Wisconsin Department of Children and Families - Division of Early Care and Education
Bureau of Child Care Subsidy Administration
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Parents must report changes that impact any of the authorization components defined in Chapter 16. In some instances, a change requires a new authorization to be based on the assessment results (see 17.1.1). Other times, the new authorization may continue at the same number of hours as the previous authorization (see 17.1.2).
After a parent reports a change that impacts any of the authorization components defined in Chapter 16, the agency worker must complete an authorization assessment. An authorization assessment means the agency worker has a discussion with the parent about their child care need. A summary of the discussion must be documented in case comments (see 12.2).
If the parent’s child care need has not changed, and the parent is eligible to maintain the hours per Section 17.1.2, the agency worker must not update the authorization. If the criteria in Section 17.1.1 are met, or if the parent requests a part-time authorization despite being eligible for a full-time authorization based on continuity of care, the agency worker must:
End the current authorization
Complete a new authorization using the most recently reported information.
The new authorization must start the beginning of the next month if there is an existing authorization that covers the entire current month.
If an assessment indicates an increase to the authorized hours because of an increase in approved activity hours, the agency worker must verify eligibility information related to the increase of approved activity hours before increasing the authorized hours (see 7.9.2). Increases due to other reasons, such as a change in travel time needed, do not need to be verified unless questionable.
| Example 1: Shantell works 40 hours per week. Her child, Tara, has an authorization for 45 hours per week (unpaid lunch and travel time included). In June, Shantell reports that her work hours have decreased to 10 hours per week. The agency worker determines that this is only a decrease in work hours and the criteria for the authorization to be based on the assessment results are not met. The agency worker asks Shantell if she plans to continue using the same full-time authorization. Shantell indicates that she does. The worker documents the conversation in case comments and does not update the authorization. |
| Example 2: Robin works 25 hours per week. Her child, Brandon, has an authorization for 30 hours per week, which includes travel time. She calls the local agency today to report that her hours have decreased to 10 hours per week. The agency worker asks Robin if she plans to continue using the same full-time authorization. Robin indicates that she is only sending Brandon when she is working and does not need a full-time authorization. The agency worker ends the current authorization at the end of the current month and creates a new authorization. The worker writes the new authorization with a start date of the first of the following month and enters the decreased child care need plus travel time based on Robin's request. The agency worker documents the conversation with Robin, including her request for decreased authorized hours, in case comments. |
| Example 3: Erica works first shift and has a full-time authorization for her school-age child, Jonas, during the summer. It is now August and Erica contacts the local agency to request an authorization for Jonas during the school year. Since Erica currently uses the full-time authorization for daytime care and her school-age child is transitioning from summer break to the fall school year, the authorization must be reduced to avoid authorizing during the typical school day. The agency worker ends the current full-time authorization, starts a new authorization for the school year, and updates the authorized hours to align with Erica’s need for part-time care during the school year. |
17.1.1 Assessment Results Authorizations
17.1.2 Continuity of Care Authorizations
17.1.3 Authorization Assessments Following Activity Break Periods
This section last updated 11/1/2024