Child Care Assistance Program Provider Guidebook
Child CareAssistance ProgramProvider GuidebookChild Care Assistance Program1
PurposeThis guide outlines the following:CCAP OVERVIEW 4-5What is CCAPProgram GuidelinesVerificaitonAdditional InformationTYPES OF PROVIDERS 6-7State licensed providerApproved relative providerTribal registered providerOut of state providerMilitary licensed providerREQUIRED DOCUMENTATION8-9 CCAP required documentationBILLING INFORMATION10-11 Provider rates and sliding fee schedule Requesting paymentPAYMENT INFORMATION12-13 Form of payment Payment Processing Payment NotificationTAX INFORMATIONWHY SHOULD YOU READ THIS BOOKLET?Thank you for participating in CCAP. This booklet is for you—the childcare provider. It explains what you need to know to receive paymentfrom the North Dakota Economic Assistance Division for families whoget benefits from the Child Care Assistance Program (CCAP).Please keep this guidebook for future reference. If you have anyquestions, contact your local human service zone office.2Child Care Assistance Program14-15 W9 Request for Tax Payer Identification Number and Certification Employer ID numbers 1099 NEC Miscellaneous Tax FormSELF-SERVICE PORTAL16-17 Overview Access and Registration Get StartedLINKS & ONLINE FORMS18-19
CCAP OverviewThe Child Care Assistance Program (CCAP) helps income-eligible familiespay for child care while they work or attend school or training.PROGRAM GUIDELINESVERIFICATIONWhat are the requirements for families?What is a child care certificate? Families must meet income guidelines. Parents must need child care to go to work or attend school or training. Children must meet age requirements: Birth through their 13th birthday. Special needs children may qualify up to age 19.A family and child care provider receive what’s called a certificate.The certificate shows: Number of months covered. Monthly co-pay a family must pay. Children covered and if they are full-time or part-time. Maximum amount the program will pay.A parent is responsible to pay any child care costs over the maximumamount paid by the program.What are the requirements for providers? Must be at least 18 years old. Must be a licensed, tribal registered, self-declared or approved relativechild care provider. Must complete a W-9 Request for Taxpayer Identification Number andCertification form¹. Must report an address change to remain active as a child care provider. If you are a licensed, registered, self-declared or an approvedrelative child care provider, contact your human service zone officeto get relicensed to prevent any payment delays.Note: If you fail to report an address change, you will no longer be able toreceive child care payments from the program.Applications for a licensed, registered, self-declaration or approved relativechild care provider can be picked up at the human service zone office².4Child Care Assistance ProgramADDITIONAL INFORMATIONCan I find out the status of a family’s CCAP case?Information about a family’s status is confidential and may be shared onlyunder certain conditions.What are the family’s rights? A family selects their child care provider. Child care providers must let parents have unlimited access to theirchildren. Child care providers and families are responsible for deciding on atermination agreement. The state will not pay a child care provider more than what is chargedfor a self (private) pay family.Child Care Assistance Program5
Types of ProvidersSTATE LICENSED PROVIDERWho issues state licenses?ND Early Childhood Division provides licensing for individuals or businesseswho wish to provide child care services for children outside of their families.APPROVED RELATIVE PROVIDERWho is eligible to be an approved relative provider?A relative residing in a separate home who is related to the child bymarriage, blood relationship or court decree, and is a: Grandparent or great grandparent Aunt or uncle SiblingApproved relative providers must keep attendance records for each child intheir care. These records must be handled in a way that protects the identityof the CCAP family and must be provided at the request of the state orhuman service office. Records should include the following: Child's name Date care was provided Check in and check out timesApproved relative providers will receive a provider ID number. For moreinformation contact the CCAP Office.Are you an approved relative provider interested in becoming astate registered provider?Many of the requirements already completed for approved relativeregistration are the same for self-declared (state registered) providers.Benefits of becoming state registered include: CCAP can pay up to an additional 60 per month per child. Eligible to receive reimbursements for meals through the Child & AdultCare Food Program (CACFP)3.6Child Care Assistance ProgramTRIBAL