CHILD CARE DEVELOPMENT FUND

Welcome Topics Covered

CCDF Rules and RegulationsParent/Legal Guardian’s ResponsibilitiesSign-In/Out SheetsRe-determinationNew Changes to the ITCN CCDF Program

Sign in for proof that you were here

CCDF Purpose

To increase the availability,affordability,

and the quality of child care services

What is the CCDF Purpose

1 2 3

0% 0%0%

1. To increase the availability, affordability and the quality of child care services

2. To cover all your child care cost needs

3. To create a competitive rate to other similar programs, such as Children’s Cabinet

CHILD CARE DEVELOPMENT FUND (CCDF)

• CCDF was created by the Budget and Reconciliation Act of 1990;

• Amended by the Personal Responsibility & Work Reconciliation Act of 1996.

• CCDF funding began in FY1997• Authorized through FY 2002• Child Care has been re-authorized in

FY2006 (funding level remained at FY2003)• Re-authorization for FY2011

PROMOTE PARENTAL CHOICE

• To empower working parents to make their own decisions on the child care that best suits their family’s needs.

• Provide parents with a broad range of options in addressing their child care needs.

ITCN CCDFTYPES OF CHILD CARE

SERVICES

1. Tribal Child Care Centers2. Certificate Program 3. Other Programs

TYPES OF CHILD CARE (continued)

Tribal Child Care Center:Child care centers owned and operated by a tribal entity.

Elko ABC Pre-SchoolDuckwaterGoshute Child Care CenterLovelock Little Feather’s Day Care

CenterMoapa Child Care CenterYomba Child Care Center

TYPES OF CHILD CARE (continued)

Certificate Program:A disbursement issued by the grantee to the provider for payment of child care services.

TYPES OF CHILD CARE (continued)

Other Program: Latch-Key Program/After School

Program Early Childhood Development

Programs Wrap-Around Head Start Program Out of School Time Activities

(includes, but not limited to; educational programs, tutoring, and summer programs activities)

Who’s Eligible?In order to become eligible, a child must :

(1) Have proof of Native American decendancy, (2) Be 12 years of age or younger, (3) Reside with a family whose income does not

exceed 85% of state medium income level for the family of the same size (fall within the ITCN CCDF Eligibility sliding fee scale),

(4) Reside with parents/guardians who are working, in an educational program, or in a job training program (does not included at home on-line courses),

Or, receive or need to receive protective services and children in foster care (based on need).

Sliding Fee Scale

Enrollment Forms

Enrollment Forms• CCDF Enrollment Form (yellow form)

– New Enrollment form must be submitted every six months (once in October and once in April of every year)• Check box – if other parent/guardian in the

household (FRAUD)• Check box – parent/guardian’s eligibility and

required documents attached• All family members residing in the home and

the relationship to each parent/guardian.

Enrollment Forms

Enrollment Forms• CCDF Enrollment Form (yellow form)

Enrollment Form Changes• Complete Employment Information • Check box – part-time/full-time• Other income and benefits• Sign and Date Form

How often MUST a new enrollment form be submitted

1 2 3

0% 0%0%

1. Every 3 months2. Every 5 months 3. Every 6 months

Enrollment Forms• Child Care Provider Information

– New Provider form must be submitted every six months– Must be submitted with a W-9 (completed by the provider)

• Emergency Contact Sheet – (Home Providers Only)

• Provider Self Certification – (Home Providers Only)

• Criminal Background Check– (Home Providers Only)

REQUIRED DOCUMENTATION• Parent/Guardian’s identification

– Drivers License or– I.D. Card– Court documentation (if legal guardian)

• Parent/Guardian’s Social Security Card• Parent/Guardian’s income

– Four recent paycheck stubs or– Letter from employer (to establish eligibility only,

paycheck stub is needed before reimbursements are made)

– Self Employment• Monthly income statements or• Last year’s tax return

• Child(ren) birth certificate– Birth report up to the first 4 months

REQUIRED DOCUMENTATION• Child(ren) immunization records

– Children under school age (6 yrs), not attending a licensed county facility will be required to have an updated immunization record every six month

• If attending a technical school, trade school, or enrolled in educational courses, an official class schedule or enrollment letter is needed showing a zero balance owed for that semesters tuition

• If attending a job training program and/or involved in a work search program, a CCDF referral form is needed from that program

• Tribal Identification– Tribal ID card– Tribal enrollment letter– BIA certificate with degree of Indian blood– And/or proof of descendancy from a tribal enrolled member

What is not needed for a child to be enrolled in our program

1 2 3

0% 0%0%

1. Parent/guardian working, enrolled in school or job search program

2. Report Card3. Birth certificate and

tribal ID

NOTIFICATION OF APPROVED SUBSIDY

► Parent/Guardian's will receive by mail: Acceptance letter

Eligible Children Eligibility information

Monthly net income Family size Education Job training program Work search program

Monthly maximum for child care Start/end date of the certificate Four month certificate maximum, unless enrolled in

educational courses, a job training program and/or a work search program.

