Is a collaborative program between the Human Development Institute (HDI), the Kentucky Department of Education (KDE) and the Kentucky Office for Vocational Rehabilitation (OVR) – and one way for school districts to provide both Pre-Employment Transition Services and transition services (vocational assessment, job placement) to students with disabilities.
OVR counselor authorizes services to the school district to provide vocationally relevant Pre-ETS and individualized Transition Services to potentially eligible and/or eligible students.
First, let’s consider how to prepare students for employment. In this first lesson, you will explore topics listed below that walk through the steps for preparing students for employment. As a refresher, as discussed in EMP 101: What We All Need to Know About Transition for Students with Significant Disabilities
Students with disabilities According to Section 504 of the Rehabilitation Act, an individual with a disability is a person who has (1) a physical or mental impairment that substantially limits one or more major life activities; (2) has a record of such an impairment, or (3) is regarded as having such an impairment. The Office of Civil Rights (OCR) interprets a “qualified student with a disability” at the elementary and secondary level to refer to a student with a disability who is “of an age at which students without disabilities are provided elementary and secondary educational services; of an age at which it is mandatory under state law to provide elementary and secondary educational services to student with disabilities; or a student to whom the state is required to provide a free appropriate public education under the Individuals with Disabilities Education Act (IDEA).
Employment means the Rehabilitation Act previously used the term competitive employment extensively, but never defined it. There is now a definition of “competitive integrated employment”, meaning full or part-time work at minimum wage or higher, with wages and benefits similar to those without disabilities performing the same work, and fully integrated with coworkers without disabilities. This is considered the optimal outcome under WIOA.
Click on the first topic below to continue in the course.
In this lesson, we will list the critical skills students need for successful transition into the workforce. Reference these skills on page _ in your course handout. Using a highlighter, highlight those skills that are especially essential for students in your area.
The provider billing forms (PBF, DCC-97) are available on
the first day (excluding weekends and holidays) of each month to cover the
prior month’s enrollments. Providers who
have the Provider Portal can access and submit their billing electronically. Providers who do not have Provider Portal
access will receive their PBFs in the mail.
Paper PBFs are mailed out on the first day of each month (excluding
weekends and holidays). Paper PBF’s may be mailed back to DCC using the address
on the form. The billing staff have ten
(10) business days to process the billing forms. Once received paper billing
forms are date stamped and then processed as quickly as possible. No payments
or adjustments can be made to the payment ninety (90) days after the month care
was provided.
Provider payments are issued as a check payment unless the
provider chooses to receive the payment as an electronic direct deposit. A DCC-93, Authorization for Electronic
Deposit form can be requested by contacting DCC. If the DCC-93 is incomplete it will be
returned to the provider for completion.
Payment options may only be changed a total of three (3) times within a
calendar year unless there is a change in provider type or license number.
Provider Billing Form
Billing Codes
The DCC-97 displays the expected attendance schedule and a blank
exception line. Exceptions are changes
from the expected schedule. If a child’s
attendance is different from the expected schedule, the provider must enter
exception codes. The expected schedule is the schedule found on the
DCC-94. If schedule is incorrect the
client will need to contact DCBS Family Support to correct it.
The billing codes are as follows:
NOTE: Codes 43, 45, 55 and 65 are based on the provider’s
circumstance.
Codes 40, 45, 50 and 60 are
based on the circumstance of the child.
The exception codes for each provider type are as follows:
Licensed Provider
01 – Full day
02 – Part day
40 – Excused absence (five (5) per month permitted without documentation
of the reason)
NOTE: This code is
only used for the purpose of the child being absent from the center on a day
that the center was open and the child was scheduled to be in attendance. It is not used if the provider was not open
for business.
43 – Holiday, closed but payment requested
NOTE: Limit of ten (10) days per year.
If provider is closed for holidays for more than ten (10) days per year,
they must be shown as code 55.
45 – Extraordinary absence (For absences which exceed five (5) days,
written documentation of illness, (except for maternity leave), natural
disaster (declared by nation, county or state), or death in the family must be
on file and retained with the provider’s daily attendance sign-in sheets)
50 – Unexcused absence – any absence which exceeds five (5) per month
and is not documented by one of the four (4) reasons shown for code 45
55 – Closed, no payment requested
60 – Last day attended –payable day-follow with code 55 to prevent
overpayment
65 – Non-payable day used to end enrollment-follow with code 55 to
prevent overpayment
Use the following for flex schedules:
401 – Flex excused absence (five (5) per month permitted) full day
402 – Flex excused absence (five (5) per month permitted) part day
431 – Flex closed but payment requested (scheduled holiday) full day
432 – Flex closed but payment requested (scheduled holiday) part day
451 – Flex extraordinary absence full day
452 – Flex extraordinary absence part day
601– Flex last day attended – payable full day, follow with code 55
602 – Flex last day attended – payable part day, follow with code 55
651 – Flex day to end enrollment – non-payable full day, follow with code
55
652 – Flex day to end enrollment – non-payable part day, follow with code
55
Certified Providers
01 – Full day
02 – Part day
40 – Excused absence (five (5) per month permitted)
43 – Holiday, closed but payment requested
NOTE: Limit of ten (10) days per year.
If provider is closed for holidays for more than ten (10) days per year,
they must be shown as code 55.
50 – Unexcused absence – any absence in excess of five (5) per month
55 – Closed, no payment requested
60 – Last day attended –payable day, follow with code 55
65 – Non-payable day used to end enrollment, follow with code 55
Use the following for flex schedules:
401 – Flex excused absence (five (5) per month permitted) full day
402 – Flex excused absence (five (5) per month permitted) part day
431 – Flex closed but payment requested (scheduled holiday) full day
432 – Flex closed but payment requested (scheduled holiday) part day
601 – Flex last day attended – payable full day, follow with code 55
602 – Flex last day attended – payable part day, follow with code 55
651 – Flex day to end enrollment – non-payable full day, follow with code
55
652 – Flex day to end enrollment – non-payable part day, follow with code
55
Registered Providers
01 – Full day
02 – Part day
50 – Absence
60 – Last day attended –payable day, follow with code 55
65 – Non-payable day used to end enrollment, follow with code 55
Use the following for flex schedules:
601 – Flex last day attended – payable full day, follow with code 55
602 – Flex last day attended – payable part day, follow with code 55
651 – Flex day to end enrollment – non-payable full day, follow with code
55
652 – Flex day to end enrollment – non-payable part day, follow with code
55
Important Reminders:
Provider Billing Forms (PBF) are ready for providers beginning the first day of the month.
PBF are processed by billing staff within ten (10) business days of receipt or being submitted in the portal.
Providers shall receive payment within thirty (30) calendar days.
If you have a claim, you can sign the PBF monthly to have your claim payment taken out of your payment.
No payments or adjustments will be made ninety (90) or more days after the month care is provided.
Using correct billing codes helps prevent overpayments.
Remittance Statements
Remittance statements are available the day after the PBF
has been processed by payment staff. Portal users can print their remittance
statement from the Provider Portal after the PBF has been processed. Each Monday,
DCC will print and mail non-portal users the remittance statement for payments
processed the prior week.
The remittance provides:
Detailed payment amount for each child
Allows the provider to review the information and determine if the payment amounts are correct
In the event of incorrect payments, the provider must
contact the Payment Section (844-209-2657) within ninety (90) calendar days of
the receipt of the Remittance Statement.
Enrollment Fees
Enrollment fees can be paid for clients
approved by DCBS Family Support or DCBS Protection and Permanency. Enrollment
fees are paid for these two groups of recipients. The
enrollment fee must be requested by the provider in writing to the DCC Payment
Section. These requests can be sent to the DCC Technical Assistance chfs.dcbsdcctechnicalassistance@ky.gov.
Provider Claims/Overpayments
An overpayment
is when CCAP payments exceed the amount a CCAP recipient or a child care
provider was eligible to receive. The
purpose of a claim is to collect the amount of the overpayment paid to a
provider. Providers may contact DCC
Claims at 844-209-2657 with claim inquiries.
Types of Provider Claims
Agency errors (error made by the agency)
Inadvertent Household Error (IHE)
Intentional Program Violation (IPV)
Intentional Program Violation-Court (IPC)
Suspected Intentional Program Violation (SIPV)
Notification of a claim
DCC will provide initial notice to the child care provider
suspected of having a potential claim.
If the potential claim is a suspected IPV then the following notices
will be sent:
DCC-84
Notice of Suspected Intentional Program Violation, and
DCC-84A
Supplement A
DCC will offer the Provider an opportunity to
meet with the Cabinet to
Discuss the potential claim;
Determine the category of the claim;
Sign the DCC-84 Supplement A, if an IPV is suspected
If an overpayment is the result if any intentional program
violation, a disqualification period will be imposed. During a disqualification period a provider
may not receive CCAP payments.
Disqualification periods are determined as follows:
voluntary payment arrangement, negotiated either orally
or in writing including a payment schedule
court-ordered payments
state tax refund interception
lottery offsets
wage garnishment
referral to a collection agency
A full or partial lump-sum payment can be accepted to settle a claim. A provider may choose to submit a DCC-97 Supplement A, Voluntary Payment Reduction form, indicating the amount the provider wishes to have applied to the claim. The amount indicated on the DCC-97 cannot be less than ten (10%) of the total CCAP payment.
A
DCC-94E, Child Care Daily Attendance Record, is required for all provider
(licensed, certified, and registered). Each child’s name needs to be listed legibly
on attendance records exactly as listed on the PBF and certificate. The parent, guardian or authorized
representative need to record the actual time the child arrives and departs
daily and initial. DO NOT record this
information in advance. To verify
accuracy of attendance the parent, guardian or authorized representative must
sign the form at the end of each week.
If the parent, guardian or authorized representative fail to initial in
and out or sign at the end of the week funds may be recouped. The PBF and sign in and out sheets should be
compared to ensure the child’s attendance, absences and holidays have been
recorded and billed correctly.
If the child’s enrollment is being discontinued for any
reason during the certification period (end date on the certificate), a DCC-94C
Provider Notification of Payment Termination notice will be generated.
The effective date is the first day of non-payment. If there are any
questions, the parent will need to contact DCBS Family Support. Providers
may contact DCC with questions concerning payments or certificates at
844-209-2657. Due to confidentiality,
DCBS and DCC staff are not able to communicate the reason for the discontinuance.
Staff may only discuss the information that is on the certificate. Any
other concerns or questions will require the client to contact DCBS Family
Support.
When a case is
initially approved, a DCC-94, Child Care Service Agreement and Certificate will
be sent to the parent and the provider IF
the parent granted Provider Portal access to the provider during the interview
process. The DCC-94 shows the child’s
pending enrollment, along with other valuable information. Please review
certificates for:
Child’s schedule
State
reimbursement rate
Provider
payment
Family
co-pay
Start
and end date of enrollment
A provider needs to be aware of the child’s eligibility
end date on the certificate because you will not receive notice when the
end date is nearing. An enrollment that
does not have any changes during an eligibility period uses the dates on the
certificate as notice of end of care.
Sample of the DCC 94
Important Information to Discuss with the Client
Enrollment start/end date
Enrollment schedule
Co-pay
Overage amounts
Discuss copayment and/or overage amounts with the client
along with child’s enrollment schedule when the certificate is being signed. It is important for the families and providers
to carefully review the certificate to be aware of all details and
accuracy. Instruct the parent to notify
DCBS Family Support of any discrepancies. DCC encourages providers to make a
copy of all three (3) pages of the certificate for record keeping purposes. This certificate must be signed by the
provider and client and returned to DCBS Family Support Office or uploaded to
the Provider Portal within ten (10) calendar days. Payments cannot be made until the signed
certificate is returned.
If the client has questions about the certificate, the
client will need to call, 855-306-8959 or visit DCBS Family Support.
If you, as the provider, have question about the certificate
call DCC at 844-209-2657.
In order to receive a DCC-97, Provider Billing Form (PBF)
or for a child to show up on a PBF the DCC-94 must be signed by the provider,
client and returned to the DCBS office or provider portal within ten (10) calendar
days. Once returned a Family Support
worker will change the enrollment from pending to active in Worker Portal. A PBF will generate for the following
month.
Return the ENTIRE 3
page Certificate by:
Uploading to Provider Portal (fastest and most efficient);
Fax it to 502-573-2007;
Hand delivered to the local DCBS office; or
Mailing it to: DCBS PO Box 2104 Frankfort, KY 40603
Allowing children to begin care without a signed
certificate is a business decision the provider may make. Please remember, CCAP
payments are not guaranteed until a certificate has been signed, returned to
the DCBS office, and entered into the system which completes the enrollment
process.
What happens if the DCC-94 is not returned within ten (10) calendar days?
If the certificate is not returned timely, payments cannot be made and may be denied for the time the child was in care. The parent will be notified the certificate has not been returned, that payment will not be made and that a new provider needs to be chosen within ten (10) calendar days.
Payment Rates
The DCC-300 Kentucky Child Care Maximum Payment Rate Chart
details by county the max rate the state will pay per child based upon license
type and age of child. Rates for payment of child care services include a base
rate for each type of care as well as incentive/special rates (if
applicable). Rates are based on a full
day, which is defined as care five (5) to eighteen (18) hours per day, or a
part day, which is defined as less than five (5) hours of care per day. The state of Kentucky does not mandate the
rates a provider can charge. Each
provider can consult the DCC-300 when setting their rates but ultimately may
charge more or less than these rates. Providers are encouraged to complete a
DCC-94B Licensed or Certified Provider Agreement Form yearly. The DCC- 94B allows providers to make any
billing changes that may affect their CCAP.
Families are
responsible for:
Registration fees
Overages
Activity fees
Transportation fees
Any other charges required by the provider not
included in the daily rates
Payment rates are determined by the age of the child. The
chart below outlines the age and the PBF code that corresponds.
Age
KICCS Code
Birth through 12 months
Infant 1 (IN-1)
1 to 2nd birthday
Toddler 1 (TD-1)
2 to 3rd birthday
Toddler 2 (TD-2)
3 to 4th birthday
Preschool 1 (PS-1)
4 to 5th birthday
Preschool 2 (PS-2)
5 to 6th birthday
Preschool 3 (PS-3)
6 to 8th birthday
School age 1 (SA-1)
8 to 13th birthday
School age 2 (SA-2)
13 to 19th birthday
School age 3 (SA-3)
Schedules
There are three types of child care enrollment schedules.
The regular schedule is used most
frequently. The child requires a consistent and predictable care schedule. For example, care is needed 5 days per week
Monday thru Friday. A regular schedule may also involve a variety of
different days and/or full days (5 or more hours per day; FD) or part days (under
5 hours per day;PD). For example, every week the child needs care Mon-Wed FD
and Tue-Thur PD.
The school schedule is geared toward
children who are of primary school age.
It allows full days when school is not in session (including summer time
and snow days) and part days when school is in session. District school
schedules are entered into KICCS prior to school starting each year. Snow days
are updated during the month they occur.
The flex schedule is utilized if the
client’s schedule varies and is unpredictable week to week. A flex schedule is used to accommodate the
client who works different hours and different days every week and they are
unable to predict their schedule week to week.
For example, the schedule may be entered as 4 FD 1 PD per week. These days can vary and may not be the same
days each week.
Notice of Change Certificate
Providers will receive the DCC-94 Notice of Change Child
Care Service Agreement if the copay increases, decreases or if the child’s care
schedule is changing. No signatures are
required, this is for record keeping purposes only. Signatures are
required at application, recertification or with a provider change.
The purpose of CCAP is to assist families in accessing and
obtaining quality child care. The client
must meet all technical eligibility requirements established by DCC to receive services.
From the date of application a client
has thirty (30) calendar days to complete the process and return all requested
verifications. If the application is
approved for benefits, the certification is valid for twelve (12) months; as
long as the family is meeting the technical eligibility requirements of the
program.
During this twelve (12) month eligibility period; the case
may discontinue if there is a reported change that puts the case into a grace
period. The CCAP grace period is a temporary period, (up to three (3) months)
during which a client is not meeting the minimum eligibility requirements, but
remains eligible for CCAP. A grace
period is the three (3) calendar months following the date of the reported
change. Grace periods are only applied
to cases with active eligibility that have a break in the work, education and
training, or SNAP E&T requirement for circumstances such as maternity/medical
leave, a loss of job, or reduction of hours in the eligible activity. Grace
periods will NEVER extend past the recertification date.
Income Eligibility
At initial application for low income subsidized child care services, the family must have a monthly gross countable income which is less than or equal to the Child Care Income Limits (table below-left). Families who have been approved for child care services remain income-eligible as long as their countable monthly gross income is at or below 85% of the state median income (table below-right) after a reported change.
Child Care 160% Income Limits (at initial application)
HH2
$2,195
HH3
$2,771
HH4
$3,347
HH5
$3,923
HH6
$4,499
HH7
$5,075
HH8
$5,651
HH9
$6,227
HH10
$6,803
HH11
$7,379
HH12
$7,955
HH13
$8,531
HH14
$9,107
HH15
$9,683
85% of SMI (at case change) Effective 7/1/17
HH2
$4,294
HH3
$4,808
HH4
$6,072
HH5
$6,772
HH6
$7,472
HH7
$8,172
HH8
$8,872
HH9
$9,572
HH10
$10,272
HH11
$10,972
HH12
$11,672
HH13
$12,372
HH14
$13,072
HH15
$13,072
At recertification families who have been approved for child care services remain income eligible as long as their monthly countable gross income is less than or equal to the Child Care Income Limits (table below).
Child Care 200% Income Limits (at recertification)
HH2
$2,263
HH3
$2,857
HH4
$3,451
HH5
$4,045
HH6
$4,639
HH7
$5,233
HH8
$5,827
HH9
$6,421
HH10
$7,015
HH11
$7,609
HH12
$8,203
HH13
$8,797
HH14
$9,391
HH15
$9,985
Important Information Concerning Clients
At least thirty (30) days before the end of a certification
period, a DCC-90F, Notice of Renewal Interview, is mailed to client, giving them
a timeframe to call or visit the DCBS Family Support office to begin the
recertification process. The letter details what they need to bring to their
appointment to ensure the case can be approved as quickly as possible. Same day approval is only available if all
needed documentation is provided on the day the client is in the office.
During the interview, the DCBS Family Support worker informs
the client about responsibilities as a CCAP recipient:
The family may be assessed a daily co-payment based on their income, household size, number of children and other factors;
The amount of their co-payment;
The responsibility of paying their co-payment to their provider on a weekly basis;
They may be required to pay an overage if the provider charges more than the state’s maximum payment rate; and,
The client may be responsible for payment of additional fees charged by the provider.
The client is responsible for paying their family copay on a
weekly basis. It is important to not allow clients to fall behind in this
co-payment. When a client makes a
request to change provider enrollment a ten (10) day notice is given to the
current provider to ensure collection of outstanding co-payments.
A provider cannot charge participants in the child care
assistance program a higher rate for child care than is being charged to the
public.
The client is responsible for reporting changes to the DCBS
Family Support office within ten (10) days. Reported changes may affect the
continued eligibility for CCAP and include:
Start or end of a job;
Change of employer or extra jobs;
More or less hours worked;
Increase or decrease in pay;
More or less people in the household;
Self-employment;
Schedule change for day care;
Start or end of educational activity and/or participation
in SNAP/E&T
Child care provider change;
Mailing address and/or physical residence;
Marital Status; or
Start or end receipt of unearned income
The client may report changes by calling (855-306-8959) or
visiting a DCBS Family Support office.
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