welcome! [sbfcc.org]...california alternative payment program (capp) enrollment process to be...
TRANSCRIPT
This handbook was designed to assist
participants and their selected child care
provider with understanding the requirements
to participate in an Alternative Payment
Program. We look forward to serving you!
We are a private, non-profit organization
funded by federal, state and local
governments.
Welcome!
Children’s Resource and Referral
Of Santa Barbara County
welcomes families and providers to
our Alternative Payment Programs.
Board Approved 2/27/2019
CHILDREN’S RESOURCE AND REFERRAL
ALTERNATIVE PAYMENT PROGRAM
Overview
Program Overview
The Alternative Payment Program (APP) serves eligible
families who need child care services. Eligible children may
participate in the program from:
• Birth through 12 years of age
• Children unable to care for themselves due to a documented
disability may be served up to 21 years of age
The Alternative Payment Program:
• Helps families arrange child care services that meet the
families need
• Reimburses Child Care Provider’s for part or all of their
childcare rates/fees.
Equal Access
Children’s Resource and Referral (CRR) operate on a non-
discriminatory basis, giving equal access to services without
regard to sex, sexual orientation, gender, gender identification,
ethnic group identification, race ancestry, national origin,
religion, color, or mental or physical disability.
Mission: The mission of Children’s Resource and Referral of Santa Barbara County is to develop strong and
healthy families by providing education, care, and resource systems to children, their parents , and caregivers, with
special emphasis on low income under-represented children and families. 1
Days and Hours of Operation
We are open Monday-Friday 8:00 a.m.- 5:00 p.m.
We have a drop box outside our front door; feel free to drop
off your forms there if we’re closed.
Participant Qualifications and
Conditions
Child Care Funding and Enrollment
Process
Provider Participation
Attendance
Reimbursement
Disenrollment
Grievance/Complaint Procedures
Family Fees
Confidentiality:
The use or disclosure of any information maintained in the basic data file concerning children and their families is
limited to purposes directly connected with the administration of APP. No other use of the information will be made
without prior written consent or through a subpoena. Participants shall have access to information in their basic data
file within 5 business days after APP receives a written request.
Location:
124 W. Carmen Lane, Suite C.
Santa Maria, CA 93458
Child Care Funding Qualifications and Criteria
The child care subsidies for the Alternative Payment Program are provided by state and federal funding; funds are
distributed into the following contract types:
The eligibility qualifications for each type differ and the criteria for receiving child care services will depend on the
contract type from which your family’s subsidy is funded.
Your family’s initial certification into the program and continuation of services are dependent on available funding. In
order to maximize our agency’s contracts, CRR reserves the right to change your family’s funding at any time to
another funding for which you are eligible.
CalWORKs Stage 2 Alternative
Payment (Stage 2)
Your family may be eligible for CalWORKs Stage 2
child care services when one of the following
circumstances applies:
• You (adult applicant) are currently receiving
CalWORKs cash aid
• You (adult applicant) are a former CalWORKs cash
aid recipient who received cash aid within the last
24 months
• Your family has been determined to be eligible for
Diversion services by the County Welfare
Department
CalWORKs Stage 3 Alternative
Payment (Stage 3)
Your family may be eligible for CalWORKs Stage 3
child care services when the following conditions are
met:
• Your family is income eligible and
• You (applicant) are a former CalWORKs cash aid
recipient AND were receiving Stage 2 child care
services when you “timed out” (exceeded 24
months from when cash aid was last received).
Eligible families are immediately transferred from
Stage 2 funding into Stage 3 funding; families
cannot be enrolled directly into Stage 3.
The following additional eligibility criteria may also
apply:
• Your family is receiving Child Protective Services
through the County Welfare Department or has a
child who is at risk of abuse, neglect, or
exploitation, or
• Your family is Homeless
Child Care Funding
To determine eligibility contact the Enrollment Specialist at
(805) 925-7071
• CalWORKs Stage 2 Alternative Payment Program
(C2AP)
• California Alternative Payment Program
(CAPP)
• CalWORKs Stage 3 Alternative Payment Program
(C3AP)
• Emergency Child Care Bridge Program for Foster
Children (ECCBP)
California Alternative Payment
Program (CAPP)
Your family may be eligible for CAPP child care
services when one of the following conditions is
met:
• Your family is income eligible
• Your family is receiving Child Protective
Services through the County Welfare
Department or has a child who is at risk of
abuse, neglect, or exploitation
• Your family is Homeless
2
Child Care Funding Cont.
Emergency Child Care Bridge Program for
Foster Children – (Bridge)
The Emergency Child Care Bridge Program for Foster Children
(Bridge Program). This is a state funded program administered
through the California Department of Social Service and the
Children’s Resource and Referral of Santa Barbara County.
The Bridge Program is a time-limited program designed to
increase the number of foster children successfully placed in
home-based family care settings, increase capacity of child care
programs to meet the needs of foster children in their care, and
maximize funding to support the needs of eligible families.
1. CHILD CARE
NAVIGATOR
Child Care Navigator will assist
eligible foster care resource
families with:
• Finding a child care provider
• Securing a subsidized child
care placement
• Completing child care
program applications
• Developing a plan for long
term child care, appropriate
to the child’s age and needs.
2. VOUCHER
Eligible families may receive a time-limited
child care voucher to help pay for child
care costs for foster children birth through
age 5 and school-age siblings. This also
includes foster children with exceptional
needs and severely disabled children up to
age 21.
• Referrals to the Child Care Bridge
Program must be made through the
resource family’s Children’s Social
Worker (CSW).
• Vouchers will be approved for an initial
period of up-to six months, with a
possible six-month extension.
• The Resource parent will work with a
Navigator to locate an appropriate child
care placement for the child.
3. TRAUMA-INFORMED
CARE TRAINING AND
COACHING
Child care programs engaged in
the Bridge Program will receive
access to trauma-informed care
training and coaching. Topics of
the training include, but are not
limited to:
• Infant and toddler development.
