Rhode Island Department of Human ServicesOFFICE OF CHILD CAREChild Care Assistance ProgramProvider HandbookRev. February 202025 Howard Avenue, Room 329Cranston, RI 02920Phone: 401.462.6877Email: [email protected]

TABLE OF CONTENTSOFFICE OF CHILD CARE . 3Mission .3Core Values .3Overview .3INTRODUCTION . 4TERMS AND DEFINITIONS. 5CCAP PROVIDER RESPONSIBILITIES . 8All CCAP Providers .8Licensed CCAP Providers .9License Exempt Providers .9PROVIDER DUTIES/FUNCTIONS . 10CCAP Eligibility .10New Enrollments .10Problem Enrollments .11Disenrollments .11Attendance Submission/Approval.11Family Share .12Absences .12Reporting Corrections to Current Batch Payments .12Back Billing .13Provider Rates .13Required Pre-Service Training for CCAP Providers .14PROVIDER RESOURCES . 15CONTACT INFORMATION . 19CCAP FORMS. 21Attendance Record .22Attachment A - Authorization for CCAP Sick Leave Payment to Approved Assistants .23CCAP Provider Back Billing Request Form.24CCAP Payment Request Form .25CCAP-5 Direct Deposit Form .25CCAP-350 Family Child Care Vacation\Closure .27CCAP-351 Absent Notice .28Parent/Provider Enrollment Agreement .29Provider Change Form.30State of RI W-9 .312

OFFICE OF CHILD CAREMissionAs a division of the Rhode Island Department of Human Services, the Office of Child Care supports theworkforce in providing families with equitable access to high-quality, safe, affordable child-care.Core ValuesThe Core Values describe the desired culture and foundational beliefs of the Office of Child Care: Service: Commitment to protecting the health and safety of children.Compassion: Valuing each culture, individual and creating a culture of respect.Accountability: Being transparent, solution-focused and committed to improvement.Partnership: Work collaboratively with the child care workforce, families and each other for the benefitof children in care.OverviewThe Office of Child Care (OCC) at the RI Department of Human Services (DHS) administers and manages theChild Care Assistance Program (CCAP); this program supports the dual purpose of promoting children’s healthybrain development and supporting low-income families with equitable access to high-quality, safe, affordablechild-care.The Office of Child Care is comprised of the following teams and initiatives: CCAP Provider Management TeamProcesses and approves provider applications, renewals, and payments; provides technical support toCCAP Providers; and maintains the CCAP Central Prover Directory.Child Care Licensing TeamAll Early Learning programs (child care centers, preschools, family child care, nursery schools, Head Startand Early Head Start programs) must be licensed by the Department of Human Services. Licensedproviders are not required but are strongly encouraged to become CCAP Approved Providers. Currently66% of licensed providers serve CCAP children.Early Childhood Quality Initiatives & Support TeamProvide oversight to a variety of quality initiatives using CCDF, TANF and PDG funds to support earlychildhood education quality improvement.Head Start Collaboration OfficeSupports Rhode Island Head Start grantees’ engagement and representation within the states earlychildhood systems, programs and services. Administers and monitors the state’s supplemental, nonfederal share for Head Start.3

INTRODUCTIONThis CCAP Handbook is meant to serve as a resource for all DHS-Approved CCAP Providers (CCAP Providers) tounderstand the responsibilities, opportunities and duties of serving children in the Child Care AssistanceProgram.This is not intended to be an all-inclusive list of Provider Responsibilities and Duties. For a full listing of therequirements, please review the CCAP Provider Agreement, CCAP Rules and Regulations and RI General Laws42-12-23.4

