Child Care Subsidy Policy Manual

(i) The maximum child care hours allowed by DFS; (ii) The maximum payment DFS shall make; and (iii) The parental obligation for a portion of the child care costs.

“Best estimate” is a determination of what shall occur based on knowledge of the past and present circumstances and future expectations. “Benefit Specialist” is an employee of DFS who case manages economic assistance cases including the determination of eligibility for child care services. “Business expense” is the cost directly related to the production of the goods or services provided by the operation which are then subtracted from the gross income to determine net income. Including labor, fee, seed, machinery repairs, transportation required to perform the service or deliver the goods and taxes or any other expense connected solely with the function of the business. “Caretaker” is a child’s parent (as defined herein) or other adult who has a court order giving legal responsibilities and/or legal guardianship and who is exercising the care and control of the child(ren). This includes foster parents and the spouse of the caretaker. “Categorically eligible”:

(iv) For Personal Opportunities With Employment Responsibilities (POWER), adult member of the assistance unit who is income and/or resource eligible for child care assistance because he/she is included in the assistance unit’s POWER payment.

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(v) For Supplemental Nutrition Assistance Program (SNAP), the adult SNAP recipient who

is eligible for child care assistance because he/she is participating in the SNAP E&T program. “Central Registry” means an electronic record maintained by DFS of persons who have been the subject of a child abuse or neglect complaint. The record contains the findings of the child protection investigation. The Central Registry is not a list of court adjudications. “Certified provider” see Licensed provider. “Child care” is the direct care and services to infants and children in the child’s own home or another facility, not to exceed 16 hours in a 24-hour day unless overnight travel is necessary for the caretaker(s) to accept or retain employment. “Child Care Center (CCC)” is a facility in which care is provided for part of a day for 16 or more children. “Child care facility” is the business that keeps or cares for more than two (2) minors at the request of the parent(s), legal guardian(s) or an agency responsible for the daily care and control of those children when the responsible party is not present. “Child care review” is a review of all eligibility factors at least once every 12 months. “Child support” is voluntary, including military allotments, or court ordered payments made by an absent parent for the purpose of meeting the needs of his/her child(ren). “Child Support)Program (CSP)” is a legal entity charged with maintaining a child support enforcement program at the judicial district level. “Commingled” is a financial account in which countable and exempt funds are mixed together. “Date of eligibility” is the day benefits are required to begin. This is the date of the child care application, the first day the child received care or the date the approved employment or educational component or work activity began, whichever is later. “Death benefit” is the benefit received as a result of another’s death. Death benefits include: (vi) Proceeds of life insurance policies received due to the death of the insured; (vii) Lump sum death benefits from SSA, RR burial benefits, VA benefits; (viii) Inheritance in cash or in-kind; or (ix) Cash or in-kind gifts given by relatives, friends, or community to assist with death

related expenses. “Department of Family Services (DFS)” is the Wyoming department responsible for the provision of child care purchase of services. DFS-FO is a department field office. DFS-SO is the department state office. “Developmentally Delayed (DD)” is a child who is experiencing developmental delays in one or more of the following areas:

(x) Cognitive development;

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(xi) Physical development including hearing and vision, language and speech development; (xii) Psychosocial development; or (xiii) Self-help skills.

“Disaster beyond control of the assistance unit” means earthquake, fire, flood, tornado, robbery, or furnace breakdown and/or broken water pipes in the home when owned by a person in the assistance unit. “Earned income disregard” is a $200.00 deduction from gross earned income for each employed adult in the assistance unit. “Educational program” is a postsecondary course of study, not exceeding the first master’s degree (unless the associate degree was received while the caretaker(s) was pursuing a master’s degree as the original educational goal). The program is designed to assist the student in obtaining employment in a specific job when the course of study is complete. “Eligible” qualifies for child care assistance after meeting all of the specified conditions or factors. “Emancipated” is a person who has obtained the legal status of an adult. “Employment” is an activity in which an individual works for income. “Employment & Training (E&T)” is the employment and training program as described in the current SNAP E&T regulations and approved by the United States Department of Agriculture. “Employment training” is a planned, supervised program which may be a combination of classroom and on-the-job training experiences that imparts knowledge or develops skills or abilities to prepare a person for employment. “Equity value (EV)” is the amount of money the sale of property would bring on the open market in the community where the property is located less any legal debts (such as mortgages, loans, penalties, cost of sale) against the property or resource. “Exempt” is a category of income or circumstances not subject to program policy or limits and shall not be counted for eligibility purposes. “Family Child Care Center (FCCC)” is a child care facility in which care is provided for a maximum of 15 unrelated children for part of a day, which may be in a residential or commercial type structure. “Family Child Care Home (FCCH)” is a licensed child care facility in which care is provided for no more than 10 children in the primary residence of the provider. “Financial responsibility” means answerable for providing the funds to meet the needs of a spouse and/or natural, adopted, step child(ren) or as provided by law. “Foster care provider” is the person(s) caring for the child(ren) placed in a care facility by DFS. “Foster child” is a child who been has placed in a foster care home or facility by DFS.

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“Fraud” is documented deliberate misrepresentation, concealment or nondisclosure of information by an applicant, recipient, or provider pertaining to an eligibility or billing factor:

(xiv) To obtain assistance or provider payment; (xv) To remain eligible for assistance or provider payments; (xvi) To avoid a decrease in assistance or provider payment; or (xvii) For obtaining payment for services that were not rendered.

“Full day” is five (5) or more hours of child care in a day. “Garnishment” is a legal withholding of a specified sum from wages to satisfy a creditor. “Guardian” is an individual appointed by the court to care for a person as reflected in a court order specifying the guardianship. “Household (HH)” refers to one (1) or more rooms of a house, apartment or mobile home and may include one (1) or more assistance units and/or ineligible person(s). “Household circumstances” are situations that could have an effect on one (1) of the eligibility factors. “Immediate family” are the minor brothers, sisters, stepbrothers, stepsisters, half-brothers and half-sisters who live together with their caretaker(s) in the same residence. Immediate family is used to determine assistance unit composition and whether the provider selected by the assistance unit needs to be licensed. “Income” is money received from any source.

(xviii) Countable income - the total of gross earned income less allowable earned income disregards and gross unearned income expected or received by the assistance unit for a specified month and includes child support received by the applicant or recipient.

(xix) Earned income - a payment received in cash or in-kind for wages, salary, tips, commissions as an employee or net profit from activities in which the individual is engaged as self-employed. It is the total income before deductions for personal or employment expenses and excludes the meal allowance used to compute Federal Insurance Contribution Act (FICA).

(xx) Exempt income - money set aside or free from program policy or limits and is not

counted.

(xxi) Fluctuating income - income that varies in frequency of receipt or income that varies in

amount each month due to:

(A) Working overtime; (B) Hourly pay with varying hours; (C) Receipt of tips or commissions; (D) Changes of hours or pay rate; or Wyoming Department of Family Services | Support Services|September 2025 | Page 4

(E) Decrease or increase in hours of work due to vacations or sick leave or seasonal

employment.

(xxii) Gross income - the total money the person is entitled to receive, prior to any deductions

such as the earned income disregard, Social Security, withholding tax, and garnishments.

(xxiii) Infrequent income - income that is less than $50 per individual when received and not

received more often than once every calendar quarter.

(xxiv) In-kind income - the receipt of a good(s) or a service(s) instead of money or cash. In-kind earned income is considered when the applicant/recipient has a legal interest in a liquidated sum and has the legal ability to make such sum available for support and maintenance.