NOTIFICATION OF APPROVED SUBSIDY

► Parent/Guardians will receive by mail ITCN CCDF Contract CCDF Certificate

Eligible Children Provider Information Monthly maximum for child care Start date and expiration date of the certificate

Based on Employment, Job Training Contract, or Class Schedule

Four month certificate maximum Based on Employment, Job Training Contract, or

Class Schedule

NOTIFICATION OF APPROVED SUBSIDY

► Provider will receive by mail ITCN CCDF Contract Acceptance letter

Eligible Children Monthly maximum for child care Expiration date of the certificate

Based on Employment, Job Training Contract, or Class Schedule

Four month certificate maximum Based on Employment, Job Training Contract, or

Class Schedule Copy of Parent/Guardian's Certificate

CCDF CONTRACT

CCDF CONTRACTEffective October 1, 2009 all parents/guardians

and providers are required to sign a contract with the ITCN CCDF Program for agreement of services.

Purpose of the contract: Subsidy start date Subsidy end date Re-determination date Provider rate CCDF child care subsidy Overage – parents/guardians responsibility (the

amount exceeding the ITCN CCDF child care maximum provider daily rates)

ITCN CCDF CONTRACTPurpose of the contract:

Family monthly co-payment The parent/guardian's responsibility of full

payment if ITCN CCDF does not reimburse for any reason

Clarification of care ITCN CCDF does not reimburse for holidays

(unless parent works on holidays), sick days, and days children are not in care

All parties involved are required to sign the contract before any reimbursements can be made

Who needs to sign the CCDF Contract

1 2 3

0% 0%0%

1. Parent(s)/guardian(s) 2. Provider3. All of the above

Types of Child Care Providers Certificate Program

1. Center Based Child Care Provider2. Group Home Child Care Provider 3. Family Home Child Care Provider

1. If provider lives off the reservation, relatives only4. In-Home Child Care Provider

Three or more eligible children or the provider is being paid at least minimum wage by the parent for care

Up to eight hours of child care service only, unless special circumstances

Provider must be 21 years old & be a biological grandparent of the child

The provider can not live in the same home of the child, unless it is the biological grandparent.

MAXIMUM PROVIDER RATES

Sign-In Out Sheet

Sign-In/Out Sheets1. In order for the child care provider to receive

REIMBURSEMENT for services, a CHILD CARE Sign-In/Out Sheet must be submitted.

a. The first Sign-In/Out Sheet will not be processed until the signature page from the parent/guardian handbook and ITCN CCDF contract has been received.

b. If letter of employment was submitted to determine eligibility, Sign-In/Out Sheet will not be processed until a copy of the first paycheck stub or class schedule has been submitted showing a zero balance.

c. One Sign-In/Out Sheet per child must be submitted for families with two or more children.

Sign-In/Out Sheet (continued)

d. Sign-In/Out Sheets are due within the first five business days of each month in order to be processed within the same month. (refer to the CCDF calendar)

e. One month on the Sign-In/Out Sheet at a time.

Can more than one child be listed on the same timesheet?

1 2 3

0% 0%0%

1. Yes 2. No3. Only if a special

circumstance

Sign-In/Out Sheet (continued)f. The correct time and date must be

entered in each day with the appropriate initial by the parent/guardian.

**If attending before and after school dates, and times, initials must be entered each time the child leaves and returns, if you submitting full day its FRAUDg. Overnight Care:

a. Days must be broken and not overlapb. Check in at ?, check out at 11:59 pmc. Check in at 12:00 am, check out at ?

Sign-In/Out Sheet (continued)

h. If any of the required signatures or initials are missing, the Sign-In/Out Sheet will be returned.

i. Sign-In/Out Sheets must be legible, and the For Official Use Only Box, must be clear and not written in. No copies, cut and pasting, no early submission-- (FRAUD).

j. Please use black or blue ink only, colored ink does show when documents are copied.

