Child Care - ARW, Chapt. 1, Purchase of Service

Determine if good cause exists by requiring the assistance unit to provide verification of the reason for the untimely reporting of a change in circumstances.

Consider a report of a change untimely when not reported immediately upon knowing of the change when possible, unless the assistance unit can provide proof of good cause;

Consider only the following to be good cause circumstances with no exceptions:

The assistance unit was out of town due to illness or death of an immediate family member;

A member of the assistance unit was in the hospital during the timely reporting period;

The postmark on the envelope proves the information/verification or change report was late due to postal problems;

Circumstances of weather or disaster prevented the delivery or return of the information/verification or change report form.

Other circumstances beyond the control of the assistance unit and for which no alternative was available.

Process the change for Child Care as if it had been reported timely when a good cause exists and is verified. (See Section 1504)

Document the reason in the case record for approval/denial of good cause.

Realize that good cause will not be allowed when the information, change report, and/or verification(s) were not reported until after the first of the benefit month that would have been affected.

1600 Review/Recertification

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September 2025

1601 Child Care Child Care - ARW, Chapt. 1, Purchase of Service A. Conduct a periodic review of all eligibility factors not less than once every twelve (12) months. B. Require completion of the Application form. C. Request verification when it becomes known that the circumstances have changed or there is a reported change. D. ECARES will establish a new best estimate when the assistance unit receives income, if required. E. Realize a periodic review or desk audit can be required at any time continued eligibility is questionable or a stable history has not been established. F. ECARES will determine the number of hours needed for child care and the calculation used to determine the number. G. ECARES will authorize Child Care, if required, and has provided information/verification by the requested date. H. Allow the assistance unit to continue to receive transitional services when there is a break-in-aid of less than thirty (30) days. I. Terminate the Child Care authorization if found case was not eligible for Child Care Assistance.

1900 Informal Conferences/Administrative Hearings _____________________________________

September 2025 Child Care - ARW, Chapt. 1, Purchase of Service DFS - ARW, Chapt. 1, Contested Case Hearing Procedures OAH - Chapt. 2, Contested Case Proceedings 1901 Time Frames for Conferences/Hearings A. Accept a request for a Child Care administrative hearing within 30 days from the date of the notice of adverse action. B. Forward a copy of the request to the Client Advocate at DFS-SO within two days of the request as an administrative hearing must be scheduled within 20 days of the request. C. Understand the hearing must be conducted, the decision reached and signed by DFS and the requesting party/ representative notified of the decision in writing: 1. Within 90 calendar days from the date of the request for all other programs; 2. Add one day for each day the hearing is postponed at the request of the requesting party/representative. 1902 Denial of Hearing A. An administrative hearing can be denied by DFS-SO when: 1. The reason for the adverse action is due to a mass change; 2. No adverse action has been taken by DFS; 3. The request for the hearing was not received within the appropriate time frame; (see Section 1901) 4. The assistance unit fails, without good cause, to appear at the scheduled hearing; or 5. The assistance unit or its representative withdraws the request in writing. B. Inform the requesting party/representative that a denial of a request is the final decision of DFS and may be appealed to the district court. 1903 Continuation of Benefits A. DO NOT continue Child Care pending the administrative hearing decision unless the assistance unit later becomes eligible for reasons.

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1904 Informal Conference A. Schedule and conduct an informal conference within seven days of receiving a request for an administrative hearing for Child Care programs and issues (please see H below for overpayment issues). B. Allow the party, or the party’s representative, whose interests have been adversely affected, to waive the informal conference. C. Require the informal conference to be attended, at a minimum, by the Benefit Specialist and supervisor to represent the DFS-FO. D. Review the facts and legal authority that the DFS-FO relied upon in making the determination to take an adverse action. E. Provide notification immediately to the requesting party/ representative and to the Client Advocate when results of an informal conference are successful. F. Require the withdrawal by the client to be in writing. G. Provide notification immediately to the requesting party/representative and the Client Advocate when results of an informal conference are unsuccessful, as an administrative hearing will be scheduled. H. If the request for an administrative hearing involves an overpayment of benefits, immediately forward the request to the Fraud & Recovery Investigator assigned to that field office. Understand that the Fraud & Recovery Investigator will conduct the informal hearing with the requesting party as it relates to the overpayment. 1. Understand the Fraud & Recovery Investigator will proceed and take the lead through the administrative hearing process should the requesting party fail to withdraw their request for a hearing as it relates to the over-payment. 2. Understand the Fraud & Recovery Investigator may call/list the appropriate Benefit Specialist and/or Benefit Specialist Supervisor as a witness in the Disclosure Statement which will be submitted to the Office of Administrative Hearings prior to the scheduled hearing as it relates to the over-payment and other than the administrative hearing issue(s).

