Page 281

254

1. Document the reason for the change in an Integrated Child Care Information System (ICCIS) case note, even when an error has been made and the Child Care Assistance Authorization has not been sent to the family or child care provider. 2. Issue a Child Care Assistance – Notice of Change or a Child Care Assistance – Notice of Contribution Change describing the information received and how the information affected the family’s eligibility or benefit, even if there is no change or no change to be made to the family’s benefit. A copy of the family’s recalculated income and contribution (co-pay) and/or Child Care Assistance Authorization document(s), as applicable, are sent to the family with the notice.

3. Enter the date range of the original Child Care Assistance Authorization document when recreating to ensure care for all months remain authorized. If payment has already been made to the child care provider for any month included on the Child Care Assistance Authorization document, the paid months cannot be canceled. If the change is due to a change reported by the family see section 4120 1 A. Changes Positively Impacting the PASS II and PASS III Family Benefit.

When the change is due to an error, see sections 4110-5 Corrective Action for a Mistake once Approved and Care Authorized and 4400-1 Internal File Reviews.

A supplemental payment may need to be processed, as applicable for these months. See section 4390-3 A. Verification Actions.

4. Clearly mark “canceled” or “voided” on the Child Care Assistance Authorization document being replaced with the effective date of the action. A copy is maintained in the family’s hard copy case file. This includes situations when only the variable needs changed. The re-issued authorization is to include language in the variable section: Replaces document ID #XXXXXXXXXX effective mm/dd/yyyy. Note: If additional care should have been authorized for a past month, the authorization can be canceled and reissued as long as payment has not already been made and only if there was no change to the family’s co-pay. See section 4120-1 A. Changes Positively Impacting the PASS II and PASS III Family Benefit.