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					Child Care
Subsidies
A Booklet for
Licensed and
Certified Child Care
Providers




     DEL 22-877 (Rev. 12/09) Effective April 1, 2010
        Table of Contents
            Introduction .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  . 2

            Child Care Subsidy Programs in This Booklet  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  . 2

            Glossary of Terms  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  . 2

            Licensed and Certified Child Care Providers  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  . 3

            Service Employees International Union Local 925 (SEIU 925)  .  .  .  .  .  .  .  .  .  . 3

            Your Responsibilities as a Provider  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  . 4

            Parent Responsibilities  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  . 4

            DSHS Responsibilities  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  . 5

            DEL Responsibilities  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  . 5

            Eligibility Determination and Payment Process  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  . 6

            Social Services Notices  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  . 7

            Half-Day, Full-day Overtime Authorizations  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  . 9

            Checking WCCC Status  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  . 9

            Child Care Subsidy Rates  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  . 10

            Special Needs Child Care  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  . 11

            Monthly Copayment  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  . 12

            Registration Fee  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  . 12

            Field Trip Fee  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  . 12

            Additional Child Care Needs .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  . 13

            Nonstandard Hours Bonus (NSHB)  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  . 13

            Charging for Additional Services .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  . 14

            Subsidized Child Care Billing Rules .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  . 14

            Billing for Absent Days  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  . 16

            Sample Invoice  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  . 25

            Completing the Invoice  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  . 26

            Using Invoice Express  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  . 27

            Payment Options  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  . 28

            Tax Information .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  . 28

            Billing Errors .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  . 28

            Seasonal Child Care Subsidy Program  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  . 30

            Resources  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  . 31



Washington State Department of Early Learning                                                                                    Child Care Subsidies: A Booklet for Licensed and Certified Child Care Providers 1
                                           Introduction
                                           Child care subsidies help families pay for care while they work, look for work or
                                           are in job training. As a child care provider, you have an important role to play in
                                           Washington’s child care subsidy programs. This booklet is for you as a licensed
                                           child care provider, certified child care provider or DEL-contracted seasonal day
                                           camp. It offers information about subsidy eligibility, billing and payment.
                                           Refer to this booklet when billing for child care services you provided after
                                           March 31, 2010.




     Child Care Subsidy Programs in This Booklet
       ▪ Working Connections Child Care (WCCC) Program
         The WCCC program helps families with lower incomes pay for child care so they can participate in approved
         activities, such as work, training, and educational programs. The state Department of Early Learning (DEL)
         sets the policies and rules for WCCC. The state Department of Social and Health Services (DSHS) determines
         family eligibility and pays providers. Licensed or certified child care providers and in-home or relative
         providers may be eligible to provide child care paid by WCCC.

       ▪ Seasonal Child Care (SCC) Program
         The SCC program serves families seasonally employed in agricultural occupations. It is available only in
         some areas of Washington. DEL sets the policies and rules for SCC, and contracts with community agencies
         to determine family eligibility and authorize child care. SCC uses the DSHS payment system to pay providers.
         Licensed or certified providers may be eligible to provide child care paid by SCC.

       ▪ Children’s Administration (CA) Child Care Programs
         Child care services are approved for families by CA social workers. Social workers must verify that child care
         services are provided by a qualified provider. Payments to providers are authorized by the child’s assigned
         social worker and paid by DSHS. Licensed or certified providers and in-home or relative providers may be
         eligible to provide child care paid by CA.




     Glossary of Terms
     CA – Children’s Administration                                             SEIU 925 – Service Employees International Union
                                                                                Local 925
     CBA – Collective Bargaining Agreement
                                                                                SSPS – Social Services Payment System
     DEL – Department of Early Learning
                                                                                WAC –Washington Administrative Code
     DSHS – Department of Social and Health Services
                                                                                WCCC –Working Connections Child Care
     NSHB – Nonstandard Hours Bonus
                                                                                WCIP –Working Connections Information Phone
     SCC – Seasonal Child Care




2 Child Care Subsidies: A Booklet for Licensed and Certified Child Care Providers                 Washington State Department of Early Learning
Licensed and Certified Child Care Providers
Washington State child care subsidy programs pay for licensed child care and certified child care. Providers in Oregon
and Idaho who meet their state’s licensing rules may qualify for child care subsidy payments when they care for
eligible children who live in Washington. In Washington, child care subsidies pay for the following types of child care:

  ▪ Licensed Child Care. DEL-licensed child care centers, school-age programs and family home child cares.
  ▪ Certified Child Care. DEL-certified tribal, public school and military facility child care programs.
  ▪ Contracted Seasonal Day Camps. DEL contracts with some seasonal day camps that are certified by the American
    Camping Association. The CA child care program does not pay for this type of care.

WCCC and CA may also pay for child care provided in the child’s home or care provided by a relative in the relative’s
home.




Service Employees International Union Local 925 (SEIU 925)
In 2006, legislation was passed that allowed for collective bargaining between the State of Washington and SEIU
925. The union represents licensed family home child care providers and in-home/relative child care providers. The
Collective Bargaining Agreement (CBA) outlines the provisions and benefits covered for SEIU 925 members.
Covered SEIU 925 members receive the benefits of the contract negotiated between SEIU and the State of
Washington. The dues rate is 2 percent of the child care services paid by the state. The maximum dues members will
pay per month are $50. Your Remittance Advice form lists dues as a deduction.
Licensed family home child care providers and in-home/relative child care providers are required to take mandatory
billing training as described in the CBA. Providers can learn more about this training and other union benefits by
calling the union at 1-877-734-8673 or by reviewing the CBA online at www.ofm.wa.gov/labor/




Washington State Department of Early Learning           Child Care Subsidies: A Booklet for Licensed and Certified Child Care Providers 3
       Your Responsibilities as a Provider:
            1. Meet Washington’s child care licensing requirements for the type of child care business you
            operate. Child care centers, family child care homes and school-age child care providers each have
            different rules. The rules are at: www.del.wa.gov/laws/rules/licensing.aspx
              › WAC Chapter 170-151: School-age child care center minimum licensing requirements. http://
                 apps.leg.wa.gov/wac/default.aspx?cite=170-151
              › WAC Chapter 170-295: Minimum licensing requirements for child care centers. http://apps.
                 leg.wa.gov/wac/default.aspx?cite=170-295
              › WAC Chapter 170-296: Child care business regulations for family home child care. http://
                 apps.leg.wa.gov/wac/default.aspx?cite=170-296
            2. Meet program rules and requirements for the appropriate subsidy program. For WCCC and SCC
            subsidy rules, see: http://apps.leg.wa.gov/WAC/default.aspx?cite=170
            3. Keep complete and accurate attendance records according to licensing regulations or contract
            requirements. When DSHS or DEL asks for copies of your attendance records, you must submit the
            records within 14 days of the request. Keep your records for five years.
            4. Bill for child care using the directions in this booklet.




       Parent Responsibilities:
           1. Complete the application process and forms required to determine eligibility. Families apply for
           WCCC by calling DSHS or going online at: https://fortress.wa.gov/dshs/f2esaapps/esaosa/
           2. Meet program income guidelines and participate in approved activities, such as work, training
           and education, or other family support activities.
           3. Use the provider’s attendance sheets to sign the child in and out of care. The parent’s signature,
           times and dates must be included on the sheet.
           4. Pay the provider directly:
             › Any monthly copayment. The parent may arrange for a third party to pay some or all of the
               copayment.
             › Any additional charges for services the family requests as described on page 14.
           5. Report child care changes to the provider within 10 days.
           6. Report to DSHS within five days a change in child care providers.
           7. Report to DSHS within 10 days changes in:
             › Number of hours care is needed
             › Family income
             › Family size, such as someone moving in or out
             › Work, training or education schedule
             › Family’s address or telephone number
             › Family’s legal obligation to pay child support
           8. Make payment arrangements for child care needed for personal reasons that are not authorized.




4 Child Care Subsidies: A Booklet for Licensed and Certified Child Care Providers    Washington State Department of Early Learning
        DSHS* Responsibilities:
            1. Determine a family’s eligibility for child care subsidies.
            2. Authorize the amount of child care needed by eligible families for approved activities.
            3. Pay providers for authorized and billed child care services provided to an eligible family.
            4. Give families and providers at least 10 days notice when subsidy benefits end before the original end
            date on the Social Services Notice.
            5. Assess overpayments and underpayments.
            6. Answer questions related to eligibility, authorizations and payments.

