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CAPS Policy – Application Process No.: CAPS/00-4 Effective Date: 10/01/2016 Revised: 10/06/2025 Revision Effective: 10/06/2025

CAPS Policy Manual

Page 23 of 109 LEGAL AUTHORITY: Federal Register: 45 Code of Federal Regulation (CFR) 98 and 99.

Cross Reference/See Also: CAPS Eligibility Requirements Policy (CAPS/00-6), CAPS Priority Groups Policy (CAPS/00-7), CAPS Case Change and Documentation Policy (CAPS/00-13), CAPS Annual Redetermination Policy (CAPS/00-14)

Note: Definitions of words or phrases in bold are located in Definitions and Acronyms. Only the first occurrence of the defined words or phrases are bolded.

4 APPLICATION PROCESS

Purpose In order to participate in the Childcare and Parent Services (CAPS) program, parents must complete an on-line or paper application. The purpose of this policy is to establish guidelines for the application process.

Scope This policy applies to all employees of the Department of Early Care and Learning (DECAL), all parties responsible for the administration of the CAPS program, parents, and child care providers who receive subsidies administered by DECAL on behalf of parents.

Filing an Application 4.3.1 Parents have several options to submit an application. 4.3.1.1 Online: Parents requesting assistance with child care costs may apply online through Georgia Gateway at www.Gateway.ga.gov. 4.3.1.2 Paper: A paper application for child care services (Appendix J) may be completed and submitted by mail, email, or in person at the DECAL office. The parent can access the paper application online at caps.decal.ga.gov or request that a paper application be sent to them by contacting CAPS at 1-833- 4GACAPS (1-833-442-2277). 4.3.2 The parent with whom the child resides and who is in need of child care services should sign the application. When a minor parent applies for services, the minor parent should sign the CAPS application. 4.3.3 Applications must include at a minimum the parent’s full name and best available contact information (phone number, email address, and/or mailing address), the full name and date of birth of each child in need of care, the date completed, and the parent’s handwritten or electronic signature. 4.3.4 Parents requiring assistance with completing an application may select an authorized representative. The parent must submit written or electronic confirmation of their authorized representative. 4.3.4.1 The authorized representative may help complete and submit the application, provide documentation on the parent's behalf, and/or speak for the parent during the interview. However, the parent must sign the CAPS application. 4.3.4.2 If the parent requests an authorized representative after the application is submitted, the parent may complete and return the Authorized Representative Form (Appendix K) or submit written or electronic confirmation of their authorized representative. The written or electronic confirmation must include at a minimum the authorized representative’s full name, phone number and email address, relationship to parent, the date completed, and the parent’s handwritten or electronic signature. 4.3.4.3 No information can be shared with the authorized representative without the parent’s written consent. 4.3.4.4 All employees of the Department of Early Care and Learning (DECAL), all parties responsible for the administration of the CAPS program, and child care providers are prohibited from being an authorized representative unless authorized by DECAL.