1. family and parenting
2. children

10.2012
Child Care Resource & Referral
Provider Guide
Nationally, Quality Assured by Child Care Aware of America®
Content
Service Agreement & Program Penalties Form
Child Care Subsidy Eligibility
Funding Categories
Termination of Services (parent)
Non-Transferable Child Care Certificate
Approved Child Care Daily Rate
Co-Payments of Subsidy Parent
Additional Charges or Overages
Sample Certificate
Discretionary Days
Reimbursement / Timesheets
Timesheet Audits
Reporting Changes
Child Care Rate Increases
Tax Reporting
Employment Status (Family Friend and Neighbor Provider)
Provider Termination from the Subsidy Program
Family Friend and Neighbor Provider Required Training
Communicating with Parents
Business Agreements with Parents
Glossary of Terms
Reno—Rock Boulevard Office—Main Office
1090 South Rock Blvd. • Reno, NV 89502
1-800-753-5500 • 775-856-6200 • 775-856-6208 (fax)
Reimbursement Check Hotline: Ext. 1255
Reno Welfare—King Row Office
3677 Kings Row • Reno, NV 89503
775-746-5511 • 775-746-5530 (fax)
Carson City Office
2527 N. Carson St., #255 • Carson City, NV 89701
1-866-434-2221 • 775-684-0880 • 775-887-1365 (fax)
Henderson—Henderson Office
520 South Boulder Highway • Henderson, NV 89015
702-558-0224• 702-856-3347 (fax)
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Las Vegas—Decatur Boulevard Office
2470 North Decatur, Ste 150 • Las Vegas, NV 89108
702-823-2966 • 702-684-6553 (fax)
Las Vegas—Belrose Office
700 Belrose Street • Las Vegas, NV 89107
702-735-9729 | 702-684-6553 (fax)
Las Vegas—Flamingo Office
3330 East Flamingo, Ste. 55 • Las Vegas, NV 89121
702-431-4641 • 702-431-4642 (fax)
Las Vegas—Nellis Avenue Office
611 North Nellis Blvd. • Las Vegas, NV 89110
702-531-1336 • 702-531-1363 (fax)
Las Vegas—Owens Avenue Office
1058 West Owens Avenue • Las Vegas, NV 89106
702-735-9730 • 702-636-5389 (fax)
All Child Care providers that wish to provide care for children on the subsidy program are
required to sign a service agreement, program penalties form, and submit all other required
documentation before receiving payment for child care.
By signing the service agreement and program penalties, child care providers make a
commitment to subsidy-eligible families in our community by following the program policies and
procedures. By providing child care, parents can work and families can reach self-sufficiency.
The subsidy program is funded by federal Child Care and Development Fund (CCDF) that is
a mixture of state and federal dollars. The Children’s Cabinet (and Urban League in southern
Nevada) are contracted by the Nevada Division of Welfare and Supportive Services (DWSS)
and follows regulations set forth by the State. Please remember that by signing the subsidy
service agreement and program penalties form you have agreed to adhere to requirements
outlined in the agreement. Providers should keep a copy of this service agreement and program
penalties form in a safe place for future reference.
We would like to thank you for your dedication to families throughout Nevada. Without your
participation as a child care provider, we could not be successful in assisting our neighbors to
reach self-sufficiency.
PAGE 4 | ALL BOLD TERMS CAN BE FOUND IN THE GLOSSARY AT THE END OF THIS GUIDE
Parents must meet the income guidelines and have a purpose of care to be eligible for child
care subsidy. In order to have purpose of care, the parent must be in an approved activity:
• Working,
• Job Search, or
• Approved NEON activity.
Parents must have a valid certificate by The Children’s Cabinet (northern Nevada) or The
Urban League (southern Nevada) before they are eligible for child care subsidy benefits. This
means that a parent must have a valid certificate before you, the provider, can be paid through
the subsidy program. Please note that the certificate is valid for a limited period of time that is
identified on the certificate.
Parents are required to comply with all subsidy program guidelines. Services can be terminated
at any point if parents do not follow program requirements.
There are 3 different funding categories under which a parent can be served. These categories
are determined by income and risk factors for needing TANF cash assistance.
1.) NEON (New Employees of Nevada) Funding 2.) At-Risk Funding
• Parents receiving TANF cash aid from the • Parents are not receiving TANF assistance
DWSS or are pending to receive cash aid.
but are at risk of returning to the TANF
• Parents receiving NEON assistance can
program.
be authorized for as little as one day and • Parents must qualify based on income and
up to a maximum of 90 days at a time.
must be working or job searching.
• Typically there are a lot of changes with • Foster Parents.
certificates. Providers are cautioned to pay
close attention to the certificate end date 3.) Discretionary Funding (Based on Availability)
as this is the last day of authorized child • Parents no longer considered at risk for
care.
TANF but still meet the income requirements
allowable by the program.