(xxv) Net income - the gross receipts from self-employment less the current business expenses. (xxvi) Periodic income - money that is not received on a regular basis. (xxvii) Stable income - income received in a set/fixed amount from the same source(s) on a

regular basis and there is no additional income which fluctuates.

(xxviii) Unearned income - all money received not earned by providing goods and

services or defined as a resource. “Infant” is a child from birth to 12 months of age. “In-home care" is child care provided in the child’s own home. In-home care is for any number of children who are immediate family members residing in the child(ren)’s home. “Initial eligibility determination” is the process of determining eligibility when the assistance unit applies for services for the first time or when there has been a break in aid of 30 days or more. “Insurance settlements” are the money a person(s) receives from a company for damage to property or person. “Intentional Program Violation (IPV)” is the action by an applicant, recipient or provider of making a false or misleading statement or misrepresentation, concealment or withholding of facts for the purpose of:

(xxix) Establishing or maintaining eligibility for child care assistance, or (xxx) Increasing or preventing a reduction in the amount of child care assistance or payment. “Knowledgeable source” is a person who has a considerable degree of familiarity with a subject gained through experience of or association with the individual or subject. “Licensed provider” is a provider who meets the licensing standards established by DFS. “Loan” is a debt the borrower has an obligation to repay. A bona fide loan is one where there is a written agreement to repay the loan. Bona fide loans the assistance unit has an obligation to repay are not counted as income.

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“Lump sum” is a payment of earned or unearned money made not more than once per quarter. “Minimum health and safety standards” are requirements established to assure the health and safety of a child(ren) receiving child care services. “Minor” is a person under 18 years old who does not meet Wyoming’s emancipation laws. “Month” is:

(xxxi) Current month - the month in which eligibility is determined. (xxxii) Payment month - the calendar month for which the assistance is issued.

“Month received” is the calendar month in which the payer or source made the money available or the individual receives the money in hand, whichever occurs first. Exception: SSA, SSI, VA and POWER received at the end of the month are considered for the following month. “Need” for child care is the time when the eligible caretaker(s) is actually participating in an approved activity or component and the eligible child requires care. “Net profit” is the gross receipts, less the current business expenses. “Noncooperation or noncompliance” is the act of refusing or failing to comply with a child support, work program, or POWER requirement, or to work with another to accomplish a common end or specified goal. “Parent” is a natural, adoptive, or step-mother or father of any age. (See Caretaker.) “Parental access” is allowing parents to visit the child care facility and see their children at any time. “Parental obligation” is the portion of the child care cost the caretaker(s) is responsible to pay based on the assistance unit size and income. The amount of the parental obligation is based on the calculation set forth in W.S. 42-2-103 (f)(2021). “Part day” is less than five (5) hours of child care in a day. “POWER work requirement” the POWER performance requirements include the mandatory job seeker contacting the work program case manager, keeping all appointments, complying with the steps and responsibilities in her/his Individual Responsibility plan (IRP), registering for employment at Department of Workforce Services (DWS) and following through with referrals to Division Vocational Rehabilitation (DVR) for employment rehabilitation or a Social Security Income (SSI) application. “Presumptive eligibility” is the assurance of payment for 30 days of child care services when the assistance unit appears eligible due to the caretaker(s)’s statements on the initial application. Presumptive eligibility payments cannot be made on behalf of an assistance unit more than once every 12 months. “Provider” is any person who is approved to provide child care services under these rules and who has provided child care services for a child(ren). “Provisional license” is a temporary license issued by DFS that allows the operation of a child care facility when issues arise surrounding compliance with licensing rules.

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“Reapplication” is the completion of an application in writing requesting assistance after being ineligible for child care assistance for more than one (1) calendar month. “Redetermination” is the re-verification of each factor of eligibility and a decision of eligibility and payment based on the verified information. “Registered provider” is any child care provider who has completed the Provider Registration Form and received a favorable Wyoming Central Registry check and a fingerprint based national criminal history record check. This includes child care providers who are licensed as well as those who are exempt from licensing according to Wyoming law. “Relative” refers to an individual who is, through marriage, blood relationship, or court decree, the grandparent, great-grandparent, sibling, aunt or uncle of a child receiving care. “Satisfactory progress” refers to:

(xxxiii) In a postsecondary educational work activity, a participant shall meet, each term

or semester at least a 2.0 cumulative grade point average in her/his degree requirements.

(xxxiv) In a training work activity, the participant shall meet quarterly a consistent standard of progress, which includes gains or proficiency levels and a reasonable time limit for completion of the training as determined by the instructor and POWER case manager or Benefit Specialist. “Special needs child” is a minor who is developmentally delayed or has a mental or physical incapacity which limits his/her ability to care for him/herself and would be at risk of physical harm if child care was not provided. “Statewide maximum limit” is the maximum amount DFS shall pay for child care as published in the Child Care Development Fund (CCDF) State Plan. “Student” is a person attending high school, high school equivalency program, employment training programs or postsecondary undergraduate program. “Substitute provider” is a person who meets the definition of "provider" and who fills in for the provider less than 24 hours in a month. “Termination” is to close a case and/or remove an individual from the program. “Weapon” means, but is not limited to, a firearm, explosive or incendiary material, or other device, instrument, material or substance, which in the manner it is ordinarily used, or is ordinarily intended to be used, is reasonably capable of producing death or serious bodily injury.

300 Verification/Documentation/Evidence

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301 Verification Child Care- Admin. Rules, Chapt. 1, Purchase of Service Verify each eligibility factor for each individual to be included in the assistance unit prior to making the initial/ongoing eligibility determination. A. Verify the eligibility factors prior to making the ongoing eligibility determination when a factor(s) is: 1. Reported or known to have changed, or 2. Suspected of having changed. B. Require the applicant or recipient to provide the document(s)/ documentation necessary to verify the eligibility factors, except: 1. When the verification is provided on one of the following interfaces: Numident, TPQY, SDX, Wyoming Unemployment or RIS; 2. When verification is available within the agency in a prior case and the factor is not subject to change, i.e., a SSN or date of birth.

C. Assist the applicant or recipient, upon request, in obtaining the document(s) for verification when the individual is or would have difficulty providing them. D. Evaluate the verification(s): 1. Compare each piece of verification to the others to see if the information is consistent. 2. Assure the date the document(s) was created verifies the factor and does not raise more questions. 3. Consider the reason why the document was created. 4. Examine the verification to determine whether it has been tampered with or altered. 5. Determine whether the verification answers the issue in question. E. Resolve any discrepancies or questions raised by the verification by: 1. Requiring additional verification; or 2. Contacting a knowledgeable source. F. Allow the assistance unit at least ten days from the date of the notice to provide required verification. G. Accept a collateral contact in cases when requiring documentary evidence would delay processing the application: 1. Conduct a collateral contact either in person or over the phone; 2. Select a collateral contact if the assistance unit fails to designate one or designates one which is unacceptable; 3. Disclose only the information absolutely necessary to get the information being sought.

