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Subsidized Child Care Assistance Program Policy Manual Chapter 4. Application, Eligibility Determination & Documentation

REVISED 04/27/2026

29 B. Issuing the Child Care Voucher

The Child Care Voucher (DCDEE-0446), which authorizes eligibility for Subsidized Child Care Assistance, must be issued to the applicant/recipient for each child in need of assistance. The DSS/LPA must discuss the recipient choice when selecting a child care facility. Explain the difference between regulated and unregulated child care arrangements.

Refer to Chapter 9 Voucher Procedures for additional information regarding Vouchers.

XIV. NARRATIVES AND DOCUMENTATION

Childcare workers must use narratives (case notes) in NC FAST to document the verification of requirements, such as verifying income through pay stubs. Narratives must include details of follow-up actions on incomplete application information and the outcomes of those actions. The case notes must describe conversations and actions taken on a case, including eligibility determinations, the Plan of Care, reasons for needing care, and income details. Information from the application does not need to be repeated in the narrative, but the specific circumstances creating the need for care must be thoroughly explained in the case notes.

A. Narrative Use

1. Child care workers use narratives to record the recipients’ initial office visits, dates and circumstances for applications and recertifications, to record reported changes and actions taken on the case, and to document any communications with recipients such as emails and telephone calls.

2. The narrative must support key details like the need for care, the Plan of Care, special needs of the child, and eligibility for supplemental payments or care for a child aged 13 years or older.