• Parents must qualify based on income and
must be working or job searching.
ALL BOLD TERMS CAN BE FOUND IN THE GLOSSARY AT THE END OF THIS GUIDE | PAGE 5
Unfortunately there are times when parents’ subsidy assistance is terminated. Below are some
of the reasons why a parent would be termed from the program.
• The parent fails to re-apply prior to the end of their current certificate period.
• The parent fails to submit requested documentation for eligibility.
• It is discovered that the parent does not have purpose of care.
• It is discovered that income exceeds the program limits.
• It is discovered that information was not reported that otherwise makes them ineligible
for subsidy.
• The parent has failed to meet their co-pay requirements.
• The parent repeatedly does not follow program guidelines.
• Availability of funding.
Once the parent is eligible for the subsidy program a certificate authorizing child care is
generated. This certificate will list:
• The parent name and UPI,
• The care authorization time frame,
• The provider information,
• The child’s name,
• The approved daily child care rate,
• The approved start date for the reimbursement rate and schedule,
• The subsidy percentage to be paid on behalf of the client,
• The actual full-time and part-time reimbursement rates that will be paid by The
Children’s Cabinet or Urban League on behalf of the parent, and
• The authorized schedule (days of the week that the full-time or part-time care has been
approved).
• If child care is only authorized on Mondays, Tuesdays, Wednesdays, and
Thursdays, and the parent utilizes care on a Friday, you will not be paid for this
unauthorized day of the week (Friday). If this a regularly scheduled day of work or
school then the parent must report the change in schedule to their case manager.
A sample certificate is provided on pages 8 and 9. On the back of the sample certificate is a
glossary specific to the certificate as well as an example of how the parent co-pay is calculated
and how to calculate overages.
PAGE 6 | ALL BOLD TERMS CAN BE FOUND IN THE GLOSSARY AT THE END OF THIS GUIDE
The State-approved daily full time & part time rates for reimbursement are determined once
every two years by a market rate survey of all licensed child care providers. This rate is the
maximum amount the state will pay for child care per day. There are different approved rates
based on:
• Provider Type (i.e., Centers, Family Child Care, Family, Friend and Neighbor (FFN)
Providers, Recreation Programs),
• Age of Child, and
• Location of Care (i.e., Urban and Rural).
A co-payment is the portion of the approved rate for which the parent is responsible. All
information to determine the parents co-payment amount is on the certificate. This is how the
co-payment is calculated:
State Maximum x Co-pay % = co-payment amount per day
Example:
Approved rate= $30
Parent %=10%
# of days authorized for care= 5
$30 x .10 x 5= $15 a week
Additional charges or overages are the amounts the provider charges that exceed the state
approved daily rate.
• All overages are the responsibility of the parent.
• Overages are in addition to the parent’s co-payment.
• Here are three examples of additional charges and overages:
1. You charge $195 a week for infant care.
• $195 divided by 5 days = $39 daily rate.
• The maximum rate for care for your provider type, the child’s age and your location
is $35 a day.
• The parent is left with a $4 per day overage.
2. The parent is only authorized for 4 days. The parent uses 5 days of care in a week.
The 5th day he/she is responsible for paying your full cost of care for that day ($39).
3. The provider charges $25 a week for meals. This is the parent’s responsibility.
ALL BOLD TERMS CAN BE FOUND IN THE GLOSSARY AT THE END OF THIS GUIDE | PAGE 7
12345
John Doe
123456789
Heara Tohelp
(775) 856-6210
Future Leaders Learning
Center
123 Invest-in-Me Drive, Reno, NV 89502
881234567-000
(775) 123-4567
Liberty Justice
123456789
Authorized up to 4 full-time days per week.
See Page 8 for a glossary of terms used on this certificate as well as an example of co-pay & overages.
PAGE 8 | ALL BOLD TERMS CAN BE FOUND IN THE GLOSSARY AT THE END OF THIS GUIDE
Glossary of Terms on Certificate
Applicant UPI: This is a unique number (Unique Personal Identifier) assigned to the parent to keep his/her social number protected.
Care Authorized From: The certificate is only good for the date range indicated. Child care will only be paid for dates that fall within this range.
Certificates are issued for up to a 180-day period. The provider will be sent a new certificate prior to the expiration date if the parent is still eligible for
child care subsidy at that time. If a new certificate is not sent, please contact the parent’s case manager to inquire about the status of the new certificate.
Case Manager: The parent’s (parent’s or guardian’s) case manager.
Child’s Name: This is the child whose care will be subsidized. This certificate is only good for the child listed; in this case Liberty Justice.
DOB: Child’s Date of Birth.
UPI: Unique personal identifier assigned to the child.
Approved Daily Rate: This is the rate that is applied to the parent’s subsidy percentage. This rate will not be higher than the state maximum rate,
but can be lower. If the provider charges $30.00 a day and the state maximum rate is $26.00, the state max rate will be shown in this box ($26.00).
