Page 24

17

5. Application Process

5.1 Filing an Application Families desiring assistance with child care costs must submit a Child Care Assistance application. An application may be submitted online, by mail, in person, or by fax.

If a customer contacts DSS by phone, but is unable/does not wish to come into the local office to file an application, then: • Provide the online application website; or • If the customer prefers, mail an application form the same day the call is received.

If a customer sends a written request for an application and includes a phone number, then: • Call to see if the customer prefers to complete the application online or have the application mailed to them. • If the customer cannot be reached by phone, then the application will be mailed to the customer the same day or next working day after the written request was received. All sections of the application must be completed, and all required verifications must be submitted for the application to be considered complete.

Unsigned applications will be returned to the applicant for his/her signature and will not be considered complete until the application is signed. Applications may be signed by the head of household (primary applicant) or the households authorized representative, if applicable.

5.1.1 Child Care Assistance Online Application Individuals may apply for benefits using the Customer Portal Homepage on DSS’ website. Individuals will have an option to apply for CCA, medical programs, and/or SNAP. The online application is dynamic and will guide the applicant to provide information based on their responses to questions.

Applicants should be encouraged to utilize the Customer Portal to apply for CCA unless another method is preferred by them. The dynamic application process can assure customers complete only questions relevant to their situation, it is the fastest way for them to apply, and completion of the online application assists in populating information in BEES.

5.1.2 DSS-EA-301 Economic Assistance Application (Paper Application) This application is for individuals to use to apply for CCA, Medicaid, CHIP, SNAP, and/or TANF. It asks questions relevant to all programs and allows individuals to apply for one or more of the programs at the same time.

If the application is received by mail, fax, or in a drop box, within 1 working day from the date the application form is received, the Benefits Specialist must enter it on BEES to notify the household of what action the household needs to take to complete the application process.

5.1.3 Application Date The date of application is the date the application is received in a DSS office as outlined below: • In-Person: The application date is the date the application is received in the DSS office. • Online: The application date is the date the application was submitted in BEES. • Mail: The application date is the date the application is received in the DSS office.

5.1.4 Incomplete Applications If an application is missing the required verifications, a request for information notice will be sent to the applicant informing him/her that the verifications must be submitted within 10 working days of the date the letter is sent. The notice will clearly state what information is required to process the