       * Refer to Seasonal Child Care program for information (page 30).




        DEL Responsibilities:
            1. Write policy and eligibility rules for the WCCC and SCC programs.
            2. Manage the contracts for SCC and Seasonal Day Camps.
            3. Administer the Collective Bargaining Agreement for licensed family home child care providers and
            in-home/relative providers.
            4. Report to the federal government on child care subsidy programs and expenditures.
            5. Coordinate and support early learning services, child care licensing, child care provider professional
            development, and child care quality initiatives in Washington.




Washington State Department of Early Learning              Child Care Subsidies: A Booklet for Licensed and Certified Child Care Providers 5
Eligibility Determination and Payment Process
The following steps are a short overview of the child care subsidy process. You will find more details
throughout this booklet.

Step 1: Family Requests Subsidy
     The family contacts DSHS to apply for WCCC subsidies. For CA subsidies, the family works with their CA social worker to
     determine eligibility. Families who qualify for SCC work directly with the DEL SCC contractor in their community.

Step 2: Family’s Eligibility is Determined
     The family completes the paperwork and provides required verification. DSHS or the DEL SCC contractor gathers
     information about the household and the parents’ activities, and determines eligibility. If the family is eligible for WCCC,
     the parent receives an Award Letter. This letter shows the dates the family is eligible for child care and the monthly
     copayment amount. For SCC, the parent receives a Child Care Plan, or it may be mailed directly to you.

     IMPORTANT! If you do not know if the family is eligible for subsidies, you must decide if you want to provide care. You may
     make private pay arrangements with the family until the family is determined eligible and care is authorized.

Step 3: Your Information is Reviewed
     DSHS verifies your licensing status and child care rates using Part 2 of the WCCC application. Part 2 may be completed
     by phone when the family has chosen a provider.

Step 4: Child Care is Authorized in the Social Services Payment System
     Once the family is approved, child care is authorized in the DSHS Social Services Payment System (SSPS). If you call the
     Provider Line and give DSHS your e-mail address, you will receive notification by e-mail when the WCCC authorization is
     completed.

Step 5: Social Services Notice Sent
     You will receive a Social Services Notice in the mail confirming a family’s eligibility and authorization for full-day or half-
     day units of care.

Step 6: You Provide Care and Keep Daily Attendance
     You are now authorized to receive subsidy payments from DSHS for providing child care. Keep attendance records
     according to licensing regulations or contract requirements. You must keep the attendance records for five years.

Step 7: Invoice Arrives
     You will receive an Invoice, normally before the last day of each month. However, the first Invoice for a new
     authorization may not arrive until the middle of the following month.

Step 8: You Complete the Invoice Using Your Attendance Records
     Review your daily attendance records. Determine the number of units to bill based on the rules in this booklet.
     Complete the Invoice, sign and date it, and keep a copy for five years. You may either mail the Invoice to DSHS or call
     Invoice Express.

Step 9: Payment Issued
     After receiving the completed Invoice, DSHS processes the Invoice and sends you the payment.

Step 10: WCCC Reauthorization
     Before the end of the WCCC authorization, DSHS sends a reapplication packet to families. You will receive a reminder
     five weeks before the end of the authorization. Families reapply by calling DSHS or returning the packet with updated
     information. You can remind families when their authorization is near the ending date so that you may continue to be
     paid for care you provide.

     If you continue to provide care past the authorization end date without receiving an updated authorization, DSHS will
     not pay for the service if the family is no longer eligible. Child care is not backdated when families complete the review
     process after the end date.

6 Child Care Subsidies: A Booklet for Licensed and Certified Child Care Providers           Washington State Department of Early Learning
Social Services Notices
Once child care is authorized and the information is processed, you will receive a Social Services Notice. You will
receive the notice about a week after the service is authorized. If you do not receive a notice within two weeks of the
family receiving the Award Letter, call the Provider Line at 1-800-394-4571.


Check the Social Services Notice to make sure the following information is correct:

  ▪   Your name
  ▪   Your provider number
  ▪   Services authorized
  ▪   Children’s names
  ▪   Number of units authorized
  ▪   Child care rate authorized (maximum state rate or your rate, whichever is less)
  ▪   Begin and end date of the authorization
  ▪   If applicable, family’s monthly copayment
  ▪   Any changes or termination of services

  If the Social Services Notice is incorrect:

  For WCCC, call the Provider Line at 1-800-394-4571.
  For CA child care, call the CA social worker listed on the Social Services Notice.
  For SCC, call the contractor listed on the Social Services Notice.




Use the Social Services Notice to identify the end date of the family’s authorization. You may want to remind families
when their authorization is near the end date.


You will receive a Social Services Notices when there is a change in the authorization or when child care subsidies end.




Washington State Department of Early Learning               Child Care Subsidies: A Booklet for Licensed and Certified Child Care Providers 7
          SAMPLE WASHINGTON DSHS SOCIAL SERVICES NOTICE FOR
                        FAMILY HOME CHILD CARE

                   CSD CALL CNTR RG7 B39-5                                                                     970-7-ESA
                   PO BOX 12502
                   YAKIMA 98909
                                                                                          10-21-2009
                   4XXXX8.
                   PROVIDER NAME                                                                              9XXXXX12-02
                   PROVIDER ADDRESS
                   SEDRO WOOLLEY, WA 98284                                          20XXXXXX816
                                             PARENT NAME


     1.    PROVIDER NAME IS AUTHORIZED TO PROVIDE FLD TRIP FEE* LIC FAM HM
           FOR CHILD’S NAME. SERVICE IS APPROVED FROM 10-01-09 TO
           03-31-10 AT THE RATE OF $1.00 EACH. PAYMENT WILL BE A MAXIMUM
           OF 20 UNIT(S) OF SERVICE (EACH) UP TO A MAXIMUM OF $20.00.
           - THIS IS AN ONGOING SERVICE WITH NO CHANGES AT THIS TIME.
     2.    PROVIDER NAME IS AUTHORIZED TO PROVIDE LIC FAMILY HOME Half-day
           FOR CHILD’S NAME. PAYMENT WILL BE UP TO 30 DAYS PER MONTH
           AT $11.74 PER DAY FOR A MAXIMUM OF $352.20 PER MONTH FROM 10-01-09
           THROUGH 03-31-10.
           - YOU WILL RECEIVE A SERVICE INVOICE EACH MONTH. FILL OUT THE
              INVOICE ACCORDING TO THE INSTRUCTIONS.
           - YOU WILL RECEIVE A 1099 INCOME STATEMENT IF YOU RECEIVE MORE
              THAN $600.00 DURING THE YEAR.
           - THE RATE IS BASED ON YOUR 3% INCREASE EFFECTIVE JULY 1, 2008
              WITH A 2% DEDUCTION FOR UNION DUES. MAXIMUM DUES ARE $50.00
              PER MONTH. IF MORE THAN $50.00 IS DEDUCTED IN A MONTH, YOU
              WILL RECEIVE A REFUND FROM THE UNION. THIS DEDUCTION FROM THE
              RATE APPLIES TO LICENSED FAMILY HOMES.
     3.    PROVIDER NAME IS AUTHORIZED TO PROVIDE REGISTRATION LIC FAM HM
           FOR CHILD’S NAME. SERVICE IS APPROVED FROM 10-01-09 TO 10-01-09
           AT THE RATE OF $50.00 EACH. PAYMENT WILL BE A MAXIMUM OF 1
           UNIT(S) OF SERVICE (EACH) UP TO A MAXIMUM OF $50.00.
           - YOU WILL RECEIVE AN INVOICE FOR SERVICES WHEN THE SERVICE IS
              COMPLETE.
           - YOU WILL RECEIVE A 1099 INCOME STATEMENT IF YOU RECEIVE MORE
              THAN $600.00 DURING THE YEAR.
           - SERVICE COMPLETED EFFECTIVE 10-01-09.
 *    FLD TRIP FEE = Field Trip Fee



8 Child Care Subsidies: A Booklet for Licensed and Certified Child Care Providers            Washington State Department of Early Learning
Half-day, Full-day and Overtime Authorizations
Child care is authorized for half-days or full days. The authorization is based on the number of hours of child care
needed each month, based on the family’s schedule. Child care subsidy programs do not authorize care for more than
16 hours per day. The parent must contact DSHS or the SCC contractor if child care needs change.

