Presentation on theme: "Illinois Department of Human Services Child Care Assistance Program"— Presentation transcript:
1 Illinois Department of Human Services Child Care Assistance Program What is CCAP?Illinois Department of Human Services Child Care Assistance Program
2 Learning Objectives Become familiar with IDHS Child Care Learning Objectives Become familiar with IDHS Child Care Assistance Program policy concerning:CCAP OverviewProvider QualificationApplication ProcessPayment ProcessParent Co-paymentsOther Issues
3 Child Care Assistance Program The Illinois Department of Human Services Child Care Assistance Program – helps pay for child care expenses for income-eligible families who work or go to approved school or training
4 IDHS CHILD CARE ASSISTANCE PROGRAM Two Delivery Systems Site ProgramManaged by Site Administered Child Care CentersCenters are paid directly through IDHSCertificate ProgramManaged by Child Care Resource and Referral (CCR&R) AgenciesPayments for all types of legal child care providers
5 IDHS CCAP Family Eligibility Guidelines Parents/Guardians must be Illinois Residents,Must meet the income guidelines of the program;Must be employed or enrolled and participating in an approved education or training program or involved in a TANF-approved activity or a combination of any of the above;Child must be under the age of 13 year(unless special needs can be documented to continue the care beyond the age of 13 years)
6 Family Eligibility Determination Eligibility can only be determined by the CCR&R or contracted Site Administered child care centers.The provider must decide if they will provide care before the case is approved and how or if to charge the parent while eligibility is being determined.Non-contracted child care providers cannot determine if a family is eligible for the assistance program.ApprovedDeniedChild CareEligibilityRAI
7 Eligibility Calculator Families and providers can get an estimate of the parent’s share of the cost of care, known as the Parent Co-payment, by using the Child Care Assistance Program Eligibility Calculator on the web at:Note: Only the CCR&R or Site provider can calculate the Total Monthly Income that will be used for determining eligibility for the program
8 Family Eligibility Guidelines A more complete explanation of CCAP eligibility can be found in the “CCAP Program Manual” located at:Check it out!!!
9 Types of Legal Care Arrangements Licensed Day Care Center (760)Day Care Center Exempt from licensing (761)Licensed Day Care Home (762)Licensed Group Day Care Home (763)
10 Types of Legal Care Arrangements (cont.) Day Care Home Exempt from Licensing (764)Relative Exempt from Licensing (765) Care in the home of the providerNon-relative Exempt from Licensing (766) Care in the home of the childRelative Exempt from Licensing (767) Care in the home of the child
11 License Exempt Homes (764, 765, 766, 767 types of care) A provider who is not licensed, who provides care in their own home or in the home of the child, can care for no more than three children, including the provider’s own children, unless all the children are from the same biological parent and the same household.
12 License Exempt HomeExamples of CapacityProviders can care for six children from one household.Providers can care for two children from one household and one from a second household.
13 License Exempt Home Examples of Capacity Providers cannot care for two children from one household and two from a second.
14 Provider InformationProviders cannot be a parent, stepparent, adoptive parent or legal guardian of the child;Providers cannot be a person living in the home who is a parent of the child's sibling or has a child in common with the applicant;Providers cannot be a member of the parent’s TANF unit;Providers cannot have certain criminal convictions or be indicated by the Illinois Department of Children and Family Services (DCFS) Child Abuse and Neglect Tracking System (CANTS);Providers must be 18 or older
15 License Exempt HomesProviders caring for children in their home are NOT eligible for child care for their own children.
16 Parents Employed by a Legal Care Provider The need for an assistant is verified with a DCFS licensing representativeAll assistants must clear the Illinois State Police and Sex Offenders Registry Background Check and a CANTS CheckThe provider must keep records of these checksEmployment must be documented with pay recordsThere must be a need for child care services
17 Provider Registration for License Exempt Homes License exempt homes MUST provide clear copies of:Current Driver License (front and back) or a,Current State ID or a,Current Military ID and,Social Security Card
18 License Exempt Centers Child care facilities and programs must meet certain conditions in order to qualify as exempt from licensure.A child care center not licensed by the State of Illinois must certify its program is exempt from licensure by submitting a License Exempt Day Care Center Self-Certification form.
