This policy ONLY applies to child care cases that are closed on CLIENT’S REQUEST!

Some clients may request that their child care be closed at their request.  This is referred to as a “voluntary closure.”

E-section (Child Care Tab)

Action Type = 6 (Closed)
Reason Code = 46 (Client’s Request)
Authorization Reason Code = 8 (Client’s Request)
Closure requires an override.

Previously, a new application was required when child care remained closed for over 30 days.

***Please verify the reason client is requesting closure and document that in the case notes.  Ex: Client calls to request their child care case closed because they are moving out of state.  Child care should NOT be closed on reason 46 – client’s request.  Child care should be closed on reason 42 – moved out of state.***

To ensure a full 12-months of eligibility, when a client requests their child care closed, they may reopen their benefits if it is within the original 12-month eligibility period.

**Best Practices** 

When a client requests closure of their case:

• At renewal, do not take action to close on reason “46-client’s request.” Allow the child care to close “naturally” 36S at renewal. If the client decides they need care within 30 days of the 36S closure, they only need to complete their renewal to reopen care.

• Always inform clients that they continue to be eligible for care until their renewal. Offer to leave child care open (Child Care Tab – E section) and only close the authorization(s), If the client decides they need care within their eligibility period, they only need to report a begin date and contract number. The worker can then open authorizations on the open child care case for the requested begin date. 

** These practices could reduce errors when reopening a voluntary closure in the middle of an eligibility period as well as reduce work for the staff.

***Please remember, when emailing ChildCareSubsidy@okdhs.org for an override of the client request closures to always include the specific reason for the closure request.

For Example:

The client applied for child care on 01/21/2025 and was approved for the same date.

On 03/05/2025, the client called to request their child care case closed.  They requested that the care be closed effective that same day.

Worker Responsibility:

Close the E-section (Child Care Tab) of the case on reason 46 (client’s request) effective 03/05/25.  The E-section closure will map to the authorizations.  (Do not manually close the authorizations.)  Document in FACS case notes.

Client:

Client calls on 06/01/25 and states that they need child care again.  They wish to use the same provider they used previously.  They plan to start using care again on 06/05/25.

Worker:

Review the E-section and/or EEHL screen of the case in IMS to ensure that the child care was previously closed on reason 46 (client’s request.)

Then, make sure that the E.7 (last redetermination date) is within the original 12-month eligibility period. (01/21/2025-01/31/2026)

If yes

Reopen the E-section (Child Care Tab) of the case.

Add new child care authorizations beginning 06/05/25 using the contract # listed on the EKL screen in IMS.

Document all in FACS case notes.

(***Tip:  If the client requests reopen of a voluntary closure within 45 days of the closure date, the authorizations will still appear in FACS.  Those authorizations may be reopened instead of adding new authorizations for the child(ren.)

**Note**

When completing a reopen of a voluntary closure, the worker does NOT have to re-verify eligibility.  As always, the only thing a client must report is when their income exceeds the limit for their household size.  If the client has lost their need factor, care may be reopened.  Remember, loss of need is not a valid reason to close child care in the middle of an eligibility period.