  ▪ Half-days: When care is needed for less than 110 hours per month. A half-day is fewer than five hours a day. A full
    month of half-day care is 22 half-days. Up to 30 half-days may be authorized. The extra eight half-days, above 22,
    allow you to bill for an extra half-day when you provide five or more hours of care a day.
  ▪ Full days: When care is needed for 110 or more hours per month. A full day is five to 10 hours of care per day and
    may be authorized up to 22 full days a month. Additional care may be authorized when a parent needs more than
    10 hours of care to support an approved activity.
  ▪ Overtime: When care is needed more than 10 hours per day. Overtime care may be authorized in addition to full day
    care. The overtime authorization will appear separately on your Invoice.

SCC program does not use the 110-hour rule for full day and half-day authorizations. Care is authorized based on the
family’s schedule.



Checking WCCC Status

       Working Connections Information Phone: 1-866-218-3244


The Working Connections Information Phone (WCIP) is an automated phone system for WCCC only. It is available 24
hours per day, seven days per week in English and Spanish. WCIP allows you to check:

  ▪   If an application is approved, denied, pending or closed
  ▪   On the effective dates of service
  ▪   What child care services are authorized
  ▪   The family’s monthly copayment amount
  ▪   Any special messages related to the WCCC Program

To use WCIP, you will need:

  ▪ Your SSPS Child Care Provider Number
  ▪ Your Employee Identification Number or the last four digits of your Social Security Number
  ▪ The family’s child care application number, which is found on the Social Services Notice




Washington State Department of Early Learning              Child Care Subsidies: A Booklet for Licensed and Certified Child Care Providers 9
The Answer Phone is an automated phone system available for families receiving WCCC only. It is available 24 hours
per day, seven days per week, in English and Spanish. The Answer Phone allows families to check:

  ▪   If an application is approved, denied, or pending
  ▪   The effective dates of service                                                 Answer Phone: 1-877-980-9220
  ▪   What child care services are authorized
  ▪   The family monthly copayment amount

To use the Answer Phone, a family will need:

  ▪ Client ID number
  ▪ Social Security Number



Child Care Subsidy Rates
Child care subsidy programs pay your private pay rate or the maximum child care subsidy rate, whichever is less. Your
usual rate may be higher than the maximum child care subsidy rate. However, if you provide child care for a family
receiving child care subsidies, you may not charge the family the difference between the maximum child care subsidy
rate and your usual private child care rate.
The total amount authorized for child care includes the payment from DSHS and the monthly copayment from the
family. If you do not collect the copayment from the family, you will not receive the total child care payment. DSHS
will not pay the family’s copayment.
To see the current child care subsidy rates, visit www.del.wa.gov/publications/subsidy/docs/
ChildCareSubsidyRates.pdf
Child care subsidy rates are determined by where the care is being provided, the age of the child, the amount of care
needed, and type of child care.

      1.    DSHS Region where the care is being provided.
           Region 1: Adams, Asotin, Chelan, Douglas, Ferry, Garfield, Grant, Lincoln, Okanogan, Pend Oreille, Spokane,
           Stevens, Whitman. Centers in Whitman are paid at Region 6 rates. Spokane County has specific rates.

           Region 2: Benton, Columbia, Franklin, Kittitas, Walla Walla,
           Yakima. Centers in Benton and Walla Walla are paid at
           Region 6 rates.

           Region 3: Island, San Juan, Skagit, Snohomish, Whatcom

           Region 4: King

           Region 5: Kitsap, Pierce

           Region 6: Clallam, Clark, Cowlitz, Grays Harbor, Jefferson,
           Klickitat, Lewis, Mason, Pacific, Skamania, Thurston, Wahkiakum. Centers in Clark are paid at Region 3 rates.




10 Child Care Subsidies: A Booklet for Licensed and Certified Child Care Providers             Washington State Department of Early Learning
    2. Age of the child.


   Child age                                      Licensed family home child care              Licensed child care center
 Infant                                         Birth through 11 months                      One month through 11 months
 Enhanced toddler                               12 through 17 months                         N/A
 Toddler                                        18 through 29 months                         12 through 29 months
 Preschool                                      30 months through 5 (not yet in              30 months through 5 (not yet in
                                                kindergarten)                                kindergarten)
 School-age                                     5 through 11 years                           5 through 12 years


When a child moves to a new age category, the rate you receive may change. Be sure to check the rate on your Invoice
to make sure it is correct based on the child’s age. Always bill your rate or the state’s maximum subsidy rate, whichever
is less.
Refer to the Special Needs Child Care section for information about children over the age of 12 who need care.


    3. Full-day, half-day, and overtime child care.
      › Full-day child care means: Five to 10 hours per day.
      › Half-day child care means: Less than five hours per day.
      › Overtime child care means: An additional half-day authorization for care over 10 hours per day

    4. Type of child care.
      › Child care centers
      › Family home child care
      › Contracted Seasonal Day Camps
      › School-age child care



Special Needs Child Care
Child care subsidy programs may pay an additional rate for children under the age of 19 who have a physical, mental,
emotional, or behavioral condition requiring a higher level of care. The special needs rate may be paid for a child from
13 to 19 years of age who is under court supervision.
The parent works with DSHS or the SCC contractor to determine if their child qualifies for the special needs rate. To
qualify for the special needs rate, the child must have his or her condition and need for a higher level of care verified.
The parent must obtain this information and provide it to DSHS or the SCC Contractor.
Verification can be done by a health, mental health, social service, or education professional with at least a Master’s
degree, or by a registered nurse. The verification must describe the level of care needed in the child care setting. This
may include an Individualized Education Plan (IEP), Individual Health Plan (IHP), or Individual Family Plan (IFP).
Care is authorized at the state’s special needs rate or the provider’s reasonable additional cost associated with the care
for that child, whichever is greater. Once the special needs rate is approved, the provider will be paid retroactively
from the date of the request.

  ▪ Level 1 Special Needs. A level 1 authorization means you accept the standard state special needs rate. DSHS reviews
    the professional evaluation for verification of the child’s need for a higher level of care.
  ▪ Level 2 Special Needs. A level 2 authorization means you asked for a special needs rate greater than Level 1. You
    must submit written documentation of the reasonable cost for caring for the child. DSHS reviews the documentation
    to determine if the child qualifies for Level 2.
Washington State Department of Early Learning                Child Care Subsidies: A Booklet for Licensed and Certified Child Care Providers 11
DSHS special needs forms can be downloaded at: http://www.del.wa.gov/publications/subsidy/

     Call the Provider Line at
     1-800-394-4571 for more                 DSHS does not pay for training or equipment to help care for children with special
     information.                            needs. inf
                                             ormation.



Monthly Copayment
You will receive payment from DSHS and the parent. The parent’s payment is a copayment. The Social Services Notice
and the Invoice state the amount of the family’s monthly copayment. If you do not collect a copayment from the
parent, DSHS will not pay that portion. Some subsidy programs do not require a copayment. If a family has two
providers, the copayment may be assigned to either one of the providers.
Families may make payment arrangements with you for a third party to pay part or all of the monthly copayment.
You may collect the copayment on the same day of the month you collect child care payments from private paying
families. If your written policy includes late fees when payments are not paid on time, you can charge the family late
fees when the copayment is not paid on time. Families may lose child care benefits if they do not pay their copayment.
If the family does not pay their copayment, contact the Provider Line or the SCC contractor. If you choose not to
collect the copayment, note this in your records and give a copy to the parent.



Registration Fee
If you have a written policy to charge registration fees for private paying families, you may bill the child care subsidy
programs as follows:
When a child receiving subsidies first enrolls in your care:

  ▪ You may bill up to $50 per child or your usual registration fee per calendar year, whichever is less. A calendar year is
    January through December.

When a child receiving subsidies leaves your care and returns more than 60 days later:

  ▪ You may bill an additional registration fee more than once per calendar year.

When a child receiving subsidies remains in your care but changes subsidy programs:

  ▪ You may not bill an additional registration fee.



Field Trip Fee
If you have a written policy to charge field trip fees for private paying families, the state will reimburse you for the
cost of field trips for up to $20 per child, per month. You may bill the actual cost of field trips up to $20 per month for
children. The fee covers special activities, such as:

  ▪ Admission costs (for example: zoo, museum, movies, swimming pool, etc.)
  ▪ Public transportation (not including your gas or insurance)
  ▪ Cost of hiring a non-employee to provide an activity at your child care site (for example: clown, pony ride, music
    performance, etc.)