1905 Preparing for Administrative Hearing A. Gather copies of the regulations supporting the adverse action, i.e., CFR, Rules, state statute, public law, etc. B. Gather all documents of verification supporting the adverse action. C. Gather copies of relevant notices sent to the requesting party/ representative. D. Number all documentary or physical evidence to be submitted for consideration beginning with “1”. E. Arrange for witness testimony. F. Arrange for legal representation from the Attorney General’s office through the Client Advocate when the requesting party/representative will be represented by legal counsel or when the issues to be presented at the administrative hearing are of a nature which would require the assistance of counsel.

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G. Prepare a Disclosure Statement and include: 1. The Docket number, if available; 2. The name of the petitioner/contestant; 3. A list of witnesses to be called including, name, title, and location; 4. A list of exhibits to be offered by alpha character number; and 5. A statement explaining what occurred, why the adverse action was taken, and how the action was taken.

H. Send copies of the Disclosure Statement and all exhibits to the DFS-SO program consultant for review when an attorney is involved and prior to sending the information to the parties identified in I. I. Send copies of the Disclosure Statement and all exhibits to the following no later than five days prior to the hearing date: 1. The assigned hearing officer; 2. The petitioner/contestant (by certified mail); 3. The DFS Client Advocate; and 4. All witnesses involved. J. Plan opening and closing statements. 1906 Hearing Decision A. Understand the recommended decision is sent to the requesting party/representative, the DFS-FO and the Client Advocate within 20 days but no later than 30 days when additional information is requested. B. Understand the parties have the opportunity to file exceptions to the decision and a brief within ten days of receiving the decision. C. Understand the decision is reviewed for reversible error and the final order is entered. D. Understand the final order is then mailed to all parties (certified mail to the requesting party/representative). E. Realize an appeal can be made by the requesting party/representative to the District Court within thirty (30) days of receipt and then to the Supreme Court if dissatisfied with that decision.

2000 Overpayment Recovery Disqualification Purpose

Child Care Rules, Chapter 1, Section 4

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September 2025 2000 Overpayment Recovery Disqualification Purpose Child Care Rules, Chapter 1, Section 4 A. The Eligibility Integrity Unit (EIU) is responsible for investigating allegations of public assistance fraud, establishing program overpayments, and collecting program overpayments. B. The Unit is also responsible for the referral of individuals for possible disqualification and/or possible prosecution. 2001 Reports of Potential Fraud A. When a report of potential fraud is received, refer the reporter directly to a member of the EIU. 2002 Referring a Household for Investigation A. Discuss the case with your supervisor and an EIU investigator. B. Complete and submit the DFS 719 Form - Referral for Investigation, which requires the following information: 1. Time frame in question; 2. Programs involved; 3. Reason for referral; and 4. First and last names of the individuals involved. 2003 To Report Suspected Employee Fraud A. When employee fraud is suspected, report directly to the manager of the Eligibility Integrity Unit. Do not file the report with your assigned field office Fraud and Recovery Investigator. Do not discuss any details with co-workers or supervisors. 2004 Referral to the Eligibility Integrity Unit A. When an overpayment may exist for Child Care Overpayments occur when benefits are paid incorrectly due to either the fault of the assistance unit or the agency. Upon discovery, complete the DFS709 Referral to the Eligibility Integrity Unit to include: 1. Date of Referral; 2. Case Name;

