Definitions of Commonly Used Terms
Following are definitions of the site administered program funded by BCC&D and commonly used terms.
Additional Cases Form - The manual billing form used by Site Administered Child Care Providers to bill for additional children and cases not reflected on the pre-printed SAMER. This form should be completed in its entirety, attached and submitted to BCC&D with the pre-printed SAMER by the 15th of the month following the provision of services.
Address Indicator - A one or two digit alpha/number assigned by BCC&D, immediately following the vendor number, used to identify the different addresses, including the payment address and multiple locations of the provider.
Applicant - The parent or other primary adult caretaker who is responsible for the child(ren) when the parent(s) is not available due to special circumstances who signs a request/application for child care assistance.
Application (IL444-3455) - Child Care Application - The initial form completed by any person applying for subsidized child care.
Approval Form - Approval of Request for Child Care Payments (IL444-3455A) - Form, generated by the Child Care Tracking System (CCTS), notifying the client and provider that the child(ren) has/have been approved for subsidized child care.
BCC&D - Bureau of Child Care and Development - This is the bureau, within the Illinois Department of Human Services (IDHS), assigned to administer the subsidized Child Care Program.
Cancellation Notice - See Notice of Cancellation For Child Care Payments.
CARS - Consolidated Accounting and Reporting System. The accounting system employed by IDHS for the payment of all bills.
CCAP - Child Care Assistance Program.
CCMS - Child Care Management System. The web-based, electronic data management system used by IDHS to capture and report eligibility information for the child care program.
CCR&R - Child Care Resource and Referral agency.
CCTS - Child Care Tracking System. The database system used by IDHS to track all eligibility and payment information for the child care program.
COI - Change of Information. This form is used by Site Administered Providers to change client information during an eligibility period.
Certificate Child Care - The portion of IDHS Child Care Assistance Program managed by the Child Care Resource and Referral (CCR&R) agencies. CCR&Rs make referrals for appropriate child care, determine eligibility and make payment arrangements with providers.
Child Care Collaboration Program - The Child Care Collaboration Program was created to facilitate high quality collaborative arrangements between Child Care and other early care and education providers and/or funding streams. It is enabled by Child Care Administrative Rule, Sections 50.610-650.
The benefits of becoming an approved Child Care Collaboration include the ability to take advantage of the following child care rule exceptions, for families approved in the collaboration:
- Annual redetermination of family eligibility;
- Using a ninety-day job loss grace period; and,
- Maintaining indefinite eligibility for families whose current TANF Responsibility & Service Plan specifies the child or family's participation in the collaboration.
Child Care Program -The subsidized child care program administered by BCC&D that provides assistance for child care for working families at or below 185% of the federal poverty level. The program will also ensure services to working families receiving Temporary Assistance to Needy Families (TANF), families receiving TANF who are participating in IDHS approved education/training activity, and teen parents in high school or GED programs.
Child Care Provider - Providers of subsidized child care services who receive payment through IDHS.
Child Care Rate Certification - A form, to be submitted annually with the site administered and infant and toddler incentive program contracts, that identifies the rates to be charged to IDHS and the rates charged for the same services to private pay families. At no time may a Site Administered Child Care Provider charge more for subsidized child care than they do for private pay families, nor can they charge subsidized child care families higher than the maximum rate for regular child care services (excluding fees). Site Administered Child Care and Infant and Toddler Incentive contracts will not be processed without this completed form.
Contract Address - Generally the administrative address of the provider. All provider payments will be sent to this address.
Co-Pay/Co-Payment - The child care provider will assess and collect parent co-payments (parent's share of the payment) as required by Department Policy 04.02.01 of the Bureau of Child Care & Development Program Manual. The assessed parent co-payment shall be deducted by IDHS from the total charged for services at the time of payment. It is the child care provider's responsibility to collect the amount of assessed co-payment.
Co-Pay Worksheet - Co-Payment Calculation Worksheet. The document used in determining client eligibility to calculate income and the parent's share of the payment for child care services.
Denial of Request for Child Care Payment (IL444-4179) - The form given to a client when they are deemed ineligible for subsidized child care.
Extended Hour Child Care - A rate add on for care provided before 6:00 a.m, after 6:00 p.m. and on Saturdays and Sundays. Care must be given for at least two (2) hours in this extended time frame to qualify for the add-on. This add-on rate is available to programs who have received prior approval from IDHS, either through the FY98 expansion process or the pilot program. The add-on rates are $3.00 per day for children under 2 years of age and $2.00 per day for children 2 years of age and older.
Family - The applicant, his or her spouse, and the biological, adoptive, or stepchildren of the applicant or his or her spouse under the age of 21 living in the same household. Family must also include the child for whom care is requested, the child's dependent blood-related and adoptive siblings, and the child's and sibling's parents living in the same household. The applicant may include in his or her family other persons related by blood or law to the applicant or his or her spouse living in the same household if they are dependent upon the family for more than 50% of their support. The applicant may include in his or her family a child of the applicant or his or her spouse under the age of 21 who is dependent upon the family for more than 50% of his or her support and who is a full-time student away at school, provided he or she has not established legal residence outside of the family residence.
Fees for Additional Services - Any other mandatory service fees, special fees or additional charges of any type for regular child care services to IDHS subsidized clients. These fees may not be imposed by the Site Administered Child Care provider. Fees for alternative services, such as transportation, swimming, special instruction, or late charges may be assessed to the client if all enrolled families receiving services from the child care provider are charged equally. A written notice listing optional services must be provided to all parents before activities are rendered and such services must be offered on a voluntary basis. The child care provider will ensure that these special service fees do not represent costs associated with the provision of services to non-subsidized clients. The child care provider certifies that the rates do not exceed the rates for the same or substantially similar services to non-subsidized clients.
Full-Time Child Care Rate - The rate for eligible child care that is five (5) or more hours each day.
GRF - General Revenue Funds used to operate the child care program. These funds are unrestricted and require no matching funds.
Grace Periods - The temporary periods of time when, in occasional circumstances identified in Policy 02.04.01 of the Bureau of Child Care & Development Program Manual, a subsidized child care parent may need continued child care services but is not working or in school. In order to protect the child(ren) from losing his/her/their space (and moving to another provider), exceptions or "grace periods" may be allowed.
IDHS - Illinois Department of Human Services.
Income Guidelines (IL444-3455B, Important Parent Co-Payment Information) - A form developed by IDHS and used by Site Administered Child Care providers and CCR&Rs, to determine the amount of co-payment a client must pay for subsidized child care.
Income Eligible - When the combined gross annual income of all adult family members is at, or below, the income guidelines.
Infant - A child whose age is 6 weeks through 14 months.
Infant and Toddler Incentive Program - A program intended to increase the availability of center-based child care for children under 24 months of age to low-income families. If a center meets the following criteria, they may ask for an incentive payment of an additional 10% of the rate charged to IDHS, provided this rate would not exceed the rate paid by private pay families. Based on the number of children served through a center who are five years old and younger, 25% of these children must be of an age under 24 months and 50% of the children who are of an age under 24 months must be IDHS subsidized. This add-on is paid quarterly through a billing process separate from the regular SAMER or certificate process.
IPACS - Illinois Public Aid Communication System, which includes the Automated Client Inquiry Database (ACID) that can provide information about a family that has been collected by other State agencies and offices. By using all accessible information, determining eligibility and income can be a more accurate process.
Location -A term used to identify the physical location of a provider. Generally used for providers with more than one location.
Multi-Site Form - Form used when a client has children at two different Site providers.
Multi Site/Transfer Case Information - One of three documents to be completed and agreed upon by Site providers for a client using more than one Site provider (no CCR&R providers) for child care. The other two documents to be completed are the Shared Case Parent Co-Payment Worksheet and Shared Case Schedule. This document must have all appropriate signatures.
Network Providers (Home or Center) - An entity that provides supplemental services including, but not limited to, payments, lending library, assistance with licensing, referral to available care within their network and administrative oversight to a group of child care homes or centers.
Notice of Cancellation for Payment (IL444-4178) - Form given to a client when their case has been cancelled because they are deemed no longer eligible for subsidized child care.
OCA - Office of Contract Administration. The office, within IDHS, responsible for the execution of all IDHS contracts and two party amendments.
Parents - Applicants or recipients of child care services, including the child's custodial, biological, adoptive, stepparent, legal guardian or caretaker relative within the fifth degree of kinship.
Part-Time Child Care Rate - The rate for eligible child care that is less than five (5) hours each day.
Payment Report - State of Illinois, Department of Human Services, Child Care Tracking System Completed Site Administered Payments. This is a CCTS generated print-out detailing each case paid and the children within each case, by provider, by month and location.
Program Support and Operations - The office, within BCC&D, that is responsible for processing all Bureau contracts, payments, eligibility determinations, and MIS issues.
QRS - Quality Rating System - The Quality Counts: Quality Rating System was started July 1, 2007, to provide an add-on to help off-set the additional costs of providing quality child care. QRS is a voluntary system that offers progressive levels which license-exempt and licensed family child care providers and licensed centers can achieve. Specific quality criteria must be met to achieve a level depending on the type of care provided. Once a provider has met the required criteria for a level, a certificate is awarded and a quality add-on rate to the CCAP standard daily reimbursement rate is received. Licensed programs can apply for one of four Star Levels, with add-ons ranging from 5%-20%. License-exempt home providers can apply at one of three Training Tiers, with add-ons ranging from 10%-20%. The QRS application process is administered by the Illinois Network of Child Care Resource and Referral Agencies (INCCRRA). For additional information, visit www.inccrra.org
RAI - Request for Additional Information - The form used by BCC&D to request additional or missing information from a Site provider and client.
