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: Constant supervision is required due to a physical/mental/psychological condition verified by statement from a 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”: Living in the same household as the parent, except for temporary absences, during the time period for which services are offered. ii. “in loco parentis”: A person living with the child needing child care services who is one of the following: a non-custodial parent, another related person acting as a caretaker to the child, a legal guardian, an unrelated adult with whom the Michigan Department of Health and Human Services (MDHHS) placed a child subsequent to a court order, the Family Independence Program (FIP) grantee for 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. [x] During a time of emergency or disaster, partnering in essential services. iv. [ ] Participating in unpaid activities like student teaching, internships, or practicums. v. [x] Time for meals or breaks. vi. [x] Time for travel. vii. [ ] Seeking employment or job search. viii. [x] Other. Describe: Family Preservation: the parent participating in a court ordered activity, or a treatment activity for themselves or another family member (physical/mental/emotional). 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. [x] 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. [ ] Other. Describe: 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. [x] Applicable meal and break times. xi. [x] Other. Describe: As a requirement of the certification/degree. 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. [ ] 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. [ ] 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. [ ] Children whose family members are deemed essential workers under a governor-declared state of emergency. [x] Children experiencing homelessness. [x] Children whose family has been affected by a natural disaster. [x] Other. Describe: The child or parent is receiving a cash benefit (FIP, SSI, Migrant Children). 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? [x] No. [ ] 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 4468.00 54.00 2430.00 2 5843.00 56.00 3286.00 Family Size 100% of SMI ($/Month) Maximum Initial Eligibility Limit (or Threshold) % Maximum Initial Eligibility Limit (or Threshold) $ 3 7217.00 57.00 4144.00 4 8592.00 58.00 5000.00 5 9966.00 58.00 5856.00 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 Family Size 100% of SMI ($/Month) Maximum Initial Eligibility Limit (or Threshold) % Maximum Initial Eligibility Limit (or Threshold) $ 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. [x] 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. [ ] Other. Describe: d. What is the effective date for these income eligibility limits? 9/24/2023 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: 2023 [ ] Other. Describe: f. Provide the direct URL/website link, if available, for the income eligibility limits. https://dhhs.michigan.gov/olmweb/ex/RF/Public/RFT/270.pdf#pagemode=bookmarks 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 When income is received in one month but is expected to cover several months, divide the income by the number of months covered by the income. 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: For irregular income, determine a standard monthly amount by adding the amounts together and dividing by the number of months used. Temporary excess income after initial eligibility may be permitted if it is verified that the income is not expected to last more than six months from the date of the change. 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? [ ] No. [x] Yes. If yes, describe the policy or procedure: Only the program group members income and assets are considered. The program group does not include a non-parent applicant (foster parent, legal guardian, relative caretaker). 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: Verification of address, applicant identity, child’s non-citizen status (if not a US citizen). b. [x] Eligibility redetermination? If checked, describe: Verification of address (if changed), child’s non-citizen status (if not a US citizen). 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: May be verified through social security number (SSN/name match through Social Security Administration). Current driver’s license (with picture). Federal/state or local issued identification care with same information as driver's license. School issued ID with photo. US military card or draft record. Cross match with a federal or state governmental, public assistance, law enforcement or correction agency’s data system. US passport. A certification of Naturalization. Certificate of US Citizenship. Military dependents identification card. Certificate of Degree of Indian Blood or US American Indian/Alaska native tribal document. US Coast Guard Merchant mariner card, School records such as report cards are acceptable for children 16-18, Three or more corroborating documents (marriage license, divorce decrees, high school diplomas, college degrees or employer ID. Non-US citizens include immigration document, Refugee resettlement agency document or passport/VISA. Required at Required at Initial Description Redetermination Determination Applicant’s relationship to the child. Describe how you [x] [x] verify: Self-certified unless questionable. Child’s information for determining eligibility (e.g., identity, age, citizen/immigration status). Describe how you verify: Self-certified unless questionable. Documentation for [x] [x] immigration status of non-US citizens include immigration document, Refugee resettlement agency document or passport/VISA. Work. Describe how you verify: Valid need reason verified by documentation. Family Preservation Verification: The DHS-4575, Child Development and Care (CDC) Proof of Family Preservation Need must be used to document the family preservation child care need. The form must be signed by one of the following: A physician (M.D. or D.O.) The MDHHS children’s protective services, foster care services, or preventive services worker if child care is needed to allow a parent/substitute parent to participate in a treatment activity as a component of an active children’s protective services, foster care services or preventive services case plan. A clinical psychologist. A clinical social worker. The clinical supervisor or director of a substance abuse treatment program. A substance abuse counselor. The specialist, if it is a MDHHS-assigned family support services (FSS) activity High School Completion: A completed copy of DHS-4578 [x] [x] CDC Proof of Education, documentation from the institution. Approved Activity: A completed copy of the DHS-4578, Child Development and Care (CDC) Proof of Education. Documentation from the institution or program that includes all of the following (contact the institution or program if information is questionable or not clear). Employment: DHS-431, Self-Employment Income and Expense Statement. A copy of a work schedule indicating the number of hours worked. Pay stubs indicating number of work hours. MDHHS-38, Verification of Employment, completed by the employer. • Equifax Verification Services (formerly known as the TALX/Work Number) and MIS (Management Information System). DHS-3569, Agricultural Worker Income Verification, completed by the employer. Signed Statement by employer. Collateral contact. Required at Initial Determination Required at Redetermination Description [x] [x] Job training or educational program. Describe how you verify: Valid need reason verified by schedule/documentation from oversight entity. [x] [x] Family income. Describe how you verify: Only for those who do not qualify for protective services. Income documentation is total income for the group composition. Group composition is comprised of Parent/Substitute Parent (P/SP) which must be identified separately for each child for whom CDC is requested. P/SP means the following person(s) who live in the home and are unavailable to care for the child due to a valid need reason: The child’s legal or biological parent(s). The child’s stepparent. The child’s foster parent(s). The child’s legal guardian(s). The applicant/client, if: The child has no parent, stepparent or legal guardian who lives in the home. The child’s only P/SP that lives in the home is excluded from providing the care. Verification may be from any of the following: • Documents (example: pay stubs or award notice). • Letter or document from person/agency making the payment. • Document from or collateral contact with a knowledgeable source• Electronic verification from a reliable source. • Consolidated Inquiry. The verification must confirm the gross amount. If unknown, the frequency of the payment must also be verified. Accept an award notice dated within the past 60 days if there is no reason to suspect the amount has changed. [x] [x] Household composition. Describe how you verify: Sefl­ certification. [x] [x] Applicant residence. Describe how you verify: Must be verified at application by Driver's license. Other ID which provides a name and address. Mortgage or rent receipt. Utility bill. Collateral contact with a person who knows the individual’s living arrangement. Verification at redetermination, if it has changed and not yet verified. [ ] [ ] 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: Department of Health and Human Services (DHHS). b. Provide the following definitions established by the TANF agency: i. “Appropriate child care”: The care is appropriate to the child's age, disabilities, and other conditions. ii. “Reasonable distance”: The total commuting time to and from work and the child care facility do not exceed three hours per day. iii. “Unsuitability of informal child care”: If the provider does not meet applicable state and local standards. Also, license exempt providers who are not licensed by CCLB must meet MiLEAP enrollment requirements. iv. “Affordable child care arrangements”: The care is provided at the rate of payment or reimbursement offered by MiLEAP. 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. [ ] Other. Describe: