Updating Certificates 400-28-120-35
(Revised 10/1/12 ML #3348)
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NDAC 75-02-01.3-06
When a certificate is issued, the certificate is not changed unless an eligibility criteria to change a certificate is met.
Eligibility criteria to make a change to a certificate are the results of a change (mandatory, non-mandatory and known information to the agency) which affects the eligibility information contained on the certificate.
A certificate must be updated for the following reasons; however, there may be additional reasons not included that may require the certificate to be updated:
- When there is a change in household size which affects the Child Care Assistance unit household size.
- Someone moves into the household
- Someone moves out of the household
- Change in allowable activity
- Start or end of job search
- Start of work activity (not previously in any work activity)
- End of work activity (no longer in any work activity)
- Start or end of school which includes
- A postsecondary student completes an associate degree, postsecondary diploma, certificate of completion or any other vocational training course or if the caretaker(s) changes to another course of study.
- Start or end of TANF, Diversion or Crossroads
- Increase in monthly child care hours for a child if the increase in hours increased the Level of Care the child needs.
Note: Decreases in the Level of Care are not made during the certificate period.
- Changes in provider(s) or addition of provider(s)
- When a provider is no longer being used by the family or the provider is no longer a qualified provider.
- When a child is no longer eligible for the Child Care Assistance Program including but not limited to:
- turns age 13
- if age 13 and under 19 and verified care no longer exists
- enters Foster Care
- no longer needs care
- State residency
- When a case changes from Waived Co-pay to Co-pay, the certificate must be updated for the month following the month the TANF, Diversion or Crossroads case closes.
- When a case changes from Co-pay to Waived Co-pay, the certificate must be updated effective the month the case is approved for TANF, Diversion or Crossroads.
- When an Intentional Program Violation disqualification penalty is imposed the certificate must be updated effective the month the individual is disqualified.
Example: If an IPV is imposed effective for July, the certificate for July must be updated to remove the disqualified individual from the household size.
If a certificate must be updated, the caretaker is sent a copy of the updated certificate and the provider(s) is sent a copy of the certificate with the information that applies to the child(ren) for whom the provider(s) has been approved to provide care.
If a certificate is updated and there are multiple providers for the family, an updated certificate is only sent to the provider whose certificate has been updated. A certificate is not mailed to a provider if there is no change to their certificate.
