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

REVISED 04/27/2026

30 3. The narrative must include the date information was received and the initials of the person entering it. When entered into NC FAST, the system automatically records the worker’s identity.

The following guidelines are best practices when documenting in the case narrative/notes:

• Be factual. • Refrain from giving opinions or subjective evaluation of the facts. • Be clear, concrete, and complete. • Avoid irrelevant details. • Base any impression on observable and specific facts. • Support the eligibility decision.

B. Handling Telephone Interviews

1. For telephone interviews, child care workers must not finalize NC FAST applications, nor issue vouchers, until a signed application is received. Refer to section XII. B. for application signature requirements.

2. For initial applications, child care workers must not enter into NC FAST until the signed application is on file.

C. County-Specific Documentation Systems

Counties may use their local documentation systems (e.g., Northwoods) as directed by their agency director, but any documents not available in NC FAST that are required for audits must be uploaded to NC FAST before the audit begins. DCDEE permits agencies to submit missing information that could reduce potential errors during audits, as long as it is readily available.

D. The following documentation must be provided in the narrative:

1. Document circumstances to justify the need for child care services and the Plan of Care. Include days, hours, and level of care.