Department of Human Services

Child Care Certificate Program Online Policy Manual

Income Eligibility Determination Policy




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TCCMS will provide an automatic computation of monthly income when entered into the system.  There are occasions when it may be necessary to complete an offline calculation of income.  Use the following methods:


·        Hourly income


Determine the hourly wage and multiply this amount by the number of hours worked during the individual’s usual work day to determine gross daily pay.   Multiply the daily pay by the number of days worked in the individual’s work week to obtain weekly pay.


·        Weekly income


Multiply the weekly income by 4.3 to determine monthly income.


·        Income paid every two weeks


Multiply the amount received every two weeks by 2.15 to determine monthly income.


·        Income received twice per month


Multiply the amount received twice a month by 2 to determine monthly income.


·        Annual income


Divide total amount of annual income by 12 to determine monthly income.


·        Regular overtime or seasonal income


Regular income may fluctuate from month to month due to overtime occurring on a regular basis.  To produce a representative income, the income statements for the previous two-month period (8 weeks) will be averaged.


·        Income from farm and non-farm self-employment


This type of income is usually received on an annual basis.  Determine income and expenses in accordance with definitions of farm and non-farm employment, and convert to a monthly figure.  It may be necessary to estimate initially until the client has some actual income data.  If the family or individual has a deficit income due to expenses being greater than the income from farm or non-farm self-employment, the negative figure rather than zero must be included with other income when determining the family’s gross income.


·        Regular income obtained during a portion of the year


Some individuals have regular employment during certain months of the year: schoolteachers, school cafeteria workers, maintenance personnel, and Head Start workers.  Some school employees are paid nine months of the year, some are paid 10 months, and some receive pay 12 months.  The caseworker must determine the pay arrangement a school employee has so that income can be considered in appropriate months.  The average monthly income will be considered available during the month it is received for school employees.


Example:  A school employee who is paid 10 months of the year would be considered to have income for 10 months and 0 income for 2 months.


·        Predicting income not yet received


In cases where employment has just begun it may be necessary to estimate the income in order to determine eligibility and the parent fee amount.   


Accept an employer’s written statement describing the client’s wage and hours



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