Bureau of Child Care and Development (BCC&D)
Program Manual FY18

  1. I. INTRODUCTION/DEFINITIONS
  2. II. POLICY AND PROCEDURES
  3. III. CONTRACT/AMENDMENT PROCEDURES
  4. IV. DELIVERABLES/COSTS/PAYMENT
  5. V. PROVIDER RESPONSIBILITIES
  6. VI. DEPARTMENT RESPONSIBILITIES
  7. VII. SUPPORT SERVICES
    1. Training Manager-Training and Technical Assistance
    2. Technical Assistance - Program Support and Operations
  8. VIII. BILLING
  9. IX. PROGRAM MONITORING
    1. Procedure:
    2. Non-Contracted Providers:
  10. X. PROGRAM BUDGET
  11. XI. Applicable Laws and Rules
  12. XII. Method of Payment
  13. XIII. Reporting Requirements
  14. XIV. Special Conditions
  15. XV. Data Sharing Agreement
  16. XVI. System Access

I. INTRODUCTION/DEFINITIONS

  1. The Bureau of Child Care and Development (BCC&D) administers child care programs statewide with a goal of ensuring that high quality child care services are available, affordable, and meet standards appropriate for the healthy development of Illinois children.
    Illinois implemented an income-based child care system for working families and for parents/guardians involved in certain types of education and training activities on July 1, 1997.
    The Illinois Department of Human Services (IDHS) Child Care Assistance Program (CCAP) combines state and federal funds to provide income eligible families that are working or attending IDHS approved educational activities with access to affordable, quality child care that allows them to continue to work or go to school and contributes to the healthy, emotional and social development of the child.  CCAP can help families pay for care in center-based or home settings.  Families are required to cost-share on a sliding scale based on family size and income.Child care services in Illinois are provided through a system of government agencies, not-for profit agencies, regional resource and referral agencies, community child care facilities, and organizations representing the interests of children, families and providers. These groups are not only involved in the delivery of services to children and their families, they contribute to the availability, quality and affordability of services.
  2. Following are definitions of commonly used terms of the Child Care Program.
    • Address Indicator - A one or two digit alpha/numeric code assigned by BCC&D, immediately following the vendor number (TIN), 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) living with them and no parent is in the home) who signs a request/application for child care assistance.  The applicant must be either a biological, step or adoptive parent a family member within the first five degrees of kinship or a legal guardian.
    • Application (IL444-3455) - Child Care Application. The form completed by any person applying for the Child Care Assistance Program.
    • Approval Form - Approval of Request for Child Care Payments (IL444-3455A) - Form, generated by the Child Care Management System (CCMS), notifying the client and provider that the child(ren) has/have been approved for the Child Care Assistance Program (CCAP).
    • BCC&D - Bureau of Child Care and Development - This is the bureau, within the Illinois Department of Human Services (IDHS), assigned to administer the Child Care Assistance Program (CCAP).
    • 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 store information for the child care program and assist in determining family eligibility.
    • CCR&R - Child Care Resource and Referral agency - Contracted agencies that manage the child care programs (including the CCAP for families using non-contracted Site Administrated providers and the ExceleRate quality rating program) for families and providers that are in their Service Delivery Areas.
    • COI - Change of Information (IL444-3527) - This form is completed by CCAP families and used by Site Administered providers to change client information during an eligibility period.
    • Certificate Child Care - The portion of IDHS Child Care Program managed by the Child Care Resource and Referral (CCR&R) agencies. CCR&Rs determine family and provider eligibility for the CCAP, make referrals for appropriate child care, determine eligibility and enter payments to providers in the IDHS system.
    • 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, such as Early Head Start, Head Start and Pre-K for all programs. 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 Assistance Program (CCAP) - The Child Care Assistance Program (CCAP) administered by BCC&D that provides subsidy assistance for child care for working families at or below 185% of the federal poverty level. The program will also ensure services to families with parents/guardians working whose income below the State defined maximum amount receiving Temporary Assistance for Needy Families (TANF), non-TANF working families within income guidelines or in IDHS approved education/training programs, families receiving TANF who are participating in IDHS approved education/training activities, and teen parents in high school or GED programs.
    • Child Care Provider - Qualified providers of the Child Care Assistance Program (CCAP) who receive payment through IDHS.