12 Child Care Subsidies: A Booklet for Licensed and Certified Child Care Providers         Washington State Department of Early Learning
The field trip fee does not cover:

  ▪ Transportation costs if you are using a business or private vehicle for transportation, enrichment programs or
    ongoing lessons (for example: language classes, gymnastics, swimming lessons or music lessons)
  ▪ Fees or admission costs for adults on the field trip
  ▪ Classroom supplies
  ▪ Food purchased on field trips

Billing for the field trip fee
If the actual amount spent for a field trip fee is less than $20, bill the actual amount. Keep receipts for field trip costs
and a list of participating children. Do not bill for the field trip if the child does not participate; enter “0” in the “Total
Units” box on the Invoice.


Field trips that cost more than $20
If you spend more than $20 per child on field trips in a month, you may ask families receiving child care subsidies
for the additional cost of the field trip if you charge the same fee to private paying families. For example, if the cost
of a field trip is $30, you may bill $20 on your Invoice, and ask the family to pay the additional $10. If the parent
chooses not to pay the extra cost, you do not have to take the child on the field trip. However, you must provide
developmentally appropriate care according to licensing requirements for the child during the time of the field trip.
For licensed and certified centers, children must be 3 years of age and older to qualify for the field trip fee
reimbursement. For family home child care providers who are licensed or certified for child care subsidy payments, see
the Collective Bargaining Agreement.



Additional Child Care Needs
Some children need care for more than 10 hours a day. The parent must call DSHS to request additional child care.
You may be paid more for this type of care if you have a written policy to charge private paying families for additional
care over 10 hours a day. The state will pay your rate or the state’s maximum subsidy rate, whichever is less, for
additional care. Subsidy programs may authorize additional care as follows:

  ▪ When care is needed for more than 10 hours and less than 15 hours a day, a half-day of overtime may be authorized.
  ▪ When care is needed for more than 15 hours a day, two full days may be authorized.



Nonstandard Hours Bonus (NSHB)
Sometimes child care is needed during nonstandard hours. The subsidy programs define nonstandard hours as:
         (a) Weekdays before 6 a.m. or after 6 p.m.
         (b) Saturdays and Sundays; and
         (c) Legal holidays
When funds are available, the child care subsidy programs may authorize a $50 NSHB per month. You may bill the
NSHB for each child in your child care 40 or more nonstandard hours per month. Enter “1” in the “Total Units” box on
the Invoice.
If the nonstandard hours are less than 40 per month, do not bill for the NSHB that month. Enter “0” in the “Total Units”
box on the Invoice.



Washington State Department of Early Learning               Child Care Subsidies: A Booklet for Licensed and Certified Child Care Providers 13
Charges for Additional Services
If families who receive child care subsidies request the following services, you may charge them only if you have a
written policy to charge private paying families for these services:

  ▪ Additional child care for personal reasons (for example, the child is picked up later than scheduled because the
    parent went shopping)
  ▪ Optional programs for their child (for example: lessons, classes, etc.)
  ▪ Optional meal programs for their child
  ▪ A field trip that exceeds the $20 maximum reimbursed by child care subsidy programs
  ▪ Transportation to and from school or activities

You may charge families who receive child care subsidies for the following fees only when you have a written policy to
charge all families fees for:

  ▪ Non-sufficient funds (NSF) (When the families do not have sufficient funds to cover the payment to you and you are
    charged by the financial institutions.)
  ▪ Late pick-up of the child after operating hours
  ▪ Late child care payment (copayment)

You may not charge families who receive child care subsidies:

  ▪ The difference when your:
      › Private rate for child care is more than the maximum child care subsidy rate
      › Registration fee is more than the subsidy program’s maximum registration fee
  ▪ Handling fees to process family payments or paperwork
  ▪ Fees for materials, supplies or equipment needed to meet licensing WAC
  ▪ Costs to cover billing disputes between you and the state
  ▪ For any days the child is absent
  ▪ For days you are closed

Licensed family home child care providers can learn about additional billing allowances by going online to
www.ofm.wa.gov/labor/



Subsidized Child Care Billing Rules
To bill correctly, you must refer to your attendance records and the rules in this booklet. Keep attendance records for
five years, as stated in licensing and child care subsidy rules.
The child care subsidy programs consider 22 full days or 22 or more half-days as a full-time child care authorization.
Actual working days may vary from 19 to 23 days per month. Child care subsidy programs consider every month as 22
days and every week as five days.
Your attendance records must support the billing. Bill only when the child has attended at least one day in that month.
Return your Invoice promptly. Invoices are only valid for one year (12 months) after the actual date of service.
You may receive an overpayment or underpayment notice if your records are reviewed and they do not support your
billing.




14 Child Care Subsidies: A Booklet for Licensed and Certified Child Care Providers   Washington State Department of Early Learning
More Subsidized Child Care Billing Rules
   Absent Days         For licensed or certified centers, up to five absent days may be billed only when the
                       authorization is for 22 full days or 22 or more half-days. Bill for the total number of days
                       attended plus the five absent days.
                       For family home child care providers who are licensed or certified for child care subsidy
                       payments, see the Collective Bargaining Agreement.
                       The total number of days billed may not exceed the number of days authorized. For
                       authorizations over 22 half-days, bill for an extra half-day each time the child is in care five or
                       more hours per day.
                       If you decide to stop providing care for a child, you may not bill absent days after the date
                       you end care. Some authorizations start after the first day of the month. Do not claim absent
                       days before the authorization start date.


   Holidays            If there is an eligible holiday during the child’s authorization period, count the holiday as if
                       the child attended, even if you are:

                         ▪ closed for business on that holiday
                         ▪ open for business but the child does not attend on that holiday; or
                         ▪ open for business and the child attends on that holiday

                       Eligible holidays:
                              ›   New Year’s Day, January 1
                              ›   Martin Luther King Jr. Day, Third Monday in January
                              ›   Presidents Day, Third Monday in February
                              ›   Memorial Day, Last Monday in May
                              ›   Independence Day, July 4
                              ›   Labor Day, First Monday in September
                              ›   Veterans Day, November 11
                              ›   Thanksgiving and the day after, Fourth Thursday in November
                              ›   Christmas, December 25

                       If an eligible holiday is on a Sunday, the following Monday is the eligible holiday. If an eligible
                       holiday is on a Saturday, the Friday before is the eligible holiday.
                       Note: If you are open on the eligible holiday and closed on a different day to observe the
                       holiday, you may not bill for the day you were closed to observe the holiday.


   Professional        If your facility closes for training purposes, and a child is scheduled to attend, bill as if the
   Training            child attended. You may bill for up to three professional training days a year. Any additional
   Days                days you are closed for training are considered closure days.
                       Keep records of your professional training days for five years in case you are audited.
                       Note: Mandatory Subsidy Billing Training for licensed/certified family home providers may
                       not be billed as a professional training day.


   Closure Days        Days your child care business is closed for reasons other than professional training or eligible
                       holidays are not eligible for payment.


Washington State Department of Early Learning                Child Care Subsidies: A Booklet for Licensed and Certified Child Care Providers 15
Billing For Absent Days
Part-Week Authorization
Example:                                                             Sun        Mon      Tues     Weds Thurs Fri                   Sat
Willow needs care for 9.5 hours a day, Monday
                                                                                         1        2           3          4         5
through Wednesday and every other Saturday.
                                                                                         X        X                                X
At the end of the month, use the following
method to determine the correct amount of                            6          7        8        9           10         11        12
units to bill:                                                                  X        X        X
Willow attended 16 days. Add the five absent                         13         14       15       16          17         18        19
days to the 16 attended days (16+5=21). You
may claim 21 units for Willow that month.                                       X        X        X                                X
                                                                     20         21       22       23          24         25        26
The “X” indicates the days of attendance.
                                                                                X        X        X
                                                                     27         28       29       30          31
                                                                                X        X        X
                              16 Attended
                              +5 Absent Days
                              21 billable units



                                                                                     Billing For Absent Days
                                                                                     Full-Week Authorization


   Sun        Mon         Tues       Weds Thurs Fri                   Sat            Example:

                                                                                     Blaine needs child care Monday through Friday
                          1          2          3          4          5              from 8 a.m. until 6 p.m. The family went on
                                                                                     vacation the first part of the month.

