Child Care Assistance Program Accuracy Review Instructions

Purpose

The Minnesota Department of Human Services (DHS) Child Care Assistance Program (CCAP) monitors case errors to reduce the state's error rate, assure families receiving services are eligible and workers are following CCAP policy. The department will inform agencies when a case is selected for their agency to review. The Child Care Assistance Program agency is required to complete and report the program accuracy review information to the Department of Human Services.

Instructions

Completing the accuracy review form

Complete one Accuracy Review form for each case selected in each quarterly review period. The person completing the accuracy review form cannot be the same worker who determined eligibility or processed the most current redetermination on the specific case.

When completing the Accuracy Review form:

Complete all fields of the header information at the top of the form.
Answer all questions that appear on the form. Questions will appear based on answers provided to a specific question.
If an error was identified based on the answers to the questions, an explanation of how that error was resolved must be included in the comments section at the bottom of the form.
The person completing the accuracy review must sign and date the form before submitting.
When the Accuracy Review form is complete, click the Submit button.
All Accuracy Review forms must be completed by agency staff and submitted by the fifteenth of the second month following the end of the reporting quarter. For example: Cases selected for quarter one, review period of July, August and September will be sent to agencies by end of October. Forms must be completed and submitted by the agency to the Department of Human Services by November 15.

Child Care Assistance Program Accuracy Review: Part 1

Assets

AGENCY

CASE FIRST NAME

CASE LAST NAME

MEC2 CASE NUMBER

REPORTING QUARTER/YEAR

Did the family declare their countable assets were $1 million or less at the time of the most current application or redetermination?

Yes

Unknown

Yes, family declared their countable assets were $1 million or less. No error.

No, family declared their countable assets were more than $1 million.

Was the family receiving MFIP or DWP?

Yes

Yes, no error

Were the family's assets evaluated to determine if countable assets were $1 million or less?

Yes

Assets were evaluated. If $1 million or less, no error. If over $1 million was the application denied or case closed?

Yes

Yes - Application was denied or case was closed, no error. Was the evaluation of assets and conclusion documented in a case note? If not, worker should document the evaluation of assets and conclusion in a case note.

No - Application was not denied or case remained open, there is an error. Worker must close the case, determine if an overpayment should be assessed and identify in comments box below how the error was resolved and whether there was an overpayment assessed. Was the evaluation of assets and conclusion documented in a case note? If not, worker should document the evaluation of assets and conclusion in a case note.

No - Assets were not evaluated. There is an error. Worker must gather asset documentation and evaluate the assets, document the evaluation of assets and conclusion in a case note, determine if an overpayment should be assessed and identify in comments box below how the error was resolved and whether there was an overpayment assessed.

Unknown whether the family's countable assets were $1 million or less.

Was the family receiving MFIP or DWP?

Yes

(Yes) No error.

(No) Was the family contacted to determine if countable assets were $1 million or less?

Yes - Family was contacted and countable assets were declared to be $1 million or less, no error

Yes - Family was contacted and countable assets were declared more than $1 million

No - Family was not contacted

There is an error. Worker must follow-up on the family asset limit, determine if an overpayment should be assessed and identify in comments box below how the error was resolved and whether there was an overpayment assessed. Worker should document the evaluation of assets, if needed, and conclusion in a case note.

Were the family's countable assets evaluated?

Yes

(Yes) Assets were evaluated. If $1 million or less, no error. If over $1 million, was the application denied or case closed?

Yes

(Yes) Application was denied or case was closed, no error. Was the evaluation of assets and conclusion documented in a case note? If not, worker should document the evaluation of assets and conclusion in a case note.

(No) Assets were not evaluated. There is an error. Worker must gather asset documentation and evaluate the assets, document the evaluation of assets and conclusion in a case note, determine if an overpayment should be assessed and identify in comments box below how the error was resolved and whether there was an overpayment assessed.

(No) Application was not denied or case remained open, there is an error. Worker must close the case, determine if an overpayment should be assessed and identify in comments box below how the error was resolved and whether there was an overpayment assessed. Was the evaluation of assets and conclusion documented in a case note? If not, worker should document the evaluation of assets and conclusion in a case note.

COMMENTS

NAME OF PERSON COMPLETING THE REVIEW AND FORM*

TITLE

EMAIL ADDRESS

PHONE NUMBER

COMPLETION DATE

* Cannot be the person who determined eligibility or processed the most current redetermination on this case