• Research-based trauma-
informed best care practices.
Child care providers will also
receive access to coaching to
assist them in applying training
curriculum and learn strategies for
working with children in foster
care
There are three (3) components to the Bridge Program:
3
Step 3: Enrollment
• Attend in-person Orientation at Children’s
Resource and Referral (CRR) located at 124 W.
Carmen Lane, Suite C. Santa Maria, CA 93458
Step 2: Complete Documentation
• Complete forms, gather documents listed on the
Request for Documentation and select a child
care provider.
• Mail or drop off your completed packet to the
address above.
The Enrollment Specialist will forward your
Enrollment Packet to a Case Worker once your
documentation is complete. The Case Worker will
verify your eligibility and contact you.
Families screened and selected for potential enrollment in the CalWORKs Stage 2 contact
our Enrollment Specialist at (805) 925-7071 Monday – Friday 8:00am-5:00 pm.
CalWORKs Stage 2 Enrollment Process
Step 1: Learn How to Apply
Welcome!
124 W. Carmen Lane, Suite C.Santa Maria, CA 93458
Enrollment Packet Can be Mailed or Picked-up
CRR will notify the family in writing whether services have been approved or denied.
Child care services should not begin until a Notice of Action (NOA) approving services is received from CRR. Child care services will not be reimbursed for any care that took
place before the approval date.
4
California Alternative Payment Program (CAPP) Enrollment Process
To be screened for enrollment in the California Alternative Payment Program contact our Enrollment
Specialist at (805) 925-7071 Monday – Friday 8:00am-5:00 pm.
Waiting List
The CAPP has limited openings for eligible families. The first step to access APP services is to
be placed on our Eligibility List.
Selecting Participants
When an opening is available, CRR will access the Eligibility List and contact families based on the
following program admission priorities:
• Priority 1 – Children receiving child protective services through the local county welfare
department.
• Priority 2 – Children at risk of abuse or neglect, upon written referral from a legal, medical, or
social services agency.
• Priority 3 – Families with the lowest gross monthly income adjusted for family size (income scale
below is updated annually.)
Online application: www.sbfcc.org
Call (805) 925-7071124 W. Carmen Lane Suite C
Santa Maria, CA 93458
5
Participant Qualifications and Conditions
Enrollment into an APP is determined by specific family Eligibility and Need Criteria. In addition, a child’s parent
must live in California. Family’s complete a Certification process at initial Enrollment and must Recertify their
eligibility every 12 months thereafter, with the exception of:
• Families who are certified as income eligible and during their certification period, their income exceeds the
maximum income threshold, which is 85% of the state median income
• Families who do not follow agency policy (Attendance policy, delinquent fees, etc.….)
Family Data File:A family data file is maintained for each family receiving APP services. When a child’s residence alternates
between the homes of both parents, eligibility must be determined separately for each household.
Residency:Determination of eligibility for services shall be without
regard to the immigration status of the child or the child’s
parent.
Below is evidence of residency:
• A street address or post office address in Santa Barbara
County California,
• A family experiencing homelessness may submit a Self-
Declaration of Homelessness
Exceptional Needs Teen:
A child who has exceptional needs from 13
years of age to age 21 years of age may be
served. However, in addition to the IEP a
Statement of Exceptional Needs Form must be
completed by a legally qualified professional.
Exceptional Needs Child:
If there is a financial impact on a provider caring
for a child with Exceptional Needs, the file must
contain the following documentation in order to
claim the reimbursement adjustment factor (See
Reimbursement section for additional information):
• Individual Education Plan (IEP) or Infant and
Family Service Plan (IFSP), and
• Statement explaining the financial impact on
the Provider
“Free the child’s potential, and you will transform him into the world.”- Maria Montessori 6
Court Order:
If there is a court order that impacts child care
services, include in the Family Data File
Recertification of Eligibility:
After families are enrolled, parents must complete an eligibility recertification at the end of each 12-month
eligibility period. Recertification is a formal process to collect information and update documentation to
determine if a family meets the program requirements to continue receiving child care services. Parent must
also sign and date a new application for child care services, certifying that their family’s information is current
and accurate. A Notice of Action (NOA) to terminate services will be issued if a family’s annual
Recertification is not completed or if a family no longer meets the program requirements.
PARENTS
Please keep ALL pay stubs and
documentation of income handy.
They may be needed for your
annual Recertification or if you
request an update to your income.
Family Size and Eligibility
Proof of Family Size:
Biological/Adoptive Parent: “Family” shall be considered the
parents and the children for whom the parents are responsible,
who comprise the household in which the child receiving services
is living.
Guardian/Foster Parent: “Family” shall be considered the child
and related siblings.
Participants must provide the names of the adults and the names,
gender and birthdates of the children identified in the family.
At least one document for ALL children counted in the family size
must be on file and indicate the relationship of the child to the
parent.
• Birth Certificate
• Child Custody Court order
• School or Medical records
• County Welfare Department records
• Other reliable documentation indicating the
relationship of the child to the parent
• Adoption documents
Family
Size
Gross Monthly
Income (7/1/18)
1-2 $4,173
3 $4,502
4 $5,256
5 $6,098
6 $6,939
7 $7,096
8 $7,254
Proof of Eligibility:
Eligibility is based on either child or family eligibility. Participants must
provide documentation of eligibility in one (1) or more of these
categories:
Child Eligibility:
• Child Protective Services (Referral letter from CPS unit).
• At-risk of abuse, neglect or exploitation (Referral letter from legally
qualified professional).
• Foster Care Placement
Family Eligibility:
• Homeless (Referral Letter or Self-Declaration)
• Current CalWORKs recipient (Proof of current aid)
• Income eligible (Documentation of all income)
Maximum income threshold
at initial enrollment:
o Predictable Income: Full month of current and ongoing
gross income
o Unpredictable Income: Gross income for the
preceding 3 to 12 consecutive months
o Guardian/Foster: Full month of current income
received for the child
Participant must notify CRR within 30 days if their
gross monthly income at anytime during their
certification period exceeds the maximum income
threshold for ongoing eligibility.