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H. Review and evaluate the information provided by the SDX, BDX and RIS interfaces at each application and re-certification and when adding an individual to a household. 302 Documentation Child Care - Admin. Rules, Chapt. 1, Purchase of Service A. Enter the proof of the verification in the case record by recording the type of verification, identifying numbers and any clarification notes. B. Document the narrative as follows: 1. The name of the person providing the information; 2. The title of the person providing the information (when appropriate); 3. The organization name; 4. The date obtained; 5. The type of document and date of the document; 6. Identification number of the document (if any); 7. Volume and page(s) reference of public records (when appropriate); 8. The content of the information/document; and 9. The initials of the individual who verified the information and the date verified. C. Obtain a free copy of the Wyoming birth certificate by interface. D. Obtain information concerning immigrant status through the SAVE process or by writing USCIS at: U.S. Citizenship and Immigration Services 4730 Paris Street, Albrook Center Denver, CO 80239-2804 303 Evidence Child Care - Admin. Rules, Chapt. 1, Purchase of Service A. Use the table as a guide for requesting primary evidence and secondary evidence to be used for verification and documentation. B. Require the applicant or recipient to provide no less than one primary source or two secondary sources of documentation to verify each eligibility factor. 1. Require the primary document/documentation when it is obtainable. 2. Accept secondary documents/documentation only when the primary evidence is not available. 3. Recognize one document may verify more than one eligibility factor for more than one applicant or recipient.

Please find tables on pdf at this link.

400 Application Process

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401 Application/Intake Process Child Care - ARW, Chapt. 1, Purchase of Service A. Require the application to be complete if it contains the name and address of the applicant and the signature of the applicant or authorized representative. 1. The assistance unit appears to be eligible based on the statement of the parent/caretaker on the initial application; 2. The parent/caretaker has chosen a licensed provider who is currently registered on the eligibility computer system; 3. The assistance unit has not received benefits due to presumptive eligibility within the previous 12 months; and 4. Continue to process the application and approve or deny as appropriate. B. Within 30 days for Child Care (see Section 1202): 1. Do not deny the application in 30 days for this situation. C. Act on changes in circumstances, reported or known, which occur between the date of application and the date of authorization. 1. Eligibility is determined from the date the application is filed. 2. See Section 1500 for treatment of changes that have become known prior to the date of authorization.

D. Inform applicants of their rights and responsibilities as detailed in ECARES J. Applicants for Child Care benefits must be given a reasonable opportunity of at least 30 days from the date of a notice requesting verification to provide valid documentation of their immigrant status: 1. Do not delay, deny, reduce or terminate the individual’s eligibility for Child Care, pending verification of immigrant status when the DFS-FO did not provide a reasonable opportunity as of the 30th day following the date of application to provide verification.

E. Accept an application, or a written request from a POWER recipient, within 30 days of the child care need, but the beginning date of the authorization cannot be prior to: 1. The date of the Child Care application; 2. The date the approved activity began (see Section 701); or 3. The date the child first entered childcare, whichever is later.

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F. Establish if the POWER applicant who is mandatory for the work program performance requirements has a child care need. 1. Send a copy of the request for child care to the work program case manager, when appropriate; and 2. Consider the POWER assistance unit eligible for childcare benefits for up to 30 days during the POWER application processing period when the work program performance requirements are being met.

G. Terminate benefits within the first 30 days when the assistance unit was found presumptively eligible at initial application but is found ineligible during the application processing period. 402 Client’s Rights Child Care - ARW, Chapter 1, Purchase of Service The applicant/recipient has the following rights, which should be explained to the applicant/recipient. A. To apply for benefits: 1. To apply for benefits on the client’s behalf; and/or this is part of phase two. B. To have the application and other personally identifiable information maintained confidential except as necessary to determine eligibility or to comply with state or federal law. (see Section 403). C. To be informed about: 1. The length of time benefits are certified/authorized; 2. The rights and responsibilities of applicants/recipients; and 3. Other available DFS and non-DFS programs. D. To withdraw the application at any time for a Child Care benefit: 1. Document the case record when a withdrawal is requested either in writing or verbally; and 2. Generate the withdrawal notice. E. To freedom of choice to select the child care provider as long as the provider is licensed or exempt from licensing requirements. (see Attachment A) F. To a notice of adverse action within the specified time frames for the program. (see Section 1400) G. To an explanation of the right to request an administrative hearing within 30 days from the date of a notice of adverse action for Child Care. H. To re-apply following denial or termination of benefits. I. To child care consumer information. 403 Confidentiality/Safeguarding Information Child Care - ARW, Chapter 1, Purchase of Service Department of Family Services Staff:

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A. DFS staff shall not be allowed to access their own case, the case of their immediate colleague, or the cases of clients where a conflict of interest exists. Public Records: A. Consider the following as public records and make them available to the public upon request with the approval of the DFS-FO manager or designee: 1. General information which does not identify individuals; 2. Statistical information related to budgets, expenditures, numbers of applicants or recipients or other information, which does not identify individuals; and 3. Documents or information that detail the policies and procedures related to the delivery and administration of programs and services administered by DFS. B. Charge the actual copying costs to the individual/agency requesting the records. Confidential Information: A. Hold confidential and do not release any information that can be identified as relating to a specific individual except as specified below. B. Consider the following as confidential: 1. The names and addresses of applicants and recipients and amounts of cash assistance provided; 2. Documents naming a specific individual(s); 3. The fact of the existence of documents naming a specific individual(s); 4. Personal facts relating to a specific individual(s); 5. The fact of application for or receipt of a program or service through DFS; 6. Information relating to the social and economic conditions or circumstances of a particular individual, including information obtained from IRS and SSA, which must be safeguarded in accordance with procedures set forth by those agencies; and 7. Any information known about a specific individual but not part of a case record or document. Safeguarding Information: A. Allow the subject, or the subject’s authorized representative, to examine, review or copy from his/her own case record any information except the following confidential information: 1. The names of individuals or other parties who have disclosed information about the subject without the subject’s knowledge; 2. Reports, correspondence or any case entry involving information from another individual, agency, organization or institution about the subject; and Wyoming Department of Family Services | Support Services |September 2025 | Page 3

3. Information related to the status of prosecution of the subject. B. Consider the authorization to release information on the application to authorize only the release for gathering of information as related to determining eligibility for the program or service. C. Do not distribute materials such as “holiday” greetings, general public announcements, alien registration notices or voter information and registration materials. D. Do not publish names of applicants or recipients. E. Limit the use or disclosure of information concerning clients to purposes directly connected with: 1. Any investigation, prosecution, or criminal or civil proceeding conducted in connection with the administration of such programs; 2. The administration of any other federal or federally assisted program which provides cash or in-kind assistance or services directly to individuals on the basis of need; and 3. Any audit or similar activity conducted in connection with the administration of any such program by any governmental entity, which is authorized by law to conduct such audit or activity. F. Release confidential information to another party, other than that necessary to determine eligibility, only when the subject of the information has authorized the release to another party by completing a release form, except officers and employees of the following: 1. The DVR when relating to a referral of an applicant/recipient; 2. The Workers’ Compensation program as related to POWER work program job seekers; 3. Employees of the Tribal TANF program; 4. Federal and State agencies responsible for the operation of the various programs and services administered by DFS; 5. The SSA for establishing eligibility, determining the amount of the benefit and providing services for applicants or recipients; and 6. Wyoming DWS as related to POWER work program job seekers. .