    • Child Care Rate Certification Form (IL444-4469) - A form, to be submitted annually with the site administered 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 Child Care Provider charge IDHS more for families approved for the Child Care Assistance Program (CCAP) than for private pay families.  Site Administered Child Care Providers cannot charge CCAP families the difference between the State maximum rate and the provider's private pay rate (excluding fees).  Site Administered Child Care contracts will not be processed without this completed form.  The form also needs to be submitted to the CCR&R in the providers Service Delivery Area if families are also approved and paid for through the Certificate program.
    • Contract Address - Generally the administrative address of the provider. All provider payments will be sent to this address.
    • Co-Pay/Co-Payment/Parent Co-Pay - The day care provider will assess and collect parent co-payments (parent's share of the monthly payment) as required by Department Policy 04.02.01 of the Bureau of Child Care & Development CCAP Policy 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. CCR&Rs assess co-payment amounts for families participating in the Certificate Program.  If a family is using both a Site Administered provider as well as one managed through the CCR&R, the Site provider will collect the co-payment from the family.
    • Co-Pay Worksheet - Co-Payment Calculation Worksheet - The document used to calculate income and the parent's share of the payment while determining client eligibility for the Child Care Assistance Program (CCAP).
    • Data Sharing Agreement - A data-sharing agreement is a formal IDHS contract that clearly documents what data are being shared and how the data can be used. All contracted child care providers are required to have signed, executed copies of all required data sharing agreements on file with BCC&D.
    • Denial of Request for Child Care Payment (IL444-4179) - The form given to a client when they are deemed ineligible for the Child Care Assistance Program (CCAP).
    • Extended Hour Child Care - A rate add on for Site Administered providers operating before 6:00 a.m. and/or 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 are licensed for this time frame and 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 family 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, if including these individuals would be beneficial for the family. The family may also 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 household, if including this individual would be beneficial for the family.
    • Families Experiencing Homelessness - means families who lack a fixed, regular, and adequate nighttime residence.
    • Fees for Additional Services - Any other 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 allocated by the State of Illinois used to partially operate the child care program.
    • Grace Periods - The temporary periods of time when, in occasional circumstances identified in Policy 02.04.01 of the Bureau of Child Care & Development (CCAP) Program Manual, the Child Care Assistance Program (CCAP) 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 as described in the CCAP Policy Manual.
    • HSCCMS - The data system used by IDHS to enter and track provider certificate payments through the CCR&R for the Child Care Assistance Program.
    • IDHS - Illinois Department of Human Services.
    • IES - Illinois Integrated Eligibility System, a computer system for medical, SNAP and cash benefits eligibility determination and case management.  IES will replace non-child care systems that CCR&Rs and Site Administered programs use to verify documentation submitted to determine family eligibility, such as, ACID, IPACS, and the CDB.
    • Improper Payments - Improper Payment means any payment that should not have been made or that was made in an incorrect amount (including overpayments and underpayments) under statutory, contractual, administrative, or other legally applicable requirements; and includes any payment to an ineligible recipient, any payment for an ineligible service, any duplicate payment, payments for services not received, and any payment that does not account for applicable discounts.
    • 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 family income limits for eligibility and amount of monthly co-payment a client must pay for the Child Care Assistance Program (CCAP).
    • Income Eligible - When the combined gross monthly base income (earned and unearned) of all adult family members is at, or below, the income guidelines as stated in the current IL444-3455B.  Income levels may be different for families that are applying for the CCAP and those that are being re-determined for continued eligibility.
    • Infant - A child whose age is 6 weeks through 14 months.
    • IPACS - Illinois Public Aid Communication System - Which includes the Automated Client Inquiry Database (ACID), the Key Information Data System (Child Support information) and the Automated Wage Verification System (Department of Labor and Employment Security information 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.  Some of the systems that are currently part of IPACS will be transitioned to the new IES system.  BCCD will notify Sites and CCR&Rs prior to the change.
    • Location - A term used to identify the physical location of a provider. Generally used for providers with more than one location.
    • Monthly Enrollment Report (MER) - The billing form used by Site providers to request payment for eligible children through their contracted amount.
