Effective Date: 02/28/03

Revised: 06/10/13

Reference: None


Policy Statement:

All persons or entities providing child care services must have their Taxpayer Identification Number (TIN) certified by the Office of the Comptroller.

Procedure:

A person who does not have a social security number or who refuses to supply their social security number cannot be paid by the State of Illinois to provide child care services.

  1. Upon receiving an application for child care, confirm if the provider's name and TIN is certified on the Comptroller's Statewide Accounting Management System (SAMS) VEN2 screen.
    1. The CERT IND field must be 'C'.
    2. The CERT TYP field may be either W, R, A, O, S, etc.
    3. The COMMENT FIELD must not indicate 'Incorrect TIN', 'B-Notice' or '2nd B-Notice'. If comment field indicates 'Incorrect TIN' or 'B-Notice Resolved Inc. TIN', look to FID# at the bottom of the VEN2 screen for the correct number.
    4. PMT HOLD IND field must be 'N'.
    5. If PMT HOLD IND field is 'Y', no payment will process.
  2. If the provider is certified and the name matches the information in SAMS VEN2 screen, follow the standard procedures for processing an application.
  3. If the provider is not certified:
    1. Send a Request for Additional Information along with Form W-9 (Rev. 1/02) to the provider for completion. Inform the provider that payment cannot be made until their TIN has been certified by the Office of the Comptroller.
    2. Do not delay processing the application.
    3. Send a Notice of Approval form to the client and provider. Do not issue a Child Care Certificate.
    4. Obsolete the provider in the CCTS Provider List Screen (PF12). Indicate in the Provider Notes section that the provider still needs to be certified.
    5. If the W-9 is not received within 10 working days of the first request, send the provider a second request with a copy to the parent.
  4. After receiving the W-9 form:
    1. CCR&R staff must ensure the W-9 form is filled out completely and is legible.
    2. Compare the name and TIN on the W-9 with the information entered into the CCTS Provider List Screen (PF12). If necessary, make corrections.
    3. Recheck Comptroller SAMS VEN2 screen for certification.
    4. If the provider is not certified, make a copy of the W-9 for the file and send the original W-9 form to:
      Office of the Comptroller
      Tax Reporting Unit
      325 W. Adams
      Springfield, IL 62704
    5. CCR&R staff must monitor the Comptroller SAMS VEN2 screen for certification.
    6. If the W-9 is not certified by the Comptroller within 3 weeks from the mail date:
      1. Review the W-9 to ensure it was completed properly.
        1. If there is no apparent problem with the W-9, fax the W-9 form to Springfield Bureau of Child Care & Development (BCCD) at 217/785-9334.
        2. Springfield BCCD will expedite the W-9 processing.
      2. If an error is detected:
        1. Have the provider complete a new W-9.
        2. Fax the new W-9 to 217/785-9334.
        3. Springfield BCCD will expedite the W-9 processing.
  5. If the provider fails to return the W-9 after the second request, close out the provider in the CCTS and send the parent a change of provider form.