Child Care Subsidy: UpdatedUnfinished Issuance Examples & Coding

The unfinished issuance certification process allows different amounts of income to be used from month – to – month to determine the copayment. This process must be used so that an incorrect copayment does not lock in for the next 12 months. Please view the following examples and steps to appropriately code an unfinished issuance in FACS.

**VERY IMPORTANT**

  • Do not enter the authorization until Section E is coded with Effective Months (E6) = 99

The examples listed below cover the following scenarios using unfinished issuance.

  • Example #1 – New application using unfinished issuance to add copayment for 3rd month of eligibility.
  • Example #2 – New application using unfinished issuance to consider terminated income for the 1st month of eligibility and adding copayment for 3rd month of eligibility
  • Example #3 – New application using unfinished issuance where client has new employment, hasn’t received a full check, and once income is considered is over the State Income Threshold resulting in approval for 2 months and closure effective the 3rd month.
  • New income at renewal
  • “Walking up” an authorization that is in unfinished issuance

Example 1:
A client applies for child care assistance on 11/25/17 to retain employment at a new job. Her anticipated income is $2,000 per month. The client will not receive any pay in November. The client will receive her first full pay period check on 12/22/17 so $0 income should be counted for the copayment in November and December 2017. The client’s full anticipated income must be considered for the copayment beginning January 2018. The income should be considered as follows:

November & December 2017 = $0 ($2000 anticipated income diverted)
January 2018 = $2000

Coding the Unfinished Issuance Certification:

  • Certify the Child Care Tab (Section E) with “Eff Months” (E6) equal to “02” (the number of months that the income entered should be diverted because the client has not received a full pay check on or prior to the 1st of the month). In this example November and December are certified with a $0 copayment by coding $2000 in the “total diverted” (E47) field.

Child Care tab

  • **SAVE THE CASE and PUSH CASE completely through**
  • Code a change action on the Child Care tab for effective date (E5) of 01/01/18 and delete the $2000 income that is coded in the “total diverted” (E47) field. Then, updated the “Eff Months” (E6) to equal “99”.

Child Care tab modified

  • Next enter the child care authorizations on the “Auth. Daycare” tab with the appropriate begin date.
  • Remember any other open sections will require a change action also.

Auth. Daycare tab

  • **SAVE THE CASE and PUSH CASE completely through**

The system will correctly map the copayments for each month to the authorizations. There is no need to enter change actions month-by-month on the authorizations. A single notice will issue to the client showing the copayment amounts for each month.

Case save screen

Example 2:
A client applies for child care assistance on 11/25/17 to retain employment at a new job. She was terminated from her previous employment on 11/15/17 and received her final check on 11/20/17. Her total terminated income for the month of November 2017 is $1500. The client will receive her first partial check from her new job on December 8 and her first full pay check on December 22. Her anticipated income from the new job is $2,400 per month. The income should be considered as follows:

November 2017 = $1500 terminated income
December 2017 = $0 ($2400 anticipated income diverted)
January 2018 = $2400

  • Certify the Child Care Tab (Section E) with “Eff Months” (E6) equal to “01” (the number of months that the terminated income should be considered for the copayment). In this example November is certified with a copayment based on the client’s terminated income of $1500.

Child care tab example 2

  • **SAVE THE CASE and PUSH CASE completely through**
  • Now, remove the $1500 terminated income and enter the $2400 anticipated income on the case. Code a change action on the Child Care tab for effective date (E5) of 12/01/17 and resend the “01” that is currently coded in “Eff Months” (E6). Also code $2400 in the “total diverted” (E47) block. This coding will change the copayment to $0 for the month of December 2017 as the client will receive no further income from her old job but hasn’t received a full pay check from her new job yet.

Child care tab example 2 modified

  • **SAVE THE CASE and PUSH CASE completely through**
  • Resend the change action in the Child Care Tab for effective date (E5) of 01/01/18 and delete the $2400 income that is coded in the “total diverted” (E47) field. Then, update the “Eff Months” (E6) to equal “99”.