    • 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) - The form given to a client when their case has been cancelled because they are deemed no longer eligible for the Child Care Assistance Program (CCAP).  Child care providers are also given a copy of this notice when it is issued to the family.
    • 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.
    • Program Support and Operations - The office, within BCC&D, that is responsible for processing all Bureau contracts, payments, eligibility determinations, and MIS issues.
    • QRIS - Quality Rating and Improvement System - The quality rating and improvement system (QRIS) was started on July 1, 2007 to provide an add-on to help off-set the additional costs of providing quality child care. Provider participation in QRIS, above the licensing level,  is voluntary. The system offers progressive levels which license-exempt and licensed family child care providers and licensed centers can achieve. Specific quality criteria or standards 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 may be available. Three Circles of Quality are available for licensed programs to apply for, with add-ons ranging from 10%-15%. License-exempt home providers can apply at one of three Training Tiers, with add-ons ranging from 10%-15% at the two highest levels. The QRIS application process is administered by the Illinois Network of Child Care Resource and Referral Agencies (INCCRRA). Additional information can be found at www.excelerateillinoisproviders.com.
    • RAI - Request for Additional Information (IL444-4480) - The form used by CCAP to request additional, clarifying, or missing information from a provider and/or client. CCAP staff working through a Site Administered provider contract must issue this form to applicants and/or clients when additional information/documentation is needed to determine eligibility.
    • RSP - Responsibility and Service Plan (IL444-4003) - The form developed for each TANF client and approved by the client's IDHS caseworker. This form is required for certain situations to verify that non-employment related child care for a family on TANF is IDHS approved, as described in Policy 01.03.03, and RSP Process Memo dated 12/19/2012, of the Bureau of Child Care & Development Policy Manual.
    • Rates - The maximum Child Care Payment Rates, per age group, per type of care, per geographical area, which can be charged for the Child Care Assistance Program (CCAP) services. Providers may charge IDHS for the Child Care Assistance Program (CCAP) families up to these maximums provided they do not charge more for subsidized children than they do for private pay families. Site Providers also cannot charge the Child Care Assistance Program (CCAP) families the difference between their higher rates for private pay families and the IDHS 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 the Child Care Assistance Program (CCAP) 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 current eligibility approval period expires.
    • SAMER - Site Administered Monthly Enrollment Report (ILL444-3492C) - This is the billing form generated from the CCMS 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, including sleep, study and transportation time as outlined in the CCAP Policy Manual. Child care providers may not charge IDHS more than they charge private pay families for the same care, nor may Site Child Care Providers exceed the maximum Child Care Payment Rate. Sites also may not charge the Child Care Assistance Program (CCAP) 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. When a family has requested both a Site provider as well as a Certificate provider, the CCR&R will manage the entire case. If two Site providers share a case, the Site that would receive the higher monthly payment will manage the case.
    • Site - A term used to identify a Site Administered Child Care contracted provider and/or the physical location(s) of a provider who contracts with IDHS.
    • Site Administered Child Care - The portion of the IDHS Child Care Assistance Program managed by contracted licensed child care providers and/or networks.
    • Site Administered Child Care Providers - Department of Children and Family Services (DCFS) licensed child care providers and licensed and license exempt networks that contract directly with IDHS. They are responsible for managing cases that they bill to their contract, including but not limited to determining family eligibility and assessing parent co-pays.
    • Special Needs - A rate add-on for Site Administered Child Care provider allowable for children with documented special needs that cause an increase in the cost of care provided. 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 Child Care Assistance Program (CCAP) and submit an application with appropriate documentation to qualify for the program. Prior approval  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. Application form can be requested from BCC&D Staff.
    • Subsidized Child Care - The Child Care Assistance Program (CCAP) - Child Care costs for eligible low income families paid by IDHS. A parent co-payment 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 vice versa. This document must have all appropriate signatures.
    • Travel Time - The time it takes a parent to travel between the child care provider and the activities approved for CCAP payments, e.g. employer or training program.

