The Division of Child Care (DCC), Child Care Assistance Program (CCAP), Claims Section is responsible for childcare provider claims. All references to the claims policies and procedures are found in 922 KAR 2:020.
What is a claim?
Claims result from an improper payment. The purpose of a claim is to collect the amount that was overpaid. Overpayment results from an action or inaction on the part of the child care provider, including failure to report a change in circumstance in accordance with 922 KAR 2:160, Section 11 or an agency error that provided the child care provider with an overpayment. (922 KAR 2:020, Section 2).
The Division of Child Care, Claims Section
DCC Claims is responsible for using advanced skill sets to investigate potentially fraudulent activities and interview providers to determine if a child care provider claim exists, establish the claim, negotiate repayment agreements, and maintain the claim file.
Division of Family Support
Responsible for establishing and collecting a child care client claim.
Reasons for claim establishment
Falsification of information on DCC-94E Child Care Daily Attendance Record shall lead to a claim. All child care providers (licensed, certified and registered) are responsible for reporting the attendance of each child who receives CCAP. The attendance is reported on the regulated DCC-94E form (922 KAR 2:160).
Falsification of information reported on the DCC-97 Child Care Provider Billing Form (PBF) shall result in a claim. Child care providers submit payment for CCAP using the Provider Billing Form; DCC-97.
Claim Determination can be made by, but not limited to:
Auditing of the DCC-94E for fraudulent activity or erroneous errors.
Attendance reported on the 94E form that should be recorded legibly each time the child arrives and each time the child departs the provider’s care and signed by the parent or applicant for the child served by CCAP (922 KAR 2:160). The 94E forms should be consistent with the billing forms/KICCS.
DCC-94E inconsistencies such as:
Days billed, but not reflected on the 94E,
Arrival and departure times for each child not recorded on the State approved the regulated DCC-94E, Child Care Daily Attendance Record, and
Missing legible parent weekly signatures and/or no provider signature at the bottom of the DCC-94E.
Notification from the Billing Team
The CCAP Billing section notifies the claims section of payment errors.
Child Care providers may contact the billing section when they discover inadvertent payment errors. “Inadvertent error claim” means an overpayment resulting from misunderstanding or unintended error on the part of a recipient or a child care provider (922 KAR 2:020).
Random selection of Child Care Providers’ Attendance Report
Every month a CCAP attendance report is generated through the state-approved child care eligibility system which, generates lists of active child care providers requesting payment for CCAP children’s attendance. A random audit of attendance records is completed for child care providers from this report.
OIG Referral Line
If the cabinet has sufficient documentary evidence to confirm that a recipient or child care provider has committed an Intentional Program Violation (IPV), the cabinet shall refer the case to the cabinet’s Office of Inspector General (OIG) for investigation or referral for prosecution if warranted by the facts of the case (922 KAR 2:020).
“Intentional Program Violation” or “IPV” means a CCAP recipient or child care provider has intentionally: (a) Made a false or misleading statement; or (b) Misrepresented, concealed, or withheld facts”).
A Remittance statement serves as a detailed receipt for CCAP payments. 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. It is advised to print the remittance statement and keep for your records for tax and bookkeeping purposes. DCC is unable to print and send remittance statements for the year as they are made available to each provider.
The remittance statement 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 CCAPProviderPayments@ky.gov within ninety (90) calendar days after the month care was provided. Kentucky Administrative Regulations state that payment adjustments will not be made ninety (90) calendar days after the month care was provided.
A Prior Period Adjustment (PPA) is the process used by DCC billing staff, under certain circumstances, to correct a billing issue. A PPA can only be used if the child has received payments in previous months. Per Kentucky Administrative Regulations, (922.KAR 2:160, 17(g)) payments or adjustments cannot be made to the payment ninety (90) days after the month care was provided.
90
Days
Enrollment Fees
Enrollment fees can be paid for KTAP or Child Care Protection cases approved by DCBS Family Support or DCBS Protection and Permanency. Enrollment fees are only paid for these two groups of recipients.