Child care tab

  • Enter the child care authorizations on the “Auth Daycare” tab with the appropriate begin date.
  • Remember any other open sections will require a change action also.

Auth. Daycare tab

  • **SAVE THE CASE and PUSH CASE completely through**
  • The system will correctly map the copayments for each month to the authorizations. There is no need to enter change actions month-by-month on the authorizations. A single notice will issue to the client showing the copayment amounts for each month.

Case save screen

Example 3:
Mary Darling comes in to the county office to apply for child care for her daughter Wendy on October 8. Mary just began a new job and will receive her first partial check on October 22 and her first full pay check on November 6. Mary’s anticipated monthly income is $3600 per month.

Mary’s anticipated income is over the eligibility guidelines for a family of 2 (Appendix C-4, $3400/month); however, she is eligible for child care until she is receiving her full income. The worker must use the unfinished issuance process to approve Mary’s child care for the first 2 months and then close the child care effective November 30 due to earnings.

  • Certify the Child Care Tab (Section E) with “Eff Months” (E6) equal to “02” (the number of months that the income entered should be diverted because Mary will not receive her first full check until after the 1st of November). In this example, October and November are certified with a $0 copayment by coding $3600 in the “total diverted” (E47) field.

  • **SAVE THE CASE and PUSH CASE completely through**
  • Code a close action on the Child Care Tab for reason “income exceeds standard (03)” using effective date (E5) of 11/30/17 and delete the $3600 income that is coded in the “total diverted” (E47) field. (**Failure to use the unfinished issuance process will result in the inability to close the case due to income exceeds state standard. **)
  • Update field E6 to display 99 on closure action.

Unfinished Issuance 3-2 REVISED

 

  • **SAVE THE CASE and PUSH CASE completely through**
  • Enter the child care authorization on the “Auth Daycare” tab with the appropriate begin date. FACS will enter the copayment effective date. REMEMBER to have the end date in place when you take the open action.

Auth. daycare tab example 3

  • **SAVE THE CASE and PUSH CASE completely through**

Case save screen

If a message is received stating child care authorizations will be closed or section E (child care tab) needs to be open, click on “Continue Save.” Any other messages should be addressed.

If edit PSEKX254 CASE HAS UNFINISHED ISSUANCE DAY CARE is received, check for errors a second time using the green frowny face icon. The edit should clear after this. DO NOT SAVE THE CASE or you may receive additional edits.

New Income at Renewal:

The system does not support unfinished issuance at renewal so when the client starts new employment and has not received a full paycheck for the first or second month in the new eligibility period, the worker must:

  • ensure the existing child care authorization is coded with the need factor of employment;
  • divert the full anticipated income from the new employment effective the first month of the new eligibility period using the “total diverted” (E47) field (this will trigger an edit in the system instructing the worker to send a Remedy ticket);
  • send a Remedy ticket detailing what income must be considered for the second or third month of the eligibility period depending on when the first full paycheck is received.
  • E.6 (effective months) must equal “99”. Do not code E.6 as “01” or “02”!
  • **Remedy staff will make the income adjustments based on the details of the worker’s ticket**

Walking up an authorization in unfinished issuance:

Most of the time, the system will take child care authorizations to open status for you. If it does not, you will get the edit “PSEKX254 CASE HAS UNFINISHED DAY CARE.” This should only happen under the following circumstances:

  • A provider change where the authorization for the new provider begins in a prior month.
  • Adding a child for care on an open case where the new authorization begins in a prior month.
  • Certifying an application not using the unfinished process in Section E when it is after the 27th of the month, and the authorization begins in the current month.

The following action must be taken to bring the authorization to open status:

  1. Go to the Auth. Daycare Tab in FACS. The Action Taken field is pre-populated for a change action.
  2. Resend the change entry in the Action Taken field (K12).
  3. Change the Begin/Change Date (K45) to the first of the next month.
  4. Do not change the Notice Indicator (K92).
  5. Code change actions for all active case selections including the Child Care section (Section E).
  6. **SAVE THE CASE” and PUSH CASE completely through**

unfinished issuance

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