It is the responsibility of the parent to pay 100% of anything OVER this rate ($4.00 each day in this example). If the state max rate is $26.00 and the
provider charges $25.00 a day, then $25.00 will be shown in this box.
Start Date: This is the first day for the schedule (see schedule below) that is approved for this child. If there are two start dates, then there are multiple schedules that have been approved. The schedules listed are only good for each start date. Please note, that regardless of the number of start
dates and schedules, the certificate is only good for the dates indicated in the Care Authorized From section (see above).
Subsidy %: This is the percentage of the Rate that The Children’s Cabinet or Urban League will pay for each day (95% in this example).
Reimbursement Rate Per Day: This is the amount The Children’s Cabinet or Urban League will pay each day. It is the calculation of the Approved Daily
Rate multiplied by the Subsidy %. In this example, $26.00 x 95%=$24.70. This is full time reimbursement The Children’s Cabinet or Urban League will
pay for the child each day. The part-time rate is 1/2 of the full-time rate. In this example, half of $24.70 is $12.35.
Schedule: These are the days of the week that are authorized for care. Any box with a FT or PT in the box is a day that has been okayed by the
subsidy program. The subsidy program will only reimburse providers for care provided on these approved days. The parent is 100% responsible for
paying for care used outside of the approved schedule. If the schedule varies, as in this example, the approved schedule will be noted under this
column. In this example, the child is approved for 4 FT days. The most that would be reimbursed for this child is $98.80 per week ($24.70 x 4 days).
Schedule Notes: Located under Child’s Name. This will give more information about the child’s varied schedule and what is approved for reimbursement.
Provider Name: This is the name of the approved provider. The reimbursement check will be made out and sent to the provider listed in this box.
Certificates are only good for the provider listed in this box and cannot be transferred to another provider. If a parent changes a provider, a new certificate MUST be printed out with the new provider’s name.
Provider ID: This is the providers tax identification number that will be used for IRS reporting purposes.
Rate, Subsidy % and Co-pay Example
Liberty Justice
123456789
Authorized up to 4 full-time days per week.
• The provider’s base rate for care is approved at $26.00 per day.
• The provider’s rate charged to the general public is $26.00 per day.
Subsidy %=95%
$26.00x.95 Cabinet pays $24.70
• The Subsidy % is 95%. The Children’s Cabinet or Urban
=$24.70
per day
League will pay 95% of the $26.00. The
nt
pare e
Parent Co-pay would be 5%
Parent Co-pay=5% $26.00x.05 Parent pays $1.30
t
c
e
ll
th
(100%-95%). The parent must
=$1.30
per day
o co
say
ea t K. Lets of the
d
i
pay for 5% of the $26.00.
E
od
h
a go CH WE on eac full-time
s
i
If…
A
It
E
4
e
(
r
s
was
ca
s
ay
The provider charges $30.00 per day, the care is only approved at $26.00 per day. The parent is
co-p t used zed day aily rate
d
n
ri
100% responsible for daily rate amounts over the approved rate in addition to his/her co-pay. In this
pare autho vider’s
owe
e
o
r
v
p
o
d
l
example, the state max rate is $26.00. The parent’s co-pay is 5% of the state max rate ($1.30 per
ab . The
0
u
wo
)
$4.0
t
S
n
days 0.
4
day). The difference between the provider’s rate and the approved rate is $4.00. The parent is responU
e
par ay) PL day x
0
$30. The
p
h
sible for $5.30 each day.
c
o
0 ea
0 (c
eek.
If…
$1.3 ge=$5.3 or the w
f
a
The parent used care on an unauthorized day (in this example, for a 5th FT day), the parent would be
over $21.20
=
s
y
responsible for 100% of the provider’s daily rate on this day. If the provider charged $30.00 per day, the
da
parent is responsible for the entire $30.00 for the 5th full-time day used that week.
Full Time Example—Approved Daily Rate=$26.00
ALL BOLD TERMS CAN BE FOUND IN THE GLOSSARY AT THE END OF THIS GUIDE | PAGE 9
A discretionary day is a day that is normally authorized for child care, but the parent does
not utilize care because it is a holiday, sick, or vacation day and payment is requested for that
day.
• The parent is limited to 15 discretionary days per calendar year, per child.
• These days must be signed off by the parent on the timesheet to be reimbursed as such
(see section on timesheets below).
• Discretionary days are only reimbursed for authorized days of care identified on the
certificate.
• When a new parent enrolls, you can call our reimbursement team (The Children’s Cabinet
at 775-856-6200 or Urban League at 702-473-9400) to get the number of discretionary
days the parent has used in the calendar year per child.
