Child Care Subsidy: Post Adoption Scenarios

340:40-7-12(6)

Child care is available to parents who have adopted a child through DHS when the following policy requirements are met:

  • The child has been adopted through DHS or a federally recognized Indian tribe, as defined by the Federal and Oklahoma Indian Child Welfare Acts, by the parent who is applying for benefits;
  • The adoptive parent applying for benefits must have a fully executed Form 04AN002E, Adoption Assistance Agreement, that lists child care as an adoption assistance benefit for the child and also includes Form 04AN033E, Post Adoption Child Care Referral;
  • The adoptive parent and child are residents of Oklahoma;
  • The child is 5 years of age or younger; and
  • the adoptive parent meets an allowable need factor.

The adoptive parent must provide the following verifications:

  • The current Adoption Assistance Agreement (Form 04AN002E), which must list child care as an adoption assistance benefit;
  • Post Adoption Child Care Referral (Form 04AN033E);
  • Final Decree of Adoption;
  • Identification showing the adoptive parent’s name;
  • A copy of a school, or training schedule for each parent if applicable;
  • A copy of a work schedule unless the adoptive parent chooses to provide pay information and declare their work hours, and
  • The name of the contracted child care provider the parent would like to use.

The effective date of the adoption assistance benefit is the date:

  • On the Final Decree of Adoption if it is an initial Adoption Assistance Agreement; or
  • Shown of the Post Adoption Child Care Referral (Form 04AN033E) if it the Adoption Assistance Agreement has been modified.

This means that the adoptive parent is entitled to child care as a post adoptive benefit as of the date on one of the forms listed above. However, child care is not to be approved prior to the date the adoptive parent has been interviewed and all verifications are provided.

Scenarios:

  1. Parents with 1 adopted child under 6 years of age

    Jim and Sarah Smith came into the office on 10/05/2015 to apply for child care benefits for their 2-year-old adopted daughter, Melissa.

    Jim works at B&L Lumber Supply. He works 35 hours per week earning $14.50 per hour. His schedule is Monday – Friday 8 a.m. – 4 p.m.

    Sarah works at Grace Retirement Center. She works 30 hours per week earning $7.25 per hour. Her schedule is Tuesday – Saturday 7 a.m. – 12:30 p.m.

    They receive $195 adoption subsidy per month for Melissa.

    They state they will need 30 minutes of travel time each way.

    The Smith’s brought the following information to the interview:

    • The Post Adoption Child Care Referral (Form 04AN033E);
    • The Adoption Assistance Agreement (Form 04AN002E);
    • The Final Decree of Adoption (Finalized 9/10/2015);
    • Identification (Oklahoma driver’s licenses);
    • A written statement from managers at both B&L Lumber Supply and Grace retirement Center verifying both parents’ schedules; and
    • The name of the provider they want to use. (Child Time 56142)
    • The adoption subsidy is excluded income;
    • The household income is not considered for Melissa because she meets the following 5 criteria:
      • Melissa was adopted through DHS;
      • The Adoption Assistance Agreement is fully executed and lists child care as an adoption assistance benefit;
      • Jim, Sarah and Melissa are all residents of Oklahoma;
      • Melissa is 5 years of age or younger; and
      • The adoptive parents meet a need factor.

    The need for child care is Tuesday – Friday from 7:30 a.m. – 1 p.m. (including travel time). This is more than 4 hours per day. Four days per week equates to 18 days per month (Appendix C-4-C). Therefore, the weekly unit type (5W) is approved effective 10/05/2015 for Melissa.

    The worker must document all of the information in case notes so that it is clear why no income is considered on this case, the work schedule, why this unit type was approved, and what verifications were provided.

  2. Parent with 1 adopted child under 6 years of age and 1 biological child

    Elizabeth Collins came into the office to apply for child care assistance on 10/05/2015 for her biological son Jeffrey, 8, and her adopted son Michael, 3.

    Elizabeth works at Bank One as a teller. She works 40 hours per week earning $8.50 per hour. Her schedule is Monday – Friday 8 a.m. – 5 p.m.

    Elizabeth states she will need 30 minutes of travel time each way.

    Elizabeth receives $210 adoption subsidy per month for Michael.

    Elizabeth states she doesn’t receive any child support for Jeffrey. Child support paperwork is completed on Jeffrey’s father. Elizabeth adopted Michael as a single parent. Therefore, no child support paperwork is needed.

    Jeffrey needs child care before and after school. Michael needs full-time care.