19 License Exempt Centers If a parent submits an application or redetermination that indicates their child attends a license exempt day care center, the CCR&R will verify the provider status in the IDHS system.The center will need to complete a License Exempt Child Care Center Self-Certification form (IL ) if the provider has not completed the form for another case in the past.
20 License Exempt Centers At the discretion of the Department of Human Services, the center may be asked to furnish a letter from the Department of Children and Family Services (DCFS) that verifies the center's exempt status.If the provider marks the 9th exemption on the form, the facility must attach written verification from the local DCFS licensing office.
21 Provider Certification When signing the child care application, the provider is agreeing that they will comply with certain requirements, including but not limited to:Physical examTB skin testNo accessible hazardous material, firearms or ammunitionFirst aid suppliesNo corporal punishmentDevelopmentally appropriate play activitiesChildren supervised at all timesMaintain all records for five (5) yearsMake records available to IDHSNo incorrect or fictitious SSN
22 Authorization for Background Check (ABC) Form In order to be paid by the state, all providers must complete an Authorization for Background Check (ABC) formAll persons age 13 and older in the provider’s home where care is being given may be subject to background checksIf an ABC form is not submitted, or if the provider or any individuals in the home are indicated, a 10 day cancellation notice will be issued.Sections 1, 2 and 4 MUST be completed by the provider
23 Background ChecksCCR&R staff must verify that the provider has cleared the required checksIf not, CCR&R staff must send instructions, an Authorization for Background Check form, and a screen print from the DCFS Fingerprint Database to the provider
24 Background Checks Providers must follow the instructions within the given timeframes in order to be approved toreceive payments from the State.
25 Missing SSNsIf the provider and/or household member does not have a Social Security Number, or if an individual refuses to provide a social security number, the background check process cannot be completed and the provider will be denied.
26 DCFS Background Check Unit After the CCR&R forwards the form to DCFS, their Background Check Unit will:1. DCFS will perform a Child Abuse and Neglect Tracking System (CANTS) check on the provider for indicated reports of abuse or neglect.2. DCFS will perform a check of the Illinois and National Sex Offender Registries.
27 DCFS Background Check Unit (continued) 3. For non-relative providers and employees of a license exempt center, DCFS will confirm and compare whether a criminal conviction record sent by the State Police and/or FBI is listed as a bar for:Operating as a license exempt child care provider, or Employee in a license exempt child care facility4. DCFS will record the result of PASSED or FAILED for each type of check on the ABC form5. DCFS will return the ABC form to the appropriate CCR&R with a PASS/FAIL indication for each relevant check
28 Re-FingerprintingDCFS will send written notice to the CCR&R indicating the name of individuals whose fingerprints are not legible or are otherwise impossible to check.The CCR&R must contact the individual to request the need for a reprint.The individual is required to present a copy of the DCFS notice to the fingerprint vendor for the re-fingerprinting to occur.
29 Challenges to CANTS Findings Challenges to CANTS findings must be made in writing to the:Illinois Department of Children and Family Services State Central Register 406 E. Monroe - Station #10 Springfield, IL 62701
30 Challenges to Criminal History Findings Challenges to criminal history findings must be made in writing to the nearest Illinois State Police or the FBI Office.
31 W-9 FormThe State requires all providers to certify their Social Security or FEIN numbers through the W-9 Form process.Sign the W-9 Form exactly the same as it is entered on the name line.Review the form carefully before sending to the CCR&R. If the information is not legible, or if all applicable boxes are not filled in, payment will be delayed.
32 Type of BusinessProviders must indicate the type of business they are legally operating (sole proprietor, corporation, partnership, or other).If “other” is selected, an explanation must be given.Most home providers are sole proprietors unless they have formed a corporation or a legal partnership with another entity or person
33 The Application Process Families seeking assistance must complete a Child Care Application.The Child Care Application Form (3455) is available at IDHS Family Community Resource Centers, Site Administered Child Care Centers, and/or CCR&R’s.You can also download the Application from the web:
34 The Application Process All Applications must be signed by both the parent and the provider before it is submitted to the Site or sent to the CCR&R for processing.Eligibility may begin up to seven days prior to the date the CCR&R or Site received the application or on the date of the applicant’s signature, whichever is later.
