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«Child Care and Development Fund Voucher Program Policy and Procedure Manual The Office of Early Childhood and Out of School Learning Family and ...»

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Using the Employer Statement, the Intake Agent must calculate the Applicant and CoApplicant’s child care need based on the estimated hours in training per week.

Estimated hours in training per week + (plus) Requested travel time not to exceed ten (10) hours for full-time service need and five (5) hours for part-time service need.

PLEASE NOTE: 10 hours of travel may not be added to part-time service need to create full time child care need.

The equation provides the hours of authorization needed for on-the-job training. The Intake Agent should then ask the average number of days per week the Applicant or Co-Applicant expects to participate in training.



Child care subsidy may be authorized for children when the Applicant or Co-Applicant is participating in their self- employment activity. The Applicant and Co-Applicant must be able to document revenue in current period before child care subsidy can be authorized.


The Applicant or Co-Applicant must declare the amount of child care needed on the Statement of Profit and Loss (Self-Employment form).


Using the monthly Statement of Profit and Loss, the Intake Agent must calculate the Applicant and Co-Applicant’s child care need based on the following equation.

STEP ONE: Total Revenue as stated on the Statement of Profit and Loss Divided by Minimum Wage STEP TWO: The sum of the above equation Divided by four (4) The equation provides the hours of authorization needed for self-employment. The Intake Agent should then ask the average number of days per week the Applicant or Co-Applicant expects to participate in their activity.

PLEASE NOTE: The Applicant and Co-Applicant are not eligible for travel time.

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Utilizing information obtained from the Applicant or Co-Applicant during the authorization interview or the Parent/Applicant Worksheet, including earliest drop-off and latest pick-up times, the Intake Agent should assign children to the appropriate shift or shifts which accommodate their service need(s), including travel time.

Approved shifts are Shift One – 6:00 AM – 6:00 PM Shift Two – 6:00 PM – 6:00 AM Alternate CCDF Eligible Provider shifts may be approved by the Office.

A child who needs care overlapping these shifts shall be assigned to both sifts. For example:

a child who need child care from 3:00 PM – 11:00 PM should be assigned to both shift one and shift two and will be counted in the provider’s capacity for both shifts.

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CCDF providers are required to be certified and enrolled with the State of Indiana to receive CCDF funding. Enrollment is intended to ensure basic protections for children. To be an

eligible provider with the CCDF program, a provider must:

 Be at least eighteen (18) years of age  Be legally operating under Indiana’s Child Care Regulations, including having meet applicable CCDF Provider Eligibility Standards  Completed a registration process  Be enrolled with the Central Reimbursement Office (CRO)


CCDF Eligible Provider is defined as a provider, either licensed or exempt from being licensed by law, who has met all applicable CCDF Provider Eligibility Standards and has completed the application process. Eligible providers may include: licensed facilities and homes, unlicensed registered day care ministries, legally license-exempt child care facilities and homes, relative care (grandparent, great grandparent, aunt and/or uncle of the eligible child), and in home care.

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A Provider Information Page is considered completed when all of the following included:

 Parent (Guardian) Name (may be completed by parent)  Date Completed  Caregiver Name or Business Name  Street address where care is provided  Hours/Days of Operation*  Child’s Name  All charge categories relevant to the child*  School year begin and end, if applicable*  Provider Signature * Intake Agent may contact the provider by phone to obtain missing information denoted by an *. This information must be verified and documented.

3.8.5 PROVIDER CHARGES POLICY A CCDF Intake Agent may not establish part-time charges for a CCDF eligible provider.


An Applicant or Co-Applicant must initiate a request with the Intake Agent, in advance by submitting a current and complete Provider Information Page. A facsimile of this form may be accepted. The Intake Agent is not required to notify the previous provider of this change.

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If the Applicant or Co-Applicant does not notify the Intake Agent, in advance of the change, the change will be delayed and may result in non-payment for child care provided by the unauthorized provider. An Intake Agent may initiate a data change to complete a provider change in the past ONLY if the parent submitted and the Intake Agent received the request prior to the effective date of the change.

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When a provider appears on the “Provider Exceeding Capacity” report due to the removal of a plus three(3), the Intake Agent will be required to make the necessary changes to reduce the CCDF enrollment to within AIS stated capacity.

STEP 1 CCDF Eligible Provider receives a letter from their licensing consultant.

STEP 2 Three (3) days after receipt of a courtesy copy of the letter from their licensing consultant, contact the provider by phone to determine which CCDF child or children will be removed from their care by the following Saturday.

STEP 3 The Intake Agent will remove the identified child or children by placing their voucher in a pending status the following Sunday.

OR If the provider fails to identify the child or children to be removed, the Intake Agent will remove all CCDF children by placing their vouchers in a pending status as of the following Sunday.

STEP 4 The Intake Agent will send the Applicant and Co-Applicant an Adverse Action notification requesting a new CCDF Eligible Provider be chosen.

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◄PROVIDER CHARGES► A CCDF Eligible Provider must document their charges to provide child care to specific child through completion of a Provider Information Page.

