Collaboration and Child Care Fiscal Indicators March 26

Collaboration and Child Care Fiscal Indicators March 26 -28, 2007

Collaboration & Child Care Indicators • In-take conducted by appropriate staff/case managers. Forms and required documents are complete. • Forms and required documents are verified on IPACS. • CYS Requests for Additional Information, responses by agencies are submitted within designated deadlines. • CYS provides final determination and eligibility dates. • Agencies can bill and are reimbursed for eligible children. • Agencies manage family case files to ensure continued eligibility and reimbursement. • Agencies read all notices posted on COPA to ensure compliance with program policy, requirements and procedures.

Who is responsible for Child Care Eligibility? • Eligibility for Child Care is determined by delegate agencies. Agencies are required to adhere to eligibility requirements as stipulated in the IDHS Child Care Manual. CYS verifies and validates eligibility via IPACS and documentation submitted with case files.

• In all cases, agencies must obtain the required information and documentation in order to determine eligibility. Agencies must request the required documentation upfront from families. Submitting letters and required documentation with the 3455’s indicates that the delegate agency has exercised due diligence to properly determine eligibility. Again, complete case files submitted to CYS expedites the verification of information, validation of eligibility, and reimbursement.

• Cases that do not meet eligibility requirements are subject to denial or cancellation and possible loss of revenue.

Recent IDHS Monitoring Findings • Incomplete/missing approval, denial and cancellation forms – Unable to determine approval period and case status • Lack of two most recent and consecutive check stubs – Unable to verify employment – Unable to determine income eligibility properly • Incorrect co-payment calculations – Charging clients incorrect amount – Charging contract/IDHS incorrect amount

Verification and Eligibility State databases may not reflect termination of benefits and delay the eligibility process if all required information is not submitted The following documentation will be used to determine eligibility: » CYS 3455 » Social Security number or other documentation » Current pay stubs and other income/employer verification » HSEV (collaboration cases) » Other (RASP, employer verification letters, training schedule, termination of benefits, etc…

Best Practices Acquire the most accurate information from clients Revise in-take questions for the client interview: v ask for all information for members of household that are part of the “Family Composition” (defined under 01. 02 of the IDHS Child Care Manual) v ask if the client and/or family members have had more than one employer during the last two quarters if the year

Best Practices ask if the client has received any “Non-exempt Income” Include all non-exempt income received by a – – – family in the income calculation. Net income from non-farm self-employment; Dividends, interest, net rental income, and royalties; Pensions and annuities; Alimony; Child support received by the family; Ongoing monthly adoption assistance payments from DCFS; Veteran’s pensions; Unemployment compensation; Worker’s compensation; Public assistance and welfare payments; Social security payments for all family members, including SSI and pensions; Survivor’s benefits, permanent disability payments, and railroad retirement benefits from the federal government. Gross wages and salary;

Best Practices Request letters and documentation from all sources indicating termination of payments and benefits Ensure Social Security Numbers are valid Accept documentation (defined under 01. 01 IDHS Child Care Manual) when Social Security Numbers are not provided: v Birth certificate (U. S. and other countries) v Baptismal certificate v Medical record, etc…

Time Lines • CYS Child Care eligibility timelines have not changed. • Agency “route to” date on IMEDGE to CYS will become the stamp date. • CYS processing time is approx. 15 -30 days to temporarily approve case files and enter in CCMIS for billing.

IPACS Illinois Public Aid Communication System State Data Base that is utilized to verify all information on Child Care applications and redeterminations

Objectives The utilization of the IPAC system is to establish a consistent statewide process for CCR&R Agencies, Site Administered Child Care providers, CYS and IDHS Bureau of Child Care and Development for use when processing Child Care applications and re-determinations. The goal is to better utilize funding by ensuring applicants meet all eligibility guidelines, using all available information. This includes various screens on the IPAC system.

Information Sources The information comes from sources outside the jurisdiction of the Bureau of Child Care and Development. Therefore, • The information is not specifically formatted to determine Child Care eligibility. • Information is to be used collaboratively with other relevant facts in determining eligibility. EMPLOYER CLIENT PACIS IDHS

Non-Child Care Eligibility Inquiry Menu

Data Bases Used • ACID (Automated Client Information Database) – RPY status – Grant amount – Assistance unit information (DOB, SSN, relationships, type benefits, living in home) – Earned and unearned income codes – RSP activity

Data Bases Used • AWVS (Automated Wage Verification System) – Unemployment Compensation – Multiple employers – Average monthly income amounts (for comparison to check stubs) • KIDS (Key Information Delivery System) – Child Support payments – SSNs – Relationships • Chicago Student On-Line – Determine if child not on parents PACIS case has other address and/or guardian listed

PACIS Basic Principles For confirmation, not determination. Use as a guide, not to decide. When you cannot verify, you must clarify. Screen print.