35 How Long Does the Application Process Take? The parent/guardian and provider willreceive one of three forms within 45days of the CCR&R or Site receiving thecompleted Application and requireddocumentation:A Denial, orAn Approval, orA Request for Additional Information (RAI)
36 Parent/Guardian's Responsibility It is the applicant's responsibility to provide the CCR&R or Site written documentation required to establish their initial or continued eligibilityProviders may assist the parent in completing the application process but the parent/guardian must communicate with the CCR&R regarding eligibility documentation
37 Schedule and Rate-Application The Provider and Parent must complete Section 4 (p. 8 & 9) of the application togetherCare schedule must be reasonably related to the parent’s activity scheduleThe Provider must enter the daily rate that will be charged for each child
38 LEGAL CARE ARRANGEMENTS Providers must complete and sign their portion of the Application form and check the box that best describes the type of care they will be providing.Providers that are licensed through DCFS, must enter their license number, capacity, expiration date, and hours of operation.ProvidersSignature and Date
39 Verification of Family Information Information submitted by the parent/guardian on the application and supporting documentation is verified through various agency databases such as:VERIFICATIONSTANFFood StampsMedicalEmployment SecurityDept. Of LaborSocial Security Admin.Child Support Enforcement
40 If the family is approved, both the Parent and Provider will receive a Notice of Approval. Child Care Case NumberParent /Provider InformationReason for Child CareEligibility PeriodParent Co-payment AmountNames of Eligible ChildrenNumber of Days Per Week (full or part-time or school age care)Daily Rate AmountComment Area
41 RedeterminationsMost cases have their eligibility reviewed for continued eligibility at least every six months.This is called a RedeterminationFamilies must provide most of the same documentation as when they applied.If the client does not send in the updated information, or is determined to be ineligible for the program, the client and the provider will receive a Notice of Cancellation.
42 Grace Periods and Leaves For Active CCAP Families Job Search30 days from loss of employment to look for a new job. CCR&R or Site must be notified at beginning of each search periodSemester Breaks30 days from the last day of semester for college students who are eligible for the next semesterCollege Graduation30 days from graduation for job searchOnly three (3) grace periods are allowed in a 12-month periodThe CCR&R or Site MUST be notified within 10 days of the change in order to be eligible for a grace period.
43 Grace Periods and Leaves For Active CCAP Families Medical LeaveSix weeks per leave with proper documentationMUST be returning to the same job after the leaveMaternity LeaveStarts on the date of deliveryNote: The parent can request a Medical Leave for medical complications associated with pregnancy prior to the delivery.
44 Payment ProcessMonthly computer-generated billing forms will be sent each month from IDHSEnter the total number of days (full or part time or school age) of care provided for each childThe provider is responsible for maintaining daily attendance records/sign-in sheets which can be requested by IDHS at any time within five yearsIt is important to keep these records to verify that care was provided for the days that were billed.
45 Payment Process (cont…) Providers should never bill for days when a child was not in attendance or when a center or home was closedCenters must list the number of days open during the month on the certificateThe CCR&R begins processing the certificates on the first working day of each month following the month of serviceThe Illinois Comptrollers Office writes and mails the checks (warrants)
46 Payment Process (cont.) After a payment is entered (either by the CCR&R or through the Telephone Billing System, explained later), the payment then goes to DHS Vouchering Unit for approval, then to Illinois Comptroller, who issues the payment.Direct Deposit and Debit Card payments should be available 2 business days after payment is issued by the Comptroller.
47 Payment Process (cont.) The payment process from beginning to end takes about three weeksIt can take four to eight weeks to receive the first payment (This is due to processing the W-9 form at the Illinois Office of the Comptroller)Having your name on your mailbox will help with delivery of your check
48 Payment Process (cont.) Taxes are not deducted from child care payments.Providers will be sent an IRS Form (1099-Misc) for earned income of $600 or more for tax reporting purposes.
49 Center Certificate Reports Only Be sure to use the correct code for adjusted eligible days:Enter code in the next to last column of the formEnter the dates that the event occurred in the last columnBe sure to read and follow the instructions on the Certificate Report.
50 Center Certificate Reports Only Total the number of attended days and the number of adjusted eligible days at the bottom of each page:Include the total of all eligible days being counted.If no adjustment was made to the number of eligible days, the pre- printed number of days should be added.
51 Home Billing Certificates Only If care was provided for more than the approved number of days – An explanation must be given on the back of the certificate.The home provider and parent/guardian must sign the certificate and return it to their local CCR&R office.
52 80% Attendance Rule - Centers Calculation ProceduresAdd the eligible days for ALL IDHS funded children at a location on the certificate reportAdd the attended days for ALL IDHS funded children at a location on the certificate reportDivide the attended days by the eligible daysIf the percentage is 79.5% or higher, all children will be paid for the eligible daysIf the percentage falls below 79.49%, each family will be paid for the attendance percentage
53 80% Attendance Rule - Licensed Homes Calculation ProceduresAdd the eligible days for ALL children in an IDHS funded familyAdd the attended days for ALL children in the IDHS funded familyDivide the attended days by the eligible daysIf the percentage is 79.5% or higher, all children will be paid for the eligible daysIf the percentage falls below 79.49%, all children will be paid for the number of days they attendedPayments for license-exempt child care home providers are based on attended days onlyProgram Handbook section
54 80% Attendance RuleDo not count eligible days if a child did not attend any days of a type of care: full-time, part-time, or school-age.License-exempt homes are paid for days attended only.
55 Attendance Exemptions – Licensed Centers Only Eligible days may be adjusted if more than 50% of enrolled children do not attend on a given day due to:Natural disaster, Mechanical breakdown, Snow days, Epidemics or Other extraordinary eventsContact IDHS at (217) within five days of event.Complete and return an Attendance Exemption Request form with documentation to IDHS within 10 days of event.Fax toProgram Handbook section
56 Additional Child Care Costs IDHS will not pay for the following fees:Time the parent did not give the provider notice that they would no longer be attendingParent co-paymentRegistration or enrollment feesSummer camp activity feesRecreation feesField trips feesActivity feesLate feesTuition
57 Child Care Daily Rates Less than five hours = Part day rate Five hours through twelve hours = Full day rateLess than five hours for child in school= School-age rateMore than 12 hours – contact the CCR&R for instructionsThe maximum rate IDHS will pay for each type of provider and day are located on the IDHS web site at:
58 More on RatesProviders are encouraged to accept the State rate for families using CCAPIf a provider charges more than the State rate, the parent is responsible for the additional amountProviders cannot charge subsidized parents/guardians more than private pay families
59 Quality Counts Quality Rating System (QRS) QRS is a voluntary system available to providers who meet specific indicators of quality care. Providers who meet required criteria are awarded a QRS Award Certificate. Providers caring for children eligible for CCAP will receive a quality add-on rate to help pay for the higher cost of providing quality care.QRS eligibility requirements may periodically change as the system develops.59
60 Provider Types Who Can Apply for the QRS License-exempt Family Child Care Homes.Licensed Family Child Care Homes & Group Homes.Licensed Centers & Licensed School-Age Programs.- Licensed Homes and Centers must care for children full day (8 or more consecutive hours) and operate a minimum of 9 months per year.- Licensed School-Age programs must care for children a minimum of 9 months per year.60
61 License-Exempt Center Based Programs License Exempt Centers must become licensed to apply for QRS.The local CCR&R can provide information on licensing, as well as provide information on funds available to assist in meeting licensing standards.61
62 How Does the QRS Work?License Exempt Home Providers can be approved for one of three tiers based on the number of hours of training they have received.Exempt Home Providers that are serving children eligible for CCAP receive a quality add-on from 10%-20%, depending on the level of training they have taken.62
63 How Does the QRS Work?Licensed providers can be awarded 1-4 star levels based on various criteria.Those receiving CCAP payments receive a quality add-on from 5%-20%, based on the number of stars they are awarded.Each tier/level builds upon the previous level.63