The enrollment fee must be requested by the provider in writing to CCAPProviderPayments@ky.gov. Include the child’s name, case number, and the amount being requested. Enrollment fees can only be paid once in a 12-month period and are limited to a family amount of $100 per year.
1
Time
12
Months
$100
per family/year
Overages vs Copays
Overages vs Copays
An overage and a copay are 2 very different things. An overage occurs when the provider charges more than the State Max rate for the area. For example, a provider charges $30 per day but the State Max Rate is $25 per day. This means there is a $5 per day overage that the parent is responsible for in addition to the assessed copay found on the child care certificate. The copay is assessed and assigned to the family during the eligibility process and printed on the CCAP certificate. DCC doesn’t become involved with overages. An overage would be unique to each center and is a business responsibility of the provider. DCC is also not involved in the process of collecting the copay. It is the provider’s financial responsibility as a business owner to maintain the overage and copay collection.
Overage Calculation Example
If a provider charges $50 per day for an infant and the State Max Rate is $40 per day, there is an overage of $10 per day. CCAP/CHFS pays $40 per day and the parent pays the overage of $10 per day to equal $50 per day. ($40+$10=$50)
If the provider charges $50 for an infant and the family has a $5 copay, and the State Max Rate is $40 then CCAP/CHFS pays $35 per day and the parent pays the $5 per day copay and the $10 per day overage for a daily parent responsibility of $15 per day. ($35 + $5 +$10 =$50)
Tax Details
DCC doesn’t provide a 1099 for taxes. The Kentucky Finance & Administration Cabinet/ Department of Revenue send out 1099’s yearly. DCC is unable to print or reissue a 1099.
An intercept may occur on a CCAP reimbursement payment if funds are owed to another state agency. Generally, this applies to back taxes, educational loan defaults, or back child support owed. DCC is not involved in the intercept and cannot offer any details, except the amount that was intercepted. Questions may be directed to:
Case number (If you do not have a case number, then the parent and child’s first and last name )
A brief description of the issue
Are children re-enrolled at yearly certification?
Anytime an enrollment ends, especially at the yearly recertification, Family Support does not automatically re-enroll children with the previous provider. The parent must notify Family Support of their provider choice each year.
What should I do if a child is not on the Provider Billing Form?
If a child is not on the PBF then the provider, should:
check the end date on the current certificate
check Provider Portal records for a DCC-94C sent as notification the enrollment was ending
The DCC-97, Provider Billing Forms (PBF) are available on the first day of each month to cover the prior month’s CCAP enrollments.
Providers who use the KICCS Provider Portal can access and submit their billing electronically.
Providers who do not use the Provider Portal access will receive their paper PBF in the mail. Paper PBFs are mailed out on the first business day of each month. Paper PBFs may be returned to DCC via email at CCAPProviderPayments@ky.gov, mailed using the address on the form, or faxed to (502) 564-3464.
The form below is a blank paper DCC-97 form. Once generated and ready to mail, the form would include the children’s names and care schedule from the current certificate prefilled on the ‘Scheduled’ line.
Click to view larger
Provider Portal PBF
The portal PBF below is filled out for May 2022 and is available to be submitted by the provider on June 1, 2022. The child’s care schedule from the DCC-94 certificate is prefilled on the ‘Scheduled’ line. The PBF shows the Care Level for the child which is determined by the child’s age and may change during the month if the birthday falls during that month. The Codes being paid either from the prefilled schedule, the provider exception line or both. The count which is the number of days being paid for each code. The Rate the provider charges per day for that care level and the copay rate. The form also has the daily calendar for billing for each day the child is scheduled to attend in the month of May with lines for Provider Exceptions and Worker (DCC staff) Exceptions. The exception codes are under the calendar boxes. Last, the Provider’s note box (for the provider to leave explanations of the exceptions) and the EAV Note box (for DCC staff to communicate with the provider).
