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Child Care Assistance Program Policy Manual Issued 08/2022 Authorization changes during the 12 month eligibility period 9.12 Reducing authorized hours for Schedule Reporters Authorized hours can decrease for Schedule Reporters during the 12-Month Eligibility Period. It is recommended that a comment is included on the Service Authorization to communicate scheduled and authorized hours to families and providers.

Examples of when authorized hours for Schedule Reporters can be reduced include: • A parent’s participation in employment or education activities change or end and fewer hours of care are needed • A job counselor or parent reports a parent’s participation in Employment Plan activities changes or ends and fewer hours of care are needed. • The three month period ends for a family experiencing homelessness and the child qualifies for less than 30 hours per week. • A parent requests a reduction • The child’s school schedule changes, including when a child starts school • The provider cannot provide the amount of care authorized • The custody schedule changes • The child’s secondary provider is authorized for more than 20 hours per biweekly period • The incorrect number of hours were authorized at application or redetermination in error • The child is temporary absent.

Note: If a Schedule Reporter requests a reduction in authorized hours and then at a future date during the same 12-month eligibility period requests hours to increase, authorize up to the hours based on the last activity schedule. Only request new verification of the activity schedule if there has been a change in the activity schedule. See Chapter 7.4 (Verification - 12-Month Eligibility Period). Reporting and timely action when decreasing hours for Schedule Reporters Schedule Reporters must report changes in their activity schedule within 10 days. Agencies must take action to change Service Authorizations timely and families must be given a 15-day adverse action notice before child care hours are decreased. See Chapter 12.3 (Notices to Families). If all actions are taken timely, care paid through the adverse action period is not considered an overpayment. Child of a Schedule Reporter turns 13 or a child with a documented disability turns 15 When a child who is currently authorized for CCAP turns age 13 or when a child who is currently authorized for CCAP with a documented disability turns age 15, the child’s Service Authorization must end on the child’s birthdate, but the child remains eligible for CCAP until the family’s next redetermination. Because of how age is calculated in MEC2, the system may not recognize that a child has turned age 13 or 15 until the next biweekly period. If care is still needed after the child turns age 13 or 15, see Chapter 8.1.21 (Other changes). Schedule Reporters with multiple providers One of the criteria for being a Schedule Reporter is when at least one child in the family is authorized for care with more than one provider. See Chapter 8.3.6 (Reporting types) for scenarios that do not meet this criteria.