Background:
In 2010, the Ohio Department of Job and Family Services (ODJFS)
implemented the Child Care Information and Data Systems (CCIDS) eligibility and
authorization system as the statewide automated eligibility system for the
Publicly Funded Child Care (PFCC) program.
To simplify the process for Ohioans applying for public
benefits, the Ohio Benefits statewide integrated web-based eligibility system
was launched. The Ohio Benefits system
allows Ohioans to apply for multiple benefit programs at one time, including
medical, cash and food assistance.
Child care will begin utilizing the Ohio Benefits system for
eligibility processing in early 2022 using a phased-in approach that begins
with pilot counties before going statewide. The counties participating in the
pilot are Allen, Athens, Butler, Hamilton and Medina.
Additionally, rules have been amended to incorporate changes due
to the passage of Amended Substitute House Bill 110 of the 134th General
Assembly, and to remove revision dates from all form citations.
The following rules have been amended:
5101:2-16-01 "Definitions for eligibility
for publicly funded child care benefits" has been amended with the
following changes:
- Added a definition for "authorized
representative"
- Amended the definition for "Head
Start" to match federal language and Ohio Revised Code (ORC)
- Added a definition for "statewide automated
eligibility system"
5101:2-16-03 "Income eligibility
requirements for publicly funded child care benefits" has been
amended with the following changes:
- Removed "severance pay" and
"temporary workers compensation payments" from the earned income list
and added them to the unearned income list to align with the SNAP program
- Added that termination/severance payments
received as a one-time lump sum are not counted as unearned income to align
with the SNAP program
- Added "income from a rental property minus
the cost of doing business when an individual is actively engaged in management
of the property for at least an average of twenty hours per week" as gross
earned income for individuals who are self-employed to align with the SNAP
program
- Added "payments from a roomer or boarder,
except a border for whom foster care, guardianship, or kinship support payments
are received" as gross earned income for individuals who are self-employed
to align with the SNAP program
- Added more examples of countable unearned
income, and changed from a paragraph to a list for clarification and readability
- Added that kinship support payments will not be
counted as gross unearned income
- Clarified that documentary evidence of income
includes the most recent tax forms for self-employed individuals
5101:2-16-05 "Copayment for publicly
funded child care benefits" have been amended to add the word
"recertification" where the word "redetermination" occurs
to reflect language used in Ohio Benefits
5101:2-16-06 "Authorizations for publicly
funded child care services" have been amended with the following
changes:
- Clarified that authorizations always begin on
the first day of the eligibility period, even if the qualifying activity starts
later to align with ORC
- Removed the exemption for a second provider if a
child is attending a part time Step Up To Quality program due to the passage of
Amended Substitute House Bill 110 of the 134th General Assembly
5101:2-16-07 "Caretaker improper payments
or misuse of publicly funded child care benefits" have been amended
with the following changes:
- Clarified that the caretaker is responsible for
overpayments that occur because of errors on the part of the caretaker's
authorized representative
- Clarified that the caretaker is responsible for
overpayments that occur because of information withheld or falsified by the
caretaker's authorized representative
5101:2-16-08 "County agency
responsibilities for the administration and determination of eligibility for
publicly funded child care" has been amended with the following
changes:
- Clarified that the county responsibilities for
utilization of the CCIDS system also apply to the Ohio Benefits system
- Clarified that county agencies should terminate
eligibility, after providing hearing notice rights, when the caretaker requests
discontinuance of child care benefits
- Clarified that payment after denial
authorizations are always for full time hours of care
- Clarified that the caretaker is not assigned a
copayment for a payment after denial authorization
- Clarified that counties utilizing Ohio Benefits
for child care determinations will send the caretaker a summary of information
provided on a telephonic application with instructions on how to correct errors
or omissions
- Clarified that counties utilizing CCIDS for
child care determinations will assign each family a payment code according to
the family's programmatic eligibility
- Added the word "recertification"
wherever the word "redetermination" occurs to reflect language used
in Ohio Benefits
- Clarified that counties utilizing CCIDS for
child care determinations will accept the JFS 01124{{nolink}} for
redetermination/recertification, and the 01124 will be sent when caretakers
requests a copy of the redetermination/recertification application
- Clarified that counties utilizing Ohio Benefits
for child care determinations will accept the JFS 07204{{nolink}} or the electronic or
telephonic equivalent for redetermination/recertification, and the 07204 will
be sent when caretakers request a copy of the redetermination/recertification
application
- Clarified county agency responsibilities
regarding authorized representatives
- Clarified county agency responsibilities when a
caretaker is applying for other benefits
5101:2-16-09 "Provider Responsibilities
for Publicly Funded Child Care" has been amended with the following
changes:
- Removed "Beginning September 1, 2020"
from paragraph (A)(1) due to the passage of Amended Substitute House Bill 110
of the 134th General Assembly
- Added "Except as described in paragraph
(A)(3) of this rule" for clarification
5101:2-16-10 "Payment rates and
procedures for providers of publicly funded child care services"
has been amended with the following changes:
- Clarified that in-home aides are not eligible
for payment enhancements or extra percentages
Appendix A to rule 5101:2-16-10 has
been updated to reflect new provider categories and rates that went into effect
on July 4, 2021.
Implementation:
As counties begin using the Ohio Benefits statewide automated
eligibility system to process PFCC applications, they will follow the OB
procedures in rule, including accepting the appropriate OB forms and all other
procedures specific to the OB system.
The process will begin with the five pilot counties before
statewide conversion to the OB system.
When the entire state is live in OB, another package of rule amendments
will be submitted for public review.
Forms
Forms contained in these rules will appear in a separate
clearance. The manual procedure letter will contain more detailed
implementation guidance.
The JFS 07200 "Application for
Supplemental Nutrition Assistance Program (SNAP), Cash assistance, Medical
assistance or Child Care assistance" will be used to apply for
child care using the Ohio Benefits system
The JFS 07204 "Request to Reapply for
Cash Assistance, SNAP and/or Child Care" will be used to
redetermine eligibility using the Ohio
Benefits system.
The JFS 07105 "Application/Reapplication
Verification Request Checklist" will be generated via Ohio Benefits
when a county is utilizing Ohio Benefits to determine eligibility.
The most recent version of all ODJFS forms referenced in these
rules can be accessed through Forms
Central.
Please contact the Child Care Policy Helpdesk at
childcarepolicy@jfs.ohio.gov or 1-877-302-2347, option 4, if you have any
questions.