Reporting Changes During the 12-Month Eligibility Period

(a) During any 12-month eligibility period, a parent shall report changes in any of the following circumstances to the DO staff within 10 calendar days of the date when the change occurs:

(1) The assistance group’s income increases to an amount exceeding 85% of the state median income (SMI);

(2) There is a change in the child care provider who is providing child care services or a change in child care provider location;

(3) A parent experiences a permanent loss or start of employment;

(4) A parent begins or ends a training or educational program;

(5) There is a change in the assistance group’s household composition;

(6) There is a change in the assistance group’s assets such that the cumulative value is in excess of one million dollars;

(7) A parent begins or ends participation in a mental health or substance misuse treatment program as a recipient of FAP or NHEP;

(8) A parent of any child in the assistance group moves into the household;

(9) An individual residing in the household becomes a parent of any child in the assistance group;

(10) There is a change of physical or mailing address;

(11) A parent adopts a child during the 12-month eligibility period; or

(12) A parent registered with a temporary employment agency is no long receiving payment.

(b) A parent shall be eligible for up to 92 days of continued assistance if the parent reports a permanent loss of their approved employment-related activity within 10 calendar days of the date of the loss, as listed in He-C 6910.07(f).

(c) If a parent fails to report the permanent loss of an employment-related activity, as described in (b) above, and reports the loss more than 92 calendar days after experiencing the loss, the DO shall consider the family to have received 92 calendar days of continued assistance and eligibility shall terminate unless the DO determines that the parent has engaged in another approved employment-related activity, as listed in He-C 6910.07(f).

(e) If a parent, as described in (d) above, fails to provide the verification required by He-C 6910.09, the DO can no longer determine the assistance group’s eligibility for child care scholarship and eligibility shall terminate.

(f) Within 10 calendar days of any reported change in circumstances as described in (a) above, DHHS shall:

(1) Review whether the assistance group continues to be eligible for child care scholarship in accordance with He-C 6910.09; and

(2) Send notification to the parent and provider if the reported change results in a decrease, increase, or termination of child care scholarship, as described in He-C 6910.12.

(g) Termination of eligibility that results from a change in family circumstances shall be effective 10 calendar days from the date of the notification, unless the parent requests a continuance of child care scholarship pending the outcome of an appeal in accordance with He-C 6910.19.

(h) Termination of child care scholarship eligibility that results from a change in assistance group income exceeding 85% of SMI shall be effective on the date DHHS processes the case.

(i) Pursuant to 45 CFR 98.21(e)(4), a family may voluntarily report any decrease in income during the 12-month eligibility period. In order to have the cost share recalculated for the remainder for the eligibility period, any decrease in income shall be verified by the DO in accordance with He-C 6910.09(r), (s), and (t).

(j) When a family reports a permanent move to another state, child care scholarship eligibility shall terminate on the date that the DO processes the case.

(k) If at any time a family reports that a new provider is providing child care services, the new provider shall be enrolled with DHHS in accordance with He-C 6914 before payment can be made to the provider, and a new Form 1863 “Child Care Provider Form” (October 2023) shall be submitted to the DO by the family, as described in He-C 6910.09(i).

(l) When a family reports a new provider as described in (k) above, Form 1863 “Child Care Provider Form” (October 2023) shall be submitted to the DO within 10 calendar days of the date the child began care with the new provider.

(m) If Form 1863 “Child Care Provider Form” (October 2023) is received by the DO more than 10 calendar days from the date the child began care with the new provider, the DO shall use the date the form was received as the provider link date and effective date to begin payment for child care scholarship.

Source. #7723, eff 7-1-02; amd by #8377, eff 6-21-05; (See Revision Note at part heading for He-C 6910) #9474, eff 6-29-09; ss by #10120, eff 5-7-12; ss by #12221, eff 7-10-17 (from He-C 6910.13) ; ss by #13063, eff 7-1-20 ; ss by #13799, eff 10-28-23; ss by #13951, eff 4-20-24