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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. 

DCC-94C Payment Termination Notice

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 

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. 

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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