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

REVISED 04/27/2026

33 3. Document when a typed signature is used.

i. If a typed signature is used, a chain of custody must be included. (Refer to Chapter 4. XII.A. Application Submission regarding chain of custody).

4. Document Applicant/Recipient statement of available income, including a statement of no income.

i. Document the source and type of income.

ii. Document frequency and amount of income.

iii. Document how income was verified.

iv. If income outside of the base period or an alternative method of averaging income was used, explain the method used and why.

5. Explain any unusual circumstances, including but not limited to: third (3rd) shift work and first (1st) shift care, joint/split custody, or care for a child over the age of 12.

6. Document that Developmental Screenings handouts were given if there are children ages 0-5 in the home.

7. Document that Voter Registration was offered at a covered transaction.

8. Record the basis for denial, reduction, or termination of services.

Document in the record each time there has been contact through phone calls, interviews, items requested, received, or sent. Include purpose of contact and results.

i. Document changes, i.e., change in schedule or type of child care arrangement, employers, or shifts.