RSP - Responsibility and Service Plan developed for each TANF client and approved by the client's caseworker. This form is required for certain situations, as described in Policy 01.03.03 of the Bureau of Child Care & Development Program Manual.
Rates - The maximum Child Care Payment Rates, per age group, per type of care, per geographical area, which can be charged for subsidized child care services. Providers may charge for subsidized child care families up to these maximums provided they do not charge more for subsidized children than they do for private pay families. Providers also cannot charge subsidized child care families higher than the maximum rate for regular child care services (excluding fees). Child care providers who offer scholarships, sliding scale rates, fee reductions to families with more than one child in the facility and weekly rates that are lower than the daily rate must keep in mind that at no time may they charge the State of Illinois more for subsidized child care than they do for private pay families.
Rede - Request for Redetermination Information (IL444-3455E). The form an approved client completes in order to continue child care after the initial eligibility approval period expires.
SAMER - Site Administered Monthly Enrollment Report (ILL444-3492C). This is the billing form generated from the CCTS each month, used by site administered child care providers, listing the eligible cases and children for each provider location and funding source.
School-Age Child - A child whose age is five (5) years to thirteen (13) years and is attending school. This term includes five year old children enrolled in Kindergarten.
School-Age Child Care Rate - The rate for eligible child care for school-age children before and/or after school. For agencies operating school age programs, the interpretation of a full time rate for school age children is care provided from 5 through 12 hours per day. This may be a combination of before school and after school care. Children meeting this criteria may be billed for the full-day rate. Anything less than 5 hours of care per day, regardless of the time frame, is subject to the part day/school-age day rate. The parents' work/school schedule must support the hours the child is in care. Child care providers may not charge IDHS more than they charge private pay families for the same care, nor may they exceed the maximum Child Care Payment Rate. They also may not charge subsidized child care families higher than the maximum rate for regular child care.
Shared Case - A case where a child attends more than one child care provider or children from the same family attend different child care providers, being any combination of multiple site providers and CCR&R providers.
Shared Case Fax Notice - Form notifying a site provider that an application or rede, received in the offices of BCC&D, did not contain proper documentation and was sent to a CCR&R to manage.
Shared Case Form - The document, along with the Shared Case Parent Co-Payment Worksheet and Shared Case Schedule, that is completed and agreed upon by both the Site provider and CCR&R for a client using a Site provider and another provider through the CCR&R. All documents must have appropriate signatures.
Shared Case Parent Co-Payment Worksheet - The document used in shared or multi site cases where the income is calculated and agreed upon by the Site and another Site, CCR&R or other child care agency. In addition, the parent's share of the payment for child care services (co-pay) is determined.
Shared Case Schedule - The document, used in shared cases, where the schedule for the child(ren) is indicated for all providers and agreed upon by the site and another site, CCR&R or other child care agency. This document must have all appropriate signatures.
Site - A term used to identify a Site Administered Child Care provider and/or the physical location(s) of a provider who contracts with IDHS.
Site Administered Child Care - The portion of IDHS Child Care Assistance Program managed by licensed child care providers and/or networks. This portion of the Child Care Program was formerly known as Low Income.
Site Administered Child Care Providers - Department of Children and Family Services (DCFS) licensed child care providers and licensed and license exempt networks who contract directly with the IDHS. They are responsible for determining family eligibility and assessing parent co-pays.
Special Needs - A rate add-on allowable for children with special needs. Eligibility is determined for an individual child based on his/her documented needs, other funding available to the child care provider, and the capacity of the child care provider to meet these special needs. The child and family must be determined eligible for the subsidized child care program and submit an application with appropriate documentation to qualify for the program. Prior approval from the Special Needs Manager must be received from IDHS for each individual child. This approval will be given on an INDIVIDUAL basis. Eligibility will begin the first day of the month following approval. Rates will not be retroactive, nor will they be prorated for a partial month. Special needs, and an application for special needs, is addressed in a memo dated 5/21/01.
Subsidized Child Care - Child Care costs for eligible low income families paid by IDHS. A parent co-pay is assessed to families who are determined eligible for this service.
Supplemental - Supplemental Request-Site Administered Child Care - The form necessary to request additional payment for a past service month. Supplemental payments may be requested for cases which were omitted and/or could not be paid with the original payment request.
TANF - Temporary Assistance for Needy Families.
TANF Assistance Unit - Consists of the members of the household included in the TANF cash grant.
Teen Parent - A custodial parent whose age is between thirteen (13) and nineteen (19) years and who is enrolled in high school or a GED program.
Toddler - A child whose age is 15 months up to two (2) years
Transfer Case Information - Form used when a client changes providers from a CCR&R to a Site Administered Contract provider or vise versa. This document must have all appropriate signatures.
Travel Time - The time it takes a parent to travel between the child care provider and other approved activities, e.g. employer or training program.