2.2 Eligible Children and Families

At eligibility determination or redetermination, children must (1) be younger than age 13; (2) reside with a family whose income does not exceed 85 percent of the State's median income (SMI) for a family of the same size and whose family assets do not exceed $1,000,000; and (3)(a) reside with a parent or parents who are working or attending a job training or educational program (which can include job search) or (b) receive, or need to receive, protective services as defined by the Lead Agency. 2.2.1 Eligibility criteria: age of children served Lead Agencies may provide child care assistance for children less than 13 years of age, including continuing to provide assistance to children if they turn 13 during the eligibility period. In addition, Lead Agencies can choose to serve children up to age 19 if those children are unable to care for themselves. a. Does your Lead Agency serve the full federally allowable age range of children through age 12? [x] Yes. [ ] No. If no, describe the age range of children served and the reason why you made that decision to serve less than the full range of allowable children. Note: Do not include children incapable of self-care or under court supervision, who are reported below in 2.2.1b and 2.2.1c. b. Does the Lead Agency extend eligibility for CCDF-funded child care to children ages 13 and older but below age 19 who are physically and/or mentally incapable of self-care? [ ] No. [x] Yes. i. If yes, the upper age is (may not equal or exceed age 19): 18.00 ii. If yes, provide the Lead Agency definition of physical and/or mental incapacity: Physically, mentally, or emotionally incapable of care for oneself as verified by a physician or licensed psychologist, or by receipt of SSI (applies to children age 13- 17), or a child with a disability as determined by an IEP. c. Does the Lead Agency extend eligibility for CCDF-funded child care to children ages 13 and older but below age 19 who are under court supervision? [ ] No. [x] Yes. If yes, and the upper age is (may not equal or exceed age 19): 18.00 d. How does the Lead Agency define the following eligibility terms? i. “residing with”: A child or children who customarily reside(s) more than 50% of the time with the parent or guardian who is applying for child care assistance. A child is considered to be residing with a parent or guardian even during scheduled absences lasting up to six weeks from the home or early learning center, if there are definite plans for the child to return to live with that parent or guardian. ii. “in loco parentis”: An individual who is responsible for the care, supervision, and financial support of a child residing with the individual more than 50% of the time if the child's parent is not living in the home. 2.2.2 Eligibility criteria: reason for care Lead Agencies have broad flexibility on the work, training, and educational activities required to qualify for child care assistance. Lead Agencies do not have to set a minimum number of hours for families to qualify for work, training, or educational activities, and there is no requirement to limit authorized child care services strictly based on the work, training, or educational schedule/hours of the parent(s). For example, the Lead Agency can include travel or study time in calculating the amount of needed services. How does the Lead Agency define the following terms for the purposes of determining CCDF eligibility? a. Identify which of the following activities are included in your definition of “working” by checking the boxes below: i. [x] An activity for which a wage or salary is paid. ii. [x] Being self-employed. iii. [x] During a time of emergency or disaster, partnering in essential services. iv. [ ] Participating in unpaid activities like student teaching, internships, or practicums. v. [ ] Time for meals or breaks. vi. [ ] Time for travel. vii. [ ] Seeking employment or job search. viii. [x] Other. Describe: Seeking employment or job search is not part of the Lead Agency's definition of "working" but is instead allowed as an exception (when there is not a waitlist): "If the head of household is actively seeking employment and/or training, the employment and/or training requirements for household certification provided for in this Paragraph may be waived for 90 days.