   6          7           8          9          10         11         12             Use the following method to determine the
                                                                                     correct amount of units to bill:

                                                                                     Blaine attended 14 days. Add the five absent days
   13         14          15         16         17         18         19
                                                                                     to the 14 attended (14+5=19). You may claim
              X           X          X          X          X                         19 units for Blaine.
   20         21          22         23         24         25         26             The “X” indicates the days of attendance.
              X           X          X          X          X
   27         28          29         30         31
              X           X          X          X                                                           14 Attended
                                                                                                           +5 Absent Days
                                                                                                           19 billable units



16 Child Care Subsidies: A Booklet for Licensed and Certified Child Care Providers                    Washington State Department of Early Learning
                                                    Billing For Absent Days
                                                     Half-Day Authorization

A half-day authorization may be for up to 30 half-days. This allows you to bill an additional half-day, up to eight half-
days, when the child is in care five or more hours on any one day.

Example:

Marty is a school-age child authorized for a maximum of 30 half-days. He needs care before and after school for a
total of four hours each day. When you review your attendance record for the month, you see Marty attended 14 days.
School closed for six days. On those days, Marty was in care for nine hours each day.

Use the following method to determine the correct amount of units to bill:

Step 1: Marty attended 14 days. Add the five absent days to the 14 days attended (14+5=19). So far, you may claim 19
half-days.

Step 2: Marty was in care more than five hours per day for six days during the month. Every day you provided care for
five or more hours, you may claim an additional half-day. Add the additional six half-days to the 19 half-days in step 1
(19+6=25). You may claim 25 units.


                                                                                                             14 Attended
                                                                                                              +5 Absent Days
          Sun          Mon          Tues        Weds      Thurs      Fri           Sat                        19 half-days
                                                                                                              +6 over 5 + hrs
                                    1           2         3          4             5                          25 billable units
                                    4 hours     4 hours   4 hours    4 hours

          6            7            8           9         10         11            12
                       4 hours      4 hours

          13           14           15          16        17         18            19
                       9 Hours      9 hours               9 hours    9 hours

          20           21           22          23        24         25            26
                       9 hours      9 hours               4 hours

          27           28           29          30
                                    4 hours




Washington State Department of Early Learning                  Child Care Subsidies: A Booklet for Licensed and Certified Child Care Providers 17
                                                     Billing For Absent Days
                         Authorizations That Start After the First Day of the Month

The days of the month before the authorization started are not absent days and must not be included in your billing.

Example:

Anthony is authorized to start in your child care on August 9. He needs care Tuesday through Friday.

Count from August 9 the number of days left in the authorization (remember that child care subsidy programs
consider each week as five days). Your calendar shows the maximum you can bill is 17 days (Monday through Friday) in
August. You may not claim any of the days before August 9 as absent days.

Anthony attended eight days. Add the five absent days to the eight days attended (8+5= 13). You may claim 13 units
for the month of August because it does not exceed the 17 days allowed for this month.




              Sun         Mon        Tues       Weds Thurs Fri                   Sat

                          1          2          3          4          5          6
                                     NA         NA         NA         NA                        8 Attended
                                                                                              +5 Absent Days
              7           8          9          10         11         12         13
                                                                                              13 billable units
                          NA         X
              14          15         16         17         18         19         20
                                     X                     X          X
              21          22         23         24         25         26         27
                                     X                     X          X
              28          29         30         31
                                     X




The “X” indicates the days of attendance.
The “NA” indicates days Anthony was not authorized child care.




18 Child Care Subsidies: A Booklet for Licensed and Certified Child Care Providers     Washington State Department of Early Learning
                                                Billing For Absent Days
                       Authorizations that End Before the Last Day of the Month
Some authorizations end before the last day of the month. When this happens, the total days billed cannot exceed the
number of child care days before the authorization end date. Count the total number of days. Consider each week as
five days. Up to five absent days are allowed during a partial month. The days after the authorization end date are not
counted as absent days.

Example:

Erin has been in your care for five months. She is authorized for 22 full-day units. You knew her authorization would
end on the 20th day of the current month.

At the end of the month, you review Erin’s attendance. The maximum number of days you can bill is 14 (five days per
week from the 1st to the 20th). Erin attended 11 days. Add the five absent days to the 11 days attended (11+5=16). You
may not bill for the entire 16 days because the maximum billable days for the month are 14 authorized days. You may
claim 14 units for the month.




                 Sun        Mon       Tues      Weds Thurs Fri          Sat
                                                                                                     11 Attended
                                                             1          2
                                                                                                   +5 Absent Days
                                                             X
                                                                                                   16 units
                 3          4         5         6    7       8          9
                                                                                                   14 billable units
                            X         X              X       X
                                                                                                   In this example, the
                 10         11        12        13   14      15         16                         total number of units
                            X         X         X                                                  is 16. However, you
                                                                                                   may only bill for
                 17         18        19        20   21      22         23                         14 units, because
                            X         X         X    NA      NA                                    the maximum
                                                                                                   authorization is for 14
                 24         25        26        27   28      29         30                         full-day units.
                            NA        NA        NA   NA      NA
                 31




The “X” indicates the days of attendance.
The “NA” indicates days Erin was not authorized for child care.




Washington State Department of Early Learning             Child Care Subsidies: A Booklet for Licensed and Certified Child Care Providers 19
                                                     Billing For Absent Days
                         When a Child Leaves Care Before the Authorization Ends
If a child is authorized for ongoing, full-time child care, but leaves your care before the end of the authorization, you
may bill up to five absent days.



Example:

Alyssa’s authorization is for 22 full days. You thought the authorization would continue for three more months. On the
15th of the month, Alyssa’s mother picked her up and said Alyssa would no longer need child care.

Use the following method to determine the correct amount of child care to bill.

Alyssa attended nine days and there was one paid holiday in the month. Consider Alyssa as attending 10 days
(9+1=10). Add the five absent days to the 10 days (5+10=15). You may claim 15 units for Alyssa that month.




                                                Sun        Mon        Tues       Weds Thurs Fri       Sat
         9 Attended                                                                         1         2
        1 Holiday                                                                           X
       +5 Absent Days
                                                3          4          5          6    7     8         9
       15 billable units
                                                           X          X                     X
                                                10         11         12         13   14    15        16
                                                           X          X          X    X     X
                                                17         18         19         20   21    22        23


                                                24         25         26         27   28    29        30
                                                           H
                                                31




The “X” indicates the days of attendance.
The “H” indicates a holiday.




20 Child Care Subsidies: A Booklet for Licensed and Certified Child Care Providers           Washington State Department of Early Learning
                                                Billing For Absent Days
                                                When the Schedule Varies

Example:
Julie’s authorization is for 22 full days. Her mom works at a restaurant and her schedule changes each week. Mom
works some weekends and some weekdays.

Use the following method to determine the correct amount of child care to bill.

Julie attended 19 days. Add the five absent days to the 19 days (19+5=24). The authorization is for 22 days. You may
claim 22 units for Julie that month.




           Sun       Mon        Tues       Weds Thurs Fri          Sat

                     1          2          3     4     5           6                                 19 Attended
                     X          X                                  X                                +5 Absent Days
           7         8          9          10    11    12          13                               24 Total
                 X              X
           14        15         16         17    18    19          20                               In this example, the
           X         X          X          X     X     X           X                                total number of units
                                                                                                    is 24. However, you
           21        22         23         24    25    26          27                               may only bill for
           X         X          X                X     X                                            22 units, because
                                                                                                    the maximum
           28        29         30         31                                                       authorization is for 22
           X                    X                                                                   full-day units.




The “X” indicates the days of attendance.




Washington State Department of Early Learning              Child Care Subsidies: A Booklet for Licensed and Certified Child Care Providers 21
                                                     Billing For Absent Days
                                          When You Are Closed During the Month
The maximum number of days you bill for each child cannot exceed the number of days you were open.

When counting the maximum number of days you can bill, remember to think of every month as 22 days and every
week as five days.

Example #1

Ella’s authorization is for 22 full days. She needs care Monday through Friday from 5:30 a.m. until 2:30 p.m.

You provide child care Monday through Friday. This month, you closed your child care from the first through the 12th
of the month for vacation. You reopened for child care on the 15th and Ella attended every scheduled day except for
the 25th.

Ella attended 11 days. When you add the 11 days attended and the five allowable absent days, (11+5=16) it appears
you can bill for 16 days. However, you may not bill for more days that you were open for child care. Sixteen days are
more than the maximum 12 days you were open; therefore, you may bill 12 days for Ella this month.




