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: CCDF benefits are extended to children and are incapable of self-care. The Lead Agency defines Physical and/or mental incapacity as a child with a physical and/or mental capacity or developmental, ages 13 and where the upper age is (may not equal to or exceeds age 19, where the child is physically and/or mentally incapable of self-care or being left alone, as documented by the licensed physician. 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”: One or more adults and children, related by blood, marriage, adoption, or legal guardianship, living in the same household. ii. “in loco parentis”: A person who is at least eighteen years, who is not a child, parent or legal guardian, with whom the child resides and who has assumed control of the child. 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. [ ] During a time of emergency or disaster, partnering in essential services. iv. [x] Participating in unpaid activities like student teaching, internships, or practicums. v. [ ] Time for meals or breaks. vi. [x] Time for travel. vii. [ ] Seeking employment or job search. viii. [x] Other. Describe: Working is defined as any paid or unpaid activity. In a public or private work setting. No minimum hours. 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. [x] Time for travel. viii. [x] Hours required for associated activities such as study groups, lab experiences. ix. [x] Time for outside class study or completion of homework. x. [x] Other. Describe: Job training means any instructional program, except for post- college graduate programs, and includes an accredited college, an accredited vocational program, or a publicly funded training program. 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. [x] Travel to and from classrooms, labs, or study groups. vii. [x] Study time. viii. [x] Hours required for associated activities such as study groups, lab experiences. ix. [x] Time for outside class study or completion of homework. x. [ ] Applicable meal and break times. xi. [x] Other. Describe: All hours documented on the class schedule or letter from training or educational program; one hour of study time per credit; and a maximum of one hour of travel time from the child care facility to the approved activity and one hour back, unless documentation proves more than 2hrs of travel time is needed per day. d. Does the Lead Agency impose a Lead Agency-defined minimum number of hours of activity for eligibility? [x] No. [ ] Yes. If yes, describe any Lead Agency-imposed minimum requirement for the following: [ ] Work. Describe: [ ] Job training. Describe: [ ] Education. Describe: [ ] Combination of allowable activities. Describe: [ ] Other. Describe: 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. [x] No. If no, skip to question 2.2.3. [ ] 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: [ ] Children in foster care. [ ] Children in kinship care. [ ] Children who are in families under court supervision. [ ] 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. [ ] Children whose family members are deemed essential workers under a governor-declared state of emergency. [ ] Children experiencing homelessness. [ ] 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. [ ] 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. [ ] Yes. i. Does the Lead Agency use CCDF funds to provide respite care to custodial parents of children in protective services? [ ] 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 0.00 0.00 0.00 2 8457.00 75.00 6343.00 3 10447.00 75.00 7836.00 4 12437.00 75.00 9328.00 5 14427.00 75.00 10821.00 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. [ ] Inheritance. ix. [ ] Public assistance. x. [x] Other. Describe: "Income" means the actual or potential income of a parent/guardian. Gross income means the sum of earnings, prior to adjustments such as, but not limited to, pretax benefits and rental property depreciation, that are received by an individual for compensation of services rendered on a regular or recurrent basis. "Gross income" includes, but is not limited to Wages; salary; self-employment; Commissions, tips, and bonuses; Dividends and interest; Social Security benefits, including disability and survivors' benefits; Pensions and annuities; Estate income; Military entitlements, bonuses, and allowances; Rental income; Unemployment and Workers' Compensation; and/or Alimony and child support. d. What is the effective date for these income eligibility limits? December 15, 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? [x] LIHEAP. If checked, provide the publication year of the LIHEAP guideline estimates used by the Lead Agency: 2024 [ ] Other. Describe: f. Provide the direct URL/website link, if available, for the income eligibility limits. https://www.acf.hhs.gov/sites/default/files/documents/ocs/COMM_LIHEAP_IM%202024- 02_Att4SMITable_0.pdf and https://earlychildhood.marylandpublicschools.org/child-care- providers/child-care-scholarship-program 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. [ ] Average the family’s earnings over a period of time (e.g., 12 months). Identify the period of time ii. [ ] Request earning statements that are most representative of the family’s monthly income. iii. [ ] 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: Maryland's process for initial determination and redetermination is to enter the income as documented on the income verification submitted by the parent. If the income is above the income guideline, the case is denied. If the parent reports that the income is not regular income, the parent can submit verification of additional stubs or verification from the employer that the income is not regular and the duration of the irregular income. Maryland's graduate phase-out allows parents to earn above the initial income scale (60% of SMI) at redetermination. Maryland will apply a hold-harmless rule to parents with income above the graduated phase-out income. Benefits will not be reduced below the previous determination between redetermination periods unless income exceeds 85% SMI or 1M in assets. 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. [x] Eligibility determination? If checked, describe: The parent shall be a resident of the State of Maryland; child shall be a United States citizen unless the child’s family is enrolled in Head Start or is a Qualified alien; parent shall submit to the contractor acceptable proof of identity for each family member; non-school-age children using informal care must submit proof of immunization; parent must submit documentation of child care need; documentation of an approved activity for the head of household(s); and proof of Income not to exceed 60% of SMI. b. [x] Eligibility redetermination? If checked, describe: The parent shall be a resident of the State of Maryland; the child shall be a United States citizen unless child’s family is enrolled in Head Start or is a Qualified alien; the parent shall submit to the contractor acceptable proof of identity for each family member; non-school-age children using informal care must submit proof of immunization; parent must submit documentation of child care need; documentation of an approved activity for the head of household(s); and proof of Income not to exceed 60% of SMI. 