CCMTL 160 (Rule Changes for Publicly Funded Child Care Ohio Benefits Statewide Implementation)
Child Care Manual Transmittal Letter No. 160
December 6, 2022
TO: All Child Care Manual Holders
FROM: Matt Damschroder, Director
SUBJECT: Rule Changes for Publicly Funded Child Care Ohio Benefits Statewide Implementation
PRINTER-FRIENDLY PDF:Printer-Friendly PDF of this Letter

Background

To improve Ohioans' access to county managed public assistance programs, publicly funded child care (PFCC) transitioned its benefit processing activities from the Child Care Information Data System (CCIDS) into the Ohio Benefits integrated eligibility system. In early 2022, five pilot counties initiated the statewide conversion's phased-in approach by utilizing the Ohio Benefits integrated eligibility system to process initial child care eligibility. By mid-2022, all counties converted all PFCC eligibility activities into the Ohio Benefits integrated eligibility system, making it the sole eligibility processing system for Supplemental Nutrition Assistance Program (SNAP), Cash Assistance, Medical Assistance, and Child Care Assistance programs.

Rules 5101:2-16-01, 5101:2-16-02, 5101:2-16-05, 5101:2-16-08, 5101:2-16-09 and 5101:2-16-10 of the Ohio Administrative Code (OAC) were amended to implement and clarify the utilization of the Ohio benefits integrated eligibility system for all PFCC benefit processing activities. These rules will go into effect on December 11, 2022.

The following rules have been amended

5101:2-16-01 "Definitions for eligibility for publicly funded child care benefits"

  • Corrected the paragraph reference in (N)(4).
  • Defined "Ohio benefits integrated eligibility system" as the centralized automated system that supports county agencies.

5101:2-16-02 "Application and qualification process for receipt of publicly funded child care benefits"

  • Replaced "redetermination" with "recertification" to reflect language used in the Ohio benefits integrated eligibility system.
  • Removed references to "child care information data system" and "CCIDS" for child care's conversion to the Ohio benefits integrated eligibility system for all eligibility processing.
  • Replaced the JFS 01138 "Application for Child Care Benefits" with the JFS 07200 "Application for SNAP, Cash Assistance, Medical Assistance, or Child Care Assistance."
  • Clarified that all counties will accept the JFS 07200, or the JFS 01121 "Early Childhood Education Eligibility Screening Tool" or the JFS 01122 "Publicly Funded Child Care Supplemental Application" as applications for initial PFCC eligibility.
  • Added the definition of a telephonic signature.
  • Clarified what is considered a valid PFCC application signature.
  • Clarified that a minor parent can be a primary applicant if they've obtained their high school diploma or high school equivalency.
  • Clarified that caretakers who are minor parents may qualify for child care eligibility if they received a high school diploma or a high school equivalence diploma or are participating in the learning, earning, and parenting (LEAP) program.
  • Replaced the JFS 01124 "Re-determination Application from Child Care Benefits" with the JFS 07204 "Request to Reapply for Cash Assistance, SNAP and/or Child Care."
  • Clarified that current child care recipients requesting to apply for SNAP and/or cash benefits at the time of their child care recertification are to file a JFS 07200 for SNAP and/or cash benefits.
  • Clarified that all counties will accept the JFS 07204 as an application to recertify PFCC eligibility during an annual review.
  • Clarified that before the end of the eligibility period, the caretaker is required to verify and/or update the information on the JFS 07204, submit proof of current household income and reported changes and sign and return the JFS 07204 with any necessary documentation to the county.
  • Updated paragraph reference in (N)(1)(c).
  • Replaced language referring to termination notice issuance at the end of a certification period with language that reflects the Ohio benefits integrated eligibility system's automated expiration notice and discontinuance processes.
  • Clarified that all PFCC joint applications are to be processed in accordance with Chapter 5104. of the Ohio Revised Code (ORC) and Chapter 5101:2-16 of the OAC.

Appendix A to rule 5101:2-16-02 was revised to include electronic education as a qualified basic education activity.

Appendix B to rule 5101:2-16-02 was revised to add an official document of live birth, the State Online Query (SOLQ), and citizenship verifications that align with PFCC requirements obtained by other assistance program within the Ohio benefits integrated eligibility system as acceptable verifications of a child's citizenship.

5101:2-16-05 "Copayment for publicly funded child care benefits"

  • Replaced "redetermination" with "recertification".

5101:2-16-08 "County agency responsibilities for the administration and determination of eligibility for publicly funded child care"

  • Replaced "redetermination" with "recertification".
  • Removed references to "child care information data system" and "CCIDS" for child care's conversion to the Ohio benefits integrated eligibility system for all eligibility processing.
  • Removed "OB" and replaced with "Ohio benefits integrated eligibility system".
  • Removed references for counties using OB due to all counties' utilization of the Ohio benefits integrated eligibility system.
  • Removed the county's responsibility for assigning child care eligibility pay codes due to the Ohio benefits integrated eligibility system's automated pay code assignment functionality.
  • Clarified that counties are to provide the caretaker a JFS 07204 at recertification.
  • Removed references to the JFS 01124 due to child care being included on the JFS 07204.
  • Clarified the county is to propose the expiration of benefits on or after the first day of the next-to-last month of eligibility, but before the first day of the last month of eligibility and that benefits will expire if the JFS 07204, household income and any other required documentation are not received prior to the end of the current eligibility period.
  • Fixed spelling error in (I)(2).
  • Clarified that all PFCC joint applications are to be processed in accordance with Chapter 5104. of the ORC and Chapter 5101:2-16 of the OAC.

5101:2-16-09 "Provider responsibilities for publicly funded child care"

  • Removed guidance for requesting payment for services provided prior to December 16, 2018.

5101:2-16-10 "Payment rates and procedures for providers of publicly funded child care services"

  • Clarified that in-home aides are not to claim pandemic days.

Forms

The following forms were made obsolete as of the date of this transmittal letter.

The JFS 01138 "Application for Child Care Benefits" has been replaced by the JFS 07200 "Application for SNAP, Cash Assistance, Medical Assistance, or Child Care Assistance"

The JFS 01124 "Re-Determination Application for Child Care Benefits" has been replaced by the JFS 07204 "Request to Reapply for Cash Assistance, SNAP and/or Child Care"

The JFS 01148 "Child Care Application/Redetermination Verification Checklist” has been replaced by the JFS 07105 "Application/Reapplication Verification Request Checklist"

The following forms were made obsolete and are no longer being used by providers participating in PFCC for requesting payment for services prior to December 16, 2018.

The JFS 01949 "Request for Appeal of Child Care Provider Agreement"

The JFS 01261 "Publicly Funded Child Care Manual Claim for Assistance"

The JFS 01292 "Publicly Funded Child Care Request for Ohio ECC Payment Adjustment"

The JFS 01211 "Request for Payment of Publicly Funded Child Care Services Provided for a Denial of Application"

Implementation

Applicants can apply for PFCC using one of the following options: 

  • Ohio Benefits Self-Service Portal Self Service Portal Home Page (ohio.gov)
  • Submit a JFS 07200 with the child care box is checked
  • Submit a JFS 01121 when combined with the JFS 01122
  • Telephonic application with job and family services county agencies that accept telephonic signatures.

Until December 31, 2022, counties may accept the JFS 01138 as an initial application for child care and the JFS 01124 as a request to recertify child care benefits. If a JFS 01138 is received, and the caretaker desires to add an authorized representative, the caretaker must submit written verification to the county agency.

What is a valid application?

A valid application is the JFS 01138 received on or before December 31, 2022, or the JFS 07200 (rev. 6/2022), or its electronic or telephonic equivalent or the JFS 01121 or the JFS 01122 and includes the applicant's name, address, and signature.

After December 31, 2022, the JFS 01138 will no longer be accepted for child care.

What is a complete application?

The application is considered complete when the caretaker submits the following:

Required information for all family members

The complete information about all caretakers' qualified activities

Verification of all household income

Verification of citizenship or qualified alien status for the child(ren) in need of care

Name and address of an eligible provider

What actions should a county take if it received a JFS    01138 and all verifications required for eligibility, but the caretaker never submitted the JFS 07200? The JFS 01138 is considered a valid application until December 31, 2022. If the county received all verifications required for eligibility by the 30th day, the county will update the case using the received verifications and determine the family's eligibility for child care.
What actions should a county take if it received a JFS    01138 and the verifications required for eligibility, but the JFS 07200 was not returned by the 30th day? The JFS 01138 is considered a valid application until December 31, 2022, therefore the JFS 07200 is not required for eligibility to be determined. If the caretaker fails to submit the required verifications by the 30th day of the JFS 01138 receipt date, the application should be denied, and the county should notify the caretaker of their hearing rights. 
What if the county received the JFS 01138 but has not sent out a request for verifications? The county will send a checklist to the caretaker requesting the verifications required for eligibility. The caretaker will be allowed 10 days or the remainder of the 30 days in the 30-day application period, whichever is greater, to submit the required eligibility verifications.
What if a family was previously denied because they submitted a JFS 01138 and failed to return the JFS 07200 by the 30th day? Counties are not required to reexamine any child care cases that were denied because the JFS 01138 was submitted but the caretaker failed to submit a valid JFS 07200 requesting child care. Caretakers will need to reapply by submitting a valid JFS 07200 or a valid JFS 01138.
What if a JFS 01138 or JFS 01124 is received after December 31, 2022?

After December 31, 2022, the JFS 01138 and JFS 01124 will no longer be accepted for child care eligibility.

If the JFS 01138 is received after December 31, 2022, the county is to contact the applicant informing them a JFS 07200 is to be used for initial application, send them the JFS 07200, or obtain their telephonic audio signature or direct them to the Self-Service Portal where an electronic JFS 07200 can be submitted.

If the JFS 01124 is received after December 31, 2022, and BEFORE the end of the current eligibility period, the county is to contact the applicant informing them a JFS 07204 is to be used to recertify child care benefits, reissue the JFS 07204 via the Ohio benefits integrated eligibly system, or obtain their telephonic audio signature or direct them to the Self-Service Portal where an electronic JFS 07204 can be submitted.

If the JFS 01124 is received after December 31, 2022, and AFTER the end of the current eligibility period, the county must contact the applicant informing them a JFS 07200 will be needed to reapply for child care eligibility.

Can the JFS 01121 and JFS 01122 be accepted for child care after December 31, 2022? Yes. However, if the individual wants to apply for benefits other than child care, a valid JFS 07200 must be submitted.
Can the JFS 07200 or a JFS 01138 be used to complete a recertification in the place of the JFS 07204?

Yes, the JFS 07200 and JFS 01138 have all the information required to recertify a family's child care benefits. Therefore, a valid JFS 07200 or valid JFS 01138 can be accepted in place of the JFS    07204 at recertification. Like the JFS 07204, a valid JFS 07200 or valid 01138 must be submitted with proof of current household income and other changes prior to the end of the current eligibility period for the recertification process to be complete.

If the caretaker fails to complete the rectification process timely, a new valid JFS 07200 or a valid JFS 01138 will be required and considered an initial application for child care 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.