Page 81

CAPS Policy – Case Changes and Documentation No.: CAPS/00-13 Effective Date: 10/01/2016 Revised: 03/02/2026 Revision Effective: 03/02/2026

CAPS Policy Manual

Page 81 of 109 LEGAL AUTHORITY: Federal Register: 45 Code of Federal Regulation (CFR) 98 and 99

Cross Reference/See Also: CAPS Family Unit Policy (CAPS/00-5), CAPS Eligibility Requirements Policy (CAPS/00-6), CAPS Income Calculations Policy (CAPS/00-8), CAPS Purchase of Child Care through Scholarships Policy (CAPS/00-10)

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.

13 CASE CHANGES AND DOCUMENTATION

Purpose At the time of application and redetermination, parents are notified of the importance of reporting changes in family circumstances or child care providers. The purpose of this policy is to provide guidelines on what changes should be reported to the Childcare and Parent Services (CAPS) program and provide details on situations that require case changes.

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.

Case Management Best Practices and Responsibilities CAPS staff should provide the highest quality of customer service to both internal and external customers. All documentation required to verify changes in case status must be acquired, filed, and documented in the case record. CAPS staff must ensure that all data entered in CAPS systems are accurate and current.

Change in Family Circumstances 13.4.1 The CAPS case may be reviewed when there is a change in the family’s circumstances. Some changes, while not required to be reported, will result in an increased benefit for the family by reporting them.

13.4.2 The following is a list of changes that the parent may, but is not required to, report: • Change in family’s income if gross applicable income remains at or below 85% of the current State Median Income (SMI) • Child birth, adoption, or addition of a new child • Marriage • Change in state-approved activity that is temporary and the activity may resume

13.4.3 The following is a list of changes that the parent is required to report within 10 calendar days of becoming aware of the change: • Change in family’s gross applicable income where the income is above 85% SMI for a minimum of four consecutive weeks • Change in activity that is not temporary (e.g., loss of employment, graduation from school or training activity) • Request for change in child care provider • Any change in child care arrangements (including child care provider’s location, relationship of the provider and the child, cost, or need for care). • There is no longer a need for CAPS services • Family moves out of the state of Georgia • Change in contact information (e.g., phone number, email address, mailing address)