Maximum income threshold for
ongoing income eligibility:
Family
Size
Gross Monthly
Income (7/1/18)
1-2 $5,067
3 $5,467
4 $6,383
5 $7,404
6 $8,426
7 $8,617
8 $8,809
7
Countable Income
8
Child Care Need
Need for Services:
In addition to meeting the Eligibility Criteria, all Parent’s must
meet one or more Need Criteria.
Parents must supply documentation to justify the days and hours
of child care services that are being requested. Families may
qualify with one or more of the following need types:
• Employment
• Self-employment
• Vocational training
• Educational program:
• To earn a high school diploma or high school
equivalency certificate
• For English language learners
• Seeking employment
• Parental incapacity
• Child Protective Services (CPS) or at risk of abuse, neglect or
exploitation
• Seeking permanent housing
Note: Family’s whose eligibility criteria is CPS or At Risk are
not required to meet a Need Criteria.
“Play is our brain’s favorite way of learning.”- Diane Ackerman 9
Determining a Child’s Certified Schedule:
Services are only available if the parent meets a Need Criteria that prevents a parent from providing care and
supervision of their child for portion of the day. In a 2-parent household, child care services can be approved
when neither parent is available to care for the child.
Schedule Types:
Schedule types are determined based on verified need documentation.
• Set schedule means the child care schedule is approved when the days and hours of a parent’s need activity
are the same each week or have a predictable cycle or pattern.
• Variable schedule means the parent’s employment is unpredictable and CRR is unable to very specific days
and hours of employment or work week cycles. Variable child care schedules are authorized “up to “ a
maximum number of days and hours per week. The authorized days and hours are determined by the week
with the greatest number of need hours in the previous month.
Sleep Time for Employment
Parents may request child care for sleep time if they work
anytime between 10:00 p.m. and 6:00 a.m. Child care for sleep
time may not be more than the number of hours approved for
employment and travel time during the hours of 10:00 p.m. and
6:00 a.m.
Determination of Certified Schedules
With children learning and parents earning, families are on the path to self-sufficiency.
Travel Time for Employment, Vocation Training or an
Educational Program
Parents may request child care for travel time to and from the
location at which child care services are provided and their
place of employment or the location of their vocational training
or educational program. CRR will determine the travel time
authorized based on the parent’s request and what amount is
reasonable, based on the distance and the parent’s method of
transportation.
• Travel time for employment cannot be more than half of the
daily hours authorized for employment or four (4) hours per
day, whichever is less.
• Travel time granted for vocational training or an
educational program cannot be more than half of the
weekly hours authorized for the training, educational
program or four (4) hours per day, whichever is less.
When a family is approved to
enroll or is transferred into the
program, CRR will give or send to
the parent:
• A Notice of Action (NOA),
which includes each child’s
“certified child care
schedule”, the days and
hours of care authorized.
• A Certificate for Child Care
Services Voucher, which
shows the maximum
reimbursement amount the
parent is eligible for based
on the certified schedule.
10
Voluntary Request to Change Child Care Services
Right to Voluntarily Report Changes:
Once Eligibility and Need have been established a
participant may keep their current service level for 12
months. The only exception is if a participant’s income
exceeds the maximum income threshold for ongoing
eligibility.
If a participant needs to change their service level
during their certification period the following must be
submitted:
• Request for Voluntary Increase/Reduction of
Services form, provided by CRR and
• Documentation to support the request
After receipt of this form and
documentation to support the
requested change, our office will
issue a Notice of Action within 10
business days indicating the
outcome of your request.
No other changes will be made to
your service agreement, other
than the requested change(s).
California Alternative Payment Programs (APP) are community-based organizations who believe in creating opportunities for every family to succeed.
Please notify your Case
Worker if your address or
telephone number changes
at anytime to ensure CRR is
able to contact you
11
Family Fees
Some families enrolled in the APP may have a Family Fee based on their Gross Monthly Income, Family Size
and Certified Hours of Care. You will be notified by your Case Worker if and when you are responsible for
paying a Family Fee.
Family Fees will always be assessed according to the child who uses the most monthly hours of care,
regardless of the number of children enrolled on the program.
Family Fees are determined using the California Department of Education Family Fee Chart, updated annually.
Exempt from Family Fees:
The following are exemptions to the fee schedule;
• No fee for families receiving CalWORKs cash aid
• At-risk children and CPS children may be exempt from paying fees for up to 12 months if the referral
determines the fee waiver to be necessary
12
Example
Family Fee Assessment
Family Fee Assessment:
Full-time monthly fee is applicable when services are
approved for 130 hours or more per month.
Part-time monthly fee is applicable when services are
approved for less than 130 hours per month.
Predictable schedules - The total monthly certified hours of
care are used to determine if the family will have a full-time or
part-time fee which will remain the same fee until the file is re-
certified.
the 4 months immediately preceding the certification
areUnpredictable schedules - The average hours of a
participants actual attendance for used to determine if the
family will have a full-time or part-time fee.
No work history – The verified hours the participant is
expected to work will be used to determine if the family will
have a full-time or part-time fee.Family Fee Assignment
Family Fees are assessed at;
• Initial Certification
• Recertification
• Voluntary Request to have fees re-assessed
o Decrease: Effective on the first day of the
month that follows the issue date of the NOA
o Increase: No increase during 12-month
certification
Family Fees:
Under no circumstance will monthly fees be recalculated based on the child’s actual attendance
If a provider is
closed during any
month, the fee
stays the same as
the fee is based
on the parents
need for services.
Family Fees are per “family.” If there is more than one child receiving
child care services the following shall apply:
• Family Fees are applied to the child who is enrolled in child care for
the most hours.
