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

REVISED 04/27/2026

36 XVII. PREVENTION OF OVERPAYMENTS AND FRAUDULENT MISREPRESENTATION

The key to preventing fraudulent misrepresentation and inadvertent errors is skillful interviewing during the initial application, during reviews and when changes in the applicant/recipient’s situation occur. Therefore, the child care worker must ask the applicant/recipient specific questions, evaluate their reaction, and document the responses. The questions are to be phrased in an understandable way and the applicant/recipient must be given ample time to respond in their own words.

At recipient application and review, the child care worker must:

1. Explain to the applicant/recipient, before the Application for Child Care Services is completed in NC FAST, their obligation to give accurate and complete information regarding the need for Subsidized Child Care Assistance and the applicant/recipient circumstances.

2. Ask if they have been disqualified from receiving Subsidized Child Care Assistance in any county.

3. Read, discuss, and explain the information on the Recipient Responsibilities for Subsidized Child Care Assistance NCFAST-20009 and the Application for Child Care Assistance that addresses rights and responsibilities, hearings and appeals, and sanctions. Obtain their signature and file the original documents in the applicant/recipient’s child care case record and give a copy to the applicant/recipient.

4. Other preventative measures include establishing intra-agency communication among the various units in the DSS/LPA by developing a systematic way to report changes and exchange information. To obtain prompt and accurate information needed to determine eligibility, it is important to establish a good working relationship with other agencies, employers, and institutions as well.