Applications

Created on: 
Feb 01 2016

Table of Contents

Related WACs

Working Connections Child Care

Seasonal Child Care

DEL Clarifying Information (published February 1, 2017)

WAC 170-290-0005

AmeriCorps/Vista Child Care Subsidy

The person applying for WCCC is not eligible for child care benefits from WCCC if child care is already subsidized by AmeriCorps or Vista child care programs.

WAC 170-290-0015

In Loco Parentis

Apply WAC 170-290-0015 (1) (f) to all in loco parentis consumers.

WAC 170-290-0020

Employer-Provided Child Care Benefits

A consumer, who receives child care at no cost as a benefit of his or her employment, is not eligible for WCCC benefits.

Additional Information

Authorized Representative

An authorized representative can be any adult who is not a member of the subsidy unit and has sufficient knowledge of the client's circumstances and authority to act on the client's behalf. In general, the client chooses who will be their authorized representative.  The client must request an Authorized Representative in writing. 

Information Needed to Determine Eligibility

See verification for more information.

In order to determine if a household is eligible to receive child care subsidies, the Department needs the following information:

  • Names and dates of birth for all household members.
  • Verification that the children are citizens or legal residents of the United States.
  • The household’s physical and mailing addresses (if they are different). This is needed to send correspondence to the client as well as to verify that the household lives in Washington State. People who do not live in Washington State are not eligible to receive benefits.
  • Verification that the client or clients are participating in approved activities as defined in WAC 170-290-0040, WAC 170-290-0045, WAC 170-290-0050, and WAC 170-290-0055.
  • Verification that the household monthly income is below 200% of the Federal Poverty Level. This may include verification of:
    • Gross income for the past three months.
    • Unearned income such as child support, Social Security, Veteran's Assistance, Temporary Assistance for Needy Families, etc.

Whenever possible, The Department will obtain verification by phone and/or use electronic data bases to verify a client’s income and citizenship status.

When is a client not eligible for Child Care Subsidy?

Individuals are not eligible for Child Care Subsidy when they:

  1. Do not meet eligibility requirements, including income eligibility limitations;
  2. Are a single parent that anticipates being out of the home for more than 30 days;
  3. Do not provide requested information;
  4. Are not in an approved activity at time of application or reapplication;

When is a client not eligible for Seasonal Child Care?

In addition the general eligibility limitations for Child Care Subsidy, individuals are not eligible for Seasonal Child Care when they:

  1. Are currently receiving TANF; or
  2. Do not live in one of these counties:  Adams, Benton, Chelan, Douglas, Franklin, Grant, Kittitas, Okanogan, Skagit, Walla Walla, Whatcom or Yakima.
  3. The applicant is not working in seasonal agricultural work.

Submitting an Application

All clients must have a completed application in order to be determined eligible. There are multiple ways for a client to apply:

  1. Contact the Statewide Customer Service Center at 1-877-501-2233.
  2. Apply online at washingtonconnection.org or at the “kiosk/computer” in the local CSO.
  3. Fill out and submit DSHS 14-001(X) Application for Benefits and check “Child Care.”
  4. Fill out and submit DSHS 14-417 CCSP Application.

 

Date of Application

The client's application date is whichever is earlier:

  1. The date the client's application is entered into the Department's automated system; or
  2. The date the client's application is date stamped as received.

Normally, the client’s first day of eligibility is the same as their application date. However, there are some exceptions.

  1. When a client submits a reapplication, his or her first day of eligibility is the first day after the current eligibility period expires.
  2. If a client does not turn in information for a reapplication within 30 days, a new application will be requested.  The date the requested information is received is the first day of eligibility.  The Department cannot reconsider the previous reapplication.

If a client submits a reapplication after the last day of the eligibility period, the first day of eligibility is the day that the reapplication was received.

A Child Care Subsidy client’s eligibility period will be one year from the date of application, up to the last day of the 12th calendar month.

Example: A client applies on May 15, 2015. If the client is determined eligible, they will have an eligibility period of May 15, 2015 to April 30, 2016. This is the same even if the client does not start to use benefits until June. This is also the same even if the client applies as late as May 31.

Non-Needy Relative Applications

If a client submits an application for their own children as well as other children in their care that are not their biological/adopted children, the Department will start two applications, one for the client and their children, and the other for the remaining children.

If a client who already has child care for their children applies for child care for any other children in their care, this is treated as a new, separate application with its own eligibility period and copayment.

Time Limits for Processing

DSHS has 30 days to complete the application process.  The Department attempts to verify all eligibility factors before asking a client for additional information.  If the application must be pended for additional information the Department will send the client a letter requesting additional information.  Clients will have 10 days to supply the requested information.  If information has not been received within that timeframe, the request for child care may be denied. However, if information is received within 30 days of the date of application, even if it has been denied, we may be able to approve the case if the client is otherwise eligible.

The application date is the first day of the 30-day count. If the information is received after the 30 days have passed, the client will need to reapply.

Example: If an application is received on April 14, the 30th day would be May 13 (there are 30 days in April, so 14 through 30 = 17 days + 13 days into May).
Example: If an application is received on August 9, the 30th day would be September 7 (there are 31 days in August, so 9 through 31 = 23 days + 7 days into September).

We count calendar days, not business days, however; if the 30th days falls on a weekend or Holiday, the next business day is considered the 30th day.  

If a client calls to request additional time to provide verification to complete the application process, Department staff notify the client that they have 30 days from the date of application to provide the missing information. If the case is denied, the denial stands unless the Department receives the missing verification within the 30-day time limit.

Completing the Process

When the pending letter is due, staff will check the client’s case record to see if all requested verification has been received. If it has not, the Department will determine if the client is eligible based on information already available.

If a client calls after providing information to check on their case status, staff will determine if all needed verification has been received, determine the client’s eligibility and inform them of their copayment amount.

Re-pending an Application

Staff will only send a second pending letter if the original letter didn't’t request all the required eligibility information. If the Department requests three items and the client only provides two, and eligibility cannot be determined with what was provided, the case will be denied.

Reconsidering a Denial

If a case has been denied for not providing all requested information, but then client provides whatever was missing within the 30-day time limit, the application will be reconsidered and the client’s eligibility determined. If the client remains ineligible, the case will be denied again with the new denial reason. If the client is eligible, the case will be approved.

If a Client is Not Eligible

If a client is not eligible due to household composition, income, activity, or outstanding copayment, the case will be denied.  If it is within the 30 day time limit, and the client meets, all eligibility criteria within the 30-day time limit from the original application the application may be reinstated depending on the reason for the original denial.  If the client becomes eligible at a later date, a new application will be started. 

Example: A client applies on January 10. On January 25 the application is denied for being over income. The client contacts the department on February 5 to report their income is reduced. The client’s income is verified on that date as within program guidelines. The begin date of the benefits would be February 5 (the date the client reported the new income). Even though the client applied on January 10, the client did not meet the eligibility requirements of the program until the date the new income was reported. Benefits could not begin until the date the client was found eligible for the program.

Note: As long as the client is eligible, the Department will approve their application without the provider information or schedule.

When provider information is received within 30 days of applying, care will be authorized using the eligibility begin date or the day the child(ren) begin receiving care whichever is later. If provider information is received more than 30 days after the application, payment will begin to the approved provider the date care began as long as the client reports the provider within 5 days of beginning care with them.