• If the children are enrolled for the same number of child care hours,
the fees are applied to the youngest child.
When the child who is assigned the family fee is enrolled with more
than one child care provider:
• The child’s certified hours with each provider will be added together
to determine the total hours of certified care for the month.
13
Family Fee Assessment Cont.
Credit for Fees Paid:
A family may receive credit for child care costs if any
children in the family size are not receiving services through
CRR. To receive credit all of the following criteria must be
met:
• CRR is unable to subsidize care for the child.
• When submitting Attendance Records to CRR, the
parent attaches a receipt or cancelled check verifying
the other child care costs.
• The receipt or cancelled check has the name of the child
for whom the fees were paid and the period of service
(dates of child care provided) covered by the payment.
The credit amount will be applied to the next billing period
and will be deducted from the family fees owed to CRR.
The most credit that can be allowed is the amount of one
month’s family fee.
Payment of Family Fee:
Family Fees are due by the 7th of each month..
Fees are considered delinquent if paid after the 14th of every
month.
Family Fees may be paid online at www.sbfcc.org or by bringing a
check or money order to CRR at 124 W. Carmen Lane, Suite C. Santa
Maria, CA 93458.
If paid online, a receipt of payment will be automatically emailed to the
payee. If paid in person or by mail, a receipt of payment will be mailed
to the participant.
CRR can accept a reasonable Repayment Plan from the participant for payment of Delinquent Family Fees.
CRR will continue to provide child care services to the child, provided the participant pays current fees when
due and complies with the provisions of the Repayment Plan.
CRR must take action to disenroll families for non-payment of Family Fees. CRR will issue a NOA which will
include the amount of overdue Family Fees, the monthly fee rate, and the dates for which the fees are owed.
Upon disenrollment of services for non-payment of delinquent fees, the family shall be ineligible for child care
services until all Delinquent Fees are paid.
Delinquent Family Fee Policy:
“Play is often talked about as if it were a relief from serious learning. But for children, play is serious learning.” – Mr. Rogers 14
Attendance
Attendance Policy:
Children are expected to attend child care,
based on their certified schedule, determined
at; certification, recertification and when a
participant voluntarily requests to change their
service level.
Participants may voluntarily request to change
their child’s service level (See Voluntary
Request to Change Child Care Services.)
While we try to teach our children all about life, our children teach us what life is all about.
Unnecessary disruptions in services can stunt or delay social-emotional
and cognitive development while safe, stable environments allow
young children the opportunity to develop the relationships and trust necessary to comfortably explore and learn from their surroundings.
15
When child care attendance (excluding documented
reasons for non-attendance) falls below 130 hours
per month or if a child does not attend child care at
all, CRR will contact the parent via phone to
encourage the attendance of that child according to
the authorized Certificate of Child Care Services
Voucher.
If in the subsequent month, the use of child care
falls below 130 hours per month, as documented on
the Attendance Record, CRR will call and send a
letter to the parent confirming the second violation of
the Broadly Consistent Attendance Policy. Along
with the second violation letter, CRR will provide
information for the parent to voluntarily request a
change or reduction to the approved hours of child
care.
A third violation of the Broadly Consistent
Attendance Policy can result in disenrollment from
the Alternative Payment Program.
If on the third consecutive month, the same pattern
of non-attendance of approved child care occurs,
CRR will call the parent, send a letter stating that the
parent has a choice to either voluntarily reduce the
hours of child care or the child will be disenrolled for
a third violation of the Broadly Consistent
Attendance Policy.
Participants are expected to:
Know their approved/certified days and hours of care.
Notify Case Worker in advance if family needs to request a
change in their service level or will have a gap in services.
Use care that is broadly consistent with certified days and
hours of care;
o Broadly Consistent Attendance is defined as care that
reflects a pattern that is consistent with the participants
Certified Level of Services.
o Inconsistent Attendance that is temporary in nature, such
as when a child has an excused absence is allowable.
Attendance Cont.
Broadly Consistent Attendance Policy
All children are expected to have consistent
attendance in order to maximize the benefits of
their early learning and care experience, according
to the approved Child Care Certificate of Service.
Reasons for Non-Attendance
When a child does not attend child care on a
specific day(s) that have been approved per the
child care schedule, the parent must document the
reason for the child(s) lack of attendance by writing
the reason on the Attendance Record (i.e., sick,
provider closed).
Change in Need for Care
If there are changes in the need of child care hours
the parent will inform CRR if they need more or
less child care and CRR will take the appropriate
steps to inform the parent of their right to, request
an increase or voluntarily decrease in the child
care needed, this request must be in writing. If the
parent chooses to voluntarily decrease the hours
of child care needed, CRR will implement that
request with the understanding that the parent can
always return to the original certified hours
indicated on the last Recertification.
Consequences for Non- Attendance
When attendance is not Broadly Consistent with
the approved Certificate of Child Care Services
Voucher there are clear action steps that CRR will
follow.
By making your child's attendance a priority, you will be taking an important step in supporting your child's school success, and setting a good example. 16
Attendance Cont.
Additional Child Care for an Unscheduled but
Documented Need for Services:
There may be times when child care is needed for a parent’s
Documented Need for Services (employment, seeking
employment, etc.) that are not part of the parent’s regular
schedule.
To approve the additional child care the parent must contact
the Case Worker to request the additional child care hours.
The additional child care hours cannot be more than the
amount the State allows for the parent’s need (example: total
hours for seeking employment must stay under 30 hours per
week).
Documentation reflecting the parent’s unscheduled need must
be submitted to CRR within 14 days of when the additional
child care is used. The documentation must list the exact
dates and hours, including travel time, that the additional child
care is needed.