Click to view larger
Once a provider submits the PBF, either by mail or online, it goes into the KICCS portal for DCC staff to process. The system puts the PBFs in the portal according to the order in which they are received. This can be affected by the speed of the internet being used or the server processing the information-both of which are out of human control.
Once the provider has submitted the PBF, Kentucky Administrative Regulations and DCC CCAP Policy require that provider billing forms are processed by DCC staff within ten (10) business days of receipt.
within 10
Business Days of Receipt
Questions about Payment Timeframes
Providers that have inquiries about the timeframe for payment should reference KRS Chapter 45.453. Providers shall receive a payment within thirty (30) working days of processing the PBF, except when there are payment discrepancies in the payment amount billed and the amount owed to the provider. In these instances, the Cabinet is not held to the thirty (30) day period for payment.
within 30 days
Unless there are payment discrepancies
Issuing Payments
Provider payments are issued in the form of a check unless the provider chooses to receive the payment as an electronic direct deposit. To set up direct deposit a provider must submit a DCC-93, Authorization for Electronic Deposit and a W9.
A DCC-93 and W9 can be requested by contacting CCAPProviderPayments@ky.gov. If the DCC-93 is incomplete, it will be returned to the provider for completion.
Unless there is a change in provider type or license number.
How to fill out a Provider Billing Form
When a DCC-97 Provider Billing Form is received, either in the portal or in paper form, it will have the expected attendance/care schedule (found on the DCC-94 Licensed and Certified Enrollment Agreement Enrollment Certificate) prefilled on the Scheduled line.
The next line, for Provider Exceptions, is left blank. Providers use the exception line to make needed changes to the prefilled schedule. If a child’s attendance is different from the expected prefilled schedule, the provider must enter the correct billing code to make the exception (change).
PBFs with a Flex Schedule do not have a prefilled care schedule but have an allotted number of days the child may attend. For example, the child may be allowed to attend 5 full days per week. If the provider is open 7 days a week these 5 full days may be any of the 7 days in the week and may change each week.
The CCAP email inbox frequently receives emails stating that the PBF is giving an error message that says, “Exceptions cannot be made….”. This happens when a provider is filling in the same code in the Provider Exception box that is prefilled on the PBF. The provider exception line is to make CHANGES to the prefilled code, not to add the same code.
If the care schedule is incorrect, it is the parent’s responsibility to contact DCBS Family Support (855-306-8959) for a care schedule correction. CCAP payment staff cannot make changes to certificate schedules.
Codes 43, 45, 55 and 65 are based on the provider’s circumstance.
Codes 40, 45, 50, and 60 are based on the child‘s circumstance.
The exception codes for each provider type are as follows: $=payable code
Licensed Provider Codes ($ = payable code)
01 –$ Full day-payable code for attendance of five (5) or more hours per day 02 –$ Part day-payable code for attendance less than five (5) hours per 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 the provider is closed for holidays more than ten (10) days per year, a code 55 must be used for any days over the first 10 days. If this code is used on even one child in error the system automatically uses one of the 10 holidays for the year. 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 three (3) reasons shown for code 45 55 – Closed, no payment requested 60 –$ Last day attended –payable code-follow with code 55 to prevent overpayment 65 – Non-payable code used to end enrollment-follow with code 55 to prevent overpayment. Codes 60 and 65 were designed to give the provider a method of ending an enrollment for a child that is no longer attending the child care center.
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 Provider Codes ($ = payable code)
01 –$ Full day- payable code for attendance of five (5) or more hours per day 02 –$ Part day-payable code for attendance less than five (5) hours per day 40 –$ Excused absence (five (5) per month permitted) 43 –$ Holiday, closed but payment requested NOTE: Limit of ten (10) days per year. If the provider is closed for holidays for more than ten (10) days per year, they must be shown as code 55. If this code is used on even one child in error the system automatically uses one of the 10 holidays for the year 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 Provider Codes ($ = payable code)
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
Enrollment vs Attendance PBF Coding
CCAP has been paying based on enrollment and not attendance since 12/1/22. There is currently a tentative end date for this initiative of 12/31/23.