Once you have been fully registered as a subsidy provider, you will receive the Child Care
Attendance and Provider Reimbursement Timesheets. Filling out this timesheet is how you will
be paid. The timesheet must be filled out accurately and completely in order to be accepted by
The Children’s Cabinet (northern Nevada) or Urban League (southern Nevada). Please keep
the following points in mind when filling out the timesheets.
• It is Important to have the parent sign the timesheet.
• When attendance is entered and signed (daily for The Children’s Cabinet, monthly
for Urban League), it ensures accurate payments.
• If the parent should leave the provider, it will allow The Children’s Cabinet / Urban
League to process the timesheet for payment. Without signatures the payment
will not be authorized.
• It will allow the provider to collect co-payments and overages timely.
• The timesheet must be received in The Children’s Cabinet’s Rock Boulevard / Urban
League’s Decatur office (or postmarked) by the 5th business day of the month following
the service period to be considered timely.
• Timesheets must be submitted monthly.
• Incomplete timesheets will cause a delay in payment.
• Payment is made only for days the child actually attends child care.
• The Children’s Cabinet/Urban League are not responsible for timesheets that are not
received.
• Reimbursement occurs within 30 business days from the receipt of timesheets.
• For example: If the certificate start date begins on August 20th, you will be
PAGE 10 | ALL BOLD TERMS CAN BE FOUND IN THE GLOSSARY AT THE END OF THIS GUIDE
reimbursedd for
f the
th care you provided
id d from
f
that
th t day
d until
til the
th end August. If the
timesheets is received on Monday, September 5th, the reimbursement check
for August 20-31 will be sent no later than the end of the third week of October,
depending on when the timesheets are processed.
• In northern Nevada, you can call 775-856-0160 ext. 1255 for information on when
your check will be released. In southern Nevada, call 702-473-9400.
• Providers have until the last day of the month following the service month to submit all
timesheets for payment. Failure to submit timesheets within this time will result in nonpayment.
• Providers will have 60 days from the check issue date to request a review of discrepancies
of payment received.
• Response to your request will not exceed 30 days.
Troubleshooting the Timesheet
• As a subsidy child care provider it is important that you understand how the child care
subsidy program pays for child care. We encourage you to be informed so you can
represent your concerns and seek resolution. The following examples should help you
in this process.
• The parent is authorized M-W-F Full Time. The timesheet bills for a Tuesday. This
is a non reimbursed day because it was not authorized. The parent is responsible
for the full cost of care on this date.
• The parent is authorized M-W-F Full Time. The timesheet indicates that on a
Monday the child was signed in and not out. This is a non reimbursed day
because hours in care cannot be determined by a partial record. The parent will
be responsible for the full cost on that day.
• The parent is authorized M-W-F Full Time. The timesheet indicates that on
Wednesday the parent signed the child in at 7:55 am and signed the child out at
10:00 am. This would equal less than 4 hours and 30 minutes; therefore the child
would only be reimbursed at a part-time day. The parent would be responsible to
pay the difference.
• Nevada registry approved training is available from The Children’s Cabinet and The
Urban League on subsidy billing. Call 775-856-6210 in northern Nevada or 702-4739400 in southern Nevada and ask for provider training.
See Timesheet Example on the Next Page ➢
ALL BOLD TERMS CAN BE FOUND IN THE GLOSSARY AT THE END OF THIS GUIDE | PAGE 11
Although thiss is an example of The Children’s Cabinet’s timesheet.
timesheet The Urban League’s
Check this if you are billing for the Enter the month of
timesheet example is on the next page.
child’s annual fee this month. Enter
Check this if you are billing for the child’s
the amount of the fee to the right.
registration fee this month. Enter the
amount to the right.
Mail or drop off the timesheet
to the location listed in this
area. See your timesheet for
the specific address.
The Children's Cabinet, Inc.
Child Care Resource & Referral
1090 S. Rock Blvd. | Reno, NV 89502 | 775-856-6210
service here.
Enter the year of
service here.
Service Month: _____________ Year:_____
ˆ Bill Annual Fee.
Amount: $________
ˆ Bill Registration Fee.
Amount: $________
Child Care Attendance and Provider Reimbursement Timesheet
name or the center name here.
ID or SSN#
ID or SSN#
_____________________________________
Provider Tax ID: Tax
__________________
Phone:Tax
______________
IMPORTANT! If the child’s Provider Name: Your
name on the timesheet does Provider Address: Fill
out your address that the check should be mailed to.
_________________________________________________________________________________________
9Track
Break?
9Overnight?
Street
City
Zip
not match the name on the
child’s first & last name as listed on the certificate. Child UPI:________________________
Found on the certificate.
Date of Birth
Child DOB:___________
certificate, payment cannot Child Name: _______________________________________
Track
Hours child is in K-12 school (e.g., 8-3).
parent listed on the certificate.
be issued.