             Sun         Mon         Tues       Weds        Thurs Fri                Sat

                         1           2          3           4           5            6
                         Closed Closed           Closed Closed Closed
                                                                                                     11 Attended
             7           8           9          10          11          12           13
                                                                                                   +5 Absent Days
                         Closed Closed Closed Closed Closed
                                                                                                   16 units
             14          15          16         17          18          19           20
                                                                                                  12 billable units
                         X           X          X           X           X
                                                                                                  In this example, the
             21          22          23         24          25          26           27           total number of units
                                                                                                  is 16. However, you
                         X           X          X                       X                         may not bill for more
                                                                                                  days than you were
             28          29          30
                                                                                                  open. Therefore, you
                         X           X                                                            may bill 12 units.



The “X” indicates the days of attendance.




22 Child Care Subsidies: A Booklet for Licensed and Certified Child Care Providers         Washington State Department of Early Learning
                                                Billing For Absent Days
                                       When You Are Closed During the Month
The maximum number of days you bill for each child cannot exceed the number of days you were open.

When counting the maximum number of days you can bill, remember to think of every month as 22 days and every
week as five days.

Example #2

Kara needs child care five days per week, Tuesday through Saturday because of her parents’ work schedules. You are
licensed to provide care seven days per week. You close your child care from the first through the fifth.

Child care is authorized for 22 full day units.

Kara attended 16 days. When you add the 16 days attended and the five allowable absent days, (16+5=21) it appears
you can bill for 21 days. However, you may not bill for more days that you were open for child care. Twenty-one days
are more than the maximum 17 days you were open; therefore, you may bill 17 days for Kara this month.




           16 Attended                             Sun   Mon         Tues        Weds        Thurs Fri              Sat
         +5 Absent Days
         21 units                                        1           2           3           4           5          6

         17 billable units                               Closed Closed Closed Closed Closed X

         In this example, the                      7     8           9           10          11          12         13
         total number of units                                       X           X           X           X          X
         is 21. However, you
         may not bill for more                     14    15          16          17          18          19         20
         days than you were
                                                                     X           X           X           X          X
         open. Therefore, you
         may bill 17 units.                        21    22          23          24          25          26         27
                                                                     X           X           X           X

                                                   28    29          30
                                                                     X




The “X” indicates the days of attendance.




Washington State Department of Early Learning            Child Care Subsidies: A Booklet for Licensed and Certified Child Care Providers 23
                                                    Billing For Absent Days
                                                     Overtime Authorizations
When child care is needed for more than 10 hours but less than 15 hours each day, the subsidy programs may
authorize: 22 full days, and 22 half-days

Remember: You may bill the state additionally for care over 10 hours per day only if you have a written policy to
charge private paying families when they need care over 10 hours a day.

Example

Jewel needs care Tuesday through Friday from 6 a.m. to 6 p.m. Because she needs care for more than 10 hours a day,
the authorization is for 22 full days and 22 half-days.

Jewel attended every Tuesday through Friday. However, sometimes her Aunt Jenny picks her up early, at 2:30 p.m.

To bill for the 22 full-day authorization, count the days Jewel attended. She attended 17 days. Add the five absent
days to the 17 attended days (17+5=22). You may claim 22 units for the 22 full-day authorization.

To bill for the 22 half-day authorization, count the days Jewel was in care for more than 10 hours. She was in care for
more than 10 hours 13 days that month. Add the five absent days to the 13 days Jewel attended more than 10 hours
(13+5=18). You may bill 18 units for the 22 half-day authorization.
                                                                                                    Full-day Authorization:
                                                                                                   17 Attended
       Sun          Mon          Tues          Weds         Thurs        Fri         Sat           +5 Absent Days
                                                                                                   22 billable full days
                    1            2             3            4            5           6
                                 X             X            X            X
                                                                                                   Half-day Authorization:
       7            8            9             10           11           12          13            13 Attended
                                 X             X            X            X                         +5 Absent days
                                 Pick up       Pick up      Pick up      Pick up                   18 billable half-days
                                 2:30          2:30         2:30         2:30

       14           15           16            17           18           19          20
                                 X             X            X            X

       21           22           23            24           25           26          27
                                 X             X            X            X

       28           29           30
                                 X




The “X” indicates the days of attendance.




24 Child Care Subsidies: A Booklet for Licensed and Certified Child Care Providers         Washington State Department of Early Learning
Sample Invoice
      INVOICE                                             CALL 1-888-461-8855 OR MAIL INVOICE USING YOUR OWN STAMP
      INVOICE NUMBER                      PAGE                                       PAYEE NUMBER                           PROVIDER NUMBER                            FOR MONTH ENDING
                                                        OF
                                 TO SIGN UP FOR DEPENDABLE DIRECT DEPOSIT, SEE INSTRUCTIONS.
                                 FOR PAYMENT ISSUES, INCLUDING TIMELINESS, SEE INSTRUCTIONS.
                                   SOCIAL SERVICE PAYMENT SYSTEM (SSPS)



                                          PAYEE                                                                           PROVIDER




                   SERVICE RECIPIENT                                       SERVICE PERIOD                AMOUNT AUTHORIZED            AUTHORIZED RATE
                                                                                                                                                                 SERVICE         TOTAL            SCHOOL
                                                                                                                                                                 UNIT            UNIT             HOLIDAY
                                                                              TO                                                                                                                  CARE

                         SERVICE NAME                                                                REFERENCE


                CASE NUMBER             AUTHORIZATION                       WORKER I.D.             REPORTING          SERVICE
                                                                                                       UNIT             CODE

                                                                        SERVICE PERIOD               AMOUNT AUTHORIZED                 AUTHORIZED RATE
                   SERVICE RECIPIENT                                                                                                                             SERVICE         TOTAL            SCHOOL
                                                                                                                                                                 UNIT            UNIT             HOLIDAY
                                                                              TO                                                                                                                  CARE
                         SERVICE NAME                                                                    REFERENCE

            CASE NUMBER                 AUTHORIZATION                      WORKER I.D.              REPORTING            SERVICE
                                                                                                       UNIT               CODE



                                                                        SERVICE PERIOD               AMOUNT AUTHORIZED                    AUTHORIZED RATE
                      SERVICE RECIPIENT                                                                                                                          SERVICE         TOTAL            SCHOOL
                                                                                                                                                                 UNIT            UNIT             HOLIDAY
                                                                                                                                                                                                  CARE
                        SERVICE NAME                                                                     REFERENCE

            CASE NUMBER                 AUTHORIZATION                     WORKER I.D.               REPORTING          SERVICE
                                                                                                       UNIT             CODE


                   SERVICE RECIPIENT                                    SERVICE PERIOD               AMOUNT AUTHORIZED                                           SERVICE         TOTAL
                                                                                                                                       AUTHORIZED RATE                                            SCHOOL
                                                                                                                                                                 UNIT            UNIT             HOLIDAY
                                                                                                                                                                                                  CARE
                        SERVICE NAME
                                                                                                         REFERENCE


            CASE NUMBER                 AUTHORIZATION                       WORKER I.D.            REPORTING            SERVICE
                                                                                                      UNIT               CODE

                                                                       SERVICE PERIOD                AMOUNT AUTHORIZED                   AUTHORIZED RATE
                      SERVICE RECIPIENT                                                                                                                          SERVICE         TOTAL            SCHOOL
                                                                                                                                                                 UNIT            UNIT             HOLIDAY
                                                                                                                                                                                                  CARE
                         SERVICE NAME                                                                   REFERENCE

           CASE NUMBER                    AUTHORIZATION                    WORKER I.D.              REPORTING          SERVICE
                                                                                                       UNIT             CODE



                      SERVICE RECIPIENT                               SERVICE PERIOD                 AMOUNT AUTHORIZED                    AUTHORIZED RATE        SERVICE         TOTAL            SCHOOL
                                                                                                                                                                 UNIT            UNIT             HOLIDAY
                                                                                                                                                                                                  CARE
                         SERVICE NAME                                                                    REFERENCE

            CASE NUMBER                 AUTHORIZATION                      WORKER I.D.              REPORTING          SERVICE
                                                                                                       UNIT             CODE


      VENDOR’S CERTIFICATE: When you submit this invoice for payment, you are certifying that the items and totals listed herein are proper charges for services, materials, or merchandise furnished to the
      State of Washington and that all services, materials, or merchandise rendered have been provided without discrimination because of race, color, religion, sex, sexual orientation, national origin, creed,
      marital status, age, Vietnam era or disabled veterans status, or the presence of any sensor, mental or physical handicap.

