Child Care Eligibility Documentation Volume VI: Operational
Section 3: Child Care
Policy No. 3.26, Change 5
Effective Date: June 22, 2012
Rescissions: Policy No. 3.26, Change 4, Vol. VI, Sect. 3
Purpose To establish policy regarding documentation requirements when performing
eligibility determination for families seeking child care services through the
Workforce Solutions Upper Rio Grande system to ensure compliance with Texas
Workforce Commission Child Care Rule §809.72.
1. Eligibility documentation will be required to verify that child care is provided to
children under 13 years of age (or under 19 years of age if children meet the
criteria for children with disabilities); families do not exceed the established
income guidelines; and, the parents meet the required participation hours in
employment and/or an education or training activity.
To verify income and weekly participation in employment, a minimum of the
family’s pay stubs for the last four (4) weeks or an employer verification of
income and hours for the past four (4) weeks is required.
Bonuses and overtime will be calculated based on the year-to-date statement on
the pay stubs and prorated to capture monthly earnings. If current pay stubs
indicate bonus or overtime but no year-to-date statement appears on the pay stubs,
additional months of pay stubs or an employer statement attesting to the year-to-
date bonuses and/or overtime will be obtained. When documentation supports
a one-time only bonus payment, the payment will be divided by 12.
An average of the last three six months of child support will be used in calculating
2. Failure to submit required documents by the due date will result in the denial or
termination of child care.
If required documents are received within the 15 calendar day period required by
TWC to allow parents the opportunity to make other child care arrangements, the
CCS contractor shall reinstate or re-determine eligibility, as appropriate.
CCS staff will arrange child care for families referred by Child Protective
Services and Workforce Solutions Upper Rio Grande staff.
Child Protective Services (CPS) contractors or caseworkers will authorize
child care for CPS families. Authorization will be communicated via a
Child Protective Service Authorization Form. The length of time
Upper Rio Grande Workforce Development Board, Inc.
Child Care Eligibility Documentation June 22, 2012
authorized for care will be determined by CPS but will not exceed six
months at a time.
Career Center staff will authorize child care for Workforce Investment Act
(WIA), Temporary Assistance for Needy Families/Choices
(TANF/Choices), and Supplemental Nutrition Assistance Program
Employment & Training (SNAP E&T). Authorization will be
communicated via a Notification of Child Care Authorization (Form
2510). The length of time authorized will be determined by the
caseworker but will not exceed six months at a time.
CCS staff will determine eligibility when career center staff indicates on
the Form 2510 referral that the CCS is to determine eligibility.
B. Self- Referred Families
CCS staff will determine eligibility for families who are not receiving
other workforce center program funding or Texas Department of Family
Protective Services funding.
CCS staff will follow TWC Child Care Rules, to include §809.72,
§809.41, §809.42 and §809.44 and review documentation, such as, but not
limited to, most recent IRS tax return, Form 1099, pay stubs, letters of
employment, business records, ledgers, receipts, public assistance records,
retirement benefit payments or self-employment records/ledgers to
determine income eligibility for child care services.
CCS staff will ensure any ledger or record used for self-employment
verification includes, but is not limited to, the date, location, services
provided, amount received for the service and name of the customer (if
known or available). In accordance with WD Letter 53-07, CCS staff may
calculate self-employment participation hours by dividing the customer’s
self-employed income by the federal minimum wage. CCS staff will
calculate hours this way when a customer cannot provide verifiable
documentation of work hours but can provide verifiable income
CCS staff will ensure that no children of military parents in military
deployment have a disruption of child care services or eligibility because
of military deployment.
Government-funded programs may be a source of information to verify
employment income. If the applicant is transitioning from any TWC
funded programs and verification documentation mentioned above is
available through these records, this information can be used to determine
eligibility for CCDF funds, provided that such data is current; within the
past four (4) weeks.
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Child Care Eligibility Documentation June 22, 2012
C. Additional Children of Families Receiving CCS
CCS staff will place additional children of eligible families in care, if funds
are available, by immediately placing additional siblings in care once
eligibility requirements are met. To clarify, this provision is to be used when
an additional child is added, through birth, adoption, when a parent assumes
responsibilities as “in loco parentis” or when a previously ineligible child
meets eligibility requirements, to a family with children enrolled in CCS. The
eligible child may be immediately enrolled into child care if funding is
D. CCS staff will obtain the number of pay stubs to ensure the past four (4)
weeks of employment is reviewed. If a family member has not been
employed for the full four (4) weeks, paystubs for the length employment time
will be obtained and reviewed. CCS staff may use employer verification as
E. Designated CCS staff may waive the four (4) weeks of pay stubs requirement
on a case-by-case basis, if the parent does not have all four (4) weeks of pay
stubs (but has at least one pay stub), and CCS staff has verified with the
employer that an employer verification form cannot be completed due to
company policy, etc. CCS staff will document the results of the employer
contact in the case file prior to requesting the waiver. Designated CCS staff
will provide a written determination to the waiver request that will be
maintained in the case file.
F. CCS staff may use employer verification of overtime and/or bonus payment as
Lorenzo Reyes, Jr.
Chief Executive Officer
Adopted June 21, 2012
Effective June 22, 2012
Review June 2014
Inquiries Workforce Resources
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