First Step – Child Care Tracking System • CYS will check to see if the family has an active child care case or a recently denied application through IDHS or AFC • IDHS and AFC will check COPA for active or a recently denied CYS cases as well

CCTS Name Search Screen

ACID SCREEN 1 DATE : 04 15 02 TIME : 14 05 29 LAST NAME, FIRST NAME RPY CASE ID: 04 - 215 - 06 - A 12345 STREET ADDRESS AND APT. # CSLD: 403 TA: 31 DEF: 1 TAR: 61 CITY OR TOWN, STATE ZIPCODE-XXXX TERM ID: C 501 EFF DATE: 03/02 NO 552: 05 SCH: 06 LAST MED DET DT: 01/02 LAST OPEN: 12/01 REDER DATE: 01/02 SSA #: 123 -45 -6789 END MED DT: CERT DATE: EBT ACCT: 000000123 INST DATE: DIR DEL CD: OGRTRSN: TRANOPA: 4 ID EXP DATE: 05/19/02 MEC REST: CASE STAT: ACTIVE REGULAR CASE BANK: ACCNT: FROM 94 215 00 B 12345 BNK SSN: PHONE: 312 793 -3610 FOOD STAMP STAT: ACTIVE OPA: 00 PROP: 0 LANGCDE: 00 FDST APP STAT: APPRV 1 MONTH NATORG: 00 SPONSOR: 00 NOLVTOG: 08 SPEND-DOWN STAT: RACE: 2 UTRENT: 01 #FSEATOG: 05 REDETERMINATIONS MAJCR: 00 PUBLICH: 0 BX 26: SUPERV: 112233333 LIST CD: FOODST: 1 LIVARR: 00 CASEWKR: 113344444 DISP CD: 1 REP CODE: DATE APR: 02/07/02 CRITERIA: P-W 03/99 REPORT PROCESSED AMT GR CHG: . 00 BX 25: DCFS/DHS: ->2001 ->2002 PHONE 2: - M J J A S O N D J F M A M GRANT HISTORY Y Y Y MEDICAL HISTORY Y Y Y Y Y Y FOOD STAMP HISTORY Y Y Y Y Y 2=NEEDS 3=PEOPL 4=HIST 5=2943 6=MED/PCIS PF/F 10: ARS

ACID SCREEN 2 CASE ID: 04 - 236 - 06 - EI 0000 NEEDS CODE AMT/RIN PERS TCOST SBY 643 10/01 675 10/01 1 676 07/97 INCOME/DEDUCTIONS RESERVES FOOD STAMPS: CODE AMNT SCR NUM RNO CODE AMOUNT CASEINHH: 1 EARNED: 645. 00 599 215. 00 999999000 701 35. 00 NOINHH: 03 UNERND: 162. 00 802 0645 H 35 Y 999999000 NOEATTG: 03 DCC: . 00 UTILIND: 1 HSECST: 100. 00 CERTEX: 11/02 UTLCST: 255. 00 EPA: . 00 MEDEXP: . 00 NCA: . 00 CS: . 00 BUS EXP RNO DCD AMT NUM EIE DT-CNT FIL: . 00 TOTINC: 461. 00 401 . 00 999999000 . 00 0 00/00 00 CATELGIND: 8 BONUS: 217. 00 NEWSHLTRMX: PRO/RET: P MTCH MTPRS TPERS PERALLW TNEEDS TOTDED GRANT SURINC RESERVE 02 03 377. 00 215. 00 162. 00 35. 00 1=BASIC 3=PEOPL 4=HIST 5=2943 6=MED/PCIS PF/F 10: ARS