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 applicant must provide proof of identity for all individuals included in the household count. The vendor confirms that a form of government issued documentation is present for each person listed in the household count and will issue a Missing Information Letter for any missing information. [x] [x] Applicant’s relationship to the child. Describe how you verify: The vendor confirms that the parent submitted documentation that establishes the relationship of the child to the head of household. Proof could include birth certificates or other documentation that establish guardianship or relationship by blood or marriage. Required at Initial Determination Required at Redetermination Description [x] [x] Child’s information for determining eligibility (e.g., identity, age, citizen/immigration status). Describe how you verify: The Maryland State Department of Education verifies a child's eligibility through the verification of documents submitted with the CCDF Application. A parent or guardian submits the following documentation in which the Lead Agency uses determine the child’s eligibility: Proof of Residency is established by the provision of a utility bill or driver’s license with a Maryland address that is the same as the address documented on the CCDF Application; Proof of Citizenship and Proof of Child’s Relationship to Head of Household(s) is established by the provision of a child’s birth certificate, proof of alien status, and/or proof of enrollment in Head Start; Proof of Identity and/or Proof of Relationship to Head of Household(s) is established by the provision of a government issued document that provides the name of each household member listed on the CCDF Application and/or establishes the relationship of the child to the Head of Household(s); Proof of Immunization for non-school age children enrolled in informal care is established by the provision of current immunization for the applicable child(ren); Proof of Need is established by the Head of Household(s) providing proof of activity hours that demonstrate that the child would be without adult supervision without child care; Proof of Relatedness for children needing enrollment in informal child care is established by the provision of documents that establish the relationship of the child to the informal provider; and Proof of Income is established by the Head of Household(s) providing all earned and unearned gross household income and the family attesting on the CCDF application that they do not have 1M in assets. Required at Initial Determination Required at Redetermination Description [x] [x] Work. Describe how you verify: No minimum hours. Must provide a work schedule. Acceptable documentation of employment revenues received, including cash gains, are limited to 4-weeks of wage stubs showing gross income from each employer and pay frequency or schedule; a statement from each employer, signed and dated by the employer or bearing the employer’s official business stamp; If available, total gross earnings to date; individual’s most recent federal income tax return, if filed within the past 12 months; payment receipts for services rendered, where the type of employment, such as but not limited to restaurant waitress, beautician, or taxicab driver, may not generate an earnings statement or a pay stub; or if the parent is unable to produce the aforementioned documents, the parent can submit a signed and dated statement attesting to current gross earnings, the frequency or schedule of those earnings, and the type of employment. [x] [x] Job training or educational program. Describe how you verify: Verification of training or school attendance with days and hours of the activity. The parent must submit proof of attendance in the educational program and hours per week. [x] [x] Family income. Describe how you verify: Acceptable documentation of employment earnings received, including cash earnings, is limited to: (a) The most recent 4-weeks of pay stubs indicating gross income from each employer. If the stubs indicate the individual’s pay frequency or schedule; (b) A statement from each employer, signed and dated by the employer or bearing the employer’s official business stamp that indicates the following: (i) Employer’s name, address, and telephone number; (ii) Employer’s type of business; (iii) Gross earnings for the most recent pay period; (iv) Pay frequency or schedule; and (v) If available, total gross earnings to date; (c) The individual’s most recent federal income tax return, if filed within the past 12 months; (d) Payment receipts for services rendered, where the type of employment, such as but not limited to restaurant waitress, beautician, or taxicab driver may not generate an earnings statement, a pay stub, or (e) If none of the types of documentation listed above can be produced, a signed and dated statement from the parent attesting to current gross earnings, the frequency or schedule of those earnings, and the type of employment. Required at Initial Determination Required at Redetermination Description [x] [x] Household composition. Describe how you verify: "Family size" means the number of individuals residing in the same household as a family, as defined by one or more adults and children, related by blood, marriage, adoption, or legal guardianship and are residing under the same roof. A birth certificate or other documentation that establishes legal guardianship is used to prove the relationship of the child(ren) to the head of household(s). The vendor will send a Missing Information Letter for any missing documentation. [x] [x] Applicant residence. Describe how you verify: Child Care Scholarship (CCS) applicants must be residents of Maryland. "Resident" means an individual who lives in Maryland and has no intention of leaving during the time in which CCS benefits provided. The family can submit the following as proof of residence: driver's license with the same address as the CCS Application, utility bill with the same address as the CCS Application, or letter, lease/mortgage statement with the same address as the CCS Application. [ ] [ ] Other. Describe how you verify: N/A 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: Maryland Department of Human Resources b. Provide the following definitions established by the TANF agency: i. “Appropriate child care”: Child care that meets the parent’s needs in terms of hours and location, meets the child’s needs in terms of health and safety, and is geared toward the healthy development of the child. TANF agency does not currently have these terms defined in policy. ii. “Reasonable distance”: Based on available transportation, a parent would be expected to travel no more than one hour each way to the child care provider. The TANF agency does not currently have these terms defined in the policy. iii. “Unsuitability of informal child care”: Only applies to informal providers not approved by the Lead Agency for failure to complete all processes and clearances required to be approved to receive CCDF payments. iv. “Affordable child care arrangements”: Those arrangements for which the parent fee charged by the provider is less than or equal to the assigned copayment for a non-TANF family of the same size and income level who receives a subsidy or where the family can enroll the child without costs interfering with the family’s ability to pay for child care and meet or exceed their family’s basic living needs. c. How are parents who receive TANF benefits informed about the exception to the individual penalties associated with the TANF work requirements? i. [x] In writing ii. [x] Verbally iii. [x] Other. Describe: TANF work requirements are provided in writing and verbally during an assessment conducted with the Local Department of Social Services.