Sign-In/Out Sheet (continued)k. Please make blank copies from a clean

copy. If your sign-in/out sheets are not legible, tilted, lines through it, copy splotches, or just a bad copy THEY WILL BE RETURNED! Please call the CCDF office if you need new sign-in/out sheets.

l. Sign-in/out Sheets submitted after 45 business days will not be processed. The parent/guardian and provider will need to make arrangements to settle any debts.

Sign In/Out Sheet (continued)m. “Is the Family’s Co-payment

Current?” box must be checked yes or no. If not, it will be returned and the sign-in/out sheet will not be processed.

n. If the “Family’s Co-payment Current?” box is checked NO, an agreement must be reached between the parent/guardian and the provider, before any more sign-in/out sheets will be processed.

Sign-In/Out Sheet (continued)o. All parent/guardians employed

through a temporary agency must submit current paycheck stubs to match each month's sign-in/sign-out sheet submitted. Working hours will be compared to hours your child was in care.

Time Sheets will be returned if?

1 2 3 4

0% 0%0%0%

1. The Family’s co- payment is not current

2. Signed CCDF Contract and handbook have not been received

3. Time sheets are not accurate i.e. 8-5 all the way down

4. All of the Above

Reimbursement Process1. The CCDF program is a subsidy program,

not a payroll program for the providers. a. Arrangements must be made with the parent/guardian

and provider for monthly payments. b. The CCDF program will reimburse the provider for

services after sign-in/out sheets are submitted for eligible children.

c. Sign-In/Out Sheets will be processed within the same month that they were submitted. Always call to make sure there is a check available for your provider. Although, sign-in/out sheets were submitted on time, a check may not be available due to unseen circumstances. Arrangements must be made… (section a above)

Reimbursement Process(continued)

2. The CCDF Program reimburses for direct child care services only!

Non-direct hours/days must be covered by the parent/guardian. Although you have a contract with your provider, we can only

reimburse for the hours that are submitted on the Sign-In/Out Sheet.

Reimbursement Process(continued)

3. If you wish to pick up a check at our central office, please call the office on Fridays, before 9:00am.

Always call to make sure there is a check available. If someone other than the provider is picking up a reimbursement check, they must show valid identification, and a letter or phone call must be received from the provider.

You have the right to change your child care provider at any

time

1 2

0%0%

1. True2. False

Changing Child Care ProvidersIf you become dissatisfied with your

provider you have the right to search for a new provider.

a. Notify CCDF Program of change for new provider and request provider form, W-9 form, and finger printing card.

b. Submit Provider form with new provider information.

c. Contact current provider and give two-week notice.d. Current provider must submit, in writing, that the

parent has fulfilled all obligations.

Changing Child Care Providers (continued)

e. New provider can be used once the parent/guardian has received a new certificate, ITCN CCDF contract, and eligibility letter from the CCDF Program.

f. Without a letter from the provider stating fulfillment of all obligations, a new Provider Information Form, a certificate, ITCN CCDF contract from the CCDF Program, Sign In/Out Sheets will not be processed for the new provider.

Summary of Child Care ServicesEffective October 1, 2009, at the

end of the eligibility period, a summary of services will be issued

for that period.The summary will include the following:

• the amount of direct hours the child(ren) were in care,

• the amount CCDF paid the provider for that period, and

• the co-pay of the direct hours submitted during the time period.

Re-determination ProcessEvery four months a re-determination of services will be

issued. In some cases the parent/guardian may receive an increase or decrease in wages, or is no longer in an educational program and/or job training program. This

change may affect your CCDF subsidy. In order to comply with federal regulations, a re-determination of

services must be done.1. After the second month, a letter from the CCDF

program will be sent to the parent/guardian. This letter will remind you to submit your employment information, school verification, or job training information so your eligibility can be re-determined. For a parent/guardian who are employed by a temporary agency a copy of your hours worked or a pay stub must be submitted with each sign in/out sheet.

2. The parent/guardian has until the end of the third month to submit the information requested for re-determination.

Re-determination Process3. If the information is not received by the end of the

third month, the parent/guardian’s subsidy will be terminated at the end of the fourth month.

4. The "Fourth Month":a) A letter will be sent to the parent/guardian that the

subsidy will end, b) CCDF staff will confirm with employer,

educational institution, or job training program that the parent/guardian is still participating, and

c) The provider will be notified of the parents/guardian’s status and termination date.