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3. Date the potential overpayment was identified by the eligibility worker (date of discovery); 4. Summary of referral reason to include specific information – names, employers, dates, etc., without abbreviation(s); 5. Recommend disqualification referral for an intentional program violation for any of the participating adults by checking the Yes or No box; and 6. Signatures of the Benefit Specialist as well as the Supervisor. B. Submit the DFS 709 by emailing it to dfs-709@wyo.gov. C. Refer recipients with questions regarding an established overpayment claim to a Fraud and Recovery Investigator identified in the narrative and email from the EIU. 2005 Collection Efforts/Methods A. If the debtor contacts the field office to discuss an overpayment claim, the Benefit Specialist should refer the debtor to a Fraud and Recovery Investigator immediately. B. Understand the debtor has the option of making payments online, mailing payments directly to, or taking the payment in person to any DFS-FO. C. Accept payment in the following forms: 1. Money order, certified check, or personal check made payable to DFS Fraud and Recovery Unit. D. Develop local procedures to accept these payments within the following guidelines: 1. Verify the amount paid and issue a receipt notating: a. Date; b. Name of payer; c. Amount paid; d. Check or money order number, if applicable; e. The ECARES number and name of the head of the assistance unit to which the payment is to be applied; and f. Name of the person who issued the receipt.

E. Forward all payments together with the DFS 721, Overpayment/Recovery Transmittal to the following: DFS Eligibility Integrity Unit 2300 Capitol Avenue, 3rd Floor Cheyenne, WY 82002 2006 Referral for Disqualifications Disqualification Hearing Process, Disqualification Hearing Decision, and Penalties A. Referral for Disqualification 1. An individual may be referred for disqualification even if no benefits were issued or an overpayment did not occur if there is evidence of intent to commit a program violation.

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2. Consider all responsible adult individuals in the assistance unit potentially involved in the intent to commit a program violation for Child Care for disqualification. Using the DFS 719, refer the individual(s) to the Fraud Investigator for possible disqualification if there are facts to support the intent to commit a program violation (fraud) after discussing with your supervisor and an investigator. 3. All documentation that supports the fraud allegations shall be sent to the Fraud and Recovery Unit.

B. The Disqualification Hearing Referral Process 1. The Fraud and Recovery Investigator will conduct a review of the documentary evidence. If warranted, the Fraud and Recovery Investigator will submit a formal referral for disqualification from the child care program. 2. Separate referrals for disqualification hearings will be prepared for each individual that is formally referred. 3. A pending disqualification hearing or court action does not affect current eligibility for Child Care. 4. A separate disqualification hearing will be scheduled for each individual that is formally referred for a disqualification hearing. 5. The Fraud and Recovery Investigator, Benefit Specialist, and Benefit Specialist Supervisor will receive a copy of the Advance Notice of Disqualification Hearing (DFS AM 9072). The Advance Notice of Disqualification Hearing will include vital information, including the date, time, and location of the hearing, as well as the reason the individual is being referred for a disqualification hearing. a. DO NOT contact the individual (Defendant) or discuss the hearing with the individual (Defendant). b. If the individual (Defendant) contacts the field office to discuss the hearing, their defense, the waiver, or any other element of the hearing process, the individual should be referred to the Fraud and Recovery Investigator.

6. Preparation of the Disclosure Statement is the responsibility of the Fraud and Recovery Investigator. a. Provide the Benefit Specialist, Benefit Specialist Supervisor, Hearing Examiner, and the Defendant will receive a copy of the Disclosure Statement before the hearing. b. The Benefit Specialist and Benefit Specialist Supervisor shall review the Disclosure Statement and all exhibits. c. The Benefit Specialist and/or Benefit Specialist Supervisor will communicate with the Fraud and Recovery Investigator to discuss the facts of the case, the Disclosure Statement, and exhibits. If corrections or additions are warranted, such modifications should be discussed with the Fraud and Recovery Investigator before the hearing. 7. Representation of the Agency (Plaintiff) will be by the Fraud and Recovery Investigator. The Benefit Specialist and/or Benefit Specialist Supervisor may be designated as witnesses and may be called upon to provide testimony during the disqualification hearing. Participation may be by conference call or through video conferencing, and attendance is mandatory. Wyoming Department of Family Services | Support Services | September 2025 | Page 3

8. DFS is entitled to an attorney when the individual (Defendant) has an attorney. If the Benefit Specialist, Benefit Specialist Supervisor, or any other individual at the DFS-FO is notified that the individual (Defendant) has an attorney, contact the Fraud and Recovery Investigator immediately.