Subsidy Parent Name:The
______________________________
Child School Hours:_______________School Track: ________
Name
Client signature for daily attendance
TOTAL #
Parent initial to
Parents: Your signature indicates that you had
authorize use of
DATE
Date Day
Time In Time Out Time In Time Out
(e.g.,Mon)
of Hours purpose of care on this date. No purpose of
Discretionary Day
The numbers in this column
care will result in an overpayment.
represent the days of the
1
month. If care begins on the
2
9th of the month, go down
3
to the row starting with 9. All
4
information will be entered
5
starting in this row.
Stephanie Jones
8:15 am 3:45 pm
7.5
6 Tues.
7
DAY
8
TOTAL # of HOURS
TIME IN/TIME OUT
Parent must sign EVERY DAY the
OVERNIGHT
TRACK BREAK
The day of the week. If the
9
Add up the total
These
boxes
would
child was in your care. If the parent
Check this
Check this box if
9th is a Tuesday, enter Tues.
10
number of hours
only be used if the
does not sign for a day the child was
box
if the
the child was on
Fill in the days of the month.
the child was in your
11
occurred
child left your care
in your care, the payment for that day
care
Track Break on
care. Round this
12
during the day and
will not be processed.
overnight.
this day.
TIME IN
time to the closest
then returned.
Time the child was dropped 13
quarter hour.
off or the time the provider 14
arrived at the parent’s 15
home. This time should be 16
DISCRETIONARY DAYS: The parent is entitled to 15 discretionary
SJ
17
30 minutes to an hour prior
days per year. These days are to be utilized to assist the parent
to the time the parent is 18
in payment for days that the child is sick or on vacation and would
scheduled to be in an activity. 19
have otherwise been authorized for care on that day. If the child
20
is normally scheduled to attend on the 19th but is ill and does not
TIME OUT
21
attend, then the next day when the parent drops off the child they
Time the pick up occurred 22
can choose to use the 17th as a discretionary day. The parent
or the time the parent came 23
needs to initial in this column that they are using a discretionary
back home from the approved 24
day. This will allow payment to occur at the subsidized rate as long
activity. This time should be 25
as the parent has available discretionary days and was authorized
30 minutes to an hour after 26
for care on that day.
the parent completed the 27
approved activity.
DISCRETIONARY DAYS (URBAN LEAGUE ONLY): Same as
28
above except parent must sign for Discretionary Days (not initial).
29
Parent need to keep up on coIn this example, the Urban League parent took a Discretionary Day
30
Stephanie Jones
payments in order to remain
on the 30th.
31
eligible for the program.
TOTALS:
The information provided in For Office Use Only
The timesheet must be completed DAILY with the signature of the client or other authorized individual. If a client chooses to utilize a discretionary day the client
this area can help the case must initial in the space provided for that date. A separate timesheet must be completed for EACH child. Timesheets must be COMPLETED and SIGNED by both the
manager assist you in any CLIENT AND PROVIDER on the last day of service for each month to receive payment. The provider has up to ninety (90) days after the month of service to submit
retrieving any outstanding timesheets. Timesheets submitted after ninety (90) days are subject to non-payment.
co-payments.
Is the client's co-payment current? ˆYes ˆNo-If no, what is the client's balance? $__________ Provider's Initials:____
We, the undersigned, certify the accuracy of the information submitted and understand that this information may be audited by either Nevada State Welfare or The
Timesheets must be signed Children's Cabinet, and that any overpaid benefits will be recovered.
Nationally, Quality Assured
and dated by both parent __________________________ ______________
________________________ _______________ by Child Care Aware®
and provider after the service Parent Signature
Date
Provider Signature
Date
month has ended.
PAGE 12 | ALL BOLD TERMS CAN BE FOUND IN THE GLOSSARY AT THE END OF THIS GUIDE
Las Vegas Urban League
Child Care Subsidy Program
2470 N Decatur Blvd Suite 150, Las Vegas, NV 89108
702-629-2561 Fax: 702-629-6232
Service Month:
Service Year:
Bill Annual Fee
Bill Registration Fee
Child Care Enrollment Attendance Verification (EAV) Form
PLEASE DO NOT USE WHITE OUT OR PENCIL
Provider Name:
Provider Address:
Provider Tax ID or SSN:
*Providersname,addressandID/Social
mustbeontimesheet.
City
Child Name:
Child UPI or SSN:
Child Track:
On Track
Overnight
Phone
Child DOB:
ONE CHILDPERTIMESHEET
Parent Name:
DATE
Zip
TIME IN
Child School Hours:
TIME OUT
1/5/2011
6:00 AM
6:00 PM
1/6/2011
6:00 AM
8:20 AM
TIME IN
TIME OUT
* CHILD'S UPIISA
MUST
Parent Signature for Authorization of
Discretionary Day
AM &PMmustbeindicatedasday
willbedeniedpaymentifnot
marked.
