Ohio Administrative Code
Title 5101:2 - Division of Social Services
Chapter 5101:2-16 - Publicly Funded Child Care
Section 5101:2-16-10 - Payment rates and procedures for providers of publicly funded child care services
Universal Citation: OH Admin Code 5101:2-16-10
Current through all regulations passed and filed through September 16, 2024
(A) How are payment rates established in the publicly funded child care program?
(1)
Payment rates are based on a market rate survey completed by the
department to providers in the
state of Ohio.
(2) Payment rates
are to
apply to all providers of publicly funded child care.
(B) What is the payment rate for a provider of publicly funded child care ?
(1) The payment rate for a
provider
is to be the lower of these two:
(a) The base
rate shown in appendix A to this rule in the provider's county of location.
(b) The provider's customary rate to the
public.
(2) The rate
determined in paragraph (B)(1) of this rule
is to be the
base rate used to calculate any applicable additional payment amounts pursuant
to paragraphs (D), (F) and (G) of this rule.
(C) What is the payment rate for a provider participating in step up to quality ( SUTQ)?
(1) Once the rate is
determined in paragraph
(B)(1) of this rule, an additional per cent
is to
be added, as follows:
(a)
Bronze rated programs
are to be paid
an additional
ten per cent.
(b)
Silver rated programs
are to
be paid an additional
fifteen per cent.
(c)
Gold rated programs
are to
be paid an additional twenty-
five per cent.
(D) What is the payment rate for accredited providers?
(1) Providers
who are accredited by an approved
accrediting body as listed at
https://childcaresearch.ohio.gov
are to
be paid an additional ten per cent of the applicable payment rate established
in paragraph (B)(1) of this rule . This rate
is to apply for all children receiving publicly
funded child care services.
(2)
Providers who are accredited and also participating in SUTQ
are to
be paid either the per cent additional payment in paragraph
(C)(1)
of this rule or the per cent additional payment in paragraph (D)(1) of this
rule, whichever is higher.
(E) What is the difference between a school-age rate and a summer school-age rate?
(1) School-age rates
are to
be in effect during the school year as defined in rule
5101:2-16-01 of the
Administrative Code.
(2) Summer
school-age rates
are to be in effect outside of the school year as
defined in rule
5101:2-16-01 of the
Administrative Code.
(F) What is the compensation for child care services provided during non-traditional hours?
(1) Providers who care
for children during non-traditional hours
are to be paid
an additional five per cent of the applicable payment rate established in
paragraph (B)(1) or (C)(1) of this rule.
(2) This rate
is to apply to
the child for all hours of care during a week when any non-traditional hours of
care are provided.
(3) The payment
is to
not exceed the provider's customary charge to the public.
(4) Non-traditional hours are the hours
between seven p.m. and six a.m. on weekdays, and between twelve a.m. Saturday
and six a.m. Monday.
(5)
Non-traditional hours include any hours of care provided on New Year's day,
Martin Luther King Jr. day, Memorial day, Independence day, Labor day,
Thanksgiving day and Christmas day.
(G) How are providers compensated for the care of children with special needs?
(1)
Providers who care for a child that the caretaker and the county agency have
identified as having special needs pursuant to rule
5101:2-16-02 of the
Administrative Code
are to be paid an additional five per cent of the
applicable payment rate established in paragraph (B)(1) or (C)(1) of this rule.
The payment
is to not exceed the provider's customary charge to
the public.
(2) Providers who make
special accommodations for the care of a child with special needs may receive
twice the amount of the applicable payment rate established in paragraph (B)(1)
or (C)(1) of this rule if approved pursuant to rule
5101:2-16-09 of the
Administrative Code.
(3) Payment
enhancements or additional percentages
are to only
apply to the hours of care for the child with special needs.
(H) What time increments are used for the payment of publicly funded child care services?
(1) Time increments are broken down into
weekly categories based on the total number of hours per week that each child
is authorized to receive publicly funded child care services, pursuant to rule
5101:2-16-06 of the
Administrative Code. The categories of payment are as follows:
(a) An hourly payment is for hours of care
totaling less than seven hours per week.
(b) A part-time payment is for hours of care
totaling seven hours to less than twenty-five hours per week.
(c) A full-time payment is for hours of care
totaling twenty-five hours to sixty hours per week.
(d) A full-time plus payment is for hours of
care totaling more than sixty hours per week.
(e) A week is defined as the seven-day period
from twelve a.m. Sunday to fifty- nine minutes after eleven p.m. on
Saturday.