C. The Disqualification Hearing Decision 1. Await the Disqualification Hearing Officer’s Final Decision a. The Decision will inform the individual (Defendant) of the decision, the reason for the decision, and the date when the disqualification will take effect. b. The original decision will be sent to the individual (Defendant) via U.S. Mail, certified, return receipt requested; c. Copies will be sent to the Benefit Specialist or Benefit Specialist Supervisor and Fraud and Recovery Investigator via email; d. DO NOT TAKE ADVERSE ACTION ON THE CASE PRIOR TO RECEIVING THE HEARING OFFICER’S DECISION.

2. The Hearing Officer will notify the individual (Defendant) of their right to appeal and the deadlines for appeal. An appeal is the individual’s (Defendant’s) right. 3. Commission of an Intentional Program Violation (IPV) by the individual (Defendant) disqualifies only the specific individual, but does not disqualify the entire household.

D. Disqualification Penalties 1. The adult in the child care assistance unit shall be ineligible if found guilty of an IPV in an administrative hearing: federal, state, or local court; and/or until full restitution is paid and the sentence is completed; 2. The adult in the child care assistance unit shall be disqualified if given deferred prosecution, until full restitution of all erroneous payments is paid, and the sentence is completed; or, 3. The adult in the child care assistance unit shall be disqualified if they waived their right to a hearing or were found guilty of an IPV after the disqualification hearing as follows: a. Twelve (12) months for the first disqualification; b. Twenty-four (24) months for the second disqualification; or c. Permanently, for the third disqualification.

2007 Referral for Possible Prosecution A. In cases where an Investigator has determined there is adequate evidence, the individual(s) may be referred by the Fraud Investigator for possible prosecution. 1. The Benefit Specialist/Benefit Specialist Supervisor will take the following actions for all over payment(s)/claim(s) coded as “DE” error cause/code when a potential referral for prosecution is warranted:

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a. DO NOT discuss the possibility of criminal investigation or prosecution with the individual(s). b. DO NOT discuss any elements of the investigation with the individual(s). c. Be aware that the Benefit Specialist and Benefit Specialist Supervisor will likely be called as witnesses. Discussions regarding the facts of the case should be limited to the Fraud and Recovery Investigator. d. If the Benefit Specialist, Benefit Specialist Supervisor, or any other Agency employee is contacted by any person, including attorneys or investigators for the defense, the Agency employee should contact the Fraud and Recovery Investigator before speaking to anyone regarding any element of the case. e. ALL documents received or used in the administration of the case are EVIDENCE. If the DFS-FO discovers any documents regarding the case, they should notify the Fraud and Recovery Investigator immediately. f. The Fraud and Recovery Investigator will notify the Benefit Specialist and Benefit Specialist Supervisor of any hearing or trial dates when their testimony or participation may be needed. Attendance at these hearings and/or trials is mandatory.

2. The referring Benefit Specialist and Supervisor will be notified when an overpayment claim is established or when the referral does not result in an overpayment.

Attachment A: Child Care Providers

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September 2025

A-1 Provider Eligibility Requirements Child Care- Admin. Rules, Chapt. 1 Purchase of Service A. Require the provider to complete the following registration process: 1. Complete the W-9 Request for Taxpayer Identification Number and Certification Form; 2. Complete the appropriate provider registration form, DFS 203a/b; 3. Submit signed Authorization Release of Child or Disabled Adult of Child or Disabled Adult Central Registry and Wyoming Criminal History Record Information form (SS 26) for each adult household member initially and annually of the enrollment date; and 4. Pre-service and annual orientation training. B. Submit a National Criminal History Check (Fingerprints) initially and every five (5) years for anyone 18 years or older in the household; and 1. Take the following actions when any of the background checks return indicating that the individual is known to that system: a. Document the case file; b. Inactivate the provider on the JAS system; c. Send the DFS-206 to the provider to notify him/her of ineligibility for payment and options for disputing the report(s); d. 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 e. Reactivate the provider if the DFS-SO reviews the criminal record and approves the provider for payment, or the Central Registry record is removed.