5. If the parent/guardian reapplies after the re-determination date, a new application must be submitted. Once we have received the new application, your application will be either processed or you will be placed on the waiting list.

Required Forms• CCDF Enrollment Form • Child Care Provider Information• Emergency Contact Sheet• Provider Self Certification• Criminal Background Check• Parent/Guardian’s identification• Parent/Guardian’s Social Security Card• Parent/Guardian’s income• Child(ren) birth certificate• Child(ren) immunization records

What enrollment documents can be sent via fax

1 2 3 4 5

0% 0% 0%0%0%

1. Birth Certificate 2. Immunization Records3. ID4. Social Security Cards5. None of the above

FAXED PAPERWORK

1. Documents that can be faxed:a) Re-determination

i. Paycheck-stubsii. New class schedule

b) Change In Informationi. Address and phone change

2. Documents that cannot be faxed:a) Everything not listed above

Health & Safety1. Home Providers must meet the CCDF

H&SS.2. Until monitoring is conducted, providers

must show through Self-Certification that their home is safe

3. Monitoring will begin one month after receiving parents approval letter. (H&SS are included)

4. Finger printing and background checks will be conducted on all relative providers every two years.

Health & SafetyIf there are any findings:

A) Providers have 30 days to repair them.B) After 30 days, Provider receives

50% of informal rate for servicesC) Non-compliance after 60-days,the provider will be terminated from

CCDF Program.

Early Childhood Education

The CCDF program has early childhood educational materials available to

checkout.

For example : literature, puzzles, science equipment, problem solving and numeric materials available.

Early Childhood Education Parents/Providers

The CCDF Program conducts a training during the ITCN Annual Convention in October of each year. Training includes:

• First Aid/CPR• Food handlers training• Early childhood education courses

The CCDF program pays for the cost for providers to attend. Parents/Guardians are also invited to attend (CCDF covers registration only).

• The Nevada Chapter of NAEYC conducts a training for all child care providers. When the training is in Las Vegas, the CCDF program will cover the providers expenses for those who attended the training in October only.

Early Childhood Education Providers

Providers are encouraged to attend all early childhood education courses given by local colleges, community service agencies (Children’s Cabinet), or the Nevada Registry Website (nevadaregistry.com).

Child Care Fraud can be committed by

1 2 3 4

0% 0%0%0%

1. Use of untrue addresses2. Both parents income

not reported (if in a multiple parent home)

3. Fraudulent time sheets 4. All of the above

CHILD CARE FRAUD► If both parents/guardians are in the home, both

incomes must be reported.

► Use of fake addresses or use of family members’ addresses for eligibility.

► Correct times and dates must be submitted.

► All fraud cases not cleared by September 30 of each year are reported to the Dept. of HHS, ACF, CCB.

• Failure to comply with program rules and regulations can result in the following;Subsidy placed on holdSubsidy terminated (based on your coordinators discretion)

30 days60 days90 days indefinite

If terminated, and parent re-applies for services, parent/guardian will be placed on the waiting list.

Non-Compliance

• The ITCN CCDF Program is a child care subsidy program that is designed to help low income parents/guardians with child care needs.

• To ensure the program operates smoothly, and does not become a barrier, please adhere to all rules, regulations, and requirements needed, so you can remain eligible for the CCDF Program.

• Inappropriate attitude–Will not be tolerated–Can result in immediate termination from the CCDF program

PARENT/GUARDIAN’S RESPONSIBILITY

► As a CCDF parent/guardian, you are responsible for submission of all required documentation.

Enrollment Forms Sign-In/Out Sheet Re-determination Notify the CCDF Office of any change in your

case Remaining current with your co-payment Attend orientation once a year

PARENT/GUARDIAN’S RESPONSIBILITY

► By attending the Parent/Guardian/Provider Orientation and by signing and returning the Parent/Guardian handbook, you are entitled to know every aspect of the program.

“I did not know it was my responsibility”

You will be immediately placed on the list to attend the next orientation (2nd Wednesday of each month)

Failure to attend 2 consecutive orientations will result in termination from the program.

READ YOUR MAIL►Contains very important information, documents, and dates for events.

►Subsidy can be affected if time sensitive materials enclosed are not returned before the deadline.

►“Placed on hold scenario”

ANY QUESTIONS?