ACID SCREEN 3 PAGE 1 OF 1 ASSISTANCE UNIT CASE ID: 04 - 215 - 06 - A 12345 01 00009999 FIRST NAME LAST NAME BX 78: REL: 02 STAT MO/FA: --/- 09/25/1974 -F 123 -00 -0000 V 04/15/92 ACT: - VET: 1 ED: F MAR: 1 WRK: 8 PC/H: 9 MT: 1 CT: 30 TPL: 000 AL#: CL#: BX 64: -- EDD: I/FI: CNT: 18 02 00000001 CHILD NO. 1 BX 78: REL: 05 STAT MO/FA: 13/24 05/13/1992 -F 1234 -01 -0000 V 02/04/93 ACT: - VET: 1 ED: - MAR: - WRK: PC/H: - MT: 3 CT: 30 TPL: 000 AL#: CL#: BX 64: -- EDD: I/FI: CNT: 03 09700002 CHILD NO. 2 BX 78: REL: 05 STAT MO/FA: 13/24 07/28/1994 -F 123 -02 -0000 V 02/28/95 ACT: - VET: 1 ED: - MAR: - WRK: PC/H: - MT: 3 CT: 30 TPL: 000 AL#: CL#: BX 64: -- EDD: I/FI: CNT: 04 10700003 CHILD NO. 3 BX 78: REL: 05 STAT MO/FA: 13/24 09/26/1998 -M 123 -03 -0000 V 01/08/99 ACT: - VET: 1 ED: - MAR: - WRK: PC/H: - MT: 3 CT: 30 TPL: 000 AL#: CL#: BX 64: -- EDD: I/FI: CNT: 05 117000004 CHILD NO. 4 BX 78: REL: 05 STAT MO/FA: 13/24 12/15/1999 -M 123 -04 -0000 V 01/18/01 ACT: - VET: 1 ED: - MAR: - WRK: PC/H: - MT: 3 CT: 30 TPL: 000 AL#: CL#: BX 64: -- EDD: I/FI: CNT: 1=BASIC 2=NEEDS 4=HIST 5=2943 6=MED/PCIS PF/F 8: MMIS PF/F 10: ARS

ACID SCREEN 6 PAGE 1 ASSISTANCE UNIT MEDICAL/W & T ACTIVITIES CASE ID: 04 - 215 - 06 - 000 A 12345 01 000009999 FIRST NAME 09/25/1974 EDD: CARVE: CHOICE: 5 LSSI: HIB: SMIB: QMB: RENAL: CM: ENROLL: BEGIN: END: PRV: ENROLL: BEGIN: END: RRP: TYP: BX 27: B: E: ACT DT: 01/14/02 CDE: 0350 HR: 30 CNTL: 07/01/02 MGR: 215 TRANS: 075 05/06/99 3999 00 06/11/99 C 83 000

Automated Wage Verification System (AWVC) MORE INFORMATION ON NEXT PAGE -- DEPRESS PA 1 PAGE 1 04/17/2002 AWVS INQUIRY SYSTEM OF 2 SSNO: XXX XX XXXX YEAR: QTR: CLAIMANT: LAST NAME, FIRST NAME BIRTH: 12/15/1970 STREET ADDRESS SPOUSE: CITY OR TOWN STATE ZIPCODE COUNTY: 200 COOK ALIAS SSNO: CLAIM DATE: 12/31/2000 LATEST CHK: 07/18/2001 WKLY BASIC BEN: 111. 00 BENEFIT PERIOD: 12/31/2000 THRU 12/30/2001 DEP ALLOWANCE: 36. 00 MAX BEN AMT: 2, 886. 00 MAX BEN BAL: WK BEN AMT: 147. 00 EMPLOYER ID/NAME/PLANT/ADDR/CITY/ST/ZIP ----- WAGES BY QUARTER ----- 1/2001 2/2001 3/2001 4/2001 1705724 EMPLOYER NO. 1 000 STREET ADDRESS CITY OR TOWN STATE ZIPCODE 252 92 4205110 EMPLOYER NO. 2 STREET ADDRESS CITY OR TOWN STATE ZIPCODE 1248 PAY DATE AMOUNT WKS PD PAY END-DT | PAY DATE AMOUNT WKS PD PAY END-DT 07/18/2001 147. 00 01 07/07/2001 | 07/05/2001 294. 00 02 06/30/2001 06/20/2001 294. 00 02 06/16/2001 | 06/06/2001 294. 00 02 06/02/2001 05/23/2001 294. 00 02 05/19/2001 | 05/09/2001 294. 00 02 05/05/2001 04/25/2001 294. 00 03 04/21/2001 |

KIDS Case Information P 0 IMAOXX KEY INFORMATION DELIVERY SYSTEM 04/17/02 DHSDXXXX IV-D CASE INQUIRY PARTICIPANT LIST 11: 56: 30 PAGE: 1 IV-D NUM: C 00000001 PART S O LAST NAME FIRST NAME M RIN TYPE T T DOB REL SSN ========= = ===== = = ========= 1 ROBERTS BENJI 00001 CHLD A 2 08/13/1996 CHLD XXXXX 0001 2 ROBERTS JULIA 00002 CLI A 04/08/1967 MOTH XXXXX 0002 3 PRATT BENJAMIN P 000000099 RR A 12/09/1965 FATH 990000099 4 ROBERTS BENITO 00003 CHLD A 2 08/13/1996 CHLD XXXXX 0003 ENTER LINE NUM TO SELECT PART __ --------------------------------------- ENTER-SELECT PART PF 7 -UP PF 8 -DOWN PF 9 -CASE SUMMARY