         PAYEE SIGNATURE                                                                                        PROVIDER SIGNATURE



      If mailing this invoice, make a copy for your records, attach postage and return to:                                                         STATE OF WASHINGTON
                                                                                                                                                   DEPARTMENT OF SOCIAL AND HEALTH SERVICES
      DSHS 08-141 (REV 09/2003)                                                                                                                    ISSD DATA CONTROL
                                                                                                                                                   PO BOX 45889
                                                                                                                                                   OLYMPIA, WA 98504-5889



Washington State Department of Early Learning                                                    Child Care Subsidies: A Booklet for Licensed and Certified Child Care Providers 25
Completing the Invoice
Complete the Invoice based on a careful review of attendance records. If you bill without any attendance
records, you may receive an overpayment for the entire amount billed. You must repay all overpayments.
Not keeping attendance records is a violation of licensing rules.
You may bill for child care by:
  ▪ Mailing the completed Invoice; or
  ▪ Calling Invoice Express

Do not do both. Complete your Invoice after the last day of the month so you can review the entire month of attendance.
DSHS cannot process Invoices until the first day of the following month. Below are the steps in completing the Invoice.

Step 1: When you receive the Invoice, check to make sure your name and address are correct.
     Do not make any changes to your name or address on the Invoice. If your name or address is incorrect, call your
     licensor. If a child’s name is incorrect, or you have questions regarding the rates or units authorized, call the
     Provider Line, SCC contractor, or the CA social worker.

     Do not write comments or questions on your Invoice or attach notes. The only change you can make on your
     Invoice is to lower the rate. Step 3 below explains how to change rates.

Step 2: Check to be sure the rate in the “AUTHORIZED RATE” section is correct.
     The number of units multiplied by the rate equals the maximum amount authorized for the month. If the preprinted rate
     is more than the rate you usually charge, or more than the maximum child care subsidy rate, write the correct rate in the
     space below the preprinted rate. Write the corrected rate in dollars and cents. If the correct rate is twelve dollars write 12.00.
     An entry of 12 will be processed as twelve cents. Call the Provider Line, SCC Contractor, or CA social worker to have the rate
     changed. Billing for incorrect rates may result in an overpayment to you. You must repay overpayments.

     You cannot correct a rate if you use Invoice Express. To correct a rate, you must:
       › Mail the Invoice, and
       › Call the Provider Line, SCC contractor or CA social worker to correct the rate on the next Invoice

Step 3: To bill, fill in the section on the SSPS billing Invoice called “TOTAL UNITS.”
     Bill only for the child care related to the family’s approved activities, such as work or training. Use whole numbers
     when entering units. If you enter 8.5 or 8 1⁄2, your Invoice will be returned to you for corrections, which will delay your
     payment. If you did not provide care that month, write “0” in the “Total Units” box. If you leave a “TOTAL UNITS” (bolded
     box) blank, the Invoice will be returned to you for correction, which will delay your payment.

     If you provided additional child care for the family when they were not in the approved activities, you may not bill DSHS
     for that time. The School Holiday box is for in-home/relative child care. Do not use this box.

     To bill for special needs child care, enter the same number of units in the special needs “TOTAL UNITS” box that you claimed
     for regular child care. For example, if you claimed 22 days for child care, claim 22 days for special needs care for that child.

     Some child care payments are listed in the “unit of service” box on the Invoice as “DA” for day. This means a half-day
     or full day. Some payments are listed in the “unit of service” box as “EA” for “Each.” The “EA” is for the registration fee,
     nonstandard hour’s bonus and the field trip fee. All three of these payments may sometimes have more than one child
     on an Invoice line for payment. This will depend on how the worker authorized the service.

Step 4: Sign the Invoice. If you mail your Invoice, make a copy for your records.
     The mailing address is on the Invoice. If you use Invoice Express, you must still fill out your Invoice, sign it, and keep it
     for your records. Do not mail your Invoice if you have billed by Invoice Express.

Call DSHS at 360-664-6161 if you:
  ▪ Receive someone else’s Invoice
  ▪ Need your earnings from the child care subsidies programs verified
  ▪ Want direct deposit information
26 Child Care Subsidies: A Booklet for Licensed and Certified Child Care Providers           Washington State Department of Early Learning
Call the Provider Line, SCC Contractor or CA social worker if you have:

  ▪ An underpayment
                                                                                               Call 1-888-461-8855
  ▪ An overpayment
  ▪ Returned your Invoice to DSHS and not received payment within 10
    working days



Using Invoice Express
Invoice Express is a fast and easy way to submit Invoices for payment using a touch-tone phone. It is available 24 hours
per day, seven days per week in English and Spanish. Invoice Express allows you to:

  ▪ Enter Invoice information by telephone at any time
  ▪ Avoid post office delays due to mailing Invoices
  ▪ Confirm that your Invoice has been submitted

To use Invoice Express, complete the paper Invoice then call 1-888-461-8855 to claim payment. Do not mail your paper
Invoice; keep it with your records for five years. Follow the steps below to use Invoice Express for each page of the Invoice.

Step 1: Identify the type of Invoice.
     The system will ask if the Invoice is regular or supplemental. Regular Invoices have the letter “R” and Supplemental
     Invoices have the letter “S” in the Invoice number in the upper left corner of the Invoice.

Step 2: Enter the Invoice number that appears on the top of the Invoice.
     Enter the first three digits of the Invoice number, then the six digits after the letter and dash of the Invoice number. The
     system will repeat the numbers for confirmation.

Step 3: Enter the payee number from the top of the Invoice.
     The system will repeat the numbers for confirmation.

Step 4: Listen for the system to say . . .
     “You may now complete your Invoice.”

Step 5: Locate the reference number.
     The system refers to the last four digits of the “reference number” to identify the line of service that it is asking you to
     claim. The reference number appears in the shaded boxes on each service line on your Invoice.

Step 6: Follow the voice prompts to enter the number of units you want to claim for each line of service.
     Only follow this step after reviewing your attendance records and completing the paper Invoice. After each entry,
     the system reads the entry back and asks if it is correct. If there is an error, the system will allow you to re-enter the
     information.

Step 7: When the system says, “all service lines have been completed,” DO NOT HANG UP.
     Listen for the following statement: “By pressing the star key you are claiming to have provided all services entered.”
     Once you press the star key, you may not make changes to that page of the Invoice.

Step 8: Press the star key and wait for the message: “Your Invoice has been successfully submitted.”
     When the star key has been pressed for all pages of the Invoice, Invoice Express is complete.


Note: Calls to Invoice Express before 4:30 p.m. are processed the next working day. Calls after 4:30 p.m. will have a one-
day delay in processing the Invoice for payment. Payments are mailed after the Invoice is received by SSPS. Invoices
submitted before the end of the month of service are held until the first working day of the following month.


Washington State Department of Early Learning                Child Care Subsidies: A Booklet for Licensed and Certified Child Care Providers 27
Payment Options
Warrant (Check) By Mail
You should receive a check by mail approximately 10 working days after DSHS receives your Invoice.
Direct Deposit
You may choose to have payments deposited into a checking or savings account. Checks are deposited into your
account on the fifth day after the Invoice is processed by DSHS. You can learn more about direct deposit in the
following ways:

    1. Online at: www.dshs.wa.gov/ssps/directdeposit.shtml
    2. Request information about direct deposit in writing. Be sure to include your:
       › Name
       › Written request for direct deposit forms
       › SSPS Provider Number
       › Mailing address including city/state/zip code
       › Phone number with area code
            Mail the request to:
            DSHS-SSPS Attn: Direct Deposit Desk
            P.O. Box 45812
            Olympia, WA 98504-5812
    3. Call for more information at: 360-664-6161

Whether you choose to get payment by mail or by direct deposit, you will be mailed a Remittance Advice. It is a record
of DSHS payments. Each Remittance Advice will include a list of deductions. Keep the Remittance Advice for your tax
records.



Tax Information
You will receive an Internal Revenue Service (IRS) Tax Form 1099 when your child care payment is $600 or more per
calendar year. The 1099 will be mailed not later than January 31. The 1099 only includes payments that you have
received from the state. It does not include any other payments that you have received. Keep your 1099 for tax
reporting. If you have tax questions, contact the IRS.