C. Acknowledge the provider has attested to being at least 18 years old or has met Wyoming emancipation law and has agreed to the following upon signing the DFS 203a/b: 1. Meet the minimum health and safety standards; 2. Be licensed, when applicable; 3. Have procedures for handling complaints available for public viewing; 4. Permit parental access to the facility and their child during business hours; 5. Comply with federal, state, or local laws as they pertain to operating a child care business; 6. Provide for a substitute provider who meets the definition of “substitute provider”; 7. Make the provider registration form, DFS 203a/b, available for public viewing upon request;

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8. Receive a favorable Criminal History pre-screening and Child Abuse-Neglect Record Check; 9. Conduct business and be located in Wyoming; and 10. Meet the requirements of the Americans with Disabilities Act by: a. Attempting to make reasonable accommodations to meet the needs of a child with disabilities; b. Providing written policies for public viewing concerning the admission policies for children with special needs and nondiscrimination of persons with disabilities; c. Understanding additional fees/charges may be assessed to DFS when the child has special needs and reasonable accommodations cause undue hardship; d. Requiring the following criteria to be met: i. The special needs of the child must be verified and specified by a medical professional; and ii. The provider must submit proof from an appropriate professional of specialized education, experience, and/or training to meet the special needs of the child; iii. Additional charges may not exceed $250 per month; and iv. A DFS or contract supervisor must approve the payment.

11. Maintain for a period of three years attendance records for each child and other services that were provided in accordance with each authorization and make these records available to state and federal auditors upon request; and 12. Submit verification to DFS within 90 days of the date payments began for the current certification in infant/child CPR and first aid if the provider is legally exempt from licensing.

D. DFS will not make payment if: 1. The provider has committed fraud against DFS and the disqualification penalties have not been met; or 2. The provider or any adult household member has a substantiated abuse or neglect case; or 3. The parent(s)/caretaker(s) have not completed the Provider Assessment Form, DFS 204. E. Inform the provider and the client that the registration process must be completed: 1. During the thirty (30) day application processing time for new applications; and 2. During the ten (10) day report of change period for ongoing child care cases, when the client reports a change in providers.

F. Require child care licensing requirements to be completed prior to payments being made or authorizations (DAUC) written if the provider is not exempt from licensing requirements. A-2 Provider Payment Child Care - Admin. Rules, Chapt. 1, Purchase of Service

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A. ECARESProvider enters attendance through the ECARES system and the system generates attendance and payments for each service period. B. Make payment for child care services directly to the provider and not the parent, based on: 1. The provider’s usual rate schedule for private pay customers not to exceed the monthly maximum payment rate established by DFS using: a. A part-day and/or full-day rate when a licensed provider has daily, weekly, or monthly rates.

2. Do not exceed the rate the provider charges based on a family rate when more than one child receives care from the same provider; 3. Make payment according to the authorization for each child; 4. Do not exceed the actual costs billed, even if the authorization would allow more; 5. Deduct payments made by or available from other sources prior to determining the DFS payment amount.

C. Allow payment only to providers who have a provisional or full license or have completed the registration process if the provider is exempt from licensing. 1. Contact the DFS-SO Licensing Specialist to obtain written or verbal verification the provider is licensed or exempt from licensing; 2. Providers exempt from licensing are: a. Relatives; b. Grandparents caring for their own grandchildren and two unrelated children or children from one immediate family; c. Caring for two or fewer children not related to them; d. Caring for children in a children's home; e. Providing occasional or sporadic care; 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. 3. Document this in the case record. D. Disallow payment to a provider when: 1. The provider does not meet the provider eligibility requirements; 2. Abuse/Neglect has been substantiated against the child day care provider, any household members or substitute providers who have access to the child(ren) placed in care: a. The decision to approve payment in the case of abuse or neglect will be made by the DFS district manager or designee in accordance with W.S. 14-3-213(c); and b. Provider case records must document Central Registry checks have been made. 3. The provider has been denied/revoked licensing due to not meeting standards: a. Continue making payment when a revocation has occurred unless the license revocation is due to a substantiated child abuse/neglect situation; and Wyoming Department of Family Services | Support Services | September 2025 | Page 3

b. Cease payments when notified by letter from the Child Care Consultant to do so. 4. The legally exempt provider has failed to submit verification of current certification in infant/child CPR and first aid within 90 days of the date the provider received payment for services; 5. The provider is in violation of federal, state or local laws related to operating a child care business: a. Issue payment to cover the last day the provider gave care, or the effective date of the notice, whichever is earlier.

