What is CCAP? Illinois Department of Human Services Child Care Assistance Program
Learning ObjectivesBecome familiar with IDHS Child Care Assistance Program policy concerning: • CCAP Overview • Provider Qualification • Application Process • Payment Process • Parent Co-payments • Other Issues
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
Certificate Program Managed by Child Care Resource and Referral (CCR&R) Agencies Payments for all types of legal child care providers Site Program Managed by Site Administered Child Care Centers Centers are paid directly through IDHS IDHS CHILD CARE ASSISTANCE PROGRAMTwo Delivery Systems
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)
Family EligibilityDetermination • 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. Approved Denied Child Care Eligibility RAI
Eligibility Calculator • Families and providers can get an estimateof 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:http://www.dhs.state.il.us/applications/ChildCareEligCalc/eligcalc.html • Note: Only the CCR&R or Site provider can calculate the Total Monthly Income that will be used for determining eligibility for the program
Family Eligibility Guidelines A more complete explanation of CCAP eligibility can be found in the “CCAP Program Manual” located at: www.dhs.state.il.us/page.aspx?item=9877 Check it out!!!
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)
Types of Legal Care Arrangements (cont.) • Day Care Home Exempt from Licensing (764) • Relative Exempt from Licensing (765)Care in the home of the provider • Non-relative Exempt from Licensing (766)Care in the home of the child • Relative Exempt from Licensing (767)Care in the home of the child
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.
License Exempt Home Examples of Capacity Providers can care for six children from one household. Providers can care for two children from one household and one from a second household.
License Exempt HomeExamples of Capacity Providers cannot care for two children from one household and two from a second.
Provider Information • Providers 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
License Exempt Homes • Providers caring for children in their home areNOT eligible for child care for their own children.
Parents Employed by aLegal Care Provider • The need for an assistant is verified with a DCFS licensing representative • All assistants must clear the Illinois State Police and Sex Offenders Registry Background Check and a CANTS Check • The provider must keep records of these checks • Employment must be documented with pay records • There must be a need for child care services
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
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.
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 (IL444-3461) if the provider has not completed the form for another case in the past.
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.
Physical exam TB skin test No accessible hazardous material, firearms or ammunition First aid supplies No corporal punishment Developmentally appropriate play activities Children supervised at all times Maintain all records for five (5) years Make records available to IDHS No incorrect or fictitious SSN Provider Certification When signing the child care application, the provider is agreeing that they will comply with certain requirements, including but not limited to:
Authorization for Background Check (ABC) Form • In order to be paid by the state, all providers must complete an Authorization for Background Check (ABC) form • All persons age 13 and older in the provider’s home where care is being given may be subject to background checks • If 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
Background Checks • CCR&R staff must verify that the provider has cleared the required checks • If 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
Background Checks Providers must follow the instructions within the given timeframes in order to be approved to receive payments from the State.
Missing SSNs • If 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.
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.
DCFS Background Check Unit (continued) 3. For non-relative providers and employees of a license exempt center, DCFSwill 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 facility 4. DCFS will record the result of PASSED or FAILED for each type of checkon the ABC form 5. DCFS will return the ABC form to the appropriate CCR&R with a PASS/FAIL indication for each relevant check
Re-Fingerprinting • DCFS 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.
Challenges to CANTS Findings Challenges to CANTS findingsmust be made in writing to the: Illinois Department of Children and Family ServicesState Central Register406 E. Monroe - Station #10Springfield, IL 62701
Challenges to CriminalHistory Findings Challenges to criminal history findings must be made in writing to the nearest Illinois State Police or the FBI Office.
W-9 Form • The 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.
Type of Business • Providers 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
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: www.dhs.state.il.us/page.aspx?item=30355
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.
How Long Does the Application Process Take? The parent/guardian and provider will receive one of three forms within 45 days of the CCR&R or Site receiving the completed Application and required documentation: • A Denial, or • An Approval, or • A Request for Additional Information (RAI)
It is the applicant's responsibility to provide the CCR&R or Site written documentation required to establish their initial or continued eligibility Providers may assist the parent in completing the application process but the parent/guardian must communicate with the CCR&R regarding eligibility documentation Parent/Guardian's Responsibility
Schedule and Rate-Application • The Provider and Parent must complete Section 4 (p. 8 & 9) of the application together • Care schedule must be reasonably related to the parent’s activity schedule • The Provider must enter the daily rate that will be charged for each child
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. Providers Signature and Date
Verification of Family Information • Information submitted by the parent/guardian on the application and supporting documentation is verified through various agency databases such as: VERIFICATIONS • TANF • Food Stamps • Medical • Employment Security • Dept. Of Labor • Social Security Admin. • Child Support Enforcement
If the family is approved, boththe Parent and Provider willreceive a Notice of Approval. • Child Care Case Number • Parent /Provider Information • Reason for Child Care • Eligibility Period • Parent Co-payment Amount • Names of Eligible Children • Number of Days Per Week (full or part-time or school age care) • Daily Rate Amount • Comment Area
Redeterminations • Most cases have their eligibility reviewed for continued eligibility at least every six months. • This is called a Redetermination • Families 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.
Grace Periods and LeavesFor Active CCAP Families • Job Search • 30 days from loss of employment to look for a new job. CCR&R or Site must be notified at beginning of each search period • Semester Breaks • 30 days from the last day of semester for college students who are eligible for the next semester • College Graduation • 30 days from graduation for job search Only three (3) grace periods areallowed in a 12-month period The CCR&R or Site MUST be notified within10 days of the change in order to beeligible for a grace period.
Grace Periods and LeavesFor Active CCAP Families • Medical Leave • Six weeks per leave with proper documentation • MUST be returning to the same job after the leave • Maternity Leave • Six weeks per leave with proper documentation • Starts on the date of delivery • MUST be returning to the same job after the leave Note: The parent can request a Medical Leavefor medical complications associated with pregnancy prior to the delivery.
Payment Process • Monthly computer-generated billing forms will be sent each month from IDHS • Enter the total number of days (full or part time or school age) of care provided for each child • The provider is responsible for maintaining daily attendance records/sign-in sheets which can be requested by IDHS at any time within five years It is important to keep these records to verify that care was provided for the days that were billed.
Payment Process (cont…) • Providers should never bill for days when a child was not in attendance or when a center or home was closed • Centers must list the number of days open during the month on the certificate • The CCR&R begins processing the certificates on the first working day of each month following the month of service • The Illinois Comptrollers Office writes and mails the checks (warrants)
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.
Payment Process (cont.) • The payment process from beginning to end takes about three weeks • It 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
Payment Process (cont.) Taxes are not deducted from child carepayments. Providers will be sent an IRS Form (1099-Misc) for earned income of $600 or more for tax reporting purposes.
Center Certificate Reports Only Be sure to read and follow the instructions on the Certificate Report. • Besure to use the correct code for adjusted eligible days: • Enter code in the next to last column of the form • Enter the dates that the event occurred in the last column
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.