TERMS AND DEFINITIONSTermAge CategoriesApplication DateAuthorized HoursBack BillingBatchBenefit DecisionNotice (BDN)BrightStars RatingCare End DateCare LocationCare Start DateCCAP Provider IDCenter-Based ChildCare ProgramCertificate NumberCertification PeriodDefinitionAge range of children enrolled: Infant/Toddler: 1 week up to 3 years of age Preschool: 3 years up to 1st grade entry (includes ALL Kindergarten children) School Age: 1st grade up to 13 years of ageo Certain children with diagnosed special needs may be categorized asschool age through the age of 18.o Please note that when a family’s work hours fall during school hours,their hours are automatically adjusted. DHS calculates school hours as9:30 AM – 1:30 PM, Monday – Friday from early September to midJune.The date that a signed CCAP Provider Application for CCAP is stamped and received bythe Office of Child Care.The child care hours a CCAP eligible child is approved to use in a given time period.These hours are based on the family's need for services. CCAP authorized hours arecategorized as follows: Full Time: 30 hours or more per week Three Quarter Time: 20-29 hours per week Half Time: 10-19 hours per week Quarter Time: 0-9 hours per weekEnrollments not captured in the two-week batch payment likely due to a system issue,change in eligibility, etc. must be submitted outside of the CCAP Provider Portal usingthe CCAP Provider Back Billing Request Form.A two-week pay period for CCAP Providers.A system-generated notice that informs the family of their authorized benefits(including child care eligibility and authorized hours.)RI’s Quality Rating and Improvement System or QRIS. The QRIS works to assess,improve and communicate the level of quality in early learning/school-age caresettings. The QRIS consists of five star level ratings.If known, the date the parent/guardian intends to stop bringing their child to theprovider for care.The location the provider is delivering care.The first day that child care is provided.The unique number that is assigned to the provider by DHS.A facility operated on a regular basis which receives children, not of commonparentage, and provides non-residential care in a group setting. Center-based child care providers are required to obtain licensure from DHS.The unique number that is given to a parent who applies for child care. Child CareProviders must have this number to enroll a child.The period that an eligible child may obtain CCAP authorized child care services; acertification period shall not be less than twelve (12) months in duration unless afamily exceeds the income threshold, does not cooperate with the Office of ChildSupport for the child receiving CCAP, moves outside of RI or commits fraud.5

TermDisenrollmentDefinitionIf a child is deemed ineligible for CCAP services, or discontinues attendance at aprogram, the CCAP Approved Provider must end the child’s enrollment from theprogram in the CCAP Provider Portal.End TimeThe time a child leaves the provider’s care.EnrollmentOnce a child is deemed eligible for CCAP services, a CCAP Approved Provider mustenroll the child in the CCAP Provider Portal for their eligible care hours.Family Child CareA child care program located in the provider's home residence in which child careHomeservices may be offered at the same time to four (4) or more children unrelated to thechild care provider, or up to eight (8) children with an approved assistant. Family Child Care Home shall not mean a private residence used for aninformal cooperative arrangement among neighbors or relatives, or theoccasional care of children with or without compensation. Family Child Care Providers are required to obtain licensure from DHS.Family ShareThe amount a family is expected to contribute in co-payments to the cost of child careservices.Group Family ChildA child care program located in the provider's home residence in which child careCare Homeservices may be offered at the same time for up to nine (9), but no more than twelve(12) children unrelated to the child care provider. Group Family Child Care Home Providers are required to obtain licensure fromDHS.License Exempt Child Any relative of a family eligible for CCAP rendering child care in the home of the childCareor the provider (not to exceed 6 related children), who has been successfully screenedby the DHS and determined eligible to participate in the CCAP. License Exempt Providers are not required under applicable State laws toobtain licensure from DHS but must meet the capacity requirements. License Exempt Providers are only approved in CCAP if they have a CCAPpending or eligible child in their care.Licensing Provider ID The number printed on the lower left corner of your DHS Child Care License, this onlyapplies to Licensed Providers.Pending CertificateThe unique number that is given to a parent who applies for child care but has not yetNumberbeen authorized (approved.) Child Care Providers can use this number to enroll a childfor care prior to eligibility being established; however, if the child is later deemedineligible, the state is not responsible for the payments made during the time apending certificate number is used.Provider NameFirst, middle initial, and last name of the person or organization providing child care.Quality Rating andA systemic approach to assess, improve, and communicate the level of quality in earlyImprovementand school-age care and education programsSystem (QRIS)RelationshipWhen you enroll a child, you will be asked if you are related to the child in your care.This question matters if you are a licensed-exempt provider.RelativeAn individual at least eighteen (18) years old who is the grandparent, greatgrandparent, aunt/uncle, or sibling, not living in the home, as it pertains to LicensedExempt Providers. The status of relative is established by blood, marriage or courtdecree.6