The parent must document on the Attendance Record the
actual child care times used and the reason for the additional
child care (example: “worked overtime,” “switched days w/
coworker"). While the additional child care hours may be
eligible for reimbursement, the reimbursement to the provider
might not increase if the provider is already receiving the
maximum allowable reimbursement amount. If the provider’s
expected reimbursement is more than the maximum that CRR
can reimburse, the parent may have a co-payment, which is
paid directly to the child care provider.
Temporary Gap in Services:
Participants may request a Temporary Gap in Service if
their child(ren) will not be in care for a time period during
their 12-month Certification. The parent must complete the
Request for Voluntary Increase / Reduction of Services
form, provided by CRR.
Requesting a Gap in Services reserves the family’s
eligibility to receive subsidized child care. A Gap in
Services is limited to 12 consecutive weeks and can not
extend beyond the end of the 12-month Certification period.
Except for emergency situations, a request for Gap in
Services must be submitted through a Request for
Voluntary Increase / Reduction of Services form, provided
by CRR, at least 2 weeks prior to the effective date.
Regular and consistence attendance is important. It allows the family to maximize the benefits of the child’s early learning and care experience. 17
Provider Participation
Parental Choice:
It is the parent’s right and responsibility to choose an eligible provider that meets their family’s need for child
care and development services. Participants are encouraged to choose a clean, healthy and safe environment
for their child(ren). For assistance in choosing a child care provider at any time, contact our Referral Specialist
at (805) 925-1989 or go online at www.sbfcc.org.
Choosing Quality Child Care is important; it promotes brain development, school readiness and reduces family stress. Everyone Benefits!
•
18
“A child without education, is like a bird without wings.”- Tibetan proverb
Child care is a Contract between the participant and provider.
Any disputes arising or liability resulting from the participant-
provider contract shall not involve Children’s Resource and
Referral (CRR) in any way.
CRR assumes no responsibility for injury or damages arising
from the participant or child care provider’s performance. The
participant and provider agree to hold harmless CRR and its
employees, from costs, lawsuits, or liabilities arising from
child care services.
Steps to Provider participation are as follows:
1. Participant selects a child care provider and submits required
documentation.• New/Inactive provider with CRR - Provider and Participant submit
required provider participation documentation based on program
and type of child care, including the Agreement for Child Care
Services
2. Certificate for Child Care Services Vouchers are issued to both the
Parent and Provider. Provider is required to sign the Voucher and return
it to the Case Worker.
3. Child is Certified for care.
4. Providers will be notified through an updated Certificate of Child Care
Services Voucher when schedule changes or if the child will be
disenrolled.
Note: CRR will not reimburse the provider for child care expenses incurred
by a family before they have been certified to be in the program.
Provider Participation Process:
Providers are Independent Contractors:
Provider shall be considered an Independent Contractor. Provider understands and agrees that he/she
and all of his/her employees shall not be considered officers, employees or agents of CRR, and are not
entitled to benefits of any kind or nature normally provided employees of CRR and/or to which CRR
employees are normally entitled, including, but not limited to, State Unemployment Compensation or
Worker’s Compensation.
Provider assumes full responsibility of the acts and/or omissions of his/her employees or agents as they
relate to the services provided. Provider assumes full responsibility for payment of all federal, state and
local taxes or contributions, including unemployment insurance, social security and income taxes with
respect to the provider’s employees.
Contract Between Participant and Provider
Multiple Providers:
When a parent chooses a provider who cannot accommodate all of the family’s certified need for child care, CRR
may reimburse a second provider to accommodate the remaining hours of the families certified need. Two (2)
providers may also be approved if the selected provider is not a licensed center and the parent would like to
chose a licensed center to provide school readiness experiences for preschool aged child.
19
“Every child is just one caring adult away from being a success story.”- Josh Shipp
Provider Participation
Changing Providers:
Participants may change child care providers by transferring from one provider to another. CRR does not pay for
notice time if no care was used and provider changes are only effective with prior approval, so please be sure to
allow yourself enough time when changing a provider. In the event that you need to change your provider:
1) Contact your Case Worker. They will let you know what documentation is needed based on the type of child
care setting you have selected.
2) Gather and submit all provider documentation from the selected provider.
3) The new provider will be approved 2 weeks from the date all paperwork is received in our office with the
exception of an exempt provider, which may take longer due to the Trustline clearance process
Note: Providers who care for the children in the child's home become an employee of the parent (in-home
care). A family using an in-home provider is required to have a minimum of 5 children in child care for the same
period of time and exact hours of care. The parent is required to submit copies of employer documents filed with
the appropriate federal and state agencies, copies of check stubs to the provider, and copies of any required
withholding tax payments. The parent agrees to meet all federal and state employee and employer requirements.
Provider Participation Requirements:
All Providers
• Copy of Provider proof of residency.
• Copy of Provider’s current fee schedule, policies and parent/provider agreement.
• Copy of Provider tax identification and photo identification.
• W-9, Receipt of APP Participation Guidelines and Agreement for Services (Forms are included in packet).
• Must operate on a nondiscriminatory basis giving equal treatment and access to services without regard to sex, sexual
orientation, gender, gender identification, ethnic group identification, race ancestry, national origin, religion, color, or
mental or physical disability.
The following documents and requirements must be in place for providers choosing to participate in the APP:
Licensed Center or Family Child Care Home
• Provider agrees to remain in compliance with State
Licensing Regulations.
• Copy of current Childcare License (Note: License is
linked to provider and home/facility. If a provider moves
or transfer ownership, new provider documentation,
including a current Childcare License must be
completed.
License-Exempt Center
• Provider agrees to remain in compliance with applicable
regulations.
• Written declaration that the program is located on school
grounds and is staffed by “qualified teachers” that are
school personnel.
License-Exempt Family Child Care Home
(Child’s Aunt, Uncle or Grandparent)
• Provider agrees to remain in compliance with applicable
registry laws and regulations
• Health and Safety Self-Certification form
• Declaration of Exemption from TrustLine form
• Statement declaring that provider will allow parents
unlimited access to enter and inspect their home without
notice whenever children are in care.
