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4360 PROVIDER CASE FILE DOCUMENTATION MAINTENANCE Documentation includes the hard copy case file and entering information received either verbally or in writing in the Integrated Child Care Information System (ICCIS) to support the hardcopy documentation. ICCIS case notes must be entered clearly describing how information was received or verified, the date it was received, actions taken, and date taken if the case note is not entered the same day as the action, and why decisions were made that led to the eligibility determination. Sources of verification include documentary evidence, collateral contacts, and verbal or written statements made by the applicant.

Providers have primary responsibility to support their situation and circumstances and resolve any unclear or inconsistent information that contradicts the application, statement(s) made by the family, or other information received by the Designee or the Child Care Program Office (CCPO). When information from another source contradicts statements made by the provider, the provider must clarify the inconsistency and verify the circumstances.

When a provider has been notified in writing of information needed to determine or receive Child Care Assistance (CCA), the Division of Public Assistance (DPA) Adverse Action Calendar is used to establish the due date the information must be received. This due date is provided in the notice. The provider may submit the requested information in person, via fax, scan and email, or via mail, to be received by the Designee by the due date identified in the notice.

Hard copy case files must be maintained for each provider participating in the Child Care Assistance Program (CCAP). Child care provider case files are maintained in a consistent manner within the Designee’s office, as applicable, with the most current forms on top and the most permanent forms on the bottom.