64 Getting Started http://www.inccrra.org Attending the QRS Orientation is required of any provider who applies to the QRS.All providers need to attend required training prior to applying to the QRS.There is currently no application fee for the QRS.Check with your local CCR&R for QRS Orientation schedules and to learn more.See more about QRS on the web at:Training certificates will be given at the end of the QRS orientation.Providers must stay through the entire training to receive an orientation certificate.64
65 Check Payment Status To determine the status of your payment, you can Call the Provider Line at: (800)Go toThe provider TIN (SSN or FEIN) and the IVR case number are requiredThese services are available 24/7 and provide information on the status of your current paymentThis information is updated once each day so there is no need to check more than once a day
66 Telephone Billing System for Home Child Care Providers You will need a special password in order to access the system:Issued after you have submitted the Child Care Telephone Billing Agreement form sent at the time of your approvalYou must still complete the paper certificate and both the parent/guardian and provider must signDo not mail to the CCR&R unless told to by the systemKeep the signed certificate for five yearsIf you have any problems with the billing system, contact your CCR&R
67 Why Use the Telephone Billing System? The State’s payment system receives the information fasterNo mail delays in getting information to the CCR&RThe payment information may be entered seven days a week, twenty-four hours a dayThe provider gets immediate confirmation that their payment has been enteredInformation is posted on the Payment Inquiry Line two days after entry
68 Direct DepositUsing Direct Deposit will get you your payment even fasterFor more information, visit the State Comptroller’s website at:or callTo check the status of your payment, go to:- enter your SSN or FEIN.
69 Illinois Debit MasterCard Card CCAP payments can be deposited to the Illinois Debit MasterCard account by the Illinois Comptroller’s office.Providers must complete an Illinois Debit MasterCard Payment Option Form in order to receive payments on the debit cardThe Illinois Debit MasterCard Payment Option Form can be downloaded at:
70 Who Can Use the Debit Card? CCAP Family Home Child Care Providers (Licensed and License Exempt)Using their own name.DBA’s are only acceptable if the provider is using their own name for payment and their company name in the DBA line
71 Benefits Of The Illinois Debit Card Payments are available faster, therefore you can:Get cash fasterShop fasterReceive notice by phone of paymentAccess toll-free customer serviceReceive monthly statementsAccess information in a safe and secure way
72 Debit Card Customer Service Available 24-hours a Day, 7 Days a Week Check balance.Select or change Personal Identification Number (PIN).Review history of transactions.Ask questions about card use.Disagree with a transaction.Report lost, stolen, and damaged cards.Get notification of deposits.
73 ConvenienceThe Illinois Debit MasterCard is accepted at merchant and bank locations worldwide. Providers can use their card wherever the debit MasterCard acceptance mark is displayed.MasterCard® and the MasterCard® Brand Mark are registered trade marks of MasterCard International Incorporated.
74 Co-paymentsCo-pay amounts are listed on the Approval and the Billing Certificate.It is the responsibility of the provider and parent to decide if the fee should be collected monthly or weekly.To determine the weekly amount, divide the monthly co-payment amount by
75 Co-payment Collection Providers are required to collect the assessed co-payment amount.In the interest of “Best Business Practice” have a contract signed by the parent listing fee payment information.Co-payment collection methods are between the parent and provider.The CCR&R does not play a role.
76 Co-payment Collection In the interest of “Best Business Practice” IDHS recommends that providers collect co-payments before service is provided.Providers may follow fee collection policies they have for private pay families.
77 Co-payments and Multiple Providers Only one provider will be assigned the co-paymentCheck the approval letter and billing certificateThe provider who collects that co-payment will have the assessed amount deducted from their paymentThe provider not collecting the co-payment will be paid the full amount by the StateThe CCR&R will assign the co-payment to the provider that is to collect it. The provider and client will be notified on the approval letters and billing certificates
78 Co-payments and Change of Providers Families shall pay their monthly co-payment to the provider that is approved on the first day of the month.Consequently, if a family changes providers any time after the first day of the month, the first provider shall collect the whole monthly copayment.
