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Child Care Assistance Program Policy Manual Issued 07/2023 Processing Applications 3.7 Processing applications All applications for CCAP, whether they are paper or electronic, must be reviewed, entered into MEC2 and processed (except for repeated applications, see below). Do not enter an application in MEC² if the application is not signed and dated. See Chapter 3.6 (Accepting applications). Refer to Chapter 6.15 (Annualizing income) for information about how to annualize income at application. Processing applications for families experiencing homelessness If the family appears eligible, process applications for families experiencing homelessness within five business days from the date of receipt. If the family does not appear eligible or it is unknown if the family is eligible, process applications for families experiencing homelessness within 30 calendar days from the date of receipt. With the consent of the applicant, you may extend the processing time to 45 calendar days. See Chapter 3.7.1 (Processing Applications from Families Experiencing Homelessness) for more information. Processing applications for all other families Process all other applications within 30 calendar days from the date of receipt. You may extend the application processing period to 45 calendar days if the applicant is informed of the extension. Mail a notice of approval or denial of assistance to the applicant by the end of the application processing period. Note: If the family submitted verification by the end the processing period and is eligible, the denial must not take effect. See Chapter 12.3.6 (Denial Notices - Family). Approve eligibility and mail an approval notice within 10 calendar days of receiving the required verification or the end of the processing period, whichever is later. See Chapter 7.1 (Verification due dates) and Chapter 12.3.3 (Approval Notices - Family). To process the application: • Review the submitted application and required eligibility verifications to determine if the application is complete. The CCAP application asks for most information using questions that are left blank if the question does not apply to the family. • Request missing information or required verifications. See Chapter 7.3 (Verification – Initial Application). If the family has trouble getting verification, offer the opportunity to sign a release of information allowing you to verify the necessary information. • Process the application with all known information at the time of application: - If eligible: ▪ Determine the eligibility begin date and the family copayment. See Chapter 4.18 (Date of Eligibility) and Chapter 6.21 (Family Copayment). ▪ Notify the applicant of eligibility. See Chapter 12 (Notices). ▪ Authorize child care if the family has selected a registered provider. See Chapter 9.1 (Child Care Authorization) and Chapter 11.12 (Provider Registration).