Provider Information (Information for Child Care Providers)
How To Become A Provider With The Child Care Assistance Program
- Contact the County Department of Social/Human Services of the county you live in for information.
- The County will send you a packet of information after a parent or adult caretaker has selected you as their child care provider.
- One of the forms is a Fiscal Agreement, which is a contract between you and the county which details each party’s responsibilities and agreement on certain policies and the rate you will be reimbursed for child care services.
- The following forms will also need to be completed and returned to your county office:
- Form W-9 (IRS) for reporting payments made by CCCAP, Point of Service (POS) Agreement
- Licensed Child Care Center or Licensed Family Child Care Home
- You must have a valid Colorado child care license number and be in compliance with the rules and regulations required
- You must provide a listing of the rates your private pay clients are paying (the rates you charge non-CCCAP clients) at application and annually (or whenever your rates change)
- You will not be paid more from any county than you charge for non-CCCAP child care clients. You may be paid less than the rate you charge private pay clients, depending on the county reimbursement rate.
- If you have a fiscal agreement with more than one county, you may be paid at different rates because each county determines what rates they pay.
- In some counties, a legally exempt provider (a person not required to be licensed to provide child care) may participate in CCCAP. For CCCAP purposes, this person is identified as a Qualified Provider. Contact your county office for details (child care with a friend or relative of the family, etc.)
- You will be asked to provide the same forms above (Fiscal Agreement and POS Agreement, if applicable) AND an agreement listing Child Care Standards for Non-Licensed Providers in which you promise to meet the standards set forth in the form. Keep a copy of this agreement for your reference so that you can continuously meet those standards. If you fail to meet those standards, the county may terminate your fiscal agreement.
Recording Attendance At Your Location
- During 2010, counties and the providers they authorize will begin a new payment system that requires that the clients hold a CCCAP Card, which will be mailed to them at the appropriate time.
- Your clients will be required to use this card at your location to record attendance. Your county office will help you with using this system if they are using it. See Provider POS Instructions.
- If your county does not yet use the POS device, you will be mailed Attendance and Billing records each month which must be completed to receive payments from the county for your child care services.
Parental Fee Payments
- In most cases, Parents will be required to pay a portion of their child care costs and the amount will be based upon their household size and gross income.
- This fee is paid directly to YOU, as the provider, at the first of each month. It is applied to the total amount the county pays for care.
Example: Assume the parent’s fee is $120. In a typical month, the parent pays $120 and CCCAP pays $300 for the child’s care. This month, though, the family will no longer be receiving benefits under CCCAP as of the 7th of the month because the parent got a promotion and is relocating. From the 1st to the 7th of the month, the child is in care for only 4 days for a cost of $95. The parent would pay the $95 and CCCAP would pay nothing. If the cost for those 4 days was $125, the parent would pay $120 (the amount of their fee) and CCCAP would pay $5.
- If the client fails to pay the parental fee, child care benefits may end and they must be paid even if the client changes child care providers. You will agree to report unpaid fees to your county office by the end of the month for which the fees were due.
- The parental fee covers the hours authorized, shown on the authorization certificate and you may not charge the CCCAP client in excess of the county’s rate, even though your private client rates are higher.
- You may charge for extra for hours used beyond the authorized hours, including late fees for clients picking up their child after hours.
Rates And Claims For Payment
- Counties consider a number of factors in setting rates, including but not limited to local economies, child care availability, market rates, quality, and county budgets.
- Counties are not allowed to pay more than a provider’s private clients pay for the same services.
- You are responsible for taxes that may be due on the income you receive from CCCAP. You will receive a Form 1099 from the county at the end of each year for filing with the IRS.
- The use of a Point of Service (POS) device generates payment based on attendance, communicating directly with the Childcare Automated Tracking System (CHATS). Manual claims for services provided but not paid through use of the POS (such as fees agreed upon with the county) are submitted to the county for payment.
- Weekly payroll generated through use of the POS device is released Wednesday overnight; the date of access to that payment in your direct deposit account is dependent upon your institution's policies.
- Payments are made only for the care that is authorized by the county child care worker so make sure you have documentation for that authorization BEFORE providing care.
- No paid notice is available under CCCAP and you may not require two weeks notice be paid before the client leaves care (even if your policy requires this). In most cases, the child care worker will attempt to give you as much notice as possible of changes as a courtesy.
Child Care Standards for Non-Licensed Providers
Point of Service (POS) Device Provider Agreement
Child Care Claim Form (Manual Claims)
Qualistar Colorado Quality Rating Information
Provider Self Service Portal (PSSP)