License-Exempt Family Child Care Home
(Family, Friend or Neighbor)
• Provider agrees to remain in compliance with applicable
registry laws and regulations
• Health and Safety Self-Certification form
• Registered and cleared through TrustLine prior to caring
for the family’s child(ren)
• Statement declaring that provider will allow parents
unlimited access to enter and inspect their home without
notice whenever children are in care.
20
Provider Rates and Fees
Verification of Provider Rates
The CRR’s APP is required to complete random checks of licensed
providers’ rates to confirm the rates reported to the APP reasonably
match the rates reported to the Children’s Resource and Referral
database and the rates actually charged to non-subsidized families for
like care. If a child care provider is charging higher rates to APP the
provider’s participation in CRR’s Alternative Payment Program may be
terminated. The provider may have to pay back CRR’s APP for any
reimbursement that was more than the rates charged to non-subsidized
families.
Reimbursement for child care services is made monthly and is
issued directly to the child care provider, on behalf of the parent.
To ensure timely and secure reimbursement, CRR recommends
providers set up direct deposit to a checking or saving account.
Providers will be reimbursed the amount invoiced on the
Attendance Record, not to exceed the assigned Regional
Market Rate Ceiling for the Certified Child Care Schedule.
The invoiced amount will be compared to the provider’s rate
on file and must be equal to or lower than the amount
charged to non-subsidized families for like care.
“It is a happy talent to know how to play.” - Ralph Waldo Emerson
In order for reimbursement to be processed, providers must
complete the Provider Billing/Invoicing section of the Attendance
Record. Providers should calculate each claim independently
and write the correct invoiced amount on the child’s Attendance
Record:
PLEASE NOTE: If the Provider Billing/Invoicing is not completed correctly, CRR will not be able to reimburse
the provider and reimbursement may be delayed until an invoice clarification is received.
Provider’s Invoice for Services
21
Registration Fees
“Play gives children a chance to practice what they are learning.” - Fred Rogers
If the provider is expecting a Registration Fee for the current month (based on the provider’s contractual
terms), the provider must enter the amount in the registration section. See example below:
22
Reimbursement
Reimbursement Guidelines:
Provider Fees must be based on usual and customary rates
charged for services to nonsubsidized children. Providers may
not charge parents a categorically higher rate for children with
disabilities. APP will reimburse providers to a maximum of the
Regional Market Rate (RMR) for the type of care provided as
determined by the California Department of Education, Early
Learning and Care Division.
Providers are reimbursed based on the certified hours of
need. For families with Variable Schedules and Licensed
Exempt providers that provide part-time services, providers
are reimbursed the actual days and hours of attendance up
to the maximum certified hours for the month.
Regional Market Rate Ceilings (RMRC) are located on the
Certificate for Child Care Services Voucher. Registration and
other special charges must be approved prior to the beginning
of services and cannot exceed the RMR.
Adjustment to Reimbursements:
Evenings and/or Weekends: A licensed child care provider is eligible for an adjustment to the assigned RMRC
(a potential increase to the provider reimbursement) when certified child care services are provided either
between the hours of 6:00 p.m. and 6:00 a.m. on Weekdays or any time on weekends.
Children With Exceptional Needs: Provider caring for a child with exceptional needs is eligible to receive a rate
adjustment when such services have a documented on-going fiscal impact to the provider and does not exceed
the provider’s rates charged to a non-subsidized family.
Unscheduled Care: Rate adjustments for child care exceeding the certified need, only apply when proper
documentation has been received and prior approval by a agency representative has been given.
When Child Care is Authorized for a
Total of:
To Determine the Maximum Reimbursement Allowed (RMRC):
30 or more hours per week • The Full-Time Weekly RMRC is used for License Provider
• The Full-Time Monthly RMRC is used for License-Exempt
Providers
Less than 30 hours per week • The Part-Time Weekly RMRC is used for License Provider
• The Part-Time Hourly RMRC is used for License-Exempt
Providers
Less than 10 hours per week • The Part-Time Hourly RMRC is used for Licensed and
License-Exempt Providers.
Determining Maximum Benefit Level:
It takes a big heart to shape a little mind23
1099-MISC Tax Form:
“Kids go where there is excitement. They stay where there is love.”- Zig Ziglar
Providers who participate in a subsidized child care
program are considered self-employed independent
contractors. If CRR reimburses $600 or more in the
calendar year, CRR will mail you a 1099-MISC Income
tax form, which reports to the Internal Revenue Service
and State Franchise Tax Board the exact amount
reimbursed. CRR does not deduct taxes from
reimbursements. If you have questions about your tax
liability, consult a tax expert.
Charges NOT Reimbursed:
The following is the financial responsibility of the parent(s):
• Provider unavailable to provide services such as when the provider is
on vacation, ill, closed for holidays or if the provider elects not to
provide services. (This does not include the 10 reimbursable days of
non-operation allowed for licensed providers.)
• Incurred charges due to late pick-up of children.
• Parents make a change resulting in a charge, but do not provide APP
two (2) weeks notice prior to the change.
• There are additional fees not covered in the Certificate for Child Care
Services Voucher, such as an increase in provider rates without
adequate written notice as required or when the provider’s registration
fee exceeds the maximum reimbursable amount.
Provider Rate Increases:
Provider may submit a request for a rate adjustment for
subsidized reimbursement once per fiscal year. Provider
must provide Children’s Resource and Referral with the
updated information. APP requires a 30 day written notice
for rate changes. All rate changes become effective on
the first day of the following month following the 30 day
notice if program funding is available. Before a rate
change can be honored, it must be compared to the
RMRC, approved by APP.
Co-Payment:A co-payment is the difference between what a
child care provider charges and what the program
can pay. For example, if provider charges $30
and APP can only reimburse the provider $29,
then the $1 difference is between the parent and
the provider. Some providers require parents to
pay the difference and some providers waive the
difference.