II. POLICY AND PROCEDURES

For contracted providers that are responsible for determining a family's eligibility to participate in the Child Care Assistance Program (CCAP), policies and procedures can be found in the Bureau of Child Care & Development Child Care Assistance Program (CCAP) Policy Manual. CCAP Policy Manual updates are sent via e-mail to Site Administered child care providers when policies or procedures are changed to enable providers to implement the change in a timely manner. The Child Care Assistance (CCAP) Policy manual is located on the IDHS website at: http://www.dhs.state.il.us/page.aspx?item=9877 or by going to the IDHS Home Page at: http://www.dhs.state.il.us/page.aspx? hover your mouse point over the About IDHS tab (upper right hand corner of page), and selecting Publications in the dropdown menu, Manuals, Family and Community Services ManualsChild Care Assistance Program (CCAP) Policy Manual in the Related Links box on the right side of the page.

Policy clarifications can be requested from BCC&D policy staff. The Site Provider can contact BCC&D policy staff through a Policy Clarification work item in CCMS or by e-mailing IDHS.CCAP.Policy@Illinois.gov.  If case specific the inquiry must include the case number, CCAP Policy Manual section, and a brief but detailed description of the situation, question or problem. Generic inquiries can be sent via the same means.  Requests should be addressed to the CCAP Policy Manger. Policy staff are committed to responding within forty eight (48) hours of receipt. Responses which require input or expertise of staff in other program areas may take longer.

Governing rules for the Child Care Program can be obtained by Accessing the Administrative Rule on the Web. The Administrative Rule is located at the following website: http://www.ilga.gov/commission/jcar/admincode/089/08900050sections.html.

Or from the IDHS Home page at: http://www.dhs.state.il.us/page.aspx by hovering your mouse pointer over About IDHS (upper right hand corner of page) and selecting Publications (in the dropdown menu), Administrative Rules, Division of Family and Community Services, Title 89 Illinois Administrative Code, Part 50 - Child Care.  "Click" on this section to access Administrative Rules pertaining to Child Care.

III. CONTRACT/AMENDMENT PROCEDURES

  1. Contract Procedures

The Bureau of Child Care and Development contracts are available through the CSA (Community Services Agreement) Tracking System each spring. The Office of Contract Administration will notify all registered providers of the contract availability via e-mail. The e-mail will also contain instructions for submission of the contract signature page.

  1. Amendment Procedures

Requests for changes to the contract are to be submitted in writing to BCC&D, using the IDHS Contact Information of the contract, Exhibit D. Requests for a change to the contract amount are reviewed by BCC&D staff. If the increase/decrease in funding appears warranted, BCC&D staff will obtain the necessary approvals, make the changes in the Department's CARS accounting system and forward it to the Office of Contract Administration for approval. During this process, payments are temporarily suspended until approval of the increase/decrease is granted by the Office of Contract Administration. The increase/decrease is then forwarded to the Illinois Office of the Comptroller for filing.

Requests for a change in the contract terms require a formal, two party signed amendment. BCC&D staff will obtain the necessary Department approvals, and the amendment will be made available on the CSA Tracking System for downloading. An e-mail will be sent to the provider with instructions for returning the amendment signature page to the Office of Contract Administration (OCA). BCC&D contract staff will make the changes in the Department's CARS accounting system and forward the amendment, and Department approval form, to the Office of Contract Administration for execution.