KIDS Account Information P 4 IMAQAN KEY INFORMATION DELIVERY SYSTEM 05/10/06 DHSD 00000 DISBURSEMENTS TO CLIENT 11: 14: 58 *MORE* PAGE 1 PART NAME DOE JANE RIN 0000 SSN 111 -22 -3333 V V IV-D IV-A 94 -200 -000 AB 00000 DOCKET FIPS N MAIL DATE NCP RIN CASE NUM AMT N MAIL DATE NCP RIN CASE NUM AMT = ========= ======== 1 05/05/06 D 123456789 C 0000 7. 72 A 02/23/06 D 123456789 C 0000 27. 70 2 05/05/06 D 123456789 C 0000 30. 16 B 02/23/06 D 123456789 C 0000 108. 00 3 04/20/06 D 123456789 C 0000 27. 70 C 02/09/06 D 123456789 C 0000 27. 70 4 04/20/06 D 123456789 C 0000 108. 00 D 02/09/06 D 123456789 C 0000 108. 00 5 04/06/06 D 123456789 C 0000 3. 96 E 01/26/06 D 123456789 C 0000 7. 42 6 04/06/06 D 123456789 C 0000 15. 44 F 01/26/06 D 123456789 C 0000 28. 95 7 03/23/06 D 123456789 C 0000 27. 70 G 12/30/05 D 123456789 C 0000 20. 30 8 03/23/06 D 123456789 C 0000 108. 00 H 12/30/05 D 123456789 C 0000 79. 17 9 03/09/06 D 123456789 C 0000 15. 84 I 12/15/05 D 123456789 C 0000 27. 70 0 03/09/06 D 123456789 C 0000 61. 74 J 12/15/05 D 123456789 C 0000 108. 00 --------------------M=MAIL, D=DIRECT ENTER LN# _ OR NCP RIN _____ DATE BEGIN VIEW 05/10/2006

Chicago Student On Line PA 5027 AA ILLINOIS DEPARTMENT OF PUBLIC AID DATE: 05/10/06 TERMID: DHSD 000 CSOC INQUIRY RESPONSE REPORT TIME: 14: 18: 42 PAGE: 01 3(6 YEARS) INQUIRY CRITERIA: DOE JOHN 03/17/1996 CHICAGO STUDENT MATCHED BY: NAME AND BIRTH DATE JOHN , DOE 03/17/1996 ADDRESS: 1111 N CHICAGO PLACE GUARDIAN: JANE DOE REL TO STUDENT: MOTHER LEAVE DATE: REASON: SCHOOL NAME: ROBERT BATES ELEMENTARY SCHOO GRADE LEVEL: SECOND GRADE STUDENT DATABASE: 05/08/2003 SCHOOL DATABASE: 01/10/2002

What’s New in CYS Child Care

Collaboration When a collaboration child/ren are no longer income eligible for childcare agencies can not terminate child/ren from Head Start. Agencies must change enrollment in COPA to reflect that the child/ren are now enrolled in a Half Day Head Start program model.

Child Care Indicators • Children transitioning between a Early Head Start Collaboration program into a Head Start Collaboration program within the same delegate agency, need not submit a new Child Care application 3455 if the child/family has more than 60 days of eligibility remaining. Children can be enrolled via a Change of Information Form indicating the change from one program activity to another.

CYS Delegate Agency Transfer to another CYS Delegate Agency • COPA does not allow access to a family file if child/ren are still enrolled at another agency. Agencies who are enrolling children and find that the family is already in COPA, must first obtain approval from the Children Services and Finance Divisions in order to gain access to the family file. CYS must first determine if the family will be a shared case or transfer case before releasing access to the file.

Child Care Indicators • Agencies may not be required to submit a new Case file/Child Care application 3455, if the family has current CYS eligibility. Agencies can verify CYS family eligibility and enrollment status by calling Martha Rashedi, Finance at 312 -743 -1633.

IMEDGE CASE FILES • Agencies must create one IMEDGE case file per family e. g. should an agency enroll a child with siblings who are also enrolling into programs, agencies can generate one application for one child (preferably the collaboration child) and enroll the siblings via a Change of information form. Creating one case file in IMEDGE is beneficial to all by reducing the amount of scanning, the number case files and duplicate case files in the system.