3:11 PM
6:00PM
School agedchildrenmustbesignedinwhenparentdropsoffandsignedoutwhentheyaredropped
offatschoolbytheprovider.Theymustbesignedinwhentheyarepickedupfromschoolbythe
providerandsignedoutwhenparenttakesthechild.
1/7/2011
X
1/15/2011
10:00 PM
Childwasdroppedoffat10pmon1/7/11andpickedupat2:30amon
1/8/11. Timesmustbeenteredonthesameline.Thechilddoesnotneedto
beclockedoutat11:59pmandinat12:00am.Thiswouldresultinan
overpayment.
2:30 AM
Discretionarydaysareusedwhenachildisscheduled to
attendthefacilityandiseithersick,onvacationortheymay
beusedforholidays.Eachchildhas15percalendaryear.
Ella Fitzgerald
*This columnisonly
signedwhenyou
areusinga
DISCRETIONARY
DAY.
* ONLYTHEDATE
andPARENT
SIGNATUREare
needed.
IFPARENT
SIGNATUREIS
MISSINGPAYMENT
WILLBEDENIED.
*Datesmustbe
enteredin
numerical
calendarorder.
Scattereddates
arenot
acceptable.
* Onlyone(1)
monthper
timesheet.*
Is the client's co-payment current?
Provider's Initials:
Yes
No
*
If NO, balance due: $
* Please attach a record of monies owed by client
The timesheet must be completed DAILY by the client or other authorized individual. If a client chooses to use a discretionary day, the client must sign in the space
provided for that date. A separate timesheet must be completed for EACH child. Timesheets must be COMPLETED and SIGNED by both the CLIENT AND PROVIDER at the
end of each month to receive payment. Timesheets are DUE in the office listed above by 5:00 PM on the FIFTH business day of the month following the service period.
Timesheets received after the FIFTH business day will be processed at the next available reimbursement period. Billings and registration/annual fees must be submitted
not later than ninety (90) days after the month of service or are not eligible for payment approval.
We, the undersigned, certify the accuracy of the information submitted and understand that this information may be audited by either the Division of Welfare and
Supportive Services (DWSS) or The Urban League Child Care Subsidy Program, and that any overpaid benefits will be recovered.
MUSTHAVEPARENTSIGNATURENOEXCEPTIONS
Parent Signature
MUST HAVEPROVIDER'sSIGNATURE
Provider Signature
ALL BOLD TERMS CAN BE FOUND IN THE GLOSSARY AT THE END OF THIS GUIDE | PAGE 13
dit by
b the
th Division
Di i i off Welfare
W lf Support Services (DWSS).
Files are randomly selected for audit
Providers must comply with the audit. If not, providers run the risk of having to repay the
program or the providers’ subsidy registration may be terminated.
Providers need to report changes
ges of the following information to The Children’s Cabinet within
10 days of the change:
• Address
• Telephone Number
• Hours of Care
• Change in ownership or licensure status
Failure to report these changes timely may delay your reimbursement.
Child care providers can increase
i
their
th i rates
t as they
th deem
d
it necessary; however, The
Children’s Cabinet and the Urban League can only make increases effective on the 1st of the
month following a 30 day advance notice.
• Example: If you submit a rate increase on June 15th it will be effective in the system on
August 1st.
Child care providers who are reimbursed
mbursed more than $600 in a calendar year will be issued a
1099 miscellaneous income form on or before January 31st of the following year.
• This information is reported to the IRS and you are required to pay the appropriate tax
amount to them.
PAGE 14 | ALL BOLD TERMS CAN BE FOUND IN THE GLOSSARY AT THE END OF THIS GUIDE
Child care providers receiving
ng subsidy reimbursement are not employees
em
of The Children’s
Cabinet or Urban League. Family Friend & Neighbor Providers (unlicensed care) are either:
• Self-employed if providing the care in their own home, or
• An employee of the parent who is receiving subsidy benefits.
Providers
oviders can end their participation on the Subsidy program at their discretion.
discretion
We ask that you give parents plenty of notification (30 days preferably) before ending your
participation on the subsidy program. As you know, finding quality child care is a time-consuming
task for parents and not a decision that should be rushed. Parents will need time to gather
the names of providers in their area, contact the providers to check for openings, and make
visits to the programs to assess the quality of care. Please be considerate of the length of time
necessary for parents to find quality child care.
Providers can also be terminated from the program by The Children’s Cabinet for noncompliance with program regulations.
Family Friend and Neighbor (FFN) (non-licensed)
(non licensed) providers are required to complete
comp
3 hours
of training each year. The first year, this training requirement is fulfilled by completing the
health & safety training, which includes training on preventing infectious disease.
After one year on the Subsidy program, you will be notified by our FFN Program Specialist that
it is time to complete another 3-hour training. You will be provided a list of training options. You
will need to select a training from the list and return the form back to the FFN Specialist. Once
the FFN Program Specialist receives your request, you will be sent the training module in the
mail. After completing the training module you need to complete the enclosed questionnaire
and return it. Once we have received your training module questionnaire, your training for the
year is complete.
