Completing a Child Care Referral (Revised)

The Child Care Referral is used to authorize child care for an eligible client. A referral is provided to the local Child Care Resource and Referral agency (CCRR) which tells them DTA has determined the family is eligible to get a child care authorization. 

Full Engagement Workers (FEWs), Self-Sufficiency Specialists (SSSs) and SNAP Employment and Training Specialists will be the primary staff completing child care referrals. Staff will complete a child care referral through the Child Care Workflow. Staff must review the Address, Phone, and Household pages to ensure this information is accurate prior to initiating the request and generating the referral.

The Child Care Workflow has the following pages available to complete a child care referral:

Child Care Request

  1. click Request to initiate the request for a referral
  2. select the Referral type from the drop-down based on the type of child care authorization the family is eligible for
  3. select Full Time or Part Time Need based on the family’s request for child care coverage
  4. select the CCRR Resource that provides child care services to the city/town the family resides in
  5. click Next to open the Referral page

If there is a closed TAFDC case associated with the parent, the last TAFDC closing date will be displayed, to determine whether the family is eligible for a Transitional referral.

Child Care Referral Page

  1. the Request section will display all children in the household up to age 16
    1. for any child who is 13 or older, you must select Exception approval if the client is requesting care due to a medical/behavioral need, disability or court-involved status. The CCRR will work with the family to verify the exception, if needed.
  2. click Calculate
  3. the Result section will now display the children and their child care eligibility status
  4. click Finish. The Child Care Referral will be generated and will open.
  5. a copy will also be mailed to the client by Central print and available as a notice in Client Communications

Sending the Child Care Referral to the CCRR

  1. select View by Page on the open Notice Preview window. A new window will open.
  2. click Save As on the pdf Notice document. Update File name to the grantee’s full last name and first initial of their first name.
  3. save pdf file to Desktop
  4. create a new SECURE: email to the designated CCRR mailbox that covers the city/town the family resides in. See CCRR Contact list
  5. attach the Child Care Referral pdf to the email
  6. after sending the email, delete the pdf from the Desktop files.

Note: Any email containing client information must be encrypted by typing “SECURE:” in the subject line. Emails must be encrypted following this rule when communicating with both internal DTA staff and external partners.

Important: DTA does not terminate child care when a client stops working or participating in an activity when a Pathways to Work Plan ends, or a DTA case closes.

Last Update:  February 20, 2024