This memorandum provides procedures for Family Child Care Home (FCCH) Sponsoring Organizations to follow when providers are in process of the Minnesota Department of Human Services (DHS) family child care license renewal or are relocating to a different child care address or location. A family child care provider who already participates in the Child and Adult Care Food Program (CACFP) and (1) has a child care license that expires, or (2) relocates, is considered to meet the CACFP requirement of "complying with applicable procedures to renew licensing" for six months from date of license expiration or date of move from the original location, based on documentation from the child care licensor that the provider is complying with applicable license renewal procedures.
Follow these steps:
• The sponsor must receive the documentation as defined above from the child care licensor before submitting claims for any period after the license expiration date or move date. If the documentation from the licensor is received too late to submit a claim within the 60-day deadline, reimbursement may not be claimed for the month.
• For relocating providers, the licensor documentation must specify the provider's effective date at the new location. If the new license has not been issued within six months of the license expiration date or move date, the provider no longer meets CACFP licensing requirements.
• The sponsor may not consider the provider to be in process of license renewal if the sponsor receives information that licensing will be denied or that the provider has not made application for or is not continuing the process of DHS license renewal.
• The sponsor must document that CACFP licensing requirements have been met by maintaining the child care licensor documentation on file. Documentation does not routinely need to be submitted to the Minnesota Department of Education (MDE)-Food and Nutrition Service (FNS).
• The following updates to the existing provider application must be submitted to Cyber-Linked Interactive Child Nutrition System (CLiCS). Using the existing provider application for changes will prevent a different CLiCS provider site Identification number from being assigned.
o The new address and latitude/longitude. The tier status is not run automatically when the provider application is submitted for approval. The sponsor must determine the tier status for each relocating provider prior to submitting a claim at the new location.
o The effective date of changes is the later of:
§ The effective date at the new location as documented by the child care licensor; or
§ The date that the provider meets program requirements at the new location.
• The sponsor is responsible to document the provider’s tier eligibility status after the relocation. If the tier status has changed, the sponsor must email email@example.com notifying MDE of the change prior to submitting a claim at the new location.
• FCCH sponsors are not required to conduct a preapproval visit for a provider who is relocating and continuing under the same sponsorship, since the food service capabilities of the relocating provider’s new day care home are verified as part of the licensing process.
• When a provider has relocated, the sponsor must have an agreement that corresponds to the new address/location.
If you have any questions about this information, please contact MDE-FNS at (651) 582-8526, (800) 366-8922, or email to firstname.lastname@example.org.