This means that payments are based on the care schedule from the CCAP certificate. The care schedule is the hours and days per week a child is expected be in a child care program. Child absences using codes 40, 45, or 50 will NOT be recorded. The customary 5 absences per month do not apply when paying based on enrollment.
Providers will only need to use codes that affect the entire center’s attendance, such as code 43 (holiday) or 55 (to follow a code 60/65 or center is closed more than the allotted ten (10) holiday code 43s). Weather related closures will not be coded.
Exceptions to this rule are when the care schedule is incorrect on the certificate. In these cases, codes 1 and 2 can be used to correct an incorrect prefilled code.
The parent should also be advised to contact Family Support to have the care schedule corrected. This is a frequent issue with School Schedule enrollments. For example, the prefilled schedule is a 1 but the child’s actual schedule is part day. The provider will enter a 2 in the Provider Exception box.
Flex schedules will remain the same as if payment was based on attendance because the nature of the Flex schedule is that the provider fills in the child’s actual attendance.
Important Reminders:
Provider Billing Forms (PBF) are ready for providers beginning the first day of the month.
PBFs are processed by DCC Staff during normal business hours M-F 8am-4:30pm. If the first falls on a weekend or a holiday processing will begin the first business day of the month.
PBFs 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 there is a claim, the PBF may be signed monthly to have the 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.
A provider may end an enrollment on a PBF using a code 60 or 65 followed by code 55. A code 60 will pay for the last day the child attended, and a code 65 will end an enrollment without payment.
A code 43 is for HOLIDAY pay only. If code 43 used even on one child during a billing cycle, the system picks it up and uses one of the center’s 10 holidays for the calendar year. During the December billing cycle, providers frequently question why they are out of holidays and it is often because a child was coded incorrectly in a previous month.
Never submit a blank PBF and leave a provider note with directions on how to code the PBF. Coding the PBF is the provider’s responsibility. If you have questions, contact CCAPProviderPayments@ky.gov.
A DCC-94E Child Care Daily Attendance Record is required for all providers (licensed, certified, and registered).
Child Care Daily Attendance Record
Each child’s name needs to be listed legibly on attendance records exactly as listed on the Provider Billing Form and certificate.
The parent, guardian, authorized representative, or center staff needs to record the actual time the child arrives and departs daily and initial. DO NOT record this information in advance.
To verify the accuracy of attendance, the parent/guardian, or authorized representative must sign the form at the end of each week. If the DCC-94E is not signed at the end of each week the CCAP funds may be recouped by DCC.
The PBF and sign-in and sign-out sheets should be compared to ensure the child’s attendance, absences, and holidays have been recorded and billed correctly. The DCC-94E Child Care Daily Attendance Record must be kept for 5 years for each child.
If the child’s enrollment is being discontinued for any reason during the 12-month certification period (before the end date on the certificate), a DCC-94C Provider Notification Letter will be generated. The effective date on the DCC-94C is the first day of non-payment. If an enrollment does not have any changes, then the end date on the certificate serves as the notice and a DCC-94C will not be sent.
A DCC-94C will be sent to the provider if a CCAP case ends because of a change in the case, making the family ineligible.
A DCC-94C is sent to the child care provider 10 days prior to the effective date on the letter.
If during those 10 days the parent contacts the Family Support office to resolve the case issue then a DCC-94.1, Child Care Change Notice, will be sent to the parent and the child care provider.
As a provider, if you receive a DCC-94C and do NOT receive a DCC-94.1 after the DCC-94C, then the case has discontinued and CCAP payments have ended.
Parents frequently tell providers that the issue has been resolved. Unless a DCC 94.1: Notice of Change certificate has been received, it is best to contact CCAPProviderPayments@ky.gov to double check.