Billing Errors
Billing errors may cause an underpayment or an overpayment. You must submit an Invoice for payment no later than
12 months after the date approved child care was provided.

    1. Timeframe for Correcting Billing Errors for Licensed Family Home Child Care
    The time limits for correcting underpayment and overpayment errors for licensed family home child care:
       › Two years from the date child care was provided if the error is
         related to the rates based on age and/or region; or                For more information contact the
       › Three years from the date child care was provided if the error     union, or refer to the CBA online at
         was for any other reason, including those discovered by a          http://www.ofm.wa.gov/labor/
          federal audit.



28 Child Care Subsidies: A Booklet for Licensed and Certified Child Care Providers     Washington State Department of Early Learning
      2. Timeframe for Correcting Billing Errors for Licensed or Certified Child Care Centers
      The time limits for correcting payment errors for licensed or certified child care centers:
         › One year from the date of child care service for correcting underpayments.
         › Three years from the date of child care service for correcting overpayments.

Overpayments
Some reasons overpayments may occur:

  ▪   You bill for more hours than you were eligible to bill for based on the days and time you provided care
  ▪   You do not have any attendance records (this results in an overpayment for the entire amount billed)
  ▪   You do not have attendance records to support your billing under WAC 170-290-0268
  ▪   You bill for child care at a rate higher than you were eligible to receive

If you believe that you have been overpaid, follow these steps:

      1. Compare your attendance records to your billing to see if you were overpaid
      2. Call the Provider Line, SCC contractor or CA social worker to report an overpayment

If it is determined you were overpaid, you will receive a
Vendor Overpayment Notice. If you have questions about the
overpayment, call the telephone number on the form.
If you do not agree that you have been overpaid, you may
dispute the overpayment. There are directions on the
Vendor Overpayment Notice that outline how to dispute the
overpayment.
If overpayments are not resolved by talking to the DSHS
Provider Line staff, SCC contractor, or CA staff, or through an
administrative hearing, you must repay the money.

Underpayments
Some reasons underpayments may occur:

  ▪ You provided services that were not authorized, but are approved activities for the parent
  ▪ You made a mistake on your Invoice that caused you to be underpaid
  ▪ You did not receive payment for everything you claimed on the Invoice

If you believe that you have been underpaid, follow these steps:

      1. Check your records to see if the child’s name appeared on the Invoice within 12 months after the date of service
      2. Compare your attendance records to your Invoice to see if you were underpaid
      3. Call the Provider Line, SCC contractor or CA social worker to report an underpayment

For licensed family child care homes, if the underpayment is not resolved, contact the grievance line at 1-888-270-0613.




Washington State Department of Early Learning             Child Care Subsidies: A Booklet for Licensed and Certified Child Care Providers 29
Seasonal Child Care Program
The Seasonal Child Care (SCC) program is available only in some areas of Washington and has limited funding. The
program meets the unique child care needs of families seasonally employed in agriculturally related work. During
peak harvest times, a family may need child care for more than 10 hours a day and on weekends. DEL contracts with
community agencies to authorize this specialized child care subsidy program. Only licensed or certified child care
centers and licensed or certified family home child care providers are eligible to receive payment through SCC.


To find the list of SCC contractors go to www.del.wa.gov/care/help/


Child Care Plan
All families who are eligible for SCC receive a form called the Child Care Plan. If a family does not give you a Child
Care Plan, it may mean that the family is not eligible for SCC or funding is not available. Contact your SCC contractor
with payment questions.


Overtime authorizations
If a family needs more than 10 hours of care per day, additional half-days of care may be authorized. You may be paid
more for this type of care if you have a policy to charge private paying families for care over 10 hours a day. When
additional half-days are authorized, you bill your private pay rate for that care or the maximum child care subsidy rate,
whichever is less. Use your attendance records to track the number of days a child was in care for more than 10 hours.
Follow the billing rules in this booklet.


SCC authorizations for 22 or more full days or half-days
At peak harvesting times, families may need to work more than five days per week. Authorizations may be for up to 31
full days or half-days.


         Important Points to Remember
           ▪ Families are eligible for SCC only during their work hours, and during transportation to and
             from child care.
           ▪ Families participating in WorkFirst/Temporary Assistance for Needy Families (TANF) are not
             eligible for SCC.
           ▪ Families are not eligible for both WCCC and SCC at the same time. You may not bill both
             programs for the same day of care.
           ▪ For licensed or certified centers, up to five absent days may be billed only when the
             authorization is for 22 or more full days or 22 or more half-days. For family home child care
             providers who are licensed or certified for child care subsidy payments, see the Collective
             Bargaining Agreement.
           ▪ If a family changes child care subsidy programs during the month, you may bill a maximum of
             five absent days for that month for both programs.




30 Child Care Subsidies: A Booklet for Licensed and Certified Child Care Providers   Washington State Department of Early Learning
                                                 RESOURCES
                            Below is a list of frequently used
                            resources for child care providers.       SEIU 925 Member Support Department 1-877-734-8673

                                                                         ▪ Use this number if you have questions about your
  WCCC Provider Line                                                       SEIU contract, SEIU meetings and workshops, or
  Providers may contact the WCCC Provider Line to:                         representation in your area, or if you need other
                                                                           resources.
     ▪ Check the status of a WCCC application or review
                                                                         ▪ If you have questions about SEIU health care, please
     ▪ Check payment authorization or billing, such as, hours              call 1-866-771-7359.
       of care, units or payment type
     ▪ Provide information about your rates                           Child Care Provider Grievance Line 1-888-270-0613
     ▪ Report a mistake on a current authorization
                                                                         ▪ Use this number to discuss issues related to the CBA,
  Providers can contact the Provider Line by:
                                                                           except for overpayments.
       1. Telephone, 1-800-394-4571 Monday through Friday,               ▪ When you call the grievance line, please be prepared
       8 a.m. to 5 p.m. Language assistance is available.                  to provide your full name, your provider number and
       2. E-mail: providerhelp@dshs.wa.gov Send DSHS                       details of your situation.
       information or questions 24 hours a day about WCCC
       child care. The average response time is one business          www.del.wa.gov
       day.                                                           The Department of Early Learning’s Web site has
       3. Fax, 1-888-338-7410                                         information about:

                                                                         ▪ Child care subsidies and rules
  Working Connections Information Phone (WCIP) for
                                                                         ▪ Ways to support healthy child development
  Child Care Providers 1-866-218-3244
                                                                         ▪ State and federal preschool programs
  This information is available in both English and Spanish.
  Automated access is available 24 hours a day.                          ▪ Other resources for you as a caregiver

     ▪ Use this number to check on the family’s authorization,        Child Care Food Program
       copayment, case status and effective dates of
                                                                      The U.S. Department of Agriculture’s Child and Adult Care
       coverage.                                                      Food Program provides federal funds to serve nutritious
     ▪ Information is only available after the case has been          meals and snacks. You may be eligible for the program
       processed.                                                     when you are approved by DSHS to care for children
     ▪ If the parent’s eligibility has not been determined, the       in your own home. For more information about the
       information will not be available on the WCIP.                 program, contact the Office of Superintendent of Public
                                                                      Instruction at 360-725-6200.
  Invoice Express 1-888-461-8855
                                                                      www.dshs.wa.gov
     ▪ Use this number to submit your SSPS Service Invoice            The Department of Social and Health Services has many
       for child care payment using a touch tone phone.               programs to assist families in Washington.
     ▪ Invoice Express is available in English and Spanish.
                                                                      http://apps.leg.wa.gov/WAC/default.aspx?cite=170
  WCCC Answer Phone for Families 1-877-980-9220
                                                                      The Department of Early Learning Washington
     ▪ Families use this number to check on the status of             Administrative Code for WCCC.
       their cases.
     ▪ You can encourage families to call and check on the
       status of their cases.


Washington State Department of Early Learning                  Child Care Subsidies: A Booklet for Licensed and Certified Child Care Providers 31
                        Department of Early Learning
                                PO Box 40970
                          Olympia, WA 98504-0970
                           Toll-free: 1.866.482.4325
                               www.del.wa.gov


Child Care Subsidies: A Booklet for Licensed and Certified Child Care Providers
                DEL 22-877 (Rev. 12/09) Effective April 1, 2010

				
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