Reimbursement Cont.
Provider Days of Non-Operation (DNO) for
Licensed Only:
Many providers have identified days when their business is closed for
holidays, vacations or other various reasons. These days are called
Provider Days of Non-Operation (DNO). APP can reimburse providers
up to10 Days of Non-Operation per fiscal year if the provider submits a
copy of their Parent/Provider Agreement/Policies/Rates stating what
the expectations are. In addition, reimbursement for Days of Non-
Operation will be made only if the DNO falls on one of the child’s
certified days and the child has a Set/Predictable Schedule.
24
Attendance Record Instructions:
Attendance reporting is very important, as this is the method of verifying services rendered and invoicing APP for
reimbursement. CRR issues an Attendance Record for each child.
Attendance Records are coded specifically for each individual child and month. Child care hours must be
documented on the correct Attendance Record. Due to required perjury statements, only CRR generated
Attendance Records can be accepted for reimbursement.
1-4 below match to the numbers in the examples on the following page.
Attendance Records must be completed in ink
• DO NOT use pencils, gel pens or markers.
• DO NOT use white-out/correction fluid or correction tape. If anyone completing the Attendance Record
makes an error, cross out the error and initial it.
Time In and Time Out
• The parent, authorized adult or the provider must record, on a daily basis, the times that child care starts
and ends. Actual times must be written in and “a.m.” or “p.m.” must be specified. (Example: If the
child arrives at 6:58 a.m., record Time In as “6:58 a.m.”; do not round to 7:00 a.m.).
• 2A. The actual times the child arrived into care and departed care each day must be written.
• 2B. For school-age children who attend child care before and/or after school:
• The actual times the child left care to go to school and entered back into care from school must
be written in. This also applies to children attending Transitional Kindergarten, preschool, Head-
Start, etc.).
Attendance Records
1
Provider Billing/Invoice Section
• 3A. The Provider must enter the total amount invoiced for the current month of care.
• If the provider charges monthly, enter total amount billed for full month.
• If the provider charges weekly, enter amount for each billing week.
• CRR considers Sunday – Saturday a child care week.
• The provider must invoice rates that are consistent with their current rate sheet.
• The provider must not invoice more than they charge non-subsidized families.
• 3B. The provider must enter any Registration Fee expected for the current month (only if
applicable).
Self-Certification Section
• At the end of the monthly reimbursement cycle, both the parent and provider must sign
and date the penalty of perjury statements at the bottom of the Attendance Record.
• Full signatures (first and last name) are required.
• By signing, the parent and provider are attesting under penalty of perjury
that all of the information on the Attendance Record is true and correct.
2
3
4
“A person’s a person, no matter how small.” - Horton the Elephant
For all providers choosing not to use the Provider Care
Portal the Attendance Records will be mailed after the
24th of each month for the upcoming month. If you do not
receive an Attendance Record before the 1st of the month
contact CRR at (805) 925-7071
25
If the submitted Attendance Record is incomplete the Provider will receive a Claim Return Letter along with the
original Attendance Record for correction. Provider reimbursement may be delayed.
If a child is absent from care (example: sick, provider closed) the reason for the absence should be documented on the Attendance Record
Attendance Records received in APP office by the 5th day of the month will be processed and the
reimbursement will be issued on or around the 20th of every month, depending on CRR’s receipt of
state and federal funding.
Attendance Records received after the 5th day will not be processed until the following month.
The final deadline for receipt of Attendance Records is the last day of the month following the
month of care.
• Due to the close of the fiscal year, the final deadline for receipt of Attendance
Records for the month of June is the fifth (5th) day of July.
If Attendance Records are submitted after the deadline, the provider’s right to reimbursement
is forfeited.
Reimbursement Schedule
26
Disenrollment
Family Disenrollment Policy:
When a family chooses to Disenroll from APP, they are required to notify both CRR and the provider in writing at
least 2 weeks in advance of the last day of attendance. If a 2 week notice is not given, APP is not liable for
reimbursement to the provider.
Families will be mailed a Notice of Action at least 19 days, or hand delivered a Notice of Action at least 14 days,
prior to disenrollment from APP. APP may deny services or disenroll a family for any of the following reasons,
which include, but are not limited to:
Provider Disenrollment Policy:
• Falsification or providing misleading information or inaccurate documentation.
• Knowingly misrepresenting eligibility, using incorrect or inaccurate information to
obtain a benefit that the parent would otherwise not be entitled to receive.
• Non-compliance of the program policies.
• Failure to provide current and correct information at the time of Certification or
Recertification.
• Failure to use Certified Care as agreed upon.
• Delinquency in the payment of Family Fee.
• Failure to complete Attendance Records accurately and on a daily basis.
• Falsification of or refusal to sign Attendance Record.
• Family income exceeds the maximum income threshold.
• Misrepresentation of income and/or eligibility.
• Unavailability of program funds. If it is necessary to displace families due to
funding, families will be displaced in reverse order of admission priority.
• Threatening, yelling, cussing or acting unethically towards any staff member.
• Violation of the Safe School policy. Our office and child care facilities are
alcohol, drug and weapon free zones.
• Licensed provider refuses or is unable to provide APP with a copy of
his/her current child care license, or if at anytime the license is
suspended or revoked.
• Provider fails to provide current and correct information regarding
child care attendance.
• Child care situation is deemed detrimental to the health or welfare of a
child.
• A credible allegation that children’s health or safety may be at risk.
• Exempt provider is not cleared through TrustLine.
• Falsification or incomplete Attendance Record or invoice.
• Provider fails to submit required documentation to participate.
• Threatening, yelling, cussing or acting unethically towards any staff member.
• Violation of the Safe School policy. Our office and child care facilities are
alcohol, drug and weapon free zones.
APP will give a written notice to any provider who is going to be Disenrolled.
The notice will outline the infraction and the reasons for Disenrollment.
