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(Revised 4/1/2024 ML #3791)
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NDAC 75-02-01.3-02
A decision to either approve or deny an application must be made no later than 30 days following the day the signed and dated application is received in the Human Service Zone (HSZ) office. The first calendar day following receipt of the signed application is day 1 of the 30 day processing timeframe.
Additional time may be allowed due to an extenuating circumstance. An extenuating circumstance may be determined by the eligibility worker, but reason for the extenuating circumstance must be documented in the system case narrative. If it has been determined that an extenuating circumstance exists, 15 extra days are allowed to process the application. Action must be taken no later than 45 days following the date of application.
If an application is filed with no address, the eligibility worker should review the contact information found on the mailing envelope, in a phone book, on a Motor Vehicle query, or using any other available resources for address information. The application must be pended and if no mailing/residence address can be located, ‘General Delivery’ must be used for the mailing address and applicable notice(s) sent.
The applicant must have a minimum of 10 days from the mail date of the Request for Verification notice to provide the required information and verifications. The ‘Request for Verification’ notice must include:
The information and verifications that are needed including the months for which information is needed. The time frame for submitting the information and verifications. Information regarding application denial if the information and verifications are not provided.
Information and verifications received after business hours, on weekends or holidays are considered received on the next business day and are considered to be timely.
Example: An application is received on October 11. A Request for Verification is sent on October 20 informing the household they have until October 30 to provide the verifications. The notice will continue to display a minimum 10-days, however if the verifications are not received the application cannot be denied until the 30th day. The 30-day count starts October 12.
If verifications have been requested and received and it is determined the applicant is not eligible; the application can be denied at any time prior to the 30th day.
If the notices are returned for insufficient address:
If the application has not been approved, it should be denied due to loss of contact and documented in the system case narrative. If the application has been approved, CCAP can be closed for loss of contact and documented in the system case narrative.
If the applicant provides information for one month but not the other month(s), the month that the information was provided for can be processed and the other month(s) must be denied.
If the applicant is not eligible for child care for the prior month but is eligible for the month of application, the prior month is denied and the application is approved, effective the first of the application month. If the applicant is eligible for the prior month but not for the month of application, the prior month is approved effective the first day of that month and CCAP is closed as of the last day of the month. The same application would be processed for the application month and denied.
An application may be withdrawn at any time prior to a decision being rendered. The request to withdraw the application can be made in writing or verbally by the applicant.
Application for Other Programs at time of CCAP Application
If an individual applies for CCAP and TANF, Diversion, or Crossroads at the same time, the application for CCAP must be pended until TANF, Diversion, or Crossroads eligibility is known.
If an individual applies for CCAP and TANF, Diversion, or Crossroads at the same time, requests CCAP for the prior month, all information needed to process the prior month has been submitted and the application month is pending, the prior month can be processed.