79 Co-payments and Change of Providers If charges for care are less than the monthly co-payment, the provider shall collect the smaller of the two amounts. The new provider will not collect a co-payment until the first of the following month.
80 Change of InformationThe CCR&R must be notified within ten days of any changes:Parent Changes:Family sizeIncomeHoursActivityMarital statusAddress ChangeName ChangeProvider Changes:AddressName/DBARatesTIN (SSN/FEIN)Type of careEnding careProgram Handbook sections ,
81 Provider Responsibilities Recap Complete and sign their portion of the applicationComplete all forms required for provider certification (Background Check, W )Get fingerprinted within the given time when requestedSubmit copies of ID and SSN card when requestedMaintain attendance and billing records for all children in their careNotify the CCR&R of any pertinent changes in approved child care arrangements within daysBe responsible for collecting the Parent co-paymentReport child care payment income to IDHS or CCR&R (if the provider receives IDHS benefits for themselves) and the IRS
82 Legal Issues Confidentiality Taxes Information collected about the families and providers of the program will be used only for purposes directly related to the administration of the IDHS Child Care Assistance ProgramTaxesTaxes are not withheld from payments made to providersAn IRS Form (1099-Misc) for earned income will be sent to all providers earning more than $600, for use when filing tax returnsCCR&Rs offer trainings on tax issues for child care providersConfidentiality information is found in Program Handbook SectionProviders must report child care payments on the income tax return.
83 Legal IssuesIDHS and its contractors may conduct investigations when improper payments may have occurredIf you suspect a parent/guardian of committing intentional program violations, contact your CCR&RIf a parent or a provider causes an improper payment, IDHS will seek repayment of fundsProgram Handbook section
84 OverpaymentsIf it has been determined that a parent/guardian or provider is responsible for repayment of an improper payment, an overpayment notice will be issued with instructions for repayment.If a provider does not respond to notices of overpayments, all payments for all IDHS families will be stopped until a repayment plan has been established.Program Handbook sections , ,
85 Problem ResolutionIf a parent/guardian has an issue about how a case has been managed, or about CCAP in general, they should first contact the local CCR&R.If resolution cannot be reached at the CCR&R contact the IDHS Child Care Complaint Unit atSee the What Is CCAP? Handbook section 7 for more details.
86 AppealsParents/guardians have a right to appeal unfavorable decisions made about their case.Appeals must be filed within 60 days of the notice of the unfavorable decision.Contact the CCR&R or IDHS to file the appeal:( )Program Handbook section and section 7 of What Is CCAP?
87 Please note: Home providers have the option of contacting SEIU Provider AppealsIf the provider wants to file an appeal, the CCR&R will:Explain they can only appeal decisions about paymentsExplain how the decision was madeSend the provider an Illinois Courtof Claims Form (CC-28.2)Please note: Home providers have the option of contacting SEIU
88 Other CCR&R Services Licensing Information Gateways Scholarship ProgramGateways to Opportunity Professional Development SystemGreat START Wage Supplement InformationChild Care Nurse ConsultantsMental Health ConsultantsChild Care Business Information, Newsletter and Lending LibraryQuality Counts VanTraining and Conference OpportunitiesFree Referral to ParentsQuality Rating System (QRS) InformationInfant/Toddler Child Care SpecialistThe CCR&R is a great place for providers to access other resources and information to assist them in operating a successful child care business. More information on these programs can be found in the Certificate Provider Handbook and the INCCRRA or local CCR&R web site. If you have questions, contact your local CCR&R.Program Handbook section 8, What Is CCAP? Section 8
89 ResourcesSee the IDHS Child Care Program Handbook for detailed policy on these and other issues at:The What Is CCAP? Handbook will also provide:Definition of common termsProvider TipsFrequently Asked QuestionsForms
90 Illinois Department of Human Services Child Care Assistance Program CCR&RDeterminesEligibilityApplicationProviderIllinois Department of Human Services Child Care Assistance ProgramIDHSPrintsFormsComptrollersPrints CheckApproval &CertificateProviderCompletes CertificateCCR&REnters Certificate
91 Thanks for Attending . . . and for all that YOU do for the children and families of Illinois!!