If providers do not complete the required training, they are out of compliance with the program
and run the risk of being terminated from the subsidy program.
ALL BOLD TERMS CAN BE FOUND IN THE GLOSSARY AT THE END OF THIS GUIDE | PAGE 15
It’s a Win-Win
Win Situation: When Parents and Providers Work T
Together
Reprinted with permission from The Daily Parent, A Newsletter for Working Parents printed by the National Association
for Child Care Resource & Referral Agencies— www.naccrra.org
Child care is a necessary part of life for many families. Child care not only promotes growth and development in
children, but it also helps to strengthen families and communities. Child care providers are an important family
resource for support and child development education.
Creating a Positive Relationship
Children benefit most when parents and providers work together to plan and provide care. In a partnership, child care
providers bring their knowledge of children’s educational and developmental needs and parents bring the knowledge
of their children’s strengths, needs, and interests. Together, parents and providers develop goals that are best for
each child within the child care setting. Positive relationships between parents and providers are created by twoway communication, a feeling of trust, sharing of goals and expectations, providing information and resources, and
having opportunities to make joint decisions about the care children will receive. A successful partnership between
parents and providers will have some of the following qualities:
• Parents and providers communicate on a daily or other regular basis.
• Parents trust and feel at ease with the child care program.
• There are many opportunities for parents to be involved in activities in the child care setting.
• Providers are always asking parents for input and feedback on the program.
• Children are doing well and happy within the child care setting.
•
•
•
•
Benefits of a Partnership
When the parent-provider relationship is working at its best, there are many opportunities to add to the
overall development of children and to provide family-centered services. A successful parent provider
partnership is good for everyone:
WAYS TO COMMUNICATE
Children have support in their daily activities.
(WHAT IT MAY LOOK LIKE)
Parents benefit when providers and staff understand
and respond to their children’s needs, and provide • Regular emails or notes are being
sent between parents and providers.
information and resources that helps them.
• Parents and providers have regularly
Providers benefit by having the much needed input,
scheduled meetings to discuss the
support, and participation of parents for their program.
child’s progress and development in
the program.
What Parents Can Do
• A daily notebook goes back and forth
(Share this section with parents.)
from home to the program—providers
Parents want the best for their children. When placing a child
and parents write notes to each other
about the child or any other issues or
in child care, many parents go through a period of anxiety and
concerns.
uneasiness because they are concerned about their child’s
•
Telephone calls are made when
well-being. Some of the concerns and questions parents may
concerns arise or when there is
ask themselves are:
an immediate issue that needs
• Will the child care provider like my child?
addressing.
• Will she understand my child’s moods?
• How can I be sure my child will be happy there?
Continued on the next page. ➢
PAGE 16 | ALL BOLD TERMS CAN BE FOUND IN THE GLOSSARY AT THE END OF THIS GUIDE
These are all reasonablee concerns.
concerns Parents know their children better than anyone else.
else So when
w
other people are
caring for their children, they realize no one can care for them in the same way. This will always be true. However,
there are ways parents can ease some of their concerns before and after choosing a child care provider.
When Choosing a Child Care Provider: Parents should ask about and look for the following:
• Program’s policies and daily activities
1. Do they provide the kind of activities you want for your child?
2. Do you agree with their discipline procedures?
3. Are there any program policies you may need to ask about?
4. Do they encourage parent involvement. If so, what kind?
•
Temperament and manner of the child care provider(s)
1. Are you as a parent comfortable with the provider?
2. Do you think your child will fit in well?
3. How do they prefer to communicate?
4. Is that compatible with your style?
5. How do they interact with other children?
Helping A Child Care Provider Get to Know Your Child: There are many ways you can help a provider
get to know your child and your expectations for child care. Here are a few:
1. Make a one page diagram of your child — place a picture of your child in the middle of the page with your
child’s name and age underneath (see example on next page). Draw lines from the outer edges of the
picture and form small boxes around the picture with different categories, such as: Favorite Foods (apples,
pizza), and Favorite Activities (painting, building). This is a fun and creative way to let a provider know about
your child.
2. Share photos of our child with the provider and tell her about each one.
3. Have a talk with the provider about what your hopes and expectations are for your child while in child care.
4. Volunteer to help out in the program whenever you can. Let the provider know you support the program.
What Providers Can Do
In both a center and a family child care home setting, child care providers play a big role in creating partnerships
with parents. Parents need to be an integral part of the child care program and providers can help make this happen.
To foster a partnership with parents providers can:
• Learn as much as possible about the children in their program and get to know their families as well. Learn
about family rituals and routines and how they interact with one another.
• Encourage open communication with parents. Be a good listener and avoid making judgments.
• Create and give out a newsletter to families on a regular basis letting them know about upcoming events at
the program, resources in the community, and specific accomplishments and trainings that involve program
staff.
