Policy Memo 174
DOH-CACFP: Number 174 (03/14)
TO: CACFP Sponsoring Organizations of Day Care Homes
FROM: Sandra Rhoades, Director, Homes Administration Unit, Child and Adult Care Food Program
SUBJECT: Eligibility: Sponsor Option to Select Income Eligibility Form Effective Dates
I. Purpose and Scope
This memorandum provides clarification regarding individual income eligibility determinations and allows Sponsors flexibility for establishing the effective date of income eligibility applications. USDA recently issued guidance on income eligibility determinations and duration. As a result, Sponsors must select their option for establishing the effective date by completing and returning the attached form. The changes outlined in this memorandum are effective immediately.
II. Background Information
- Sponsors must collect and document the income eligibility of participating day care home (DCH) providers and/or children who qualify for Tier I reimbursement based on household income.
- Form DOH-4160 is used to document the Tier I eligibility of children in Tier II homes; and form DOH-4161 is used to document the eligibility of a DCH provider as a Tier I home and/or to document the eligibility of a DCH provider's own/resident children to be claimed.
- Income eligibility information must be updated annually and may not be more than 12 months old. The DOH-4160 and DOH-4161 forms are considered current and valid until the last day of the month in which the form expires. The Sponsor must obtain a new form before the end of the month after the previous form is expired.
- For example: a DOH-4161 form is dated by the provider on 10/15/2013. The form expires on 9/30/2014. The Sponsor has until 10/31/2014 to obtain a new DOH-4161 form to avoid a lapse in eligibility.
- The beginning and ending dates on the income eligibility forms must match what is entered into CIPS.
- Sponsors must use the most current versions of DOH-4160 and DOH-4161 forms. These forms are updated annually with new income eligibility guidelines and are available to order or download at http://www.health.ny.gov/prevention/nutrition/cacfp/homes.htm
- Sponsors may choose which date to use for income eligibility determinations and must apply this date to all income eligibility forms submitted by DCH providers and/or children enrolled in care. The options for determination dates are:
- The date the parent or guardian signs the DOH-4160, and the date the DCH provider signs the DOH-4161; OR
- The date the Sponsor official completes the Tier I determination in the "Sponsor Use Section" of forms DOH-4160 and DOH-4161.
- Sponsors must complete and submit the attached form to document their choice for the date of determination. Once the date option is selected, it must be applied to all income eligibility determinations.
- USDA also eliminated two previous requirements related to reporting household income. These are:
- Households are no longer required to report changes in income or household size, or when the household is no longer eligible for SNAP or TANF benefits. The household remains eligible for the full 12-month determination period.
- For new DCH providers, the practice of making temporary income eligibility determinations when no income is reported by a household has been eliminated. Now, households that report no income must be approved for the full 12-month determination period.
III. Summary of Changes
USDA issued guidance on changes to procedures for income eligibility determinations and duration. Sponsors are required to select an option for the date to be used to make income eligibility determinations and apply that date to all determinations. The requirement to report changes in household size and income and use of temporary approvals are eliminated. Please contact a Homes Unit Nutritionist if you have any questions.