TermStar RatingStart TimeStep RatingTax ID NumberTieredReimbursementRatesDefinitionThe BrightStars rating, also referred to as a Star Rating, determines the provider’s(both family child care and center-based providers) reimbursement rate. As a providerincreases their program’s quality along the Quality Rating and Improvement System(QRIS), they are eligible to receive an increased CCAP reimbursement rate.The time of day a child arrives for care with the provider.As negotiated under the Collective Bargaining Agreement (CBA) between State of RIand SEIU1199, family child care providers who serve CCAP children are eligible toreceive differentiated payments based upon their educational experience/background.Details of the step ratings (1-4) are available in the CBA.Child Care earnings are reported to the Internal Revenue Service using the provider’sTax ID number. Typically, a provider’s social security number is their Tax ID number.Licensed providers can apply for a unique Tax ID (different from their SSN) at the IRS.Depending on the provider type there are two quality rating scales which impact CCAPreimbursement rates, Steps and BrightStars (Stars). Programs demonstrating higherquality indicators receive a higher quality rating which correlates to a higherreimbursement rate.7

CCAP PROVIDER RESPONSIBILITIESAll CCAP ProvidersCenters, Family Child Care, Group Family Child Care and License Exempt Providers must: Have a signed and valid CCAP Provider Agreement. Have access to the CCAP Provider Portal. Comply with the terms and conditions set forth in the CCAP Provider Agreement to receive paymentfrom DHS for authorized child care services. Failure to comply with the terms and conditions may resultin termination of the CCAP Provider Agreement and the withdrawal of your CCAP Provider status. Notify the Office of Child Care – Provider Management Team of any relevant changes in status, locationor any information maintained in your CCAP Provider Agreement within ten (10) days of change via theProvider Change form.o CCAP Provider Agreements are not transferable between providers and locations. In the event ofa relocation or business transfer/sale, a new child care license must be obtained, and this changemust be reflected in a new DHS-Approved CCAP Provider Agreement. The Office of Child Care – Provider Management Team must receive notice of this change at least 30 days prior to thetransfer/relocation/sale.Have a working phone and valid email address at all times. The Office of Child Care periodically sendscommunication to all providers via email and/or via broadcast messages on the CCAP Provider Portal. Itis important for providers to regularly check their inbox and the CCAP Provider Portal for variousannouncements, deadlines, etc.Accept DHS rates as full payment for Child Care services. For families required to share in the cost ofpaying for child care services, the combination of payments made by DHS and the DHS assigned familyco-payment will constitute full and total payment. Per state law and CCAP Rules and Regulations, fulltime care is categorized as any authorized time above and beyond 30 hours/week. Under nocircumstances should a CCAP family be charged a cost/fee exceeding the value of the authorized voucher(weekly rate).Follow appropriate CCAP enrollment procedures, including providing parents with a signed copy of theParent/Provider Enrollment Agreement for each new enrollment or change in enrollment. Enrollmentsare to be completed by the provider on the CCAP Provider Portal no later than the week the child beginsattending . o CCAP Providers should contact the Office of Child Care – Provider Management Team [email protected] with any questions or concerns regarding CCAP enrollments orpayments. Please allow the team 48 hours to review your inquiry.Maintain accurate daily attendance records. Per state law and CCAP Rules and Regulations, CCAPProviders must have daily attendance records on-site, signed by the parent or guardian, for each eligibleCCAP child, for a minimum of three (3) years. Providers who use an electronic sign-in/out software arealso required to maintain daily attendance records for a minimum of three (3) years.Take responsibility to file their income taxes as advised by their personal finance advisor. Every January,all CCAP Providers will receive a 1099 that represents payments received from the Office of Child Carefor the previous calendar year.Adhere to all CCAP Rules & Regulations, which can be accessed 0-4ChildCareAssistanceProgram.pdf8

Licensed CCAP ProvidersCenter-Based, Family Child Care and Group Family Child Care: Effective October 28, 2019, Rhode Island Department of Human Services is the authorized Child CareLicensing Unit for center-based child care, family child care and group family child care. Without anactive license, providers are not able to provide child care services. Current Child Care LicensingRegulations require license renewals every two (2) years for Family Child Care Providers and everyone(1) year for Center-Based Providers. Under licensure, each program will receive a minimum of twounannou