G. Any information shall be released by the DFS-FO manager or designee and be directly related to legally established programs and functions of the inquiring agency or office and used only for the purpose made available. H. Comply with a court order to release confidential information: 1. Contact the Attorney General’s office with any questions concerning the court order; 2. A court order for information relieves DFS of any harm in the release of information to the court; and 3. File the court order in the case file. I. Hold confidential and do not release confidential information requested by a subpoena without written direction from the Attorney General’s office or the DFS-FO manager. 1. Follow the directions given to release the subpoenaed information; or

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2. Forward a copy of the subpoena to the DFS-SO who shall involve the Attorney General’s office for advice or for action to nullify the subpoena; and 3. File the subpoena in the case record and document: a. The direction given by the DFS-SO; b. The action taken to release the information or nullify the subpoena. J. Release confidential information to law enforcement and CPS as follows: 1. Make available, upon written request, to any Federal, State or local law enforcement officer the address, SSN and, if available, a photo ID of a recipient if the officer furnishes the recipient's name and notifies the agency the individual: a. Is fleeing to avoid prosecution, custody or confinement for a felony; b. Is violating a condition of parole or probation; or c. Has information necessary for the officer to conduct an official duty related to a felony/parole violation.

2. Limit the report to law enforcement concerning a fugitive felon to the felon’s address when a law enforcement officer has not requested the information; (W.S. 42-2-111) 3. Report to the CPS, any cases of known or suspected physical or mental injury, sexual abuse or exploitation, or negligent treatment or maltreatment of a minor parent and/or a child receiving Child Care that threatens the minor parent's and/or the child's health or welfare. (DFS is required to provide all information available regarding such situations to the proper officials, which may include law enforcement agencies.) 4. Assist law enforcement officials and the family of a minor mother to pursue the filing of criminal charges against the father of the minor mother's child if the minor mother conceived her child while under 16 years of age and the father was at least four years older than the minor mother at the time of conception. (The Benefit Specialist is to refer these cases to CPS for referral to law enforcement.) (W.S. 42-2-103)

K. Allow materials to be sent or distributed to applicants, recipients, or medical vendors, which are in the immediate interest of the health and welfare of clients such as announcements of free medical examinations, availability of surplus food and consumer protection information. L. Computer Security Controls – Facsimile Mail (FAX) and Electronic Mail (E-Mail): 1. E-mail sessions on the DFS/State G-mail (Google) site are encrypted, including attachments (incoming and outgoing). Users are required to secure their computers when leaving the area by locking their computer by one of the following procedures: a. Push the Windows Logo key (Winkey) + L on the keyboard (Preferred Method); or b. Push Control + Alt + Delete, then click Lock Workstation. i. There is an automatic screen saver that requires the user to log back into the computer with a required username and password.

404 Client’s Responsibilities Child Care - ARW, Chapter 1, Purchase of Service

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The applicant and/or the recipient has the following responsibilities and explain the responsibilities to the applicant/ recipient. A. The applicant is responsible for providing an application to DFS in the form prescribed by DFS. B. The applicant is allowed to complete an online application. C. The applicant/recipient is responsible for cooperating with the process of determining eligibility by: 1. Providing information essential to the decision on eligibility, including valid documentation of alien status for all individuals who are not U.S. citizens; and 2. Providing documents for required verification. D. The applicant/recipient is responsible for notifying the DFS-FO of any changes, that affect eligibility or the performance payment. (see Section 1500) 1. Changes must be reported no later than (10) ten calendar days upon knowing of the change for Child Care.

E. The applicant/recipient must provide information/verification needed about an eligibility factor(s) not later than ten (10) days from the date of a notice of adverse action (see Tables) requesting the information/verification. H. The applicant/recipient who has a previous overpayment is required to sign a DFS 707, Installment Contract, as a condition of eligibility and as a performance requirement unless: 1. The case is pending prosecution; or 2. The error cause is an agency error. I. The applicant or recipient is responsible for providing verification, as specified in Section 303, of fleeing because of being battered or subjected to extreme cruelty or because of domestic violence when requesting assistance due to the situation.

500 Eligible Persons/Assistance Unit Composition _____________________________________

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501 Eligibility Factors

Table #1: Eligibility Factors - please find tables on pdf at this link.

502 Categorically Eligible Persons Child Care - ARW, Chapt. 1, Purchase of Service Consider the following persons categorically eligible:

Table #2: Persons Categorically Eligible Reason Recipient of POWER/Tribal TANF X

503 Potentially Eligible Persons Child Care - ARW, Chapt. 1 Purchase of Service Consider the following persons potentially eligible for Child Care services: A. A child who lives with the parent(s)/caretaker(s) and no other parent(s)/caretaker(s) in the assistance unit is available during the same hours to provide the needed child care; B. A child under age 13 or age 13 or over who is: 1. Under court supervision; 2. Developmentally disabled; or 3. Physically/mentally challenged. C. A child whose parent(s)/caretaker(s) is employed or self-employed; D. A child whose parent(s)/caretaker(s) is attending an educational program, including college undergraduate study, and making satisfactory progress to acquire the degree. 1. The educational program cannot exceed the first associate or baccalaureate degree; unless the associate degree was received while the parent/caretaker was pursuing a baccalaureate as the original employment goal; unless the baccalaureate degree was received while the caretaker(s) is pursuing a master’s degree as the original employment goal; and 2. The parent/caretaker has not exceeded the following time limitations for child care assistance while pursuing a college degree: (i) Three (3) years for an associate’s degree and six (6) years for a baccalaureate or no more than three (3) years on a master’s degree when the parent/caretaker has not been employed or employed an average of less than 30 hours per week while attending classes; (ii) Five (5) years for an associate's degree and 8 years for a baccalaureate degree and master’s degree, to five (5) years when the parent/caretaker has been employed for an average of 30 hours or more per week while attending classes.

E. A child of a parent(s)/caretaker(s) who is participating in and cooperating POWER Pay-After-Performance requirements;

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F. A child in a two (2) parent/caretaker assistance unit when one parent/caretaker is unable to care for the child(ren) due to a disability, if: 1. Child care is necessary to allow the other parent/caretaker to maintain employment; and 2. The disability and the inability of the parent/caretaker to care for the child(ren) is verified by a medical professional; and 3. Verification has been submitted to document that the parent with the disability is following prescribed medical treatment; and 4. The assistance unit is pursuing and accepting any other available resources to move the assistance unit toward self-sufficiency, i.e., applying for SSI, working with DVR, etc.

G. A minor parent(s) who lives with his/her parent(s) and is working or attending an educational program; H. A child who is cared for by an authorized provider; I. A child living in an assistance unit: 1. Which has not been disqualified due to IPV or where fraud against DFS has not been established through legal proceedings; and 2. Where full restitution for an overpayment has been made, or the parent/caretaker has signed a repayment agreement.

504 Student Child Care - See Child Care Section 503 505 Assistance Unit Composition Determine which persons in the household are to be included in the assistance unit. A. Find one (1) assistance unit when: 1. Two (2) parents, each with an eligible child(ren), are married to each other; or 2. Two (2) parents who are not married to each other, each with child(ren) of their own and a child(ren) in common; or 3. The caretaker’s spouse must be included in the assistance unit. B. Find more than one (1) assistance unit when: 1. Two (2) parents who are not married to each other, each with an eligible child and there is no child in common.

C. Understand that all siblings living in the same household must be included in the same assistance unit with their parents, regardless of the marital status of the parents.

600 Other Eligibility Factors

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September 2025

601 Age Child Care - ARW, Chapt. 1 Purchase of Service A. Require a child to be between the ages of birth through thirteen (13); or B. Require a child age fourteen (14) or over to be: 1. Under court supervision and the court order specifies child care is necessary; or 2. Developmentally disabled or physically/mentally challenged and requires medical verification that the child is unable to care for herself/himself.