6. An outside provider is selected, and the parent/caretaker is in the home and available to care for the child(ren): a. Payment to an outside provider is allowable in a stepparent or minor parent situation if the child(ren) will be at risk of neglect or abuse, as verified by CPS, if the stepparent or grandparent provides the care; and b. The abuse or neglect must be substantiated.

E. Allow the child care center payment rate for facilities established as child care centers exempt from licensing because of their status, to include: 1. Centers located at the University of Wyoming; 2. Wyoming community colleges; and 3. The Wind River Reservation. a. Disallow payment to more than six (6) providers within a twelve (12) month period unless good cause has been established and document the good cause rationale in the case record. A-3 Parental Choice A. The client/recipient has the freedom of choice to select the child care provider within the following limitations: 1. The client cannot change providers more than six times within a twelve (12) month period unless there is good cause based on the following: a. The provider will no longer provide child care services; b. The provider is required to be licensed but is no longer licensed; c. The provider is ill and unable to care for the child(ren) temporarily; d. Child's special needs are not being met; e. Imminent danger to the child(ren) exists; or f. Other factors determined by the DFS-FO manager to be good cause. 2. The selected child care provider must meet all the provider eligibility requirements; 3. The client has the right to request and review the provider registration form, DFS 203a/b; 4. Request the client to choose the child care provider:

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a. Assist the client in choosing a provider when requested, including referring the parent/caretaker to Child Care Finder for assistance in finding care; b. Refer the selected provider to the Regional Licensing Specialist when licensing is needed or when the Benefit Specialist or case manager is not sure if licensing is needed; c. Allow the client to choose someone other than the stepparent or grandparent in a minor parent situation if: i. The child is at-risk of abuse or neglect if the stepparent or grandparent provided care; and ii. The allegation of abuse/neglect has been substantiated as verified by CPS.

A-4 Benefit Period A. Assistance cannot begin before the provider registration process is completed and before the child care provider is licensed, when applicable. B. New Child Care Applications: 1. Require the appropriate provider registration form (DFS 203a/b) to be signed and returned during the thirty (30) day child care application processing time (see Section 401); and 2. Require the provider to submit a signed and dated Licensing Application Form (CCL-01) during the thirty (30) day child care application processing time when the provider must be licensed. a. Understand licensing of a provider may take up to sixty (60) days; b. Notify the client that the application processing time will take longer than thirty (30) days when the licensing process is not completed within the thirty (30) day child care application processing time; and c. Do not deny the application in thirty (30) days for this situation.

C. Change of Provider for Ongoing Child Care Case: 1. Require the appropriate provider registration form (DFS 203 a/b) to be on file within the ten (10) day report of change period for ongoing child care cases with a change in provider. 2. The Auditor’s Office will not issue warrants to any person without a completed W-9, Vendor Management form.

D. 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 thirty (30) day child care application processing time (may exceed thirty (30) days if licensing application is pending);

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b. Use the date the provider change occurred if reported and the provider registration process was completed during the ten (10) day change of report period; or c. Use the date the provider completed the provider registration process if met after the thirty (30) day child care application processing or ten (10) day change of report period unless a thirty (30) day extension has been granted for the provider to meet the licensing requirements. A-5 Reporting Changes A. Provider Changed Her/His Rates - Use the following instructions to determine when the change becomes effective when the change is because the child care provider changed her/his rate charges. 1. Enter the rate change on CHRA on the same date the new rate begins when the provider submitted the DFS 203a/b more than five working days prior to the effective date of the change. a. Entering the new rate before or after the effective date of the change may cause the authorization and/or payment to compute incorrectly; b. Assure the appropriate provider registration form, DFS 203a/b, is on file before changing the rate on CHRA.

