the WCAP or if the client requests one, you must immediately send the reapplication or initiate the reapplication by phone.

  4. You must give consumers at least 10 days to respond to a pending letter if their application is incomplete.

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. If the consumer has a language code other than English or Spanish, print and mail the 14-430 from the DSHS forms website in the correct language.

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

Determining Eligibility at 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 WCAP Activity / Schedule screen.

  3. Using the WCAP, re-determine income eligibility and the copayment based on updated 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. If the consumer is eligible:

    1. Send the consumer the DSHS 7-066 WCCC Award / Change Letter in the WCAP.

    2. Send the DSHS 07-075 In-Home / Relative Letter (if applicable) to the 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.

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

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

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

  6. If the consumer is not eligible:

    1. Deny the case and send the DSHS 15-247A Denial notice.

    2. Terminate the SSPS Authorization. This generates a Social Services Notice sent automatically to the provider.

    3. Document the denial in the case notes in the WCAP.

    4. While not required, the provider could also be notified by phone of the termination.

Pending Reapplications

  1. We must receive reapplications 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 send the DSHS15-247A Denial Notice to the consumer.

  2. If the consumer returns all necessary information within 30 days from the date she submitted the reapplication and is determined eligible, authorize child care to begin retroactively to the day after the original eligibility end date.

  3. If the consumer turns in the pended information more than 30 days after submitting their reapplication, the eligibility period begins the date the department receives the new requested information.

EXAMPLE 1

Stacy's eligibility end date is June 30. The system automatically sent her a reapplication.

June 25 - You receive the items from Stacy via mail.

June 25 - You send her a pending letter for missing items, with July 7 as the deadline to provide the information.

Stacy provided all needed information by July 7. You determined her to be eligible again for WCCC effective July 1.

EXAMPLE 2

Mike is a non-TANF consumer whose eligibility ends October 31. The system automatically sent him a reapplication.

October 25 - You receive the completed reapplication from Mike.

October 25 - You send Mike a pending letter requesting income information due by November 10.

November 11 - Because you did not receive the information from Mike by 11/10, you send Mike a denial letter.

November 15 - Mike returns the necessary information.

You determine Mike is again eligible for WCCC with a start date of November 1 as he responded within 30 days of his reapplication date of October 25.

EXAMPLE 3

Barry is a non-TANF consumer whose eligibility ends October 31. The system automatically sent him a reapplication packet.

October 25 - You receive the completed reapplication from Barry by mail.

October 25 - You send Barry a pending letter requesting income information due by November 10.

November 11 - You send a denial letter because Barry did not return the information.

November 28 - Barry returns the necessary information. You determine Barry is again eligible for WCCC with a start date of November 28 as he did not respond within 30 days of his reapplication date of October 25. (Refer to Clarifying Information #6 in Payments: A. Payment Begin Dates for more information on applications (including reapplications) turned in after 30 days).

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 170-290-0120).

EXAMPLE 1

Debra's eligibility end date is April 30. The system automatically sent her a reapplication.

April 29 - You received her completed reapplication.

April 29 - You sent her a pending letter requesting information, due May 10.

May 10 - You received all information to determine eligibility and copayment.

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 1.

EXAMPLE 2

Joan's eligibility end date is October 31. The system automatically sent her a reapplication.

October 28 - You received her completed reapplication. Joan stated she expects a raise beginning November 1. The raise will make her over income for WCCC benefits. Send a denial letter.

No or Late Return of Reapplications

  1. If a consumer does not return the reapplication or call to complete the reapplication within the time frame listed on the reapplication letter, you do not need to send a notice of termination or denial per WAC 170-290-0120. Terminate the individual lines of service on the SSPS Authorization. This generates a Social Services Notice sent automatically to the provider.

  2. If the consumer turns in the completed reapplication after their eligibility period ends, establish a new eligibility period according to WAC 170-290-0105.

EXAMPLE 1

Tom's eligibility end date was October 31. He failed to return any of the reapplication information. Terminate the lines on the SSPS authorization.

EXAMPLE 2

Tom's eligibility end date was October 31. The system automatically sent him a reapplication. He failed to return the reapplication. Terminate the lines on the SSPS authorization.

November 5 - Tom comes in and wants child care re-established. Tom has all the information required for you to re-determine eligibility. You re-approve and re-authorize care for Tom's children effective November 5.
 
 

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