DEPARTMENT OF HEALTH AND SOCIAL SERVICES

Division of Social Services

PROPOSED

PUBLIC NOTICE

ADJUSTING CHILD CARE PAYMENTS AND AUTHORIZATIONS

DSSM 11006.4.8 Completing Correct Transactions

DSSM 11006.4.9 Completing Manual Adjustments

In compliance with the State's Administrative Procedures Act (APA - Title 29, Chapter 101 of the Delaware Code) and under the authority of 31 Del. C. § 512, Delaware Health and Social Services (“Department”) / Division of Social Services (DHSS/DSS) is proposing to amend the Division of Social Services Manual (DSSM) regarding the Child Care Subsidy Program.

Any person who wishes to make written suggestions, compilations of data, testimony, briefs or other written materials concerning the proposed new regulations must submit same to, Division of Social Services (DSS), 1901 North DuPont Highway, P.O. Box 906, New Castle, Delaware 19720-0906, by email to Nicole.M.Cunningham@delaware.gov, or by fax to 302-255-4413 by 4:30 p.m. on August 31, 2021. Please identify in the subject line: Adjusting Child Care Payments and Authorizations.

The action concerning the determination of whether to adopt the proposed regulation will be based upon the results of Department and Division staff analysis and the consideration of the comments and written materials filed by other interested persons.

SUMMARY OF PROPOSAL

The purpose of this notice is to advise the public that Delaware Health and Social Services (DHSS)/Division of Social Services (DSS) is proposing to amend the Division of Social Services Manual (DSSM) regarding the Child Care Subsidy Program.

Statutory Authority

45 CFR 98.45 (l)(6)

Background

DSSM 11006.4.8 Completing Correct Transactions explains the process that DSS staff must complete to correct a child care provider payment when a processing error occurs or there is a change in care or family circumstances reported or discovered during an authorized month.

DSSM 11006.4.9 Completing Manual Adjustments explains the process that DSS staff must complete to correct a child care authorization when a processing error occurs.

Summary of Proposal

Purpose

The purpose of this proposed regulation is to provide instructions for DSS staff on completing adjustments to provider payments and child care authorizations.

Summary of Proposed Changes

Effective for services provided on and after October 11, 2021 Delaware Health and Social Services (DHSS)/Division of Social Services (DSS) proposes to amend Division of Social Service Manual (DSSM) regarding the Child Care Subsidy Program.

Public Notice

In accordance with the state public notice requirements of Title 29, Chapter 101 of the Delaware Code, DHSS/DSS gives public notice and provides an open comment period for 30 days to allow all stakeholders an opportunity to provide input on the proposed regulation. Comments must be received by 4:30 p.m. on August 31, 2021.

Fiscal Impact

DSS is adding the regulations to provide clear and accurate directions on completing adjustments to provider payments and child care authorizations. These procedures are currently in place and there are no new financial responsibilities associated with the regulations.

Statutory authority

45 CFR 98.45 (l)(6)

DSS staff will complete a correct transaction to adjust a child care provider payment.

1. A correct transaction is entered into the DSS eligibility system to correct provider payment

errors that occurred because of:

A. A DSS processing error; or

B. A change in care or family circumstances reported or discovered during an

authorized month, such as:

i. An increase in the level of care;

ii. An increase in the number of days needed for care;

iii. A change in paid absent days;

iv. A change in family size; or

v. A change in family income.

2. DSS staff will complete a correct transaction to adjust a provider payment when:

A. A child care provider reports an authorization or payment discrepancy within 60 days of

the date of the applicable payment and DSS confirms the payment error; or

B. DSS determines that a payment discrepancy occurred due to a processing error or a

change in care or family circumstances.

3. DSS staff may complete a correct transaction once the provider has been paid for the month

in which the correct transaction is being requested.

4. The DSS eligibility system will automatically issue the difference in payment to the

provider once the correct transaction has been entered.

Statutory Authority

45 CFR 98.45 (l)(6)

DSS staff will complete a manual adjustment to request a change to a child care authorization.

1. DSS staff will complete Form 634 "Child Care Manual Adjustment Form" to correct

authorization errors that occurred because of:

A. DSS staff will complete Form 634 when:

i. A child care provider reports an authorization or payment discrepancy within 60 days

of the date of the applicable payment and DSS confirms the authorization error; or

ii. DSS determines that an authorization discrepancy occurred due to a processing error.

B. DSS staff who prepare Form 634 must:

i. Have their supervisor sign and approve the form;

ii. Enter a case comment in the eligibility system detailing the reason for the manual

adjustment; and

iii. Submit the completed form to a DSS child care monitor.

2. Upon receiving Form 634, the child care monitor will:

administrator.

A. The child care monitor must submit the following documents to the POC administrator

for manual adjustments:

i. Form 634 "Child Care Manual Adjustment Form";

ii. The DSS manual adjustment worksheet;

iii. A copy of the case comment from the eligibility system that details the reason

for the manual adjustment;

iv. A copy of the child care authorization from the eligibility system;

v. The provider's summary attendance report or a copy of the attendance report from

the eligibility system; and

vi. The self-arranged payment report (for self-arranged care authorizations only).

3. A POC administrator will review the documents submitted by the child care monitor and

enter approved manual adjustments into the DSS POC system.

4. The DSS eligibility system will automatically issue the difference in payment to the

provider once the manual adjustment has been entered.