    Elizabeth provided the following information at the interview:

    • The Post Adoption Child Care Referral (Form 04AN033E);
    • The Adoption Assistance Agreement (Form 04AN002E);
    • The Final Decree of Adoption (Finalized 09/02/2015);
    • Identification (Oklahoma driver’s license);
    • Copies of her pay stubs from the past 30 days;
    • A declaration of work hours; and
    • The name of the provider she wants to use. (Creative Kids 51234)

    Michael:

    • The adoption subsidy is excluded income;
    • The household income is not considered for Michael because he meets the following 5 criteria:
      • Michael was adopted through DHS;
      • The Adoption Assistance Agreement is fully executed and lists child care as an adoption assistance benefit;
      • Elizabeth and Michael are both residents of Oklahoma;
      • Michael is 5 years of age or younger; and
      • Elizabeth meets a need factor.

    Jeffrey: He does not meet the 5 criteria as he is Elizabeth’s biological child. Therefore, all household income must be considered for his child care benefits, excluding the adoption subsidy. His benefits must be approved on a separate case.

    Elizabeth’s earned income is the only countable income. She earns $8.50 per hour at 40 hours per week. 8.50×40=340×4.3=$1462. Her countable earned income is $1,462. The monthly copayment for Jeffrey is $105.
    Effective 10/05/2015:

    • Michael is approved for the weekly unit type (5W); and
    Jeffrey is approved for the blended unit type (23B) since he needs part-time care Monday – Friday on school days and full-time care on school holidays.

    The worker must document in case notes on both cases explaining why 2 cases were established, why income was either considered or excluded, whether child support was pursued or not, why these unit types were approved, the declared work schedule, and what verifications were provided.

  3. Parent with 2 adopted children, 1 under the age of 6

    Mary Jones came in to the office to apply for child care benefits on 10/05/2015 for her adopted children, Billy, 7 and Stacy, 3.

    Mary works at Lowe’s. She works 40 hours per week earning $8 per hour. Her schedule is Tuesday – Saturday 9 a.m. – 6 p.m.

    Mary receives $190 adoption subsidy per month for Stacy and $110 per month for Billy.

    Mary adopted her children as a single parent adoption so no child support is pursued.

    Mary provided the following information at the interview:

    • The Post Adoption Child Care Referrals (Form 04AN033E);
    • The Adoption Assistance Agreements (Form 04AN002E);
    • The Final Decrees of Adoption (Finalized 09/17/2015);
    • Identification (Oklahoma driver’s license);
    • A written statement from the manager at Lowe’s verifying Mary’s schedule;
    • Copies of her pay stubs from the past 30 days; and the name of the provider she wants to use. (Jane Smith 12345)

    Stacy:

    • The adoption subsidy is excluded income;
    • The household income is not considered for Stacy because she meets the following 5 criteria:
      • Stacy was adopted through DHS;
      • The Adoption Assistance Agreement is fully executed and lists child care as an adoption assistance benefit;
      • Mary and Stacy are both residents of Oklahoma;
      • Stacy is 5 years of age or younger; and
      • The need for child care is employment. Mary meets a need factor.

    Billy: He does not meet the 5 criteria as he is over the age of 5. Therefore all of the household income must be considered for his child care benefits, excluding the adoption subsidy. His benefits must be included on a separate case.

    Mary’s earned income is the only countable income. She earns $8 per hour at 40 hours per week. 8 x 40 = 320 x 4.3 = $1376. Her countable earned income is $1376/mo. The monthly copayment for Billy is $90.

    Effective 10/5/15:

    • Stacy is approved for the weekly unit type (5W) as care is needed full-time 5 days per week, which equates to 23 days per month; and
    • Billy is in school Monday – Friday 8:30 a.m. – 3:30 p.m. He needs part-time care Tuesday – Friday and full-time care on Saturday and school holidays. Billy is approved for 15 part-time days and 8 full-time days per month. The blended unit type is not appropriate as care is not needed Monday – Friday.

    The worker must document in case notes on both cases explaining why 2 cases were established, why income was either considered or excluded, whether child support was pursued or not, why these unit types were approved, the work schedule, and what verifications were provided.

  4. One parent employed, 1 parent in school with adopted child under 6 years of age and 1 biological child

    Dean and Debbie Jackson came into the office to apply for child care on 10/05/2015 for their 4-year-old adopted daughter Sadie and Debbie’s 8-year-old biological son, Scott.

    Dean is in college at Southern Nazarene University. He is taking 15 hours of classes. He is in class Monday – Friday 8 a.m. – 4 p.m.

    Debbie works for Allstate Insurance. She works 40 hours per week earning $9 per hour. Her schedule is Monday – Friday 8 a.m. – 5 p.m.

    They receive $200 adoption subsidy per month for Sadie.

    They state they will need 30 minutes of travel time each way.