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An Intake Agent will utilize the charges documented to complete an Applicant or CoApplicant’s authorization for child care and issue a CCDF voucher accordingly. If the CCDF eligible provider reports an Intake Agent error on the CCDF voucher within 45 days of issuance, CCDF subsidy may be adjusted. If the CCDF eligible provider or Applicant or CoApplicant fails to notify the Intake Agent of an error timely, the CCDF voucher will remain unchanged.

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CCDF Reimbursement Rates are defined as the county maximum reimbursement rates for child care by age category and provider type determined through a local CCDF Market Rate survey of Indiana’s child care providers.


For purposes of CCDF Reimbursement Rates Provider types are defined as:

 Legally License Exempt Home  Legally License Exempt Child Care Facilities, including Unlicensed Registered Child Care Ministry  Licensed Home  Licensed Home & Licensed Home PTQ level 1  Licensed Home PTQ level 2  Licensed Home PTQ level 3  Licensed Home PTQ level 4  Licensed Center  Licensed Center & Licensed Center PTQ level 1  Licensed Center PTQ level 2  Licensed Center PTQ level 3  Licensed Center PTQ level 4  VCP (Voluntary Certification Program) Ministry  VCP Ministry PTQ level 1  VCP Ministry PTQ level 2  VCP Ministry PTQ level 3  VCP Ministry PTQ level 4


Accredited providers have entered a voluntary system which evaluates their childcare program against specific criteria in areas of curriculum, health and safety, parent communication, and staff qualifications which has been validated by a nationally recognized early childhood organization.

 ACSI (American Christian Schools International)  COA (Council on Accreditation)  NAA (National After School Accreditation)  NAEYC (National Association for the Education of Young Children)  NAFCC (National Association of Family Child Care)


Effective February 28, 2016 CCDF AUTHORIZATION


For purposes of CCDF Reimbursement Rates Age Categories are defined as follows:

 Infant – a child zero to eleven (11) months of age  Toddler – a child twelve (12) to 35 months of age  Three (3), Four (4) or Five (5) – children 36 months to five (5) years of age  Kindergarten – a child enrolled in half-day kindergarten or a child six (6) years of age regardless of whether they are attending kindergarten  School-Age – a child attending school for the entire day needing care during traditional hours, including children attending all day kindergarten  School-Age Other – a school-age child enrolled in care outside of Monday through Friday 6:00 am – 6:00 pm, or a child needing sick care, or a child attending child care during a break in school which is greater than one (1) week PLEASE NOTE: A child’s voucher should be assigned a new age category the Sunday following their birthday, unless their birthday falls on a Sunday in which case the new voucher shall be assigned on the child’s birthday.


In accordance with CCDF Direct Service Funds federal restrictions, funds may not be used

for children enrolled in grades one (1) through twelve (12) for:

 Any service provided to such students during the regular school day; or  Any service for which such students receive academic credit toward graduation; or  Any services duplicating an academic program of any public or private school.

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In addition to the above, to be eligible for in-home care, the Applicant, Co-Applicant and Inhome provider must meet Provider Eligibility Requirements.

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In the following situations a CCDF Applicant and Co-Applicant may be eligible to utilize inhome care, with approval from the Office, regardless of the number of CCDF Eligible Children within the CCDF Household  A Foster Applicant and Co-Applicant with at least three (3) foster children in their care forming one or more CCDF Households; and/or  An appropriately documented medically fragile child when the child’s physician has determined care outside of the home may be dangerous to the child’s health.

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When the child care authorization has been established based on the Applicant and CoApplicant’s child care need, the Intake Agent must use the following formula to determine the CCDF subsidy.

Current Minimum Wage Number of Children = The Hourly Rate of Child Care

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After attendance has been documented for all eligible children within the CCDF Household, a reimbursement is calculated and deposited into the account of the Applicant or CoApplicant.

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Due to the status of the CCDF eligible provider, the IRS form 1099 will not be issued to the parent or the provider. It is the responsibility of the parent to reimburse the provider, as well as, document the total child care reimbursed for purposes of IRS reporting and inquiry by the Office.

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Child care subsidy is defined as the maximum child care reimbursement less applicable co-payment.


After the Intake Agent has authorized child care and recorded the CCDF eligible child care provider’s charges, the Automated Intake Software will calculate the CCDF child care subsidy.


When the CCDF Eligible Provider’s charges are less than the CCDF Reimbursement Rate, the provider’s actual charge is the maximum child care subsidy.

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When the CCDF eligible child care provider’s charges are greater than the CCDF Reimbursement Rate, the maximum subsidy will not exceed the established CCDF Reimbursement Rate determined by the CCDF Eligible Provider’s category and the age of the eligible child. In these situations, the Applicant and Co-Applicant must assume responsibility for the additional cost of care also called an “overage”. A CCDF Eligible Provider may be willing to accept a lower rate of reimbursement. This would be an agreement between the CCDF eligible provider and the Applicant or Co-Applicant.

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If an Applicant or Co-Applicant has an eligible child with documented special needs within their CCDF Household, the child care subsidy may exceed established maximums by 10% in certain circumstances.

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