218-20-00 R.I. Code R. § 4.4

Current through April 23, 2024

Section 218-RICR-20-00-4.4 - Applying for Child Care Assistance

4.4.1Application

A. The application for the CCAP consists of the required application, verification of certain eligibility criteria, and the need for services. When information is known to the DHS from other DHS program sources, and meets the minimum verification requirements of each program, independent verification is not required and previous verified information is used in determining the CCAP eligibility. Families seeking eligibility for the CCAP shall apply to the DHS in accordance with the following:

1. Point of Application

a. Rhode Island Works (RI Works) recipients, including those who are Teen and Family Development (TFD) participants, parents participating in an approved education or training program, as well as families making the transition off cash assistance, may complete an application through the DHS-2 or on-line, or have child care added as an activity within their RI Works case.

b. Working families, families where the parent(s) is participating in an approved education and training program, and TFD participants not receiving income support through RI Works may apply online at www.dhs.ri.gov, or at www.healthyrhode.ri.gov, or may obtain a printable application at www.dhs.ri.gov, or through a local DHS office.

2. Application Packet

a. The completed application form signed by the applicant (in a two (2) parent home both parents must sign the application), along with the documentation required to verify eligibility and the need for services must be submitted to the Department of Human Services to initiate a child care application.

4.4.2Application Processing

A. The date a signed application is date stamped as received by the DHS office, or the date an application is submitted online, is the application date.

B. The application period is the period when eligibility for the CCAP is determined by the DHS staff.

1. The period begins on the application date and extends for thirty (30) days.

2. An application is considered incomplete until the DHS has all the information and documentation required to make an eligibility determination.

a. Applications from homeless families shall be processed even when all documentation required to make an eligibility determination has not yet been provided.

b. Homeless applicants have up to ninety (90) days to provide the documentation required to make an eligibility determination.

3. An application that remains incomplete on the last day of the application period shall be denied unless the DHS is responsible for the delay in processing the application.

4. Once an application is complete, every effort will be made to determine eligibility in the most expeditious manner possible.

C. If there is missing information or documentation required to determine eligibility, the Department notifies the family in writing one (1) or more of the following as appropriate:

1. A list of any missing information or documentation required to determine eligibility, the appropriate DHS location to send the information to, and a deadline for submitting any information requested;

2. The unique CCAP certificate number assigned to the family. This is the identification number that shall be used by approved child care providers when enrolling eligible children for the CCAP authorized child care services;

3. The names of the children in the family for whom child care assistance is being requested; and/or

4. A statement indicating that the applicant may request services from an approved child care provider pending final determination of eligibility by the DHS. The statement shall include a disclaimer indicating that:

a. DHS shall only make payment for allowable child care expenses when rendered by a CCAP approved provider;

b. An approved child care provider is not required to accept a child during the period when an application is pending. If a child is accepted, the provider must enroll the child either prior to or during the first (1^st) week of care; and

c. The DHS shall not guarantee payment for any child care expenses incurred while an application is pending.

(1) A family requesting to enroll a child for services prior to the final determination of eligibility shall disclose to the approved child care provider that their application for child care assistance is pending and that no payment shall be made by DHS for any child care expenses if the application is denied.

D. Determining the Basis for Eligibility

1. Upon determining that the general requirements for the CCAP have been met representatives shall assess the scope of the CCAP services to be authorized on the basis of the criteria for categorical or income eligibility, as specified in §§ 4.5 and 4.6 of this Part.

2. The date the DHS determines to be the earliest date a family can begin receiving the CCAP authorized child care services is the initial eligibility, or care start date. This date may or may not be the same as the application date.

a. The certification period for the CCAP authorized services shall begin on the initial eligibility date and shall continue for a period of no less than twelve (12) months.

b. Any child care services utilized prior to the initial eligibility shall be deemed unauthorized and shall not be considered allowable child care expenses for the purposes of making the CCAP payments.

3. Applicants shall provide complete and accurate information and all documentation required for verification listed on the CCAP application. Submitting false or inaccurate information for the purposes of obtaining the CCAP eligibility shall result in denial of the application.

a. Non-cooperation. Failure to provide the documentation required to verify any eligibility requirement, including the source of income or need for services is acceptable grounds for a delay in the processing of an application. If such failure continues beyond the thirty (30) day application period, the application shall be deemed incomplete and denied on the basis of non-cooperation.

(1) Homeless applicants who are unable to provide proper documentation to verify any eligibility requirement shall not be considered non-cooperative.

b. The application is valid until eligibility is determined by the DHS within the prescribed application period of thirty (30) days unless the application is withdrawn voluntarily or the DHS is responsible for the delay in processing the application. After thirty (30) days, submission of a new application may be required.

(1) If the CCAP eligibility is denied, the application is invalid after the thirty (30) day appeal period expires.

(2) If the CCAP eligibility is approved, the application is presumed valid from the application date to the end date of the certification period unless there is a change in the family's status or circumstances that might in any way affect CCAP eligibility.

E. Members of the Military Reserve

1. When determining the CCAP eligibility for members of the Military Reserve who are called to active duty during a time of conflict, the Department shall freeze the family composition and the family income as it was in the month prior to the month of leaving for active duty.

2. If the child(ren) of the deployed individual were found to be eligible in the prior month, the Department shall maintain eligibility for the family during the twelve (12) month certification period.

3. This shall continue until the deployed individual is officially discharged from active duty (R.I. Gen. Laws § 40-5.2-20).

4.4.3Reporting Requirements

A. Applicant and recipient parents shall report to the DHS any changes in the information or documentation included in, or submitted in conjunction with, the CCAP application related to the general requirements in § 4.3 of this Part or criteria for categorical (§ 4.5 of this Part) or income eligibility (§ 4.6 of this Part) within ten (10) days from the date the change occurs.

1. The duty to report begins on the application date and remains in effect while the application is valid.

2. Failure to report changes in a timely manner may be grounds for denying eligibility to an applicant or discontinuing authorized services for the CCAP beneficiaries.

B. Families are required to report the following:

1. Changes to income, during the twelve (12) month certification period, if the income exceeds eighty-five percent (85%) of the State Median Income (SMI).

2. A non-temporary cessation of work, training or education.

3. Any change in address.

C. Families have the option to report any changes in income if it would reduce the family's co-payment or increase the family's subsidy.

4.4.4Redetermination

A. The eligibility period for the CCAP shall be no less than twelve (12) months. The CCAP benefits shall be re-determined through the recertification process prior to the end of the twelve (12) month period.

B. The DHS shall notify families of the eligibility redetermination date by sending the renewal form no later than the first (1^st) day of the last month of the eligibility period. The renewal form shall indicate the date the form is due back to the DHS.

C. Families must submit the completed and signed form to the DHS by the renewal due date in order for the CCAP authorized services to continue without interruption.

4.4.5Notice Requirements: Notice of Approval, Notice of Denial, Right to Appeal and Hearing

A. Applicants for the CCAP shall receive timely and adequate notice of the DHS eligibility determinations and the right to appeal. The DHS shall also provide timely and adequate notice of any adverse decisions terminating or reducing benefits.

218 R.I. Code R. § 218-RICR-20-00-4.4

Amended effective 6/19/2019
Amended effective 9/2/2021
Amended effective 2/27/2022
Amended effective 4/1/2022
Amended effective 4/23/2022
Amended effective 7/5/2022
Amended effective 9/15/2022
Amended effective 2/9/2023
Amended effective 4/1/2023
Amended effective 2/24/2024