2. Enter the rate change on CHRA within five (5) working days of the date the DFS 203a/b is received when it is not received at least five working days prior to the effective date of the change or when the DFS 203a/b is received after the effective date of the rate change.

B. Provider Changed His/Her Address - Use the following instructions to process the address change: 1. Require the provider to indicate an address change on the DFS 201 or complete a W-9, Vendor Management Form and submit it to the DFS-FO; 2. Require the provider to complete a new provider enrollment form (DFS 203a/b) to assure the provider continues to meet the registration and licensing requirements, if necessary; 3. Enter the address change on DPRO within five working days; 4. Forward the W-9 Vendor Management Form or screen prints of both the old DPRO screen and the new DPRO screen with a notation of the change to be made to the State Auditor’s office for a WOLFS update; 5. Understand warrants will not be mailed to the new address until the WOLFS has been updated. C. Ongoing Eligible Client Changes Provider: 1. Require the provider to complete the Registration Process within the ten (10) day report of change period for ongoing child care cases. 2. Make payment back to the date the provider change occurred, when the change was reported, and the Registration Process was completed within the ten (10) day reporting period. 3. Make payment effective the date the registration process is completed if completed after the ten (10) day reporting period. 4. Make payment when licensing is needed back to the date the provider change occurred, when the change was reported, and the registration process is completed within the ten (10) day Wyoming Department of Family Services | Support Services | September 2025 | Page 6

reporting period. (Authorizations and payments cannot be issued until after the license is issued.) 5. Make payment when licensing is needed, effective the date the registration process is completed if completed after the ten (10) day reporting period. (Authorizations and payments cannot be issued until after the license is issued.)

A-6 Reviews A. Review the Provider Authorization History screen (DPRC) periodically to determine if the provider has current Authorizations. B. Inactivate the provider on the DPRO screen of the JAS/Child Care Computer system using the following steps if there are no current Authorizations: 1. Delete the provider type code; 2. Type "Inactive" and the date on the first address line; 3. Delete the Certification Date; 4. Enter a "P" in the Exempt Space; 5. Enter an "I" in the Enrolled space; and 6. Press enter twice to get back to the DPRS screen; and 7. Look for a message at the top of the screen which states "Record Was Successfully Updated." This will help keep the provider list current.

C. Review the Provider Authorization History screen prior to writing authorizations for exempt providers to determine if licensing may be needed. A-7 Terminations A. Terminate the Authorization (DAUC) in the following situations: (Refer to the Day Care Conclusion Table on the computer system.) 1. The provider no longer meets licensing standards; 2. The provider no longer meets the minimum health and safety standards; 3. The legally exempt provider has failed to submit verification of current certification in infant/child CPR and first aid; 4. The provider committed fraud; 5. The provider is disqualified due to IPV; 6. The provider is in violation of a federal, state or local law; 7. The child is no longer being cared for by that provider; 8. The authorization is no longer applicable to the client's current situation; and

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9. The provider, a household member or substitute provider who has access to the child(ren) has a substantiated abuse or neglect case and good cause cannot be shown.

B. Assure the appropriate JAS child care notice of adverse action is issued prior to terminating the case. A-8 Overpayment Recovery A. Use and follow the procedures as outlined in the Overpayment Recovery, Section 2000.

Attachment B: Quality Assurance Procedures

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September 2025

Quality Assurance (QA) Procedures A. Purpose 1. Quality Assurance is a necessary function in evaluating the management and operation of Child Care. 2. Both active and negative eligibility decisions (case approvals and denials or closures) shall be selected to determine the appropriateness of the decision. a. This may include changes that affect a decision. 3. QA activities shall provide a continuous source of reliable performance information. a. This information is needed to assess and validate the integrity of the program and ensure high standards of performance are met in determining program eligibility and the amount of benefits authorized.

4. Reviews of negative cases are conducted to determine whether DFS’s decision to deny or terminate the household was correct, as of the review date. a. The review of negative cases helps ensure benefits were not denied for a household that should have been found eligible.