Providers will not be allowed to participate in APP if any of the following
conditions occur:
27
Grievance/Complaint Procedures
For Licensed Provider Care
APP encourages parents to report concerns to state licensing or other
appropriate authorities as these concerns arise. APP is also required by
law to inform every parent when they call in for child care referrals of their
right to call the State Department of Social Services Community Care
Licensing to check a child care provider’s license and history. Health and
safety issues for the children fall under the jurisdiction of Licensing. After
Licensing has conducted an investigation and made a determination of the
complaint, APP will follow Licensing Recommendations.
For License-Exempt Provider Care
Parents may make a verbal or written complaint that includes the nature of
the complaint, the date and time of occurrence, and the name and address
of the provider.
Parental Choice allows the parent to choose a child care provider that best
suits their child care needs; however, APP reserves the right to terminate
child care services if the agency and/or parent feel that the child is in an
unsafe environment.
Parental Complaints in Child Care Settings:
Complaints to APP Staff: Level 1: Complaint is brought to the attention of the
Case Worker.
Level 2: If Complaint is not resolved by the Case
Worker, it is brought to the attention of the
Family Service Manager.
Level 3: If Complaint is not resolved by the Family
Service Manager, it is brought to the attention
of the Associate Director.
APP staff work to ensure that you and your
family have a positive experience in the
program. If you have concerns that are not
complaints of unlawful discrimination or
alleged violations of laws/regulations and
would like to make a complaint, please follow
the escalation process, so that concerns can
be addressed and resolved in the correct
manner.
We strive to ensure you have a positive experience
Uniform Complaints:
Complaints of unlawful discrimination and alleged violations of federal or
state laws, or regulations governing educational programs may be
addressed by filing a complaint using the Uniform Complaint
Procedures. Procedures are mailed annually to parents or are available
anytime by contacting the CRR office.
28
Hearing Officer will send notification in writing, of the decision within 10 calendar days after the Hearing. If parent disagrees
with the written decision, they have 14 days from the date of the written decision to file an Appeal with the California Department
of Education (CDE), Early Learning and Care Division (ELCD) located at 1430 N Street, Suite 3410, Sacramento, CA 95814.
The appeal to CDE must include a written statement specifying the reasons the parent believes CRR’s decision was incorrect, a
copy of the decision letter and a copy of both sides of the NOA. Within 30 calendar days after the receipt of the appeal, ELCD
will issue a written decision to you and the agency. Once ELCD has rendered a decision, the decision is final.
Parental Complaints to APP Program
Notice of Action – Parent Appeal Process
Parents enrolled in APP have the right to a fair and unbiased Hearing if they disagree with a proposed
action. Upon receipt of an on-time request for an Appeal Hearing, the intended action will be suspended
and child care services will continue until the appeal process has been completed. The review process is
complete when the appeal process has been exhausted or when the parent abandons the appeal
process. The Appeal Hearing process is as follows:
Step 1: Request Hearing
Step 2: Schedule Hearing
Step 3: Conduct Hearing
The procedure to request an Appeal Hearing is outlined on the back of each Notice of Action received by parents.
Request for an Appeal Hearing must be filed within 14 calendar days after the participant receives the Notice of
Action (NOA). A request must include the effective date of the NOA, parent name, telephone number, full address,
explanation why the parent disagrees with the agency’s action and date the request is signed. The request for
Hearing may be submitted by mail, in person or phone to:
Children’s Resource and Referral of Santa Barbara County
Attention: Hearing Officer - Michelle Graham
124 W. Carmen Lane, Suite C Santa Maria, CA 93458
Telephone (805) 925-6701
Within 10 days of receiving a parent’s Hearing Request, the parent will be notified of the time and place of the Hearing.
To the extent possible, the Hearing date and time will be convenient for the parent(s). The Hearing shall not be
scheduled more than 14 calendar days from the date the Hearing Officer contacts the parent to schedule the Hearing.
In the event that a parent or parent’s Authorized Representative cannot keep the scheduled Hearing date/time, the
parent must notify the Hearing Officer in advance of the Hearing date/time. A parent may request to re-schedule the
Hearing date one (1) time.
Note: At any reasonable time, including before a Hearing, a parent has the right to review the data file
The Hearing will be conducted by Executive Director who shall be referred to as "the Hearing Officer." Hearings will
be conducted at Children’s Resource and Referral located at 124 W. Carmen Lane Suite C. Santa Maria, CA 93458.
In the event that a parent is unable to attend the Hearing at the designated location accommodations will be
arranged and agreed upon between the parent and Hearing Officer. For any Hearing not conducted in person,
verification of parent identity will be required, along with prior submission of support documentation. The Hearing
may be audio recorded. During the Hearing, the parent or Authorized Representative will have an opportunity to
provide support documentation and explain the reasons that you disagree with the proposed action indicated by the
referenced NOA should not be carried out.
This will be a formal Hearing, and the parent must comply with the directions of the Hearing Officer during the course of the
Hearing. Failure to comply with directions will result in the Hearing being ended and the contested action being taken. A parent
designating an Authorized Representative to be present must inform Children’s Resource and Referral in writing prior to the
Hearing. Please do not bring people to the Hearing unless they are a designated Authorized Representative. No children are
allowed to be present during the Hearing.
If parent fails to appear, it will be deemed that the parent has abandoned their Appeal and care will end immediately.
Step 4: Hearing Decision
29
We look forward to serving you!
Program Forms, Pay Family Fees, Handbooks and Orientation Videos
Available online at http://www.sbfcc
or at our office located at 124 W. Carmen Lane, Suite C. Santa Maria, CA 93458
United Way 2-1-1 provides referrals to hundreds
of resources
Call 2-1-1 or go online at 211.org
Children’s Resource and Referral Program
Links parents to licensed child care providers
Call (805) 925-1989 or go online at http://www.sbfcc.org
Resources!
For Additional Resources:
30
NOTES: