Current through September 17, 2024
The rate at which providers are reimbursed is set by the
Department.
004.01
PROVIDER RATES. A provider must establish a private
pay rate before being approved as an enrolled provider. Child Care Subsidy
payments to a provider will not exceed the private pay rate. If the rate the
provider charges the public is higher than the Department's rate, the
Department will pay the Department's established maximum. If the provider's
rate for the public is lower than the Department's maximums, the Child Care
Subsidy rate paid to the provider will not be more than the provider's rate
charged to the public.
004.01(A)
PAYMENT BY ATTENDANCE. The Department pays by
attendance, not enrollment. Providers do not receive payment when the provider
is on vacation, is ill, or is not providing care for some reason unrelated to
the child or recipient.
004.01 (A)(i)
PAYMENT FOR ABSENCES. The provider may bill the full
authorized amount for times that the child is absent on a scheduled day, up to
five times per month.
004.01(B)
ACCREDITED
RATES. The Department pays a higher rate for programs that are
accredited by an accrediting body approved by the Department, up to the rate
the provider charges to families who pay privately.
004.01(C)
PAYMENT EXCEPTION FOR
FOSTER CHILDREN AND ADOPTION OR GUARDIANSHIP CHILDREN. For foster
children or children receiving adoption or guardianship subsidy, payment may be
based on enrollment within the following guidelines:
(i) The provider must be licensed;
(ii) The provider must have written policies
specifying that they charge private paving families by enrollment;
and
(iii) The child must attend the
child care facility for a minimum of 30 hours a week.
004.02
BILLING
UNITS. Each provider will have an enrollment with the Department
establishing the allowable billing units. Providers must bill the Department in
accordance with the billing unit(s) listed in the Provider Enrollment
Form.
004.03
REGISTRATION FEES. Fees charged by a child care
program for initial or annual registration fees for a child may be included in
the provider agreement. The registration fee must not exceed registration fees
charged to private pay families or the Department's maximum rate. Registration
fees are paid for licensed programs only.
004.03(A)
NEW
PROVIDERS. For recipients that change or start new providers, the
Department will not pay more than three registration fees per child per program
year, July 1 through June 30. For recipients who do not change or start new
providers during the program year, the Department will not pay more than one
registration fee per child during that time.
004.03(B)
PROVIDER WRITTEN
POLICIES. In order to receive a registration fee, the child care
program must have a written policy that describes how the registration fee is
required for private pay families and the specific amount of the fee.
004.03(C)
DEPOSITS.
The Department does not pay deposits to hold a space or guarantee
services.
004.04
ACTIVITY FEES. An activity fee must be billed as a
separate service. Activity fees are only paid to licensed programs. The
activity fee must not exceed what is charged to private pay families or the
Department's maximum rate.
004.04(A)
LIMITATIONS. Activity fees are for toddler, preschool,
and school-aged children during summer months.
004.04(B)
WRITTEN
POLICIES. In order to receive an activity fee, the child care
provider must have a written policy that describes how the activity fee is
required for private pay families and the specific amount of the fee.
004.05
RECIPIENT
CHARGES. The recipient is responsible for payment of fees assessed
for failure to pick up the child by the end of the program's day.
004.05(A)
INCLUDED IN SUBSIDY
RATE. The following are included in the Child Care Subsidy rate:
(i) Cost of the facility, including
utilities, and indoor and outdoor space where care occurs;
(ii) Staff salaries, benefits, training, and
indirect costs;
(iii) Equipment,
toys, and materials needed to operate; and
(iv) Food children are served.
004.05(B)
LIMITATIONS. Recipients cannot be asked to pay
additional fees for the expenses included in the subsidy rate.
004.06
SPECIAL NEEDS
CHILD CARE RATE EXCEPTIONS. The Department may approve an
increased payment rate for a child with special needs.
004.06(A)
FACTORS TO BE
CONSIDERED. For a special needs child, the rate for service is not
based on the diagnosis, but rather, on the care and equipment needed beyond
that for normal child care.
004.07
ACCREDITED
PROVIDERS. Providers who have current accreditation with
Department approved accrediting organizations are eligible to receive the lower
of:
(A) Their private rate; or
(B) The Department's maximum rate for
accredited providers.
004.08
TRANSPORTATION TO AND FROM
HOME. For recipients without a vehicle or whose vehicle is broken
down, the Department may approve transportation to and from the recipient's
home and child care:
(A) When transportation
costs are not included in the total child care rate;
(B) By providers licensed with the
Department; and
(C) For recipients
in the current family, low income family, or without regard to income family
eligibility categories.
