Systems Help: PS2 Instructions – Section E (Child Care)

The following are descriptions/ instructions of each Section E (Child Care) field in IMS:

Notebook: ELIG
Tab: Child Care
Field: Application Date
PS-2 Block E1

Instructions: Enter the application date.See Child Care Subsidy: Application process 340:40-3-1

This is the day the client contacts the Agency and requests services.

Notebook: ELIG
Tab: Child Care
Field: Certification Date
PS-2 Block E2

Instructions: Enter the date eligibility begins.See Child Care Subsidy: Application process 340:40-3-1

Notebook: ELIG
Tab: Child Care
Field: Action Taken
PS-2 Block E3

Instructions: Enter the appropriate code for action taken:

  • 1 = Opened.
  • A = Application.
  • 2 = Denied.
  • C = Change of information only.
  • 6 = Closed.
  • R = Re-Opened.
Notebook: ELIG
Tab: Child Care
Field: Reason
PS-2 Block E4

Instructions: Use for denial and closure actions only. The following codes from Appendix U may be used:

  • 01 = Death.
  • 03 = Excessive Income (K16=5A) – agency standard
  • 04 = Change in providers.
  • 5B = Alternative caregiver is available.
  • 5D = Parent/caretaker not employed
  • 5E = Parent/caretaker not in school
  • 5F = Parent/caretaker not in training.
  • 5G = Need not met for a two parent/caretaker family.
  • 5J = Need not met for single parent / caretaker
  • 07 = Ineligible provider.
  • 09 = Provider’s request.
  • 7A = Provider contract terminated – State Office use only.
  • 15 = Resources in excess of $1 million.
  • 22 = Services to be given in another case (K16=06).
  • 26 = Eligibility period has ended (TANF and SNAP E&T cases only).
  • 36S = FSS-BR-1 not completed.
  • 40 = Failure to meet citizenship or qualified alien requirements.
  • 42 = Moved out of state.
  • 43 = Unable to locate.
  • 45 = Failed or refused to provide necessary verification within time allowance.
  • 46 = Client’s request (K16 = 08).
  • 44 = Client’s failure to cooperate. (K16 = 5C).
  • 55 = Job Search eligibility period has ended.
  • 81 = Plan of service completed.
  • 88 = EBT inactivity (State Office use only).
  • 99 = State Office use only.

NOTE: This box will not show any options unless the Action Taken is denial or closure.

Notebook: ELIG
Tab: Child Care
Field: Effective Date
PS-2 Block E5

Instructions: Enter the date for which the action taken becomes effective.NOTE: Positive changes can be made effective the first day of the current month. Negative changes are effective no less than 10 days after the action is taken. Negative changes made after the 27th of the month are effective the 1st day of the following month.

Notebook: ELIG
Tab: Child Care
Field: Effective Months
PS-2 Block E6

Instructions: Enter the correct number of months for unfinished status.For unfinished issuance enter 01, 02, or 03.

For all other certifications enter 99.

Notebook: ELIG
Tab: Child Care
Field: Date of Last Review
PS-2 Block E7
Instructions:
CERTIFICATION: Enter the first of the certification month. For example, if the certification date in E2 is 12/15/17, enter 12/01/17.REVIEW: Enter the next effective date following the review month. For example, if the review is completed in December 2017, enter 01/01/18. E5 and E7 should match.If SNAP benefits are being issued on a benefit reporter case when child care is certified, the System will automatically synchronize the review with section C as follows. Do not attempt to sync the dates manually.

  • The SNAP cert date (if the current date is within the first six months of the SNAP cert period)
  • The SNAP cert date + 06 months (if the current date is in the second six months of the SNAP cert period)

If a benefit reporter child carte case is certified for SNAP, the system will automatically synchronize E7 with the certification date for SNAP in C2. Again, do not attempt to synch the dates manually.

