Child Care Services Guide - D-800: Child Care During Interruptions in Work, Education, or Job Training

D-800: Child Care During Interruptions in Work, Education, or Job Training Overview

Boards must be aware that except for a child experiencing homelessness, if a child met all of the applicable eligibility requirements for child care services on the date of the most recent eligibility determination or redetermination, the child is considered eligible and will receive services during the 12-month eligibility period, regardless of any of the following:

  • Changes in family income, if the family income does not exceed 85 percent of the state median income for a family of the same size
  • Temporary changes in the ongoing status of the child’s parent as working or attending a job training or education program (as described below in Section D-801)

Rule Reference: §809.51(a)

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D-801: Temporary Changes in Work, Education, or Job Training

Boards must be aware that temporary changes in the ongoing status of a child’s parent as working or attending a job training or education program include, at a minimum, any:

  • Time-limited absence from work for an employed parent for periods of family leave (including parental leave) or sick leave
  • Interruption in work for a seasonal worker who is not working between regular industry work seasons
  • Student holiday or break for a parent participating in training or education
  • Reduction in work, training, or education hours, as long as the parent is still working or attending a training or education program
  • Other cessation of work or attendance in training or in an education program that does not exceed three months
  • Change in age, including turning 13 years old during the eligibility period (or 19 years if disabled)
  • Change in residency within the state

Rule Reference: §809.51(a)(2)

Boards must be aware that parents are only required to report information that affects a family’s eligibility or that enables the Board or contractor to contact the family or pay the provider.

Rule Reference: §809.73(a)

With the exception of a change in residency, parents are not required to report the above listed temporary changes in work, training, or education.

Boards must ensure that when a customer reports a temporary change, Workforce Solutions Office staff updates TWIST "Intake-Common" and enters the information into TWIST "Counselor Notes." However, temporary changes must not be entered into the "Activity Interruption" tab of the TWIST "Program Detail." Activity Interruptions must be entered only when the customer has a permanent cessation of work, education or training activity, as described in D-807.

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D-802: Termination of Services for Permanent Cessation of Work, Education or Job Training

Boards must be aware that with the exception of Former DFPS cases as described in D-902 and children experiencing homelessness who are receiving the initial three months of care as described in D-600, a permanent cessation of work, education, or training must be cause for termination of care.

However, before terminating child care for a non-temporary cessation of activity, Boards must ensure that child care continues for a minimum of three months or up until the scheduled redetermination if sooner, to allow the parent to resume participation in an activity.

Rule Reference: §809.51(b)

Boards must be aware that, the parent must receive written notification at least 15 days prior to any termination of child care services.

Rule Reference: §809.71

Boards must also be aware that unreported changes may be cause for not redetermining eligibility at the 12-month eligibility determination.

D-802.a: Unreported Cessation of Work, Education, or Job Training

Boards must be aware that if a parent fails to report a cessation of work, education, or job training but the discovery is made after the parent has already resumed participation in work, education or job training, then care should continue.

If parent does not report a permanent cessation of work, education, or training that has already exceeded three months and the Board contractor discovers that one has occurred, care must be terminated with proper notice to the parent. Prior to making a determination to end care, however, the Board contractor must verify that the parent has not resumed participation in any activity at any level.

In either case, unreported interruptions in participation exceeding three months are subject to fraud fact-finding.

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D-803: Resumption of Activities During the Three-Month Continuation of Care Period

If a parent resumes participation at any level in work, education, or job training, Boards must ensure that child care continues for the remainder of the 12-month period at the same or greater level, depending on any increase in the activity hours of the parent.

Rule Reference: §809.51(c)

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D-804: Parent Share of Cost upon Resumption of Activities

On the resumption of participation at any level in any allowable activity, Boards must ensure that the parent share of cost is not increased above the initially assessed amount for the remainder of the 12-month eligibility period, including for parents who are exempt from the parent share of cost as described in B-604.

Rule Reference: §809.51(c)

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D-805: Required Verification upon Resumption of Activities

Boards must ensure that, on the resumption of participation, the child care contractor, in accordance with local procedures, verifies and documents only the following:

  • The family income does not exceed 85 percent of state median income (SMI)
  • Resumption of work or attendance at a job training or education program with participation at any level

Rule Reference: §809.51(c)

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D-806: Suspensions of Care During Interruptions in Activities

Boards must be aware that suspensions of child care services during interruptions in parent’s work, training, or education status is allowable only at the parent’s concurrence.

Rule Reference: §809.51(d)

Boards may have a procedure that requires a maximum number of weeks that a parent can request suspensions. For example, a Board may require that suspensions be at least two weeks in duration.

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D-807: Tracking Non-Temporary Cessation of Activities

Boards must ensure that, with the exception of Former DFPS cases, permanent cessation of work, training, or education activities is reported in the TWIST "Program Detail Activity Interruptions" tab in order to ensure that three months of continued care are provided while a parent attempts to get back into work, education or training.

Boards must ensure that contractor staff records an interruption in work, education, or training when the parent reports the change. The "Activity Interruption" start date must immediately follow the last day of participation in work, training, or education, as reported by the parent. Boards must be aware that verbal notification from the parent is allowable.

Boards must be aware that there is no limit placed on the number of three-month continued child care periods that a customer can receive within a 12-month eligibility period.

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D-808: Permanent Cessation of Activities in Two-Parent Households

Boards must be aware that in two-parent households, a permanent cessation of activity is defined as both parents experiencing a concurrent loss of work, education or job training. Provided one parent is still engaged in an activity, the family must be regarded as experiencing a reduction in hours, which is defined as a temporary change and does not affect a child’s 12-month eligibility (as described in Section D-801).

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Part A – Definitions

Part H – Consumer Education and Child Care Quality Activities

Part J – Appendix