If the CCAP case does not have any changes that affect the end date of the 12-month eligibility period, the end date on the certificate serves as the provider’s notice of discontinuance. The effective date on the DCC-94C is the first day of non-payment.
If parents have questions, they will need to contact DCBS Family Support at 855-306-8959 to discuss the specifics of their case.
Providers may contact DCC with questions concerning payments or certificates at CCAPProviderPayments@ky.gov or 844-209-2657.
Due to confidentiality, DCBS and DCC staff are not able to communicate the reason for the discontinuance with providers. Staff may only discuss the information that is on the certificate and the status of the case. Any other concerns or questions will require the parent to contact DCBS Family Support.
The DCC-300: Kentucky Child Care Maximum Payment Rate Chart, details by county the max rate the state can pay per child based upon license type and age of the child. 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 payments.
Child Care centers may receive incentive or special rates. This currently includes an extra $5 per day for accredited centers, $10 per day for centers with non-traditional hours of operation, and $5 per day for special needs child care. Any applicable incentive or special rates are added at the time of payment through the KICCS system and are not reflected on the State Max Rate DCC-300. The special rates above took effect beginning in August of 2022 and are funded in part by the American Rescue Plan Act; like all specialty rates, they are subject to change based on available funding.
Family Responsibilities
Families are responsible for:
Copay
Registration fees
Overages
Activity fees
Transportation fees
Any other charges required by the provider not included in the daily rates
Payment Rate Codes
Payment rates are determined by the age of the child.
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.
Regular Schedule
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-Thurs PD.
School Schedule
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 only time a school age child should NOT be on a school schedule is if the child requires more than 5 hours of care per day or require non-traditional hours.
Flex Schedule
The flex schedule is utilized if the families’ schedule varies and is unpredictable week to week.
A flex schedule is used to accommodate the family who works different hours and different days every week and 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.
The regular schedule and the school schedule are prefilled with codes on the PBF. The codes are prefilled according to the care schedule on the certificate. If the care schedule is wrong, then the payment will be wrong. Therefore, it is important to review the entire certificate with the parent when signing.
A flex schedule does NOT have the care schedule prefilled on the PBF because it is flexible and needs to be filled in by the provider per the child’s actual attendance. If a flex schedule is not coded by the provider upon submitting the PBF then payments cannot be made.
When a parent needs to make a change to the care schedule, it will need to be reported to Family Support as soon as the need is known. Changes to a care schedule are not retroactive therefore the payment will be incorrect if the parent waits until after the need to change occurred. These changes are common when a preschool child is moving to kindergarten. If a change is not reported timely incorrect payments are processed. This can result in underpayments or overpayments that will be recouped.
Notice of Change Certificate
Providers will receive the DCC-94 Notice of Change Child Care Service Agreement, if the copay increases/decreases, the child’s care schedule changes, or if any rate information changes.
Sample of notice of change certificate
No signatures are required, this is for information and record-keeping purposes only.
When child care enrollment is added to an approved CCAP case, a DCC-94 Child Care Service Agreement and Certificate will be sent to the parent and the provider through the provider portal (if the parent granted Provider Portal access during the interview process). The DCC-94 shows the child’s pending enrollment, along with other valuable information.
Click to view larger image
Please review certificates for:
Child’s schedule
State reimbursement rate
Provider payment
Family copay
Start and end date of enrollment
A provider needs to be aware of the child’s eligibility end date on the certificate because a notice will not be sent when the end date is nearing. An enrollment that does not have any changes during the 12-month eligibility period uses the dates on the certificate as notice of end of care. A DCC-94C, Provider Notification Letter is only sent 10 calendar days prior to an enrollment ending if the enrollment is ending during the 12-month certification period.
