CHILD CARE WEEKLY UNIT

Narrator: In this video you will learn when to use the weekly unit type and how to code a weekly child care authorization.  It is important that the appropriate unit type is used to ensure providers are paid correctly and state funds are used wisely. Coding the unit type accurately the first time avoids errors and prevents additional work in the future. 

To be eligible for child care, parents and/or caretakers must be participating in an approved activity. The approved activity is known as the "need factor". Refer to policy to determine if an activity meets the definition of a need factor. In the majority of the cases, the need factor information that you will be gathering will be the work, school or training times.  

The need factor must be re-determined at the child care renewal or when changes are reported. It is important the client understands he or she must report, in a timely manner, any changes that affect child care eligibility, including changes to work or school schedules. 

Child care is only approved for the days and hours the client is participating in their approved activity which includes travel time.  Travel time refers to the amount of time it takes the client to get to and from the child care facility and the approved activity. When there are two parents or caretakers, child care is approved only for the times when both parents' and/or caretakers' schedules overlap. 

Once you determine if and when care is needed, use Appendix C-4-C to establish which unit type is appropriate for each child. The Appendix C-4-C shows all the unit types but in this video we are going to focus on the weekly unit type. 

The weekly unit is used when care is needed for more than four hours per day and at least 15 days but no more than 23 days per month. However, do not use the weekly unit type if the child: uses two different providers, requires any part-time care, uses an in-home provider, or receives child care subsidy on two separate cases due to a joint custody arrangement.

When determining the unit type there are five steps to follow. Step 1 - determine the number of days per week care is needed. Step 2 - determine how many hours per day care is needed. Step 3 - decide if those are full time or part time days. Step 4 - convert to units according to the appendix C-4-c. And Step 5 - determine if the client meets the weekly unit criteria. 

Now let's apply those steps to the following situation. Ms. Howard is an employed, single parent with full custody of her 3-year-old daughter, Mindy and has applied for child care assistance. She has no other child care options other than subsidized care. Mindy attends the same child care facility each day. 

Let's begin with Step 1, which is to determine the number of days per week care is needed. Ms. Howard works Monday, Tuesday, Thursday & Friday - four days a week. Step 2, determine how many hours per day care is needed. Ms. Howard works from 9:30am to 3:30pm each day and needs 30 minutes of travel time each way. This is a total of six hours per day. Step 3, decide if each day is part-time or full-time.  Part-time is four hours or less, full-time is more than four hours. Because Mindy needs more than four hours daily, this is considered full-time. Step 4, convert the days into units according the appendix C-4-C. Ms. Howard works four full time days per week, which equals 18 units per month. 

(NO AUDIO)
1 day per week = 005 units per month
2 day per week = 010 units per month
3 day per week = 014 units per month
4 day per week = 018 units per month
5 day per week = 023 units per month
6 day per week = 027 units per month
7 day per week = 031 units per month

Step 5 is determining if the client meets the Weekly Unit type by checking the criteria listed on the appendix C-4-C. In this case, 18 units fall within the 15 to 23 days per month range. Care is needed for more than four hours each day. Ms. Howard does not use two different providers and does not use an in-home provider. Child care subsidy is not received on two separate cases due to joint custody, so Mindy meets the weekly unit criteria. 

Now we will code a weekly authorization in FACS for Ms. Howard's daughter Mindy.  In the eligibility notebook, on the "Auth. Daycare" tab, begin with the field labeled "Person Name". Click on the drop-down menu and select "Mindy", go to the "Contract Number" field, enter the contract number and hit "Tab"on the keyboard. The computer will then automatically update the "Type of Care" and "Action Taken" fields. In the "Reason" field, select the approved activity from the dropdown menu. In Ms. Howard's example the reason is "FOR CARETAKER TO RETAIN EMPLOYMENT". In the "Child Care Request Date" enter the date opf application. In the "Begin/Change Date" enter the date all verification was provided, or a future date if care is not needed immediately. No entries are needed in the "Client Co-Payment", "Co-Payment Effective Date" and "Review Date" fields. The system will automatically update these fields when the case is saved. No entry is needed in the "End Date" field. In the "Primary Unit Type" field box, under "Unit Type 1 (Daycare Plan)", click on the drop-down menu and select "WEEKLY". In the "Number of Units" field, click on the dropdown menu and select "5 DAYS PER WEEK". Keep in mind when coding weekly, the 5 is an old code that has not been removed from the system.  It does not represent the number of days care is needed. The final field that has to be addressed is the "Notice Indicator". Click on the dropdown menu and select "APPLICATION APPROVAL". 

An Authorization must be completed for each child needing care. Something helpful to remember is when your authorization tab is completed click on the "Actions" option in the tool bar, hover over "Case Check" and click on "Check Tab". The computer will check certain fields to determine if there are any issues that need to be addressed. If no problems were found close the case check window. You are now ready to save the case by clicking on the "Save the Case" icon on the FACS tool bar and check for edits. 

Today you have learned when to use the weekly unit type and how to code a weekly authorization. We hope it was helpful. 

This video was presented by the MET Unit and approved by the Training Unit and the Child Care Subsidy Unit.