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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 82 of 109 13.4.4 When a new child is added to an existing CAPS case, they will receive a new eligibility period. The eligibility period for the existing children on the case will be extended to align with the added child’s eligibility period.

Verification 13.5.1 The parent may be required to submit verification documents for any reported change as prescribed in CAPS Eligibility Requirements Policy (CAPS/00-6) and CAPS Income Calculations Policy (CAPS/00-8).The parent will be given a specific time period to submit the supporting documents and information. Verification documents may be submitted in person, by mail, or online through the state’s integrated eligibility system.

Change Status and Dispositions 13.6.1 CAPS staff have up to 14 calendar days from the date of the change report to provide the parent with a written disposition of the change request.

13.6.2 The change request may be disposed as unable to process for either of the following reasons: 13.6.1.1 It is a duplicate change. 13.6.1.2 The parent did not provide all required information and verifications to process the change request by the specified due date.

Changing Child Care Providers 13.7.1 When choosing to change child care providers, the parent must notify CAPS. Scholarships with the previous child care provider must be expired and scholarships must be authorized and issued to the new provider. 13.7.1.1 Whenever possible, services at the new provider should start at the beginning of a new service week. If care at a new provider is needed any time after the service week has begun, payments should reflect authorization based on services provided. If a child attends more than one provider during the service week based on the change, payment can be authorized for both the old and new provider, as long as the child attended at least one day of service. 13.7.1.2 If a child care provider has been dismissed from the CAPS program due to failure to comply with Quality Rated, the family may continue with the provider for up to 60 calendar days. 13.7.1.2.1. If the family has 60 days or less remaining in their current eligibility period and has not selected a new provider, the scholarships will continue at the current provider through the end of their current eligibility period. 13.7.1.2.2. If the family is determined eligible for ongoing services at redetermination, the parent must notify CAPS of the selected provider within 45 calendar days after the determination of eligibility. If a provider is not selected and reported to CAPS by the end of the 45-day period, the case may close.

13.7.2 When a parent initiates a change in providers without notifying CAPS and there is not a child care scholarship that authorizes subsidies with the new provider, the parent is responsible for the full cost of the child care. CAPS will not pay for services retroactively for any period prior to authorization.

13.7.3 Registration fees for provider changes: The CAPS program will only pay one registration fee per eligibility period per child per unique provider. CAPS authorizes up to $65 in registration fees per child. CAPS does not pay registration fees for care authorized in informal provider settings.

Note: CAPS does not pay for other costs, including but not limited to, transportation, meals, activity fees, or book fees that are separate from the weekly rates established by the provider.

Non-temporary change in state-approved activity 13.8.1 CAPS parents who permanently lose their employment or stop attending education/training programs 13 weeks or more prior to the end of their current eligibility period will be allowed job search as an approved activity for 13 weeks from the date the activity ended.