REGISTERED PROVIDERWho provides tribal registration?Tribes provide a licensing process to members. Registered tribal providerswho provide proof of registration to the CCAP Office are eligible to receiveCCAP payments. For more information contact your tribal office.OUT OF STATE PROVIDERHow does an out of state provider qualify to serve ND CCAP clients?The license for an out of state provder is issued by the state in which they live.These providers may register with the State of North Dakota to provide servicesto clients receiving Child Care Assistance. Contact the CCAP Office to register.MILITARY LICENSED PROVIDERSWho provides military licensing?Military licenses are issued by the military agency. Military licensedproviders who register with the CCAP Office may receive CCAP payments.Child Care Assistance Program7
Required DocumentationCCAP REQUIRED DOCUMENTATIONCopy of License - Issued by appropriate licensing agencyW9 - Request for Tax Payer ID Number and Certification1SFN 617 - Out-of-State/Tribal Child Care Assistance Provider Agreement4SFN 433 - Child Abuse and Neglect Background Inquiry for eachhousehold member age 18 and over5SFN 23 - Application for Approval for Relative Child Care Provider6Copy of Training - Completion of the free Getting Started Training7 offeredby ND Early Childhood DivisionProvider TypeCopy ofLicenseW9SFN 617 SFN 433 SFN 23Copy ofTrainingState LicensedApproved RelativeTribal RegisteredOut of StateMilitary LicensedNote: These are the documents required to receive payment from CCAP.ND Early Childhood Division has additional requirements for state licensedor registered providers.8Child Care Assistance ProgramChild Care Assistance Program9
Billing InformationCHILD CARE PROVIDER RATES & SLIDING FEE SCHEDULECan I bill for registration fees?Who sets provider rates?CCAP may pay for registration or deposit fees charged by Center (licensetypes C,E,K,M) or Group/Family (license type F, G, H) providers.Providers determine how much they charge for services. The state sets ratesfor how much CCAP pays toward the cost of child care.How are CCAP rates set?Providers can share what they are charging for services by participating inthe Market Rate Survey8 which takes place every three years. The informationprovided in this survey helps the CCAP office set rates.What is the sliding fee schedule?The sliding fee schedule9 is used to decide if a family qualifies for theprogram and contains all the CCAP payment rates. Most families arerequired to help pay a part of their child care costs, which is also determinedby the schedule.REQUESTING PAYMENTHow do I request payment?There are two ways to request payment for child care costs. This must becompleted each month for the total hours the child was in your care. Complete the Child Care Request For Payment (SFN 616)10 Submit a provider payment request through the Self Service Portal (SSP)11Note: It is your responsibility as a child care provider to request payment.What do I need to know about the SFN 616? The SFN 616 must be signed and dated by both you as the provider,and the parents or legal guardian. This is only to be signed and dated after all child care has beenprovided for the month and the hours and costs have been recorded.This form is available at your local human service zone office or online.10Child Care Assistance ProgramCan I bill for hours that a child is absent from care?Absent hours are defined as hours where the child is normally scheduled toattend daycare, but is absent. If your practice is to charge for hours when achild is absent you may do so on the SFN 616. List the number of hours the child is absent in the ‘Hours Billed WhenChild Was Absent From Care’ box. The program will pay up to 40 hours per month for a childwho is absent from their child care setting.Note: The program will not pay for vacation or sick days takenby the provider. The program cannot pay for meals, snacks,or transportation fees charged by the child care provider.How do I bill for joint custody families? Payments will be made based on the time thecaretaker has the child(ren) in their care. A billing form is submitted for the time frame thechild was in a particular parent’s custody. If both parents use the same provider, twoseparate billing forms must be submitted.For example: If a mother has custody of the child for two weekseach month, the provider would submit a billing formfor those two weeks. If the same child’s father uses the same providerfor the remainder of the month, the provider wouldsubmit one billing form for the mother, and one billingform for the father.Child Care Assistance Program11