602 School Attendance No CC requirements. 603 Residence Child Care - ARW, Chapt. 1, Purchase of Service A. Require each person who is applying for or receiving benefits to be a resident of Wyoming. 1. Consider a person, a resident of Wyoming, who: a. Is living in the state voluntarily with the intention of establishing a permanent residence; and b. Is not in the state only for vacationing. 2. Recognize a lack of a permanent dwelling or lack of a fixed residence or home. 3. Find a residence to continue until it is established elsewhere by the individual. 4. For Child Care purposes, a child may participate in two (2) assistance units when the parents are not living together and have shared custody or shared care and control of the child. 5. Wyoming residency is not a factor for Child Care for migrant farm workers who meet the citizenship eligibility factor.

604 Identity Child Care - ARW, Chapt. 1, Purchase of Service A. Determine if each applicant has met the identity eligibility factor.

Wyoming Department of Family Services | Support Services |September 2025 | Page 1

605 Citizenship and Immigrant Status Child Care - ARW, Chapt. 1, Purchase of Service A. Determine if each applicant or recipient meets one of the citizenship/ immigrant eligibility factors as indicated in the Table below to qualify for benefits. B. Determine if each child is a U.S. citizen or legally residing alien who meets one of the citizenship/immigrant eligibility factors as indicated in the Table below for Child Care. C. Realize automatic citizenship is granted to a child born in a foreign country or a child adopted from abroad by U.S. citizens and the child is (Child Citizenship Act, P.L. 105-185): 1. Under 18 years of age; 2. Admitted to the U.S. as a lawful permanent resident, and 3. In the legal and physical custody of at least one parent who is a U.S. citizen. D. Realize that an adult victim of trafficking who is certified, and a child(ren) who has a letter, are eligible for benefits the same as a refugee under 207 of the INA (see the following chart) (Trafficking Victims Protection Act, P.L. 106-386): 1. Understand that the certification letter for the adult(s), and letter for a child(ren), shall be issued by the U.S. Department of Health and Human Services, Office of Refugee Resettlement (ORR), and is to be accepted in place of CIS documentation; 2. Confirm the validity of the certification letter, or letter for a child(ren), and notify ORR of the benefits for which the individual(s) has applied by calling the trafficking verification line at (202) 401-5510; and 3. Record and set an alert for the expiration date of the certification date as a review of continuing eligibility must be conducted.

606 Relationship Child Care - ARW, Chapt. 1, Purchase of Service A. Determine if the applicant or recipient meets the relationship eligibility factor by requiring the caretaker to be a relative to the child(ren) or, for Child Care purposes, the child must live with a parent or other adult who has a court order giving legal responsibilities or legal guardianship and who is exercising the care and control of the child. Foster parents are considered to meet this requirement.

700 Participation/Cooperation Requirements

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September 2025

Child Care - ARW, Chapt. 1 Purchase of Service A. Require each mandatory assistance unit member to comply with the approved activity, participation, and/or performance requirements mandated by the applicable program. Temporary Job Search shall be three (3) months after each occurrence of loss of qualifying activity within twelve (12) months of eligibility. 701 Participation in Approved Activity Child Care - ARW, Chapt. 1 Purchase of Service A. Require a parent(s)/caretaker(s) who is requesting child care assistance to be participating in an approved activity in order to receive child care. B. Consider the following approved activities: 1. Employment or self-employment (see Section 903); 2. Attending an educational program and making satisfactory progress; 3. Meeting the POWER Pay-After-Performance requirements; or 4. Participating in employment-related training; 5. Initial Job Search. C. Require both parents/caretakers in a two-adult assistance unit to be participating during the same hours to establish a need for child care. D. Child care assistance shall be available for a child(ren) in a two-parent/caretaker assistance unit when one (1) parent/caretaker is disabled and unable to care for the child(ren) if: 1. Child care is necessary to allow the other parent/caretaker to maintain employment; or 2. The disability and the inability of the parent/caretaker to care for the child(ren) is verified by a medical professional.

800 Assets

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September 2025

800 Assets A. Assets equaling a million dollars need to be declared by the client and considered when determining eligibility for Child Care.

900 Income

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September 2025

901 Countable/Available Income Child Care - ARW, Chapt. 1, Purchase of Service A. Determine the total income available, each source of income and whether the income is earned, unearned, exempt or nonexempt. B. Consider income available when it is made accessible, when it is received, when it is credited to a person’s account or when it is set aside for an individual’s use, applying the applicable program policy. C. Prorate or average income from self-employment, employment on a contractual basis, or income received intermittently on a quarterly, semiannual or yearly basis over the period covered by the income unless not indicative of future months. (see Section 903) D. Consider the garnishment of income as voluntarily assigned to pay a debt and as countable income. E. Consider regular contributions by non-assistance unit members based on their written statement. F. Use the following in determining income available to the assistance unit. 1. Consider for assistance units living together in the same household the income of: a. A spouse is available to the spouse; b. A parent is available to a child through age 17 unless the child is emancipated or a minor parent, c. A caretaker when there is a court order specifying s/he is financially responsible for the child(ren); and d. A step-parent. 2. Exclude income of a caretaker, other than the parent, unless there is a court order specifying the caretaker is financially responsible for the child(ren).

G. Use the following chart to determine the type of income and how it is used in the calculation of the benefit. (See Section 1000 for information concerning exempt income under Public Laws.)

Table #1: Income Type/Calculation of Benefit available at this link.

902 Treatment of LLC and S-Corp A. Determining income for an LLC and/or an S-Corp: 1. Treat an LLC and S-Corp as a Sole Proprietorship. Allows a 25% deduction, or actual deduction use whichever one benefits the client. If no deductions, do not allow any. (For treatment of an LLC and S-Corp, follow Section 904 below). 903 Treatment of Self-Employment Income Child Care - ARW, Chapt. 1, Purchase of Service A. ECARES allows 25% deductions as business expenses from self-employment income. 905 Determining the Best Estimate Child Care - ARW, Chapt. 1, Purchase of Service Determine eligibility prospectively for all benefit months using the best estimate of income anticipated to be received during the benefit month. A. "Best Estimate" of Prospective Gross Countable Income. 1. Calculate income in the month of application as follows when the income is from a terminated source: a. Use the “actual” income received, prior to the date of application, or when all paychecks cannot be reasonably anticipated, do not average the total or convert the income. b. Income is not considered to be from a terminated source until a paycheck is not received for each scheduled pay period in any given month. Example: An individual’s regularly scheduled pay dates are on a weekly basis. The individual receives a final paycheck on the 1st pay date of the month in the gross amount of $700.00. Application date is after the 1st pay date. The “actual” amount of income for the month is $700.00.

2. If the amount of income that will be received, or when it will be received, is uncertain, that portion of the household’s income that is uncertain shall not be counted; and a. DOCUMENT clearly in the case record to explain why all checks were not counted; or b. If a paycheck can be reasonably anticipated for all pay periods and the amount(s) are known; add the gross income of all checks, average and convert the income; and c. Recalculate the second benefit month, using zero income, when the income ceases in the month of application and no other income is anticipated.

3. Calculate income in the month of application as follows when a paycheck is not received by an individual for each regularly scheduled pay date in the month: a. Use the “actual” income received, do not average the total or convert the income; and/or Example: An individual’s regularly scheduled pay dates are on a weekly basis. The individual receives a check on the 1st and 4th pay dates of the month in the gross amount of $300.00 each. The individual does not receive a check on the 2nd and 3rd pay dates of the month. The "actual” amount of income for the month is $600.00. Wyoming Department of Family Services | Support Services | September 2025 | Page 5

b. Use the best estimate of any income due the applicant when the “actual” amount is unknown; and c. Use a combination of (a.) and (b.) when both occur; and d. Re-calculate non-reflective income for the second benefit month using a new best estimate, average the income and convert, if appropriate.

