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CCDF POLICY AND PROCEDURE MANUAL Effective 10/14/24. 36

NOTIFICATION OF ABSENCES TO APPLICANT AND PROVIDER The Eligibility System will generate automated letters to be sent to both the Applicant and Provider when a child reaches absences of 10, 20, 30 and 35 days. When the child(ren) reach the excessive absence limit, the voucher and/or case will be terminated by the Eligibility software on the following Saturday.

The Eligibility Office is responsible for mailing the termination letters and should pull the letters weekly.

PLEASE NOTE: A medically fragile child (i.e., prolonged illness or injury) may have their absences paused to account for the treatment or recovery. • The Applicant must submit a statement from the physician or medical professional documenting the child’s need for treatment and/or recuperation. • The Eligibility Office will submit documentation to the CCDF Policy Consultant for approval before marking the child as medically fragile in the eligibility system. • A Report of Change would be required if the child’s situation changes, otherwise, the absence count will resume at reauthorization and require another statement, if applicable.

The Eligibility Office will be responsible for sending the notice of absence pause to the

Applicant and provider.

2.3 CCDF/OMW Provider Information Page and Roster Management To complete the application process, the Applicant or Co-Applicant must submit a Provider Information Page which has been completed and signed by the child care provider.

An Eligibility Office may not establish part-time charges for a CCDF eligible provider who only specifies a full-time charge.

Provider Changes A provider change must be requested, by submitting a new provider page no later than noon on the day prior to the last business day of the week, to be effective the following week. These may be submitted in advance with a future start date indicated.