Payment InformationFORM OF PAYMENTPAYMENT PROCESSINGHow are CCAP payments made?Is there a deadline to request payment?Payments to the child care provider are made by: Direct deposit12 if the provider has a center or group license type. Electronic payment card (EPC)13 if the provider is licensed as familycare, tribal registered, self-declared or approved relative. Check if the provider has a garnishment by child support, or if thepayment is issued directly to the family instead of the provider. Centersand group license types also have the option to receive payment viacheck if they choose.The Request for Payment form (SFN 616) or electronically submitted paymentrequest through the self-service portal (SSP) must be submitted within 2months following the month child care services were provided.Can payment be made directly to the family?Child care payments are made directly to you and not to a family. If youwould like to change this, submit a Provider’s Request to Pay Parent Directlyform (SFN 848)14 to your human service zone office.Note: Even if the child care payment is paid directly to a family, youmust complete a W-9 Request for Taxpayer Identification Number andCertification form. Child Care Assistance checks cannot be forwarded.How long does it take for my payment to be processed?Human service zone workers have 21 days from the date the billing requestwas received to process the payment. Once processed, payments should bereceived within five working days.How do I know the status of my payment?You can monitor the status of your payment using the Self-Service Portal(SSP). For more information on the SSP see pages 16-17 of this guidebook.What if I do not receive my payment within five working days?The human service zone processes billing forms in the order in which theywere received. If you have not received payment within two weeks ofsubmitting the request for payment, you may contact your local humanservice zone office to check the status.PAYMENT NOTIFICATIONHow do I know which families I have received payment for? A notice will be sent with each payment made showing the child’s nameand the payment amount. There may be more than one family on the notice. Payments processed on the same day are combined into one payment.Note: It is important to keep the notices for your records.Will the family be notified that payment has been made?The family will receive a notice listing the total child care bill, the amount paidby the program, and the amount the family is responsible to pay.12Child Care Assistance ProgramChild Care Assistance Program13
Tax InformationW9 REQUEST FOR TAXPAYER IDENTIFICATION NUMBERAND CERTIFICATIONWhat is a W9?A W9 is used to veirfy the CCAP Office has the correct information is on filefor tax reporting. You are required to provide a W9 to the CCAP Office.What if my information changes?If your name or address change after your initial W9 submission, you mustsubmit a new W9 so your information can be updated for tax reporting.EMPLOYER ID NUMBERSChild care providers can apply for an Employer Identification Number(EIN), also known as a Federal Tax Identification Number.This is a free service offered by the Internal Revenue Service (IRS). Contactthe IRS office to apply or go online to www.IRS.gov.14Child Care Assistance Program1099 NEC MISCELLANEOUS TAX FORMWho will receive a 1099?Federal law requires that a 1099 NEC Miscellaneous Tax Form be sent toeach child care provider who has received payments of 600 or more fromthe state.How will I receive my 1099?This will be done automatically at the end of a calendar year and mailed tothe address provided on your W9 in January. This information is also sent tothe IRS.What else do I need to know?The 1099 NEC Miscellaneous Tax Form does not include the amount paidto you by a specific family. It is your responsibility to maintain records of afamily’s copayments.Child Care Assistance Program15
Self-Service Payment PortalSELF-SERVICE PORTAL OVERVIEWHow do I access it?What is the self-service portal?The self-service payment portal can be accessed athttps://dhsprovider.dhs.nd.gov/.The Self-Service Portal (SSP) is an online tool that allows child care providersto submit their monthly payment requests online and view payments.What are the benefits of using the SSP? CCAP payments will be even more timely. Save time by eliminating the need to mail or drop off your child carerequest for payment form at your local human service zone office.Note: The self-service portal is for child care subsidy reimbursement, not forlicensing activities.ACCESSING AND REGISTERING FOR THE SSPHow do I use the SSP?You will need to register for a North Dakota login15 if you haven’t alreadydone so. After that, you will need to create an account to use the self-serviceportal. You will need to email your user ID, email address, full name andprovider license number to dhseap@nd.gov so your account can be linked.Account approval may take a few days. An online training is available thatshows you how to register and create an account.When can I start using it?Once your account has been approved, you can log in to the self-serviceportal to access your personalized dashboard to submit payment requests,review payment history, upload documents and manage your account.You can begin using the portal for payment requests when you see a child’sname on your dashboard.Who can use the self-service portal for subsidy reimbursement?All licensed and regulated child care providers, including relative, tribal, andout-of-state providers.16Child Care Assistance ProgramWhat do I need to register for an account?In order to register for an account you will need your license type andprovider number.What if I need help using the SSP?An online training16 is available for all provider types. You can also visit ourhelp site17.What if I do not want to use the SSP?That’s fine - you can continue to submit your monthly payment requests usingthe SFN 616.Will using the SSP change the way I receive my CCAP payments?Child Care Assistance Program payments will continue to be received asthey are today, including payments sent to families.GET STARTED!1. Register for an account.2. Visit https://dhsprovider.dhs.nd.gov/.3. Wait for your activation email.4. Log in and get started!Note: The online training moduleshows this process step by step.Follow along here.Child Care Assistance Program17
Links & Online FormsSFN 616 Child Care Request for W9 Request for Taxpayer Identification Number and man Service Zone Contact rv/11Child & Adult Care Food Programhttps://www.fns.usda.gov/cacfp123SFN 617 Out-of-State/Tribal Child Care AssistanceProvider f4⁵SFN 433 Child Abuse and Neglect Background 33-child-abuse-neglectbkg-inquiry.pdfSFN 23 Application for Approval for Relative Child Care forms/Doc/sfn00023.pdf6Getting Started Trainingwww.ndgrowingfutures.org7Market Rate /docs/2021-ccapmarket-rate-survey.pdf8Self Service Portal (SSP)https://dhsprovider.dhs.nd.gov/Direct Deposit Banking Information Formwww.nd.gov/eforms/doc/sfn00049.pdfDirect DN 1203 Electronic Payment Card o-godebit-card-handbook.pdfSFN 848 Provider’s Request to Pay Parent Directly th Dakota Loginhttps://dhsprovider.dhs.nd.gov/15Online Portal lp/childcare.html16SSP Help ml15Sliding Fee 918Child Care Assistance ProgramChild Care Assistance Program19
North Dakota Department of Human ServicesEconomic Assistance Policy DivisionChild Care Assistance Program600 E Boulevard Ave Dept 325Bismarck, ND 58505-0250Telephone: (701) 328-2332; TTY: (711)DN 883 (Rev. 10-2021)
The Child Care Assistance Program (CCAP) helps income-eligible families pay for child care while they work or attend school or training. 6 Child Care Assistance Program Child Care Assistance Program 7 A relative residing in a separate home who is related to the child by .
YOUR CHILD CARE SUBSIDY Now that you have been approved for a child care subsidy, you are eligible for 12 months of child care assistance. From the date you were approved, you have 60 days to start to use your child care subsidy . Child Care Agreements Within 10 days of receiving approval for your agreements with your chosen child care provider(s):
An informal child care provider offers child care for only one family, in the provider’s home. An in-home provider offers child care for only one family, in the child’s home. An informal or in-home provider that is at least 18
Care needed: (check all that apply) Child #1 Child #2 Child #3 Child #4 Child #5 Preferred Location (Zip Code other than home) Full day Part day Evenings Overnight Weekends Special Needs: Child #1 Child #2 Child #3 Child #4 Child #5 Limited English Child Protective Services Severely Handicapped
APPLICATION FOR CHILD CARE ASSISTANCE ATTENTION: This application is used to apply ONLY for Category 2 or 3 Child Care Assistance. To apply for Cash Public Assistance or other benefits, including Category 1 Child Care Assistance, you must use the New York State Applicatio
A) I am an "In-Home Child Care" Provider. I provide care in the child's home and l care only for children who live in the home. (Provider and parent/caretaker: Please read the OCFS-LDSS-4699.2A, then complete and ATTACH the OCFS-LDSS-4699.2, Agreement For Legally-Exempt In-Home Child Care form.) B) I am a "Family Child Care" Provider .
EARLY PROGRESS: STATE CHILD CARE ASSISTANCE POLICIES 2019 5 FUNDING FOR CHILD CARE ASSISTANCE IN 2019, 2018, AND 2001 The federal CCDBG program, the primary source of funding for child care assistance, received a major increase—of 2.37 billion—in FY 2018. That increase was maintained in FY 2019, and CCDBG funding
Care at a provider not on this application? If yes, list all child care provider names and registration YesNoYes You must complete a separate child care arrangement Section 4 (page 8) for each provider. numbers (if assigned) you seek assistance in paying: List all other child care provider(s) such as
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