4. Calculate income in the month of application as follows when a paycheck is received by an individual for each regularly scheduled pay date in the month, but a paycheck contains partial income and/or non-reflective income and/or a pay rate increase: a. Add the gross income of all checks, average and convert the income; and Example: An individual works 40 hours per week and the regularly scheduled pay dates are on a weekly basis. The individual receives pay on the 1st and 2nd pay dates of the month earning $234.00 at $5.85 per hour for each pay date. The individual receives an hourly rate increase to $6.00 per hour and is reflected on the 3rd and 4th pay checks: $6.00 x 40 = $240.00. $234.00 + $234.00 +$240.00 + $240.00 = $948.00 divided by 4 = $237.00 x 4.3 = $1019.10. b. Re-calculate the income for the remaining months of the certification period using income that is best reflective of future circumstances, re-average and convert.

5. Anticipate income for the benefit month in which it is available. 6. Use the income of the minor parent and her/his child(ren) but DO NOT use the income of the minor’s parent(s) to determine Child Care eligibility. 7. Review the best estimate each time a change in circumstances is reported or becomes known and at the time of a periodic review/recertification. 8. Use the following as the basis for estimating gross countable income for the benefit month(s): a. Verify previous income by pay stubs or an employer’s statement when there is a 30-day history, but do not exceed 60 days history, and DOCUMENT the case record indicating how the best estimate was calculated when a change in circumstances is not expected. (Both earned and unearned income must be included in the estimate.) b. An employer’s statement or other verification should be used as the basis for the best estimate when an applicant or recipient does not have a 30-day history or the history is not reflective of the future. (Both earned and unearned income must be included in the estimate.) c. Estimate tips, commissions, overtime, differential pay, etc., when the employment is of such a nature, one or more of these are likely. d. Use the mid-point (i.e. 25 to 30 hours = 27.50 hours) when the hourly schedule is fluctuating unless the schedule is not reflective of future circumstances. e. Use income and business expenses (see Section 902) that fairly represent the prospective benefit month(s) for a self-employed applicant or recipient whose income is irregular.

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f. Prorate or average income from self-employment, employment on a contractual basis or income received intermittently over the period covered by the income (quarterly, semi-annual or yearly basis) unless the income is not indicative of future months. g. Count monthly or semimonthly income as follows when a problem with the payroll (i.e., mail or computer problems) causes additional checks in one month: i. If payment is regularly received semimonthly but a problem causes three checks to be received in one month, count only two; ii. If payment is regularly received monthly but a problem causes two checks to be received in one month, count only one.

h. The method(s) used to anticipate gross countable income during the benefit month will vary according to the circumstances in each case. i. Come to an agreement with the client when deciding the best approach to determine the best estimate. ii. DOCUMENT clearly and thoroughly in the case record the method used and the rationale for the best estimate. B. Best Estimate For Cases With An Income History 1. Review the income documents and information obtained during the interview to determine what income is best reflective of future circumstances. 2. Base the best estimate upon the verified income history of 30 days and not to exceed 60 days when it is representative, and no changes are expected, to anticipate income for the benefit month(s). a. Add verified gross income from each pay period; and b. Divide the total by the number of pay periods considered; and c. Multiply gross income by 4.3 for weekly amounts, by 2.15 for bi-weekly amounts, by 2 for semi-monthly amounts and by one for monthly amounts.

3. DOCUMENT in the case record the type of verification and the rationale actually used in the determination of the best estimate.

C. Best Estimate For Cases Anticipating a Change(s) or With No Income History 1. An employer’s statement when the income history is no representative of current or future benefit months or is not available, beginning a new job, increase/decrease in hours worked or rate of pay, etc.; 2. Use the client's and your own reasonable expectations of future circumstances to arrive at a best estimate. a. Multiply gross income by 4.3 for weekly amounts, by 2.15 for bi-weekly amounts, by 2 for semi-monthly amounts and by one for monthly amounts; and b. Add the anticipated monthly gross income from all sources 3. DOCUMENT the type of verification and the computation of the amount of anticipated income in the case record Wyoming Department of Family Services | Support Services | September 2025 | Page 7

Examples for Establishing a Best Estimate: Scenario #1 - Employer, TrailSide Diner, states Dodie Goodie is beginning employment on February 1st. She will work 30-40 hours per week (fluctuating) and will be paid $4 per hour. The employee is paid on a bi-weekly basis. Since Dodie is a waitress, the employer states she will be making about $50 per week in tips.

Best Estimate: ● Use the mid-point (35 hours in this case) when the hourly schedule is fluctuating. ● Multiply 35 hours by the hourly rate of $4 for a weekly total of $140. ● Multiply the weekly total of $140 by 4.3 weeks to convert the income to a monthly total of $602. ● Multiply the expected tips of $50 per week by 4.3 weeks to convert the income to a monthly total of $215. ● Add the monthly wages of $602 and the tips of $215 for a best estimate of $817 per month. Scenario #2 - Employer, Bette’s Dairy Farm, states Dave Donut is beginning employment on March 1st. He will be paid $400 on the 1st of each month and $400 on the 15th of each month. This is a stable source of semi-monthly income with no fluctuation.

Best Estimate: ● Multiply $400 by two for a monthly best estimate of $800. Scenario #3 - Employer, Shacks Radio Store, states Hamm Michaels will begin working for them on May 1st. He will earn a stable income of $150 per week and will be paid every other Friday (bi-weekly). Best Estimate: ● Since you are using the Employer's Statement, take $150 x 43 = $645. Scenario #4 - An ongoing client reports she recently received a cut in hours at her employment. The cut is effective on the 15th as she is paid semi-monthly. The employer’s statement indicates her hours have changed from 20-25 per week to 15-20 per week. Her hourly rate is $4.25. Due to the cut, she has applied for unemployment benefits. Her award letter states she will receive $50 per week. Best Estimate: ● Use the mid-point number of weekly hours of 17.5 and multiply this by the hourly pay rate of $4.25 for a total of $74.375 x 4.3 = $319.81. ● Multiply the average weekly unemployment benefits by 4.3 for an average monthly total of $215.

Scenario #5 - Applicant provides wage stubs for verification of income as has worked at the same job for some time and does not expect any changes. The wages are as follows: June 1, $150; June 15, $165; July 1, $155; July 15, $145.

Best Estimate: ● Add the wage stubs for a total of $615. ● Divide the total of $615 by the number of wage stubs (4) for an average of $153.75 per pay period. Wyoming Department of Family Services | Support Services | September 2025 | Page 8

● Multiply the average of $153.75 by 2 pay periods per month (semi-monthly) for a monthly total of $307.50. When wage stubs are reflective of future circumstances, verify a 30-day history, but DO NOT exceed 60 days history. Obtain an employer's statement when client does not have pay stubs.

* DOCUMENT the case file, indicating how the best estimate was calculated. * Both earned and unearned income must be considered in the best estimate. D. Best Estimate For Cases With Fluctuation of Earnings Due to Seasonal or Migrant Employment. 1. Review the income documents and information obtained during the interview to determine what income is best reflective of future circumstances. 2. Annualize income received over a 12-month period when it is intended to meet the household's needs for the entire year, even when the income is received part of the year.