Child Care Indicators • Creating one case file for one family applies to redeterminations. Eligibility is based on family. Only one redetermination will be accepted and processed per family. Agencies submitting more than one redetermination at a time will be rejected. Agencies must not redetermine each child in the same family. The collaboration child should be on the application for enrollment and for redetermination to give the family 12 months eligibility.

Child Care Indicators • Agencies are reminded to respond to faxes and notices sent by CYS within the designated deadlines. Failure to respond as indicated may result in case files being denied or canceled.

Child Care Indicators • Agencies must check IMEDGE on a daily basis to keep track of case file status. Agencies must respond to rejected case file notes within designated deadlines. Failure to do so will result in case files being denied or canceled.

Child Care Indicators • Do not create and send a new case file when responding to Rejected case file notes. The Rejected Case file must be resubmitted to Clerk Review with the required information that was requested in notes. Creating new case files become duplicate case files in the system. Duplicate case files contribute to the back log

Child Care Indicators • IMEDGE canceled cases can be found in the Denied Queue. The IMEDGE vendor is currently working on a separate Queue for Canceled cases.

Child Care Indicators • CYS Finance has been temporarily approving Child Care case files based on CYS initial review. Child Care case files are being entered into CCMIS allowing agencies to be reimbursed. To date, case files on IMEDGE have been temporarily approved and entered into CCMIS thru February 10, 2007. Note, IMEDGE case files will not reflect this approval. Case files will receive a determination (Reject, Denied, or Canceled) when the verification process on IPACS is completed.

Child Care Indicators • As part of the verification process, agencies will be notified if additional information is required or if the case is being denied or canceled. Nonetheless, agencies will be reimbursed for Cases as follows: • Denied Cases will be reimbursed based upon the child start date, and/or signature dates (per 02. 01 - Establishing Eligibility) up to and including the date of the CYS Denied Case notice, provided that the child was in attendance.

Child Care Indicators • Canceled Cases are given 10 calendar days from the date of the CYS notice of cancellation. • Canceled Cases will be reimbursed for service days thru the effective date of cancellation. • The cases that have been temporarily approved will appear on CCMIS for billing. Once you submit your billings on-line you should also be able to do supplemental billings.

CCMIS Billing Problems/Missing Child/ren/Days • On March 1, 2007, CYS Finance began to process email Inquiries for missing children/days. Emails previously sent to HSFINANCE via CCMIS prior to this date will not receive a response. Therefore, information contained in previous emails must be carefully reviewed, updated and resent. We do not want to duplicate our efforts in resolving inquiries. • Prior to listing child/applicant information as missing, check the CCMIS Supplemental System to see if children have already appeared on the billing. The CCMIS Supplemental System is updated everyday. In addition, please verify with your agency’s program staff to check if cases have been either “Canceled” or “Denied” to determine end of eligibility and reimbursement period.

Child Care Indicators • Use the posted spreadsheet on COPA to report missing children/days. Use a separate page for each program activity number. However, report child/ren only once as missing and indicate in the appropriate column the subsequent months “Missing From” and “Through Month” for which you are seeking reimbursement and state if the case was sent via IMEDGE or by hard copy. In the column “Type of Document Submitted” indicate either Application, Re-determination or if a Change of information form was actually submitted. Email inquiries are to be emailed to HSFINANCE@cityofchicago. org. or via CCMIS email link.

CYS Resources

Child Care Process • Questions relating to CYS Child Care/Finance process can be emailed to Martha Rashedi at mrashedi@cityofchicago. org or call 312743 -1633

Child Care Technical Assistance • Questions regarding the eligibility process or requests for on site technical assistance email questions/requests to Nakia Brandt to CY 00046@cityofchicago. org or call 312743 -4836.

Speical Handling/Outstanding Child Care Billings • Questions regarding Child Care billings/Supplementals that require special handling or that have been submitted for reimbursement that are 45 days outstanding, email your questions to Phuong. Y Nguyen at CY 00974@cityofchicago. org or call 312743 -1053.

IMEDGE/Scanner • Problems with IMEDGE, scanners or scanning process email problems to Chandra Cannon cysimedge@cityofchicago. org or call 312743 -2085

• Agencies who experience problems with the IMEDGE system, can come to CYS for assistance. CYS has a scanning station available for delegate agency use in the Finance Division, located on the fourth floor.

COPA • Problems with Activity numbers and Program models in COPA email La Tasha White-Grey at cy 00515@cityofchicago. org or call 312 -743 -2084. Problems with COPA System call the Help Desk at 866647 -2489 or email cysmis@cityofchicago. org.

Child Care Indicators • Questions regarding "Requests for Additional Information", and notices on Denied/Cancelled cases, email Annette Rallins at CY 00326@cityofchicago. org