(2) Payment
is to
be calculated using the total number of child care hours per week, that have
been approved by the caretaker, if applicable, and submitted by the provider in
the automated child care system.
(a) The total
number of weekly hours of care received will be matched with the associated
category and the provider will receive the payment rate for that category of
care, up to the child's category of authorization.
(b) Payment
is not
to be made for hours that exceed the child's
category of authorization.
(I) Are providers compensated for registration fees?
Providers may receive registration fees for children receiving publicly funded child care according to the following criteria:
(1) Annually, a provider with a valid
provider agreement as of January first
is to receive a twenty-five dollar
registration fee for each child who received publicly funded child care from
the provider in the previous calendar year. For approved day camps, the camp
is to
have had a valid provider agreement as of August thirtieth of the previous
year.
(2) The child
is to
have received publicly funded child care from the provider for at least one day
during January through December of the previous year.
(J) Is a provider compensated when a child is absent from the program?
(1) A child is
eligible for a maximum of twenty absent days during each six-month period of
January through June and July through December of each state fiscal
year.
(2) Absent days are defined
in rule
5101:2-16-01 of the
Administrative Code.
(3) A provider
may be paid for an absent day for which a child is eligible. An absent day
is not
to be paid prior to actual attendance at the
authorized program. The attendance
is to be documented by a recorded in time and a
recorded out time, and
is to have occurred on any day in the previous
rolling twelve months.
(4) The
value of an absent day is based on the child's authorized hours for care, as
follows:
(a) For a full-time or a full-time
plus authorization, the value of an absent day is eight hours.
(b) For a part-time or an hourly
authorization, the value of an absent day is five hours.
(K) Are providers compensated for staff professional development days?
(1)
Providers are eligible for two professional development days per state fiscal
year. A fiscal year is defined as July first through June thirtieth.
(2) Professional development days are defined
in rule
5101:2-16-01 of the
Administrative Code.
(3)
Professional development days cannot be used on two consecutive calendar days
or in two consecutive calendar months.
(4) Professional development days
are not
to be used on any holiday listed in paragraph
(F)(5) of this rule.
(5) The value
of a professional development day is based on a child's authorized hours for
care, as follows:
(a) For a full-time or a
full-time plus authorization, the value of a professional development day is
eight hours.
(b) For a part-time or
an hourly authorization, the value of a professional development day is five
hours.
(L) What is not included in the payment for publicly funded child care services?
The provider's publicly funded child care payment is not to include:
(1) A child's copayment amount pursuant to
rule 5101:2-16-05 of the
Administrative Code.
(2) Payment
for services provided during the hours that a child is in care in another
federal or state funded program (including, but not limited to, head start,
early head start, or the early childhood education program).
(3) Payment for services provided during the
hours that a school-age child would typically be in attendance at a primary or
secondary school.
(a) Payment will include
time that a school-age child is participating in remote learning, including the
remote portion of a hybrid school model, while in child care.
(b) Payment will not include time that the
child is participating in instructional services which supplant or duplicate
the academic program of any school.
(c) Payment will not include care during the
school-day if the parent has the option to send the school-age child to
in-person learning, including a hybrid school model, and instead opted for only
remote learning.
(M) What are the requirements regarding fees that a provider may charge to the caretaker?
(1) A provider
is to make a
caretaker aware of fees not covered by publicly funded child care payments for
which the caretaker may be responsible.
(a) A
provider
is
to have a signed agreement with the caretaker for the payment of these
fees.
(b) Such fees may include:
(i) Late fees.
(ii) Activity fees.
(iii) Transportation fees.
(iv) Charges for absent days which exceed
those eligible for payment .
(v) Charges for
hours of care that exceed those authorized.
(2) A provider
is not
to ask a caretaker to pay the difference between
the provider's payment rate and the provider's customary charge to the public
when the customary charge is higher.
(3) A provider
is not
to ask a caretaker to pay the difference between
the registration fee paid for the child by
the department
and the provider's customary registration fee charge to the public when the
customary registration fee is higher.
(N) What are the payment rates for in-home aides that provide publicly funded child care services?
An in-home aide is the only provider of publicly funded child care services who may provide child care in the child's own home.
(1) An in-home aide
is to
be paid the lower of these two:
(a)
The base rate shown in appendix A to this rule in the
provider's county of location.
(b)
The provider's
customary rate to the public.
(2) An
in-home aide is not eligible for any payment enhancements or additional
percentages to the payment rate.
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