906 Benefit Levels Child Care - ARW, Chapt. 1, Purchase of Service A. Use the Child Care Sliding Fee Scale, Table 1, to determine the appropriate Child Care maximum benefit level. https://drive.google.com/file/d/1T7NWbz6hOlRyAcqwROXExos5JB57NstB/view?usp=sharing 907 Income Disregards/Deductions Child Care - ARW, Chapt. 1, Purchase of Service A. ECARES will account for a flat amount of $200 from the gross earned income of each working adult whose income is used in determining eligibility for Child Care. B. Child Support deduction from the income of parents whose income is countable and who are paying child support. 1. The parent must be active and current with Wyoming Child Support. 2. We cannot allow a deduction for parents who are private pay. 3. We cannot allow a deduction when the child support is paid to the courts in another state. The parent will have to contact Wyoming Child Support and set up a case in Wyoming. 4. RAVE is the documentation for the child support paid. No other documentation is acceptable. 5. The worker will average the child support paid just like they average the child support received, do not include arrears payments in calculations to determine average payment. Do not exceed monthly court-ordered amount. 6. There must be a full, current calendar month verification for the child support paid in order to use it as a deduction.

1100 Basic Benefit Computation

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September 2025

1101 Child Care Benefit Computation Child Care - ARW, Chapt. 1, Purchase of Service A. At initial application, require the assistance unit to meet the income limits in Table I, Steps 1-4: https://drive.google.com/file/d/1T7NWbz6hOlRyAcqwROXExos5JB57NstB/view?usp=sharing 1. The assistance unit appears to be eligible based on the statement of the parent/caretaker on the initial application; 2. The parent/caretaker has chosen an approved provider who is currently registered on ECARES; and 3. ECARES will continue to process the application and approve or deny as appropriate. B. Establish the number of hours to be authorized and the rate of payment to be made. C. Determine the period of time the authorization is to cover a minimum of (12) twelve months: 1. The date of the child care application; or 2. The date the approved activity began (see Section 701); or 3. The date the child first entered care, whichever is later. 4. If there is a temporary loss of activity, the recipient continues to be eligible for the benefit period. (i.e. college student with breaks in semesters or teacher not working for summer.) D. Assistance cannot begin before the provider registration process is completed and on file and before the child care provider is licensed, when applicable. E. Base the number of hours of child care assistance needed by a self-employed assistance unit upon the net income divided by the federal minimum wage. F. Allow the actual time the parent(s)/caretaker(s) participates in a work requirement activity as verified by the Benefit Specialist. G. For POWER recipients, follow case plan for actual hours. H. When a full day of child care has been authorized for a provider with full-day rates, child care cannot be authorized for a second provider for any time that occurs between the start time and the end time at the first provider. I. Authorize students according to the length of time her/his studies are scheduled (i.e., college - length of time per semester, vocational class - length of time to complete but not to exceed twelve (12) months). 1. Allow time for special situations as indicated by the instructor as part of the class work (i.e., computer lab work, art shows, music concerts or tutoring);

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2. If not more than two (2) hour break between classes a lunch hour is allowed; 3. Disallow time for studying. J. Authorize seasonal workers according to the type of work expected and length of time the work will continue. K. Pay the provider a portion of the cost based on the Sliding Fee Scale, Table I: https://drive.google.com/file/d/1T7NWbz6hOlRyAcqwROXExos5JB57NstB/view?usp=sharing L. Require the client to be responsible for the child care charges not covered by DFS. M. Assure the authorization(s) accurately reflects the assistance unit’s child care need. Generate an authorization to pay the actual charge, the statewide limit, or the DFS provider rate, whichever is lower. N. Base payment to the provider on the provider's usual rate schedule for private pay customers, not to exceed the provider's daily, weekly, or monthly rate and not to exceed the rate established by the provider for DFS purposes, whichever is less. 1. Make payment to a licensed provider based on a part-day and/or full-day rate when the provider charges by the day, week or month; 2. Make payment to a legally exempt relative and non-relative provider based on a part-day and/or full rate; 3. Do not exceed the rate the provider charges based on a family rate when more than one child receives care from the same provider; 4. Make payment according to the authorization for each child; 5. Base the payment rates on the child’s age as of the first day of the month; 6. Disallow payment for hours or part/full day slots not indicated on the authorization; 7. Do not exceed the actual costs billed, even if the authorization would allow more; and 8. Do not exceed the provider's actual monthly, weekly, or daily fees charged to non-DFS clients when paying the provider based on the hourly rate established for DFS computer purposes. O. Generate payment for a special needs child up to an additional $250 per month if the following conditions are met: 1. The special needs must be verified and specified by a medical professional; 2. The provider must submit proof of specialized education, experience, and/or training to meet the special needs of the child from an appropriate professional; 3. The parent or caretaker must apply for and accept any services that are available to meet the special needs before special needs child care can be approved; 4. A DFS or contract supervisor must approve the payment; and 5. Payment must be manually generated through the Wyoming On-Line Financial System (WOLFS).

1200 - Determining Benefit Level/Benefit Period _____________________________________

September 2025

1201 Child Care Eligibility Determination Child Care - ARW, Chapt. 1, Purchase of Service A. Require the assistance unit to meet the income limits in Table I, Steps 1-4 when determining initial eligibility or when there is a break in aid of 30 days or more. 1. Refer to Sections 901 to 905. B. Allow the assistance unit to receive a graduated phaseout when the countable income does not exceed Table I, Step 6, and when there has not been a break-in-aid of 30 days or more. https://drive.google.com/file/d/1T7NWbz6hOlRyAcqwROXExos5JB57NstB/view?usp=sharing 1202 Establishing a Child Care Benefit Period Child Care - ARW, Chapt. 1, Purchase of Service A. Determine the period of time a Child Care authorization is permitted, a minimum of 12 months per authorization. B. ECARES will not allow Child Care assistance to begin before the provider registration process is completed and before the Child Care provider is licensed, when applicable. C. Require the appropriate provider registration form (DFS 203 a/b) to be signed and returned during the 30-day Child Care application processing time. D. Require the provider to submit a signed and dated Licensing Application Form (CCL-01) during the 30-day Child Care application processing time when the provider must be licensed. 1. Licensing of a provider may take up to 60 days. 2. Notify the client that the application processing time will take longer than 30 days when the licensing process is not completed within the 30-day Child Care application processing time. 3. Do not deny the application in 30 days for this situation. E. ECARES will begin the authorization with whichever is later: 1. The date of application; 2. The date the approved activity (see Section 701) began; or 3. The date the child first entered child care; 4. The provider met the provider eligibility requirements. a. Use the date of the Child Care application if met during the 30-day Child Care application processing time (may exceed 30 days if licensing application is pending); Wyoming Department of Family Services | Support Services | September 2025 | Page 1

b. Use the date the provider change occurred if reported and the provider registration process was completed during the ten-day change of report period; or c. Use the date the provider completed the provider registration process if it was met after the 30-day Child Care application processing or ten-day change of report period, unless a 30-day extension has been granted for the provider to meet licensing requirements.

1203 Child Care Payment Process Child Care - ARW, Chapt. 1, Purchase of Service A. Allow payment only to a provider who has a provisional or full license unless the provider is exempt from licensing. 1. Contact the DFS regional licensing specialist to obtain written or verbal verification that the provider is licensed or exempt from licensing and document this in the case record; 2. Providers exempt from licensing are: a. Relatives; or b. Grandparents caring for their own grandchildren and two unrelated children or children from one immediate family; or c. Caring for two or fewer children not related to them; d. Caring for children in children's home; or e. Providing occasional or sporadic care; or f. Caring for children from one immediate family; or g. Other situations as specified in W.S. 14-4-102(b), as may be exempt. (Contact the licensing specialist in these situations.) 3. Disallow payment to a provider when: a. Abuse/Neglect has been substantiated against or a criminal history exists for the child care provider or any individual residing in the provider’s home. i. Case files must be documented that Central Registry and DCI checks have been made; ii. Send the DFS-206 to the provider to notify him/her of ineligibility for payment and options for disputing the report(s); iii. Forward the results of a fingerprint check to the state office for final determination of eligibility for payment when the criminal history report is disputed by the provider; and iv. Reactivate the provider if the DFS-SO reviews the criminal record and approves the provider for payment or the Central Registry record is removed. b. The provider has been denied/revoked licensing due to not meeting standards; or c. The provider has committed fraud against DFS; d. An outside provider is selected and a parent is in the home and available to care for the child(ren): i. Payment to an outside provider is allowable in a stepparent or minor parent situation if the child is at risk of abuse or neglect if the stepparent or grandparent provides care; Wyoming Department of Family Services | Support Services | September 2025 | Page 2

ii. Allegations of abuse/neglect must be substantiated as verified by CPS. e. A legally exempt relative or non-relative provider has failed to submit verification of current certification in infant/child CPR and first aid within 90 days of the date payments began; or f. The provider is in violation of compliance with federal, state or local laws applicable to operating a Child Care business.

4. Generate a notice of adverse action prior to terminating the authorization(s) and issue payment to cover the last day the provider gave care or the effective date of the notice, whichever is earlier; 5. Payment for substitute providers will be the responsibility of the provider who hired the substitute.

B. Require the person to be registered (DFS 203a/b and Child Abuse/Neglect Record Check and Criminal History Prescreening) as a DFS provider and at least 18 years old, unless emancipated by Wyoming law, in order to receive a DFS payment. C. Require the child care provider who is exempt from licensing to meet the minimum health and safety standards as outlined on the DFS 203b, Registration Form for Unlicensed Providers. D. Allow payment only to providers who permit parental access to the facility and their child(ren) during business hours. E. Make payment directly to the child care provider and not to the client. 1. DO NOT exceed the actual eligible authorized child care used at the lowest rate of the actual charge, DFS provider rate or statewide limit; 2. Deduct payments made by or available from other sources prior to determining DFS payment amount; and 3. Quality capacity payments outlined in Section 1101 Q. are paid in addition to the charges for child care and are not reduced if the provider has rates that are less than the DFS market rate.

F. Require the provider to be located in Wyoming. G. Allow the Child Care Center (CCC) payment rate for: 1. Facilities established as child care centers exempt from licensing because of their status; 2. Centers located at the University of Wyoming, Wyoming's community colleges and the Wind River Reservation.

1209 Lump Sums Child Care - ARW, Chapt. 1, Purchase of Service A. Determine if a lump sum payment is expected or has been received and apply the following procedure as appropriate.

1300 Processing/Issuing Benefits

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September 2025

1301 Processing/Issuing Benefits Child Care - ARW, Chapt. 1, Purchase of Service A. ECARES will begin the Child Care authorization with: 1. The date of the Child Care application/request; or 2. The date the approved activity (see Section 701) began; or 3. The date the child first entered child care; or 4. The provider met the provider eligibility requirements, whichever is later. 1303 Issuance Dates Child Care - ARW, Chapt. 1, Purchase of Service See Section 1203, G. for information on Child Care payments. 1316 Termination Child Care - ARW, Chapt. 1, Purchase of Service A. Determine if termination of the entire case is appropriate 1. ECARES will terminate benefits within the first thirty (30) days when the assistance unit was found presumptively eligible at initial application but is found ineligible during the application processing period.

1318 Reinstatement Due to Administrative Hearing Request Child Care - ARW, Chapt. 1, Purchase of Service A. Prohibit reinstatement of the Child Care benefit pending the outcome of an administrative hearing. 1319 Reapplication After Termination Child Care - ARW, Chapt. 1, Purchase of Service A. Require the following when an assistance unit is ineligible for more than one benefit month (that is, one benefit month and at least one day into the second benefit month): 1. An application for benefits; and 2. Verification of any changes.

1400 Notification

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September 2025

1400 Notice Child Care - ARW, Chapt. 1, Purchase of Service A. Mail a notice of action for all programs to notify the assistance unit of action on an application and any adverse action. 1401 Content of Notice Child Care - ARW, Chapt. 1, Purchase of Service A. Realize all notices must contain the following: 1. The action or intended action to be taken; 2. The amount of the benefit to be issued, as appropriate; 3. The date the action will occur; 4. The reason and specific regulation(s) supporting the action; 5. A statement of the person’s right to request an informal conference at DFS-FO or ECARES ticket and/or an administrative hearing; 6. The explanation of the recipient’s obligation and responsibility to report to the DFS-FO changes in income, assets, living situation, school attendance and child care provider; and 7. The beginning and ending dates of a certification period. B. Include the following information in a notification of approval of an application: 1. Variations in benefit levels within the certification period, if any; and 2. An explanation of the difference in initial month benefits and subsequent benefits, when appropriate.

C. Include the reason for a denial of an application and what the assistance unit must do to reapply or reactivate the application. D. Include the following information in the notification of a pending application because of the fault of DFS, excluding POWER: 1. Notify the assistance unit with an application pending at the end of the first 30 days: a. The application is pending; and b. The assistance unit may be eligible for benefits back to the date of application. 2. Notify the assistance unit with an application pending at the end of 60 days and the case does not contain adequate information to make an eligibility determination:

Wyoming Department of Family Services | Support Services |September 2025 | Page 1

a. The case is being denied; and b. The assistance unit may reapply; and c. The SNAP assistance unit may be eligible for benefits back to the date of the original application. 1403 Notice Due to Probable Child Care - ARW, Chapt. 1, Purchase of Service A. Issue the appropriate Child Care notice at least five days before the adverse action would become effective when: 1. The agency obtains facts indicating assistance should be reduced or terminated due to probable fraud of the applicant/recipient; and 2. Where possible, the facts have been verified through collateral contacts and documents the facts in the case record. 1404 Exemptions from Notice Child Care - ARW, Chapt. 1, Purchase of Service A. DO NOT mail a notice of action in the following circumstances: 1. The state initiates a mass change and instructs the DFS-FO in a numbered memorandum; 2. It is determined, based on reliable information, all members of the assistance unit have died or left the state; or 3. There is an increase in the benefit level to the assistance unit (optional). 1405 Notice to Request Information Child Care - ARW, Chapt. 1, Purchase of Service A. Use the following procedures to request information needed to make an eligibility determination. 1. Applicant a. Use the DFS 101 form, Before You Apply, to notify the applicant of information needed to process the application; or b. Generate a pended notice to request information needed to process the application and inform the applicant the case will be denied due to noncooperation if the information is not provided by the specified date per program, unless the applicant contacts you.

2. Recipient a. Generate a pended notice (Request for Contact/Verification) to request information needed about an eligibility factor(s); and b. Inform the recipient the case will be terminated due to noncooperation if the information is not provided by a specified date per program.

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1406 Notice Following Administrative Hearing Request Child Care - ARW, Chapt. 1, Purchase of Service A. Inform the assistance unit that it retains its right to request continued benefits at the previous benefit level if the administrative hearing is requested within ten days of the notice of adverse action and the certification period has not expired. B. Generate the appropriate denial notice when benefits cannot be continued.

1500 Reporting Requirement/Action on Changes _____________________________________