Effective Date: 01/01/2014; 07/01/15

Revisions: 08/08/2019
Reference: 89 Ill. Adm. Code, Chapter IV, §50.235 


Parent Income & Copay Calculation Worksheet

The Parent Income Calculation Worksheet can also be used if you are completing the on-line Child Care Management System's (CCMS) Child Care Assistance Program Application.  You may have been directed to this page because you "clicked" the link found on the on-line Application.

The Parent Income Calculation Worksheet has four (4) spreadsheet tabs - See the tabs at the bottom of the spreadsheet screen:

Copayment Calculator - The Copayment Calculator tab allows users to input basic income information from pay documentation to calculate income that will be used to determine eligibility for the Child Care Assistance Program (CCAP). Please Note: The results are considered an estimate and require a CCAP Specialist's review.

If you have any questions about how to use the Parent Income Calculation Worksheet, please contact the CCAP Policy Unit at: DHS.CCAP.Policy@illinois.gov.


How to Complete a Parent Income Calculation Worksheet

The following step-by step instructions must be used when completing the Parent Income Calculation Worksheet:

  1. Upon opening the document, the current date will appear.
  2. Enter the client's first and last name.
  3. Enter the client's case identification number or social security number.
  4. Enter the Net Self Employment Income from client's documentation according to payment frequency.
  5. Enter the Net Self Employment Income from other family member(s) documentation according to payment frequency.
  6. Worksheet will convert to Monthly Self Employment Income by - multiplying Net Self Employment Income according to pay frequency by using one of the Formulas below:
    • If Weekly Amount: by 4.333
    • If Bi-weekly Amount: by 2.1666
    • If Semi-MonthlyAmount: by 2
    • If Monthly Amount: by 1
  7. Worksheet will calculate the results of line 6, the Adjusted Monthly Self Employment Income.
  8. Worksheet will calculate and enter the Total Monthly Self Employment Income.
  9. Enter the Date (xx/xx/xxxx) and Gross salary (including any regularly paid Overtime) from the Client's earliest pay stub according to pay frequency.
  10. Enter the Date and Gross  Wages and Salary (including any regularly paid Overtime) from the Client's latest pay stub according to pay frequency.
  11. Enter the Date and Gross Wages and Salary (including any regularly paid Overtime) from the 2nd parent/stepparent's earliest pay stub according to pay frequency.
  12. Enter the Date and Gross Wages and Salary (including any regularly paid Overtime) from the 2nd parent/stepparent's latest pay stub according to pay frequency.
  13. Enter the Date and Aggregate Gross Wages and Salary (including any regularly paid Overtime) from all other adults, 21 yrs of age and older, in the family - Use earliest dated pay stub according to pay frequency.
  14. Enter the Date and Aggregate Gross Wages and Salary (including any regularly paid Overtime) from all other adults, 21 yrs of age and older, in the family - Use latest dated pay stub according to pay frequency.
  15. Worksheet computes the Gross Wages and Salary Sub-Total for the income amounts entered in each of the four columns: Weekly, Bi-weekly, Semi-monthly, and Monthly.
  16. Worksheet averages the two pay stubs by dividing the results by (2).
  17. Worksheet convert to Monthly Base Income from Wages and Salary - Worksheet Multiplies the Averaged Income from Wages according to pay frequency by the following as appropriate:
    • If Weekly: by 4.333
    • If Bi-weekly: by 2.1666
    • If Semi-monthly: by 2
    • If Monthly: by 1
  18. Worksheet enters the Monthly Base Income from Wages and Salary.
  19. Worksheet calculates and enters the Prospective Monthly Base Income from Wages and Salary for Family by: Adding Weekly, Bi-Weekly, Semi-Monthly, and Monthly Columns.
  20. Box 20a. Enter any recurrent income Year To Date (Y-T-D) received by the parent, 2nd parent, and other adult family member(s).
    Box 20b. Enter the gross income Y-T-D received by the parent, 2nd parent, and other adult family members.
    Box 20c. The worksheet will automatically calculate what percent of Y-T-D recurrent income accounts for Y-T-D gross earnings.
    Box 20d. Enter the recurrent income Y-T-D if Y-T-D Recurrent Accounts for 15% or more of Y-T-D Gross Wages and Salary.
    Box 20e. Enter the Y-T-D Weeks of Recurrent Income.
    Box 20f.  The worksheet will automatically calculate the Average Amount per Week by dividing the Y-T-D Amount by the Y-T-D Weeks of Recurrent Income
    Box 20g.  The worksheet will automatically convert the Average Amount per Week for the client,  2nd parent and other family members to a Monthly amount.
  1. Worksheet calculates and enters Monthly Gross Employment Income
  2. 22a.  Enter all Monthly Child Support received for the family.
    22b.  Enter all Monthly TANF Cash Assistance received for the family.
    22c.  Enter all Monthly Other Federal Cash Assistance received for the family.
    22d.  Enter all Other Monthly Income received for the family.
  3. Enter Monthly Child Support Paid by Applicant and Other Family Members included in the family size - Worksheet will subtract.
  4. Worksheet calculates and enters the Total Additional Income per Month:  Add Lines 22a-22d, then Subtract Line 23.
  5. Worksheet calculates and enters Combined Gross Monthly Base Income for Family: By Adding Total Self-Employment Income (line 8), Total Monthly Gross Employment Income (line 21), and Total Additional Income per Month (line 24).
  6. Enter the Family Size as indicated on the application.
  7. Indicate whether this calculation is for an Initial Application or a Redetermination.
  8. The worksheet will assess and enter the Full-Time Parent Co-Payment. If the Applicant is not eligible, this will display Over Income.
    1. To convert the Full-Time Co-Payment Amount to a Part-Time Co-Payment, answer box 28a. with Yes. Only answer (28a) if the Applicant is eligible for assistance - if they are over income, leave this question blank. Select Part-Time Copayment only if the following applies:
  • All the children in care are school-age (age 5 or older as of September of school year); AND
  • The family is approved for part-day/school age rate (less than 5 hours of care per day); AND
  • The care is provided in months SEPTEMBER through MAY.

Use Full-Time Co-payment in all other instances. See Policy 04.02.01.

Congratulations - You Have Just Completed the Parent Income Calculation Worksheet for CCAP!