￿ b. Identify which of the following activities are included in your definition of “attending job training” by checking the boxes below: i. [x] Vocational/technical job skills training. ii. [x] Apprenticeship or internship program or other on-the-job training. iii. [x] English as a Second Language training. iv. [x] Adult Basic Education preparation. v. [x] Participation in employment service activities. vi. [ ] Time for meals and breaks. vii. [ ] Time for travel. viii. [ ] Hours required for associated activities such as study groups, lab experiences. ix. [ ] Time for outside class study or completion of homework. x. [x] Other. Describe: Participating in unpaid activities like student teaching, internship, or practicums c. Identify which of the following diplomas, certificates, degrees, or activities are included in your definition of “attending an educational program” by checking the boxes below: i. [x] Adult High School Diploma or GED. ii. [x] Certificate programs (12-18 credit hours). iii. [x] One-year diploma (36 credit hours). iv. [x] Two-year degree. v. [x] Four-year degree. vi. [ ] Travel to and from classrooms, labs, or study groups. vii. [ ] Study time. viii. [x] Hours required for associated activities such as study groups, lab experiences. ix. [ ] Time for outside class study or completion of homework. x. [ ] Applicable meal and break times. xi. [ ] Other. Describe: d. Does the Lead Agency impose a Lead Agency-defined minimum number of hours of activity for eligibility? [ ] No. [x] Yes. If yes, describe any Lead Agency-imposed minimum requirement for the following: [x] Work. Describe: 20 hours per week; if the child is disabled, it is 15 hours per week. A disabled Head of Household or a disabled legal or non-legal spouse may not be required to meet the employment or training requirement. [x] Job training. Describe: 20 hours [x] Education. Describe: Full-time in any any accredited school program [x] Combination of allowable activities. Describe: 20 hours [x] Other. Describe: The 20 hour requirement may be reduced to an average of 15 hours per week for a household that qualifies for special needs care. e. Does the Lead Agency allow parents to qualify for CCDF assistance based on education and training without additional work requirements? [x] Yes. [ ] No. If no, describe the additional work requirements: f. Does the Lead Agency extend eligibility to specific populations of children otherwise not eligible by including them in its definition of “children who receive or need to receive protective services?” Note: A Lead Agency may elect to provide CCDF-funded child care to children in foster care when foster care parents are not working or are not in education/training activities, but this provision should be included in the Lead Agency’s protective services definition. [ ] No. If no, skip to question 2.2.3. [x] Yes. If yes, answer the questions below: Provide the Lead Agency’s definition of “protective services” by checking below the sub-populations of children that are included: [x] Children in foster care. [ ] Children in kinship care. [x] Children who are in families under court supervision. [x] Children who are in families receiving supports or otherwise engaged with a child welfare agency. [ ] Children participating in a Lead Agency’s Early Head Start - Child Care Partnerships program. [x] Children whose family members are deemed essential workers under a governor-declared state of emergency. [ ] Children experiencing homelessness. [x] Children whose family has been affected by a natural disaster. [ ] Other. Describe: g. Does the Lead Agency waive the income eligibility requirements for cases in which children receive, or need to receive, protective services on a case-by-case basis? [ ] No. [x] Yes. h. Does the Lead Agency waive the eligible activity (e.g., work, job training, education, etc.) requirements for cases in which children receive, or need to receive, protective services on a case-by-case basis? [ ] No. [x] Yes. i. Does the Lead Agency use CCDF funds to provide respite care to custodial parents of children in protective services? [x] No. [ ] Yes. 2.2.3 Eligibility criteria: deciding entity on family income limits How are income eligibility limits established? [x] There is a statewide limit with no local variation. [ ] There is a statewide limit with local variation. Provide the number of income eligibility tables and describe who sets the limits: [ ] Eligibility limits are established locally only. Provide the number of income eligibility tables and describe who sets the limits: [ ] Other. Describe: 2.2.4 Initial eligibility: income limits a. Complete the appropriate table to describe family income limits. i. Complete the table below to provide the statewide maximum income eligibility percent and dollar limit or threshold: Family Size 100% of SMI ($/Month) Maximum Initial Eligibility Limit (or Threshold) % Maximum Initial Eligibility Limit (or Threshold) $ 1 3767.00 85.00 3202.00 2 4926.00 85.00 4187.00 3 6085.00 85.00 5173.00 4 7245.00 85.00 6158.00 5 8404.00 85.00 7143.00 ii. Does the Lead Agency certify that they use other funds if the income eligibility limit percent exceeds 