• Be sensitive to cultural and family experience differences.
• Reflect cultural diversity in the program with a variety of materials, toys, books, and activities.
Continued on the next page. ➢
ALL BOLD TERMS CAN BE FOUND IN THE GLOSSARY AT THE END OF THIS GUIDE | PAGE 17
•
•
•
•
Encourage
ge and fifind
nd ways to include parents in program activities and program decisions. Invite them
to participate in classroom activities. Ask their opinions about program improvements.
Host a family cookout and have the children’s families bring a dish to share with everyone.
Encourage the adults who are important in the children’s lives to come as well, such as uncles, aunts,
grandparents, and so on.
Make sure each child has a special area in your program and invite families to come and decorate
that area with artwork, photographs, drawings, or other items that are reflective of that child’s family
and home life.
Example: Getting to Know A Child (This is provided by the parent(s))
Getting to Know:
KEVIN
PAGE 18 | ALL BOLD TERMS CAN BE FOUND IN THE GLOSSARY AT THE END OF THIS GUIDE
Reprinted with permission
ion from the National Network for Child Care - NNCC.
NNCC (1994).
(1994) Taking care of business: Parent-provider agreements.
agree
In M. Lopes
(Ed.) CareGiver News (September, p.4). Amherst, MA: University of Massachusetts Cooperative Extension.
Every child care provider should have a Parent-Provider Agreement. The agreement is a list
of your rules and policies. It tells parents what they can expect of you as a provider. When
parents call you to ask about your business, they will ask about your rules and fees. If you
have an agreement ready, you can answer their questions more easily. This will help the
parents see you as a professional.
A Parent-Provider Agreement is the first step in starting a positive relationship with parents.
If you make your policies clear from the start, fewer problems will come up later. A sample
agreement is available from The Children’s Cabinet, or you can write your own agreement.
Think about:
• HOURS: What days, night, weekends will you be open?
• FEES: How much will you charge? Will you charge for early drop-offs or late pickups?
• DAY CARE PROGRAM: Will you take the children outside to play? Will you provide
fun as well as educational exercises and activities? If so, you might want to give the
parent a plan for a typical day.
• VACATIONS AND DAYS OFF: On which holidays will your program be open? Will you
be paid for the days you are closed, for holidays?
• EMERGENCIES: Who should be contacted in an emergency?
• FOOD: Will you provide hot meals and snacks? If so, you might want to show parents
your menus.
• ILLNESS AND MEDICINE: When will you call a parent if a child is ill? Will you take
care of a sick child? Will you give a child medication?
• CLOTHING AND SUPPLIES: Who will provide diapers, training pants, extra shoes,
and warm clothes for outdoor activities?
• OTHER: What are your policies on naps, toilet training, and discipline?
Although your Parent-Provider Agreement sets up rules for your day care business, it may be
necessary to change your Agreement to meet the special needs of a child or parent. Make
sure the parent of each child gets a copy of the signed Parent-Provider Agreement.
ALL BOLD TERMS CAN BE FOUND IN THE GLOSSARY AT THE END OF THIS GUIDE | PAGE 19
Approved Activity—Parent
ent must be either working or job sea
searching to be eligible for the
subsidy program. These are approved activities.
Approved Daily Rate—Maximum reimbursement allowed by the Nevada Division
of Welfare and Supportive Services. This rate is based on a licensed provider market rate
survey performed every two years. This rate is broken up by child age, provider type (center,
licensed family child care, and family, friend and neighbor (FFN) care), as well as location.
Certificate—Print out that verifies parent eligibility for subsidy. All parents must have an
active certificate for the provider to receive reimbursement for child care services.
Child Care Subsidy Percentage—The percentage of the daily approved rate for
which a party (parent, The Children’s Cabinet, or Urban League) is responsible. This is
printed on the certificate.
Co-Payment—The percentage amount that the parent must pay to the child care
provider. The formula is: daily approved rate x child care subsidy percentage = daily co-pay
amount
Discretionary Day—A day that is normally authorized for care, but the parent does not
utilize care because it is a holiday, sick, or vacation day and payment is requested for that
day.
Full Time Day—For ages 0 to 5—4.5 hours or more hours a day
Ages 6 and older—3.0 hours or more hours a day
Family, Friend or Neighbor—Provider who is not licensed by a child care licensing
entity (Washoe County or State of Nevada) and are many times family, friends and
neighbors.
Overages—The amount a provider charges that exceeds the state approved daily rate.
Overages are the responsibility of the parent.
Part Time Day—For ages 0 to 5—15 minutes to 4.49 hours a day
Ages 6 and older—15 minutes to 2.99 hours a day
15 minutes of care or less will not be reimbursed.
Purpose of Care—The purpose of care is the reason child care is needed. The purpose
of care must be an approved activity (see definition of approved activity above).
PAGE 20 |