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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

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13.10.2 The following is a list of reasons for CAPS case closures: • The family’s income exceeds 85% of the current SMI for a period of four or more consecutive weeks. • There has been a program violation and the sanction is closure of the child care case. • There are excessive unexplained absences, and the parent cannot be reached using the most recently provided contact information. Excessive unexplained absence occurs when it is confirmed that CAPS subsidies have not been used by the parent for authorized children, with no contact or previous notification of absence, for a period of at least 30 calendar days. CAPS will attempt to contact parents through each communication channel available (phone, mail, and email) at least two times prior to closing their case for abandonment. • The parent fails to respond to or honor the Child Care Claim and Repayment Statement, or the parent fails or refuses to cooperate with an investigation conducted by DECAL investigative staff. • The family has moved out of the state of Georgia

Eligibility Case Records 13.11.1 The CAPS program will maintain ongoing records regarding the parent’s eligibility and participation in the program until the closure of the case and for a minimum of three years thereafter.

13.11.2 The case records will include all verification used to determine eligibility, as well as notes, written records, system records, forms, and documentation from the CAPS program regarding the parent’s participation in eligibility.

13.11.3 Cases where there is an active claim, on-going investigation, or outstanding hearing must be held until the claim has been satisfied, the investigation has been dispositioned, or the hearing process has been completed.

POLICY REVISION HISTORY Date Description of Change 03/26/2018 Changed 50% SMI to 85% SMI in section 13.4, related to income changes PA is required to report. 07/02/2018 Added statement that CAPS will attempt to contact parental authorities at least two times prior to closing their case for abandonment. 10/19/2018 Removed a change in child’s citizenship status from the list of changes parental authorities are required to report. 07/01/2019 Revised language to clarify that CAPS will pay one registration fee per child per unique provider per calendar year. Revised language related to non-temporary changes in state-approved activity to limit job search as an allowed activity to parental authorities with more than 13 weeks remaining in their current eligibility period. Removed the 13-week suspension period that previously followed job search for non-temporary changes in state-approved activity. 11/02/2020 Renamed abandonment to excessive unexplained absences. 10/01/2021 Added language to state verification documents may be required to process the change. Added language to state CAPS staff have up to 14 calendar days to provide a written disposition of the change request. Added language to state the change request may be disposed as unable to process. 11/15/2023 Added language to clarify 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. 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. If the family is determined eligible for ongoing services at redetermination, the parent must notify CAPS of the selected provider within 90 calendar days