85% SMI? [x] Not applicable. The Lead Agency does not allow income eligibility limits above 85% SMI. [ ] Yes, the Lead Agency certifies that they use other funds (non-CCDF funds) for families with income that exceeds 85% SMI. [ ] No. The Lead Agency establishes income eligibility limits above SMI and includes CCDF funds to pay for families with income that exceeds 85% SMI. If checked, describe: b. Complete the table below if the Lead Agency has local variation in the maximum income eligibility limit. Complete the table for the region/locality with the highest eligibility limit, region/locality with the lowest eligibility limit, and the region/locality that is most populous: i. Region/locality with the highest eligibility limit: Family Size 100% of SMI ($/Month) Maximum Initial Eligibility Limit (or Threshold) % Maximum Initial Eligibility Limit (or Threshold) $ 1 2 3 4 5 ii. Region/locality with the lowest eligibility limit: Family Size 100% of SMI ($/Month) Maximum Initial Eligibility Limit (or Threshold) % Maximum Initial Eligibility Limit (or Threshold) $ 1 2 3 4 5 iii. Region/locality that is most populous: Family Size 100% of SMI ($/Month) Maximum Initial Eligibility Limit (or Threshold) % Maximum Initial Eligibility Limit (or Threshold) $ 1 2 3 4 5 iv. Does the Lead Agency certify that they use other funds if the income eligibility limit percent exceeds 85% SMI? [ ] Not applicable. The Lead Agency does not allow income eligibility limits above 85% SMI. [ ] Yes, the Lead Agency certifies that they use other funds (not CCDF funds) for families with income that exceeds 85% SMI. [ ] No. The Lead Agency establishes income eligibility limits above 85% SMI and includes CCDF funds to pay for families with income that exceeds 85% SMI. If checked, describe: c. How does the Lead Agency define “income” for the purposes of eligibility at the point of initial determination? Check all that apply: i. [x] Gross wages or salary. ii. [x] Disability or unemployment compensation. iii. [x] Workers’ compensation. iv. [ ] Spousal support, child support. v. [x] Survivor and retirement benefits. vi. [x] Rent for room within the family’s residence. vii. [x] Pensions or annuities. viii. [x] Inheritance. ix. [ ] Public assistance. x. [ ] Other. Describe: d. What is the effective date for these income eligibility limits? February 2024 e. Income limits must be established and reported in terms of current SMI based on the most recent data published by the Bureau of the Census, even if the federal poverty level is used in implementing the program. What federal data does the Lead Agency use when reporting the income eligibility limits? [ ] LIHEAP. If checked, provide the publication year of the LIHEAP guideline estimates used by the Lead Agency: [x] Other. Describe: NCSIA SMI FPL Calculation Spreadsheet (it says FFY 2024 Annual State median Income Estimates / Effective Oct. 1, 2023) f. Provide the direct URL/website link, if available, for the income eligibility limits. https://www.louisianabelieves.com/docs/default-source/early-childhood/ccap-sliding- fee-scale.pdf?sfvrsn=2 2.2.5 Income eligibility: irregular fluctuations in earnings Lead Agencies must take into account irregular fluctuations in earnings in initial eligibility determination and redetermination processes. The Lead Agency must ensure that temporary increases in income, including temporary increases that can result in a monthly income exceeding 85 percent of SMI from seasonal employment or other temporary work schedules, do not affect eligibility or family co-payments. Check the processes that the Lead Agency uses to take into account irregular fluctuations in earnings. i. [x] Average the family’s earnings over a period of time (e.g., 12 months). Identify the period of time The family's income is averaged over a period of time based on the best available information from the client, resulting in an average monthly amount. For the majority of applicants who are wage earners, the Lead Agency reviews representative check stubs received in the prior 45 days. The Lead Agency may average earnings for applicants with fluctuations in earnings over a 12-month period. ii. [x] Request earning statements that are most representative of the family’s monthly income. iii. [x] Deduct temporary or irregular increases in wages from the family’s standard income level. iv. [x] Other. Describe the other ways the Lead Agency takes into account irregular fluctuations in earnings: Fluctuating income that varies or changes continually because of locale, season, weather, or production schedule is averaged over a period of time, resulting in an average monthly amount. When income fluctuates between periods of considerable overtime or high productivity and severely reduced work hours or low productivity, the family income is averaged over a period of time based on the situation to calculate an average monthly amount. For self-employed earners or others, the Lead Agency may average a family’s yearly income over a 12-month period or over the amount of time the family has been working, if the family worked less than 12 months. The method of determining the average varies based on the fluctuating income type and frequency. 2.2.6 Family asset limit a. When calculating income eligibility, does the Lead Agency ensure each eligible family does not have assets that exceed $1,000,000? [x] Yes. [ ] No. If no, describe: b. Does the Lead Agency waive the asset limit on a case-by-case basis for families defined as receiving, or in need of, protective services? [x] No. [ ] Yes. If yes, describe the policy or procedure: 2.2.7 Additional eligibility criteria Aside from the eligibility conditions or rules which have been described in 2.2.1 – 2.2.6, is any additional eligibility criteria applied during: a. [ ] Eligibility determination? If checked, describe: b. [ ] Eligibility redetermination? If checked, describe: 2.2.8 Documentation of eligibility determination Lead Agencies must document and verify that children receiving CCDF funds meet eligibility criteria at the time of eligibility determination and redetermination. Check the information that the Lead Agency documents and verifies at initial determination and redetermination and describe what information is required and how often. Required at Initial Determination Required at Redetermination Description [x] [x] Applicant identity. Describe how you verify: The Lead Agency requires an applicant to verify identity when applying for the Child Care Assistance Program (CCAP). A driver’s license, identification card, or birth certificate is requested to verify identity. [x] [x] Applicant’s relationship to the child. Describe how you verify: While the Lead Agency requires the disclosure of the applicant’s relationship to the child, the Lead Agency does not require that the applicant be related to the child for whom they are applying for CCAP. Additionally, when the Lead Agency verifies the age of a child, the verification provided generally shows that the applicant's relationship corresponds to the client's statement. Client statements, immunization records, and birth certificates are documents used to verify the child's relationship to the Head of Household. [x] [ ] Child’s information for determining eligibility (e.g., identity, age, citizen/immigration status). Describe how you verify: Staff must verify the age of each child in the household under 18 years of age at initial certification and when adding a child. The preferred documents for verifying a child's age include an official birth record or a baptismal certificate from a church with valid records. If these do not exist, other sources of verification include passports, naturalization papers, United States Citizenship and Immigration Services (USCIS) documentation, insurance policies that are more than three years old, church records, medical records, U.S. Census records, immunization or other Health Unit records, school records, or other reliable documents. The document must include the child's name and date of birth. [x] [x] Work. Describe how you verify: Employment and Training (E&T) activity hours must be verified for each Training or Employment Mandatory Participant (TEMP). Acceptable forms of verification include check stubs, a current Past or Anticipated Wage Verification Letter (OFS 87) form, statement from the employer, or self-employment records. Required at Initial Determination Required at Redetermination Description [x] [x] Job training or educational program. Describe how you verify: Employment and Training (E&T) activity hours must be verified for each Training or Employment Mandatory Participant (TEMP). Acceptable forms of verification include a statement from a job training or educational program or an official class schedule. [x] [x] Family income. Describe how you verify: Non-exempt income must be verified at initial application, redetermination, and when reported as an interim change. Sources of earned income verification may include pay stubs, W-2 forms, income tax returns, sales records, and employers' statements. Sources of unearned income verification may include social security or SSI income. Staff must document verification and computation of household income at the initial application, when a change is reported, and at each redetermination or subsequent application. Required at Initial Determination Required at Redetermination Description [x] [x] Household composition. Describe how you verify: A Child Care Assistance household is defined as a group of individuals who live together. The child must be living with the Head of Household more than half the time to be included as a household member. Factors affecting the composition of the household must be verified only if questionable. Household composition may be verified through self-attestation along with birth records or baptismal certificates. If these do not exist, other sources of verification include passports, naturalization papers, United States Citizenship and Immigration Services (USCIS) documentation, insurance policies that are more than three years old, church records, medical records, U.S. Census records, immunization or other Health Unit records, school records, or other reliable documents. The document must include the child's name and date of birth. The following individuals who live together must be included in the Child Care Assistance household: 1) Head of Household; 2) Head of Household’s legal spouse or non- legal spouse; 3) disabled adult parent who is unable to care for himself/herself and his/her child(ren) who are in need of care as verified by a doctor’s statement or by worker determination; 4) all children under the age of 18 who are dependent on the Head of Household and/or spouse including foster children, a Minor Unmarried Parent (MUP) who is not legally emancipated, and the MUP’s children. [x] [x] Applicant residence. Describe how you verify: While the Lead Agency does not require an applicant to verify residency when applying for the Child Care Assistance Program (CCAP), applicants are required to provide a residential address within Louisiana when applying for services. Families applying as homeless or participating in transitional living are not required to provide a residential address, but a mailing address is required. Required at Initial Determination Required at Redetermination Description [x] [x] Other. Describe how you verify: Sufficient evidence of immunity or immunization against vaccine-preventable diseases recommended by the Office of Public Health must be provided for each child in need of care who is younger than 18 years of age. Sufficient evidence that such an immunization program is up-to-date or in progress may be substituted for proof of immunization and must be obtained at initial application, redetermination, changing provider(s), and when assistance is requested for an additional child. If vaccination is contraindicated for medical reasons, the parent shall provide a written statement from a physician indicating said medical reasons. Parents may also object to the immunizations for any other reason, in which case the parent shall provide a written statement of dissent. 2.2.9 Exception to TANF work requirements Lead Agencies must ensure that families with young children participating in TANF will be informed of their right not to be sanctioned under the TANF work requirement if the custodial parent has a demonstrated inability to obtain child care for a child under age six, in accordance with Section 407(e)(2) of the Social Security Act. a. Identify the TANF agency that established these criteria or definitions: The Louisiana Department of Children and Family Services (DCFS) b. Provide the following definitions established by the TANF agency: i. “Appropriate child care”: Child care provided by any state-licensed facility, child care provided by a state-registered provider, or child care provided by a state- certified relative or private party of the parent's choice. ii. “Reasonable distance”: 30 minutes from the participant's home or work site. iii. “Unsuitability of informal child care”: Child care is unavailable or unsuitable if basic health and safety standards are not met. iv. “Affordable child care arrangements”: Child care is unavailable if costs exceed established maximum limits for the state-administered Child Care Assistance Program. c. How are parents who receive TANF benefits informed about the exception to the individual penalties associated with the TANF work requirements? i. [ ] In writing ii. [ ] Verbally iii. [x] Other. Describe: Families have a DCFS Strategies to Empower People (STEP) Coach who explains the responsibilities, exceptions to those responsibilities, and sanction policy to participants. STEP caseworkers and managers participate in a collaborative eligibility monthly meeting so they can stay abreast of all changes in child care eligibility and keep child care staff informed of family needs and concerns. If a TANF recipient is required to participate in STEP but the participant claims they cannot, the TANF worker and STEP Coach work to determine whether the participant qualifies for ￿good cause￿ and help with any challenges prior to taking any action that may impact that participant's benefits.