Before signing the certificate
Before signing the certificate, discuss with the Parent:
• Enrollment start/end date • Enrollment schedule • Copay amount to be paid weekly • Overage amounts (difference between the State Max Rate and what the center charges daily. Overages are not printed on the form as they are unique to each child care center)
If any of the information on the certificate is incorrect, DO NOT sign and return the certificate. When both parties sign and return the certificate, this means they are BOTH agreeing to the information on the certificate. It is the parent’s responsibility to contact Family Support for corrections to the certificate. DCC/CCAP staff cannot correct a certificate.
The certificate must be signed (not electronically) by the provider and client and returned to DCBS Family Support or uploaded to the Provider Portal within ten (10) calendar days of being generated. Payments cannot be made until the signed certificate is returned. It is the responsibility of the parent to make sure the certificate is returned.
If the parent has questions about the certificate, the parent will need to call (855) 306-8959 or visit a DCBS Family Support office.
If you, as the provider, have questions about the certificate, email CCAPProviderPayments@ky.gov or call DCC at (844) 209-2657. When contacting DCC be prepared to provide your license number, the case number, and a brief description of the issue.
To receive a DCC-97 Provider Billing Form (PBF), or for a child to show up on a PBF in the portal, the DCC-94 Service Agreement and Certificate must be signed by the provider and parent then 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 the system. Changing the enrollment from pending to active will signal to the system to send out a DCC-117: Enrollment Approval Notice to the provider.
Return the ENTIRE 3-page Certificate by:
Upload to the KICCS Provider Portal (fastest and most efficient)
Fax to 502-573-2007 (keep the fax transmission sheet for verification of dates and success of transmission)
Hand deliver to the local DCBS office
Mail to: DCBS PO Box 2104 Frankfort, KY 40603
*Keeping a copy of all pages of the certificate for the provider’s records is useful if the certificate is lost in the mail or not all pages are received through the fax. Retaining a copy of the fax transmission sheet to guarantee number of pages faxed, date, and time faxed is also advisable.
DCC-97 Provider Billing Form (PBF). Click each page to view larger.
Allowing children to begin receiving 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) and a DCC 117 Provider Enrollment Approval Notice has been received.
What happens if the DCC-94 Service Agreement and Certificate is not returned within ten (10) calendar days?
If the 3-page certificate is not signed and returned on time, CCAP payments cannot be made and may be denied for the time the child was in care. The parent will be sent a DCC-118 Child Care Reminder Notice to notify them the certificate has not been returned, that CCAP payments will not be made, and that a new provider needs to be chosen within ten (10) calendar days.
The DCC-118 gives a due date of 10 additional calendar days, and states if the certificate is not received in the next 10 additional calendar days, the enrollment will be denied, and the parent will be responsible for any charges incurred.
If a certificate is not returned within the time limit and the enrollment is denied, then a DCC-119 Child Care Certificate Denial Notice will be sent to the provider on the 20th day alerting them that the enrollment was denied.
If all 3 pages of a signed certificate are not returned on time, per policy, the enrollment is added back into the system with the date the untimely certificate is received by the Family Support office. If the signed certificate is returned more than ninety (90) calendar days after the care was provided, Kentucky Administrative Regulations (KAR) 922.2:160.17(1)3(g) states that payments will not be made.
For Example:
If a certificate is generated on 6/1, it is due back at the Family Support office on 6/10.
If not received on 6/10, the system sends out a DCC 118 to the parent giving an additional 10 days, 6/20, to return the untimely certificate.
If the certificate is not returned to the Family Support office by 6/20, the enrollment denies and a DCC 119 is sent to the provider.
If the certificate is received by Family Support on 6/21, then Family Support will add the denied enrollment back into the case with a start date of 6/21 and the parent is responsible for any payments from 6/1-6/20.
What happens when the DCC-94 Service Agreement and Certificate is returned?
When the DCC-94 is returned and all 3 pages are signed, the enrollment is marked as active in the IEES system by DCBS Family Support.
The day after the enrollment is marked active, a DCC-117 Enrollment Approval Notice is sent to the provider through the Provider Portal (KICCS)or via mail. This notice alerts the provider that the enrollment is now approved and ready for payments to begin.
If more than one child in the family is receiving CCAP, it is important to check for all children’s names on the DCC-117. If all children are not listed, not all enrollments were marked active.
If a certificate is returned and the provider doesn’t receive the DCC-117 in a few days or not all children are listed, the provider can contact CCAPProviderPayments@ky.gov
The parent is responsible for paying the family copay on a weekly basis. It is important to not allow parents to fall behind in their copayment. When a parent makes a request to change their child care provider enrollment, a ten (10) day notice (DCC-94C) is given to the current provider to ensure collection of any outstanding copayments. This ten (10) day notice is built into the provider change process to protect the current provider and allow them time to collect any monies owed.
The Division of Child Care no longer denies the family the right to enroll in a new center if they owe money to the previous provider. Not allowing parents to fall behind on copays is optimal.
A provider cannot charge participants in CCAP a higher rate for child care than is being charged to the public.
CCAP Payments
There are 2 requirements that must be completed before a child care provider can receive a CCAP payment.
01
Completed Application
The family must complete the application process with Family Support to determine eligibility.
02
Signed Enrollment Certificate
The child care enrollment must be added to the CCAP case generating a certificate requiring signatures from the parent and the provider.
If approved for CCAP, the parent receives an approval notice, DCC-94.1 Child Care Approval Notice. This notice details the start date of approval, the eligible children, and the copay amount.
An approval notice does not mean enrollment has been added to the case. It means that enrollment CAN be added. A CCAP case can be approved but not have an enrollment added which prevents the provider from being paid.
It is the parent’s responsibility to communicate their child care provider choice, start date, and needed care schedule with the Family Support office. They can do this during the application process, report online in the KYNECT portal, or contact the Family Support office.
Once Family Support receives this information, they will enter it into the system generating the enrollment certificate.
Provider Portal for Billing Submissions
Providers are advised to open a Kentucky Integrated Child Care System (KICCS) Provider Portal account through the Kentucky Online Gateway (KOG) system.
Access to the Provider Portal is necessary for many actions required by licensing and makes submitting CCAP Provider Billing Forms easier.
Please complete the form below. If you mark “no” credit for completion of this course WILL NOT be added to your ECE-TRIS professional development record.
Your individual training record in ECE-TRIS will be updated within 10 days with the course credit. ECE-TRIS is a training registry for early care and education providers and gives you 24/7 access to your professional learning record: https://tris.eku.edu/ece.
*** Please note: The only REQUIRED fields to verify information are Birthdate, and last 4 digits of your Social Security Number. Feel free to skip the rest if your information in ECE-TRIS is up to date. If you need to update information in ECE-TRIS, fill out those fields here.
Once again, a final welcome! We are so excited to have you join the CCA team and are looking forward to getting to know you more and exploring all your talents.
Please reach out to your Content Coordinator if you have any questions. Your Content Coordinator is here to support you.
The use of relationship-based technical assistance (TA) can be a highly effective form of professional development. It has been used widely in the field of early childhood to increase the quality of programs and outcomes for young children and families.
Before we discuss the specifics of TA further, please take a few minutes to consider what you think of when you hear the phrase relationship-based technical assistance.
HDI has an administration team that supports institutional operations by supporting human resource actions and financial management functions. You will be provided with area-specific contact information at the end of this training.
Welcome to your Child Care Aware (CCA) Family! We are excited to have you on our team of amazing people. CCA Coaches come from a variety of backgrounds and are located all around the state from West Paducah to Jenkins (FYI, that is over 400 miles apart, would take 6 ½ hours to drive, and are located in 2 time zones!).
This short introductory training will provide you with a brief glimpse into the dynamics of CCA, who to call with questions, and what Technical Assistance (TA) is.
If you have any questions while completing this training, please reach out to your Content Coordinator for additional support.