    Debbie states she doesn’t receive any child support for Scott. Child support paperwork is completed on Scott’s father.

    Scott is in school from 8 a.m. – 3 p.m. and only needs care before and after school. Sadie needs full-time child care.

    The Jackson’s provided the following information at the interview:

    • The Post Adoption Child Care Referral (Form 04AN033E);
    • The Adoption Assistance Agreement (Form 04AN002E);
    • The Final Decree of Adoption (Finalized 04/15/09 2015);
    • Identification (Oklahoma driver’s license);
    • Copies of Debbie’s most recent 30 days of paystubs;
    • Declaration of Debbie’s work hours;
    • A copy of Dean’s school schedule; and
    • The name of the provider she wants to use. (Betty Frost 51355)
    • The adoption subsidy is excluded income;
    • In order to be eligible for child care benefits without considering household income the family must meet the following 5 criteria:
      • The child must have been adopted through DHS or a federally recognized Indian tribe;
      • The Adoption Assistance Agreement must be fully executed and lists child care as an adoption assistance benefit;
      • The adoptive parents and the child must be residents of Oklahoma;
      • The adopted child must be 5 years of age or younger; and
      • The adoptive parents meet an allowable need factor.

    Debbie’s earned income is the only countable income. She earns $9 per hour at 40 hours per week. 9 x 40 = 360 x 4.3 = $1548. Her countable earned income is $1548/mo. The monthly co-payment for Scott is $120. The household income is exempt for Sadie, so she has a zero copayment.

    Effective 10/05/2015:

    • Sadie is approved for the weekly unit type (5W) as care is needed full-time 5 days per week; and
    • Scott is approved for the blended unit type (23B) since he needs part-time care before and after school and full-time on school holidays.

    The worker must document in case notes on both cases explaining why 2 cases were established, why income was either considered or excluded, whether child support was pursued or not, why unit types were approved, the work and school schedules, and what verifications were provided.

  5. Employed parents with 2 adopted children under 6 years of age

    Mark and Jenny Walters came into the county office to apply for child care assistance on 10/15/2015 for their 2 adopted children Maggie, 3, and Ben, 5.

    Mark works at Stonewall Construction Company. He works 40 hours per week earning $8.50 per hour. His schedule is Monday – Friday 8 a.m. – 5 p.m.

    Jenny works at Braum’s. She works 30 hours per week earning $7.25 per hour. Her schedule is Monday – Friday 9 a.m. – 3 p.m.

    They state they need 30 minutes of travel time each way.

    They receive adoption subsidies of $225 per month for Maggie and $180 per month for Ben.

    Ben attends a part-day kindergarten program from 8:30 a.m. – 12:30 p.m. Monday – Friday. He will only need care after school and on school holidays.

    Maggie needs full-time child care.

    Mark and Jenny provided the following information at the interview:

    • The Post Adoption Child Care Referral (Form 04AN033E);
    • The Adoption Assistance Agreement (Form 04AN002E);
    • The Final Decree of Adoption (Finalized 10/1/2015);
    • Identification (Oklahoma driver’s licenses);
    • A written statement from the manager’s at both Stonewall Construction Company and Braum’s verifying both client’s schedules; and
    • The name of the provider they want to use. (Tiny Tots 52239)
    • The adoption subsidy is excluded income;
    • The household income is not considered for Maggie and Ben because they meet the following 5 criteria:
      • Both were adopted through DHS;
      • The Adoption Assistance Agreement is fully executed and lists child care as an adoption assistance benefit;
      • Mark, Jenny, Maggie and Ben are all residents of Oklahoma;
      • Ben and Maggie are 5 years of age or younger; and
      • They both meet an allowable need factor.

    The need for child care is Monday – Friday from 8:30 a.m. – 3:30 p.m. for Maggie and 12:30 – 3:30 p.m. for Ben. Maggie is approved for the weekly unit type (5W) and Ben is approved for the blended unit type (23B) (Appendix C-4-C).

    The worker must document all of the information in case notes so that it is clear why no income is considered on this case, work schedules, why these unit types were approved, and what verifications were provided.

    AFS Child Care Subsidy staff sends an e-mail on 12/15/2015 notifying the worker that Ben will be 6 on 1/12/2016. Ben only meets the five criteria to exempt household income for his child care benefits through 1/11/ 2016. HOWEVER, Ben is allowed to continue to receive child care with the income exemption until the next child care renewal.  A new application will be needed at renewal if Mark and Jenny would like to continue to receive subsidy for Ben. At that time, all household income must be considered when determining Ben’s eligibility for child care.  Maggie will continue to receive child care on the income exempt case.

     

     

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