Notebook: ELIG
Tab: Child Care
Field: Number of Children
PS-2 Block E10
Instructions: Computer generated by counting number of persons with F24=K and F25= A, or O and age is less than 18 by date of birth.
Notebook: ELIG
Tab: Child Care
Field: Number of Adults
PS-2 Block E11
Instructions: Computer generated by counting number of persons with F24=K and F25= A, or O and age is greater than 18 by date of birth.
Notebook: ELIG
Tab: Child Care
Field: Application Source
PS-2 Block E12

Instructions: Enter the source of the Child Care application:

  • CO = County Office
    LV = OKDHSLive! (Entered by system if Child Care application is received through OKDHSLive!)
Notebook: ELIG
Tab: Child Care
Field: Adult Day Services Indicator
PS-2 Block E17

Instructions: Enter the appropriate code:

  • N = Not receiving Adult Day Services.
  • Y = Receiving Adult Day Services.
  • Default Value is N.
Notebook: ELIG
Tab: Child Care
Field: TCC End Date
PS-2 Block E29
Instructions: Computer entered when TANF case is closed.  Social services specialist may update the date when TCC is lost before the expiration date.
Notebook: ELIG
Tab: Child Care
Field: Self-Employment
PS-2 Block E31
Instructions: Computer generated from Section F.  Sum F64 from all persons where F24=K and F25=A or O.
Notebook: ELIG
Tab: Child Care
Field: Business Expense
PS-2 Block E32
Instructions: Computer generated from Section F. Sum of  F66  from all persons where F24=K and F25=A or O.
Notebook: ELIG
Tab: Child Care
Field: Earned Income
PS-2 Block E35
Instructions: Computer generated from Section F.  Sum of  F68  from all persons where F24=K and   F25=A or O.
Notebook: ELIG
Tab: Child Care
Field: Net Earned
PS-2 Block E41
Instructions: Computer generated from section data.
Notebook: ELIG
Tab: Child Care
Field: Gross Unearned
PS-2 Block E44
Instructions: Computer generated from Section F. Sum of F85, F88, F91, F95 and F98-F103 for all persons where F24=K and F25=A or O. NOTE: Adoption Subsidy or Foster Care payments in Other Income blocks F98 or F103 are automatically excluded if the Other Income Indicator in F99 or F104 is F.
Notebook: ELIG
Tab: Child Care
Field: Child Support Deduction
PS-2 Block E46

Instructions: Enter verified amount of legally binding child support payment made on behalf of non-household members.NOTE: This allows for a deduction and a lower family co-pay.

Notebook: ELIG
Tab: Child Care
Field: Total Diverted
PS-2 Block E47

Instructions: Enter amount of income to be subtracted from gross income to allow for any policy variances for the household’s countable income.NOTE: This field diverts income only from the child care computation. This field is often used when the client has not actually received a pay check, but has income considered for another benefit.

Notebook: ELIG
Tab: Child Care
Field: Net Income
PS-2 Block E49
Instructions: Computer generated sum of E41 and E44 minus the total diverted and child support deduction.
Notebook: ELIG
Tab: Child Care
Field: Number of Children Receiving Child Care
PS-2 Block E52

Instructions: Computer generated by counting number of children who are coded F24=K and F25=A.

Notebook: ELIG
Tab: Child Care
Field: Family Share Co-Pay
PS-2 Block E53
Instructions: Computer generated from E49 net income, number in the household (E10 + E11), and applicable policy.
Notebook: ELIG
Tab: Child Care
Field: Copayment Effective Date
PS-2 Block E54
Instructions: The computer system sets this block according to the entry in E5 Effective Date.
Notebook: ELIG
Tab: Child Care
Field: Court-Ordered Daycare
PS-2 Block E55
Instructions: Enter amount of child care payment other than the family share co-payment made directly to child care provider by someone outside of the household.
Notebook: INTER
Tab: Child Care
Field: Resources Declaration
PS-2 Block E56

Instructions: Resources declaration (for Child Care only). Enter the selection that indicates whether the household has resources worth in excess of $1,000,000.

  • Y = Yes
  • N = No
Notebook: *******
Tab: *******
Field: Benefit Review/Renewal Action
PS-2 Block E135

Instructions: Enter the appropriate code for the action taken on the Benefit Review/Renewal:

  • C = Complete.
  • F = Paper app received – Not yet reviewed.
  • I = Incomplete or referred to Tier 2 Worker.
  • P = All information provided – Processing center has received all information needed for review and referred to Tier 2 Worker.
  • V = More verification required
    • Processing staff has requested more information.
  • X = Review/renewal submitted on OKDHS Live!, not yet reviewed by processing center.
Notebook: *******
Tab: *******
Field: Benefit Report Date
PS-2 Block E136
Instructions: Enter the date the Benefit Review Report (FSS-BR-1) was received in the county office.
Notebook: ELIG
Tab: Child Care
Field: Benefit Report Status
PS-2 Block E137

Instructions: Computer Generated Field – the computer will set the Benefit Review Report Status based on the case record

  • A = Annual Reporter

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