This section will give you a brief overview of how to navigate HDI Learning training, whether you have never taken one before or are looking for a refresher.
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All courses you have enrolled in are located in your “my courses” tab. You do need to be logged in to see courses you are enrolled in. If you are having trouble accessing a course, double-check that you are logged into your HDI Learning account.
Each course will display your progress, and if fully completed, a certificate is available to download or print. Click any course to open the content, or if you have already started the course, click “resume” to go back to the last place you stopped.
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This course is divided into lessons and topics. Each lesson will cover a broad content area with the topics supporting the content. At the end of each section is a “mark complete” button. Click this to advance to the next section. If you have already completed a section, you may not see the mark complete button, but rather “next lesson” or “next topic.”
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This training can be stopped and started as needed. Simply return to your HDI Learning Account and locate the course under “my courses.” Once you have completed all its components, you will be able to access a certificate of completion.
If you run into any issues, use the Contact Us button at the bottom of each page.
Staff will learn more about benefits of employment at UK through new employee orientation. The University encourages self-improvement and career growth of regular, full-time employees through supplemental educational courses and programs of study.
The University waives the tuition for regular employees with a regular full-time equivalent (FTE) of 0.75 or greater. In addition, the University recognizes the need to offer educational benefits to a dependent of employees. Learn more about the employee and family education programs here.
HDI also provides opportunities for academic and professional development.
Undergraduate Certificate in Universal Design
The Undergraduate Certificate in Universal Design is available to students of all disciplines to learn about the broad set of strategies that promote inclusion and participation of all people.
Graduate Certificate in Developmental Disabilities
The Graduate Certificate in Developmental Disabilities prepares professionals from a broad range of disciplines to provide services and supports for people with developmental disabilities and their families.
HDI Seminar Series
The Seminar Series provides interactive seminars on current topics relevant to people with disabilities, families, and professionals.
Dates for these training sessions are available on the HDI website event calendar.
HDI Online Learning Center
Training courses are available online for professionals through the HDI Online Learning Center—where you are completing this training! HDI’s learning team creates online learning as part of contract deliverables as one way we educate and advocate for the full participation of people with disabilities. If you are interested in exploring the full catalog of online training courses, go to https://hdilearning.org or contact Patti Singleton, Professional Learning Division Director.
Staff are encouraged to participate when available to continue learning about disabilities, and related topics.
HDI serves as a major leader in thought, policy, and science regarding the lived experiences of Americans with disabilities. Ongoing research projects at HDI generate resources and new knowledge to determine the impact of the work we do for the people we are intending to affect. In collaboration with virtually every academic unit at UK and a vast network of external partners, HDI has developed a strong national and international reputation for research excellence.
Staff are encouraged to get involved in research activities. You can learn more about our work by attending the inclusion research seminar series, which will be promoted in the weekly staff news.
Staff who have research ideas can apply for a fund for excellence award up to $10,000 to support activities that could lead to future funding. See examples of funded projects here and apply here.
Evaluation is a critical part of research activities. Researchers need to know the outcomes of their work. Sponsors or funding agencies want to know if projects are successful. HDI’s Evaluation Unit provides expertise in delivering comprehensive evaluation and consultation services within the domains of disability, education, health and workforce development.
Educate, disseminate information, and engage with communities across the state through a university lecture series, local, regional, and national training sessions, participation in work groups, being involved in national organizations through research or other projects and programs.
HDI currently operates a program that serves the community by providing assistive technology services. The HDI Center for Assistive Technology Services (CATS) is the regional Assistive Technology Regional Center (ATRC) serving Lexington and the surrounding region by providing statewide comprehensive assistive technology (AT) services, AT information, devices and services easily obtainable for people of any age and/or disability.
HDI CATS has launched an ADA Training series to be held on the fourth Thursday of each month covering different topics surrounding the Americans with Disabilities Act. Dates for these training sessions are available on the HDI website event calendar.