B. Procedures 1. In the third week of each month, the QA reviewer will select cases to be reviewed for the following month. Look back thirty days on the worker’s calendar from the date the case files are being requested and select three cases from each worker from the appointments the worker had scheduled on their calendar in that week. 2. Complete a search on JAS for each head of household name to find the case number. When selecting cases, be sure to select mostly active cases with at least two of those cases being denied or closed to equal thirty-three (33) total cases. 3. Print the most current narrative for each case from CCEG before requesting the case file. 4. Request the case files by emailing the worker and copying the supervisors. The workers are to send the case files to the QA reviewer within twenty-four (24) hours. 5. The QA reviewer will review each case, making sure the eligibility determination was completed correctly and timely. 6. The QA reviewer will check to see if all required documents are in the case file, all information was entered onto the JAS system correctly, all calculations for income and time allowed are correct, the narrative has correct and adequate information, authorizations for each child are correct and that all required notices were sent. Wyoming Department of Family Services | Support Services | September 2025 | Page 1

7. The QA reviewer will complete the DFS 414 Child Care Quality Assurance Review Form for each case reviewed. 8. After the QA reviewer has completed the reviews for a worker, the reviewer will enter the required information on the Data Spreadsheet and the Case File Tracking spreadsheet for that month. The worker will also add the information to the Child Care Sheets on Google Docs. The QA reviews should be completed by the third week of the month, and all information entered on all required spreadsheets before requesting new cases for the following month. 9. QA reviewer will email the DFS 414 Child Care Quality Assurance Review Forms to the Supervisors and copy the Program Manager as the reviews are completed for each worker. 10. The QA reviewer will mail the case files back to the worker as the QA reviews are completed for each worker. 11. The worker will have five working days to correct any cases that need correcting and to respond to their supervisor on the DFS 414b that the issues have been corrected, stating what was done to correct the case. 12. The QA reviewer will look at the worker’s correction date on Google Doc, then look at the narrative and case on JAS to verify corrections have been completed.

Attachment C: Child Care Non-Relative Exempt Inspection

Process

_____________________________________

September 2025

Attachment C - Child Care Non-Relative Exempt Inspection Process A. Require a mandatory verification visit of Non-Relative, Exempt Providers initially and annually by DFS Exempt Child Care Verifier. 1. Verifier will receive electronically a completed 203b of non-relative, exempt provider from field fiscal on the day received in DFS office. a. Verifier will contact non-relative, exempt provider via email, phone call or text message to schedule an onsite visit, Verifier will conduct verification visit within 30 days and complete Exempt Provider Inspection Form (DFS209cc), and send a copy to provider electronically if possible. In the event electronic delivery is not available a hard copy will be sent to provider. Verifier will enter all compliance information in the licensing database If verification visit requires a compliance plan of action Inspector will; i. Request provider to complete a compliance plan within 30 calendar days; ii. The verifier will enter the due date of compliance; iii. Verifier will review plan and approve or deny compliance plan.I have never received a compliance plan from an exempt provider; iv. Once the provider is in compliance, Verifier will change status to “receiving subsidy” in the licensing database and the provider will migrate over to ECARES.

2. If compliance is not reached within the 30 calendar days, Verifier will notify the Child Care Program Manager of non-compliance by e-mail.

Child Care Subsidy Policy Table of Contents_102025.pdf

100_Purpose of the Child Care Program_102025.pdf

200_Definition of Terms_102025.pdf

300_Verification Documentation Evidence_102025.pdf

400_Application Process_102025.pdf

500_Eligible Persons Assistance Unit Composition_102025.pdf

600_Other Eligibility Factors_102025.pdf

700_Participation Cooperation Requirements_102025.pdf

800_Assets_102025.pdf

900_Income_102025.pdf

1100_Basic Benefit Computation_102025.pdf

1200_Determining Benefit Level Benefit Period_102025.pdf

1300_Processing Issuing Benefits_102025.pdf

1400_Notification_102025.pdf

1500_Reporting Requirements Action on Changes_092026.pdf

1600_Review Recertifications_102025.pdf

1900_Informal Conferences Administrative Hearings_102025.pdf

2000_Overpayment Recovery Disqualification Purpose_102025.pdf

Attachment A_Child Care Providers_102025.pdf

Attachment B_Quality Assurance_102025.pdf

Attachment C: Child Care Non-Relative Exempt Inspection Process 102025.pdf