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DIVISION OF WELFARE AND SUPPORTIVE SERVICES Child Care Policy Manual Untimely - changes reported after 10 calendar days from the date the change occurred. 513 How to Report Household members or their authorized representative (AR) may report changes in person, by telephone, fax, email, or through the mail. Note: All Changes reported must include information to identify the customer and/or case. 514 Receipt of Reported Changes Upon receipt of a reported change, the case manager must ensure the following actions are completed: ● Date stamp the reported change document with the date the information is received by the Child Care agency; or if a change is reported by phone, the following information must be documented: ○ The reported change; and ○ The date the change occurred; and ○ Who reported the change; and ○ The date the change was reported; Note: If change report is received via email or fax, use the date the change is transmitted electronically. ● Identify all related cases affected by the change and notify the applicable case manager or delegate agency. 520 PROCESSING REQUIREMENTS 521 Updating Changes No changes to the household’s initial eligibility or increased subsidy percentage or authorized schedule will be made until the recertification period unless: • It is a benefit to the household; or • The result of an Intentional Program Violation (IPV); or • The change causes ineligibility; or • The initial or increased eligibility determination was incorrect or based on incomplete information. Examples: • Upon a case review, it is discovered that income was budgeted incorrectly. • The customer statement was used for the best estimate of new employment income and now the customer has a sufficient pay history. Changes in income and purpose of care must be made in the computer system for reporting purposes, but subsidy percentages and authorized schedules must not decrease. Examples: • Household reports a raise of $2.00 per hour. Once verification is received, calculate the new income but do not decrease the subsidy percentage. Note: An income deduction for the increased income must be used to keep the subsidy percentage the same. • Household reports that two required members have moved out of the household. Remove any income associated with the two members but do not remove the members from the household. 500-Ongoing Case Management [2] MTL 01/24 July 1, 2024