IV. DELIVERABLES/COSTS/PAYMENT

All contractors must have a community outreach plan which includes a detailed description for notifying the community of the program, hours of operation, and admittance/eligibility requirements into the program(s) they administer for IDHS. Each contractor must have available for inspection linkage agreements or Memorandums of Understanding (MOUs) with other community service agencies, IDHS Family and Community Resource Centers (FCRCs, formerly known as IDHS Local Offices), and other outreach entities. IDHS must approve any publication, distribution of flyers, printed materials and brochures that are part of the IDHS funded program. All contractors must have a referral process that assists program participants with enrollment into public benefit programs such as TANF, SNAP (formerly known as Food Stamps), All Kids medical, homeless service providers and disability assistance, as well as other resources that address the needs of the population targeted for service.

All Child Care providers will review their contract exhibits for specific deliverables and requirements.

V. PROVIDER RESPONSIBILITIES

Each provider shall be responsible for the deliverables outlined in the Exhibits of the contract.

On-Site Legacy System Support

  • All child care providers are required to have all current, signed and executed copies of the IDHS Data Sharing Agreements (DSA), Appendixes associated with the DSA and Business Associate Agreements (BAA) on file.
  • Each provider shall designate a minimum of two Subject Matter Experts (SMEs) to participate in the planning, implementation, testing, problem resolution and training of upgrades and enhancements of computer systems and databases used as part of the CCAP process. CCAP staff shall participate in information gathering sessions, when requested, to provide feedback with each phase of Information Technology projects.
  • Providers shall have an on-site problem escalation procedure to serve as the first level of support for CCAP questions or issues. Issues could include policies/procedures, forms and systems.  There must be one primary and one secondary staff assigned to perform on-site (first level) assessment.  If the issue cannot be addressed through the first level assessment, escalation of unresolved questions or issues should then be forwarded to BCCD (second level).
  • Providers are responsible for receipt and implementation of CCAP updates for system issues, training opportunities and computer requirements.
  • Provider personnel who perform data entry into IDHS systems must have basic computer knowledge prior to beginning IDHS system trainings.
  • Providers are responsible for ensuring that they have an agency representative in attendance during all CCAP meetings or training sessions. That representative is responsible for the receipt and dissemination of all meeting and/or training session content.

VI. DEPARTMENT RESPONSIBILITIES

  • BCC&D will provide technical assistance and training as needed.
  • BCC&D will process payments for eligible child care services upon receipt of the appropriate billing forms.
  • BCC&D will provide updates on policies, system usage, training opportunities and computer requirements.

VII. SUPPORT SERVICES

Support services are provided via training, technical assistance and the appeals process for CCAP. An explanation of each follows.

  1. Training Manager-Training and Technical Assistance

Site Administered Child Care providers who are having difficulties with processing applications, redeterminations or billing forms can request technical assistance from BCC&D. Training for new staff is also available. Requests for training and technical assistance can be made by contacting BCC&D's Training Manager at 312/793-3610.

Technical assistance visits are scheduled with Site Administered providers on an individual basis. These visits are scheduled at either the request of the provider or the Department.

  1. Technical Assistance - Program Support and Operations

Program Support and Operations is responsible for many of the activities involved with the Child Care Contracted Providers. Assistance is provided in the following areas:

  • Contract process - The provider can contact staff in this area for information regarding the contract process and with questions on the completion of the contract attachments.
  • Shared case coordination - BCC&D staff have been assigned to work with Site providers and CCR&R staff in resolving shared case issues.
  • Payment entry - Staff will respond to questions regarding payment status.

The Office of the Comptroller has provider warrant amounts and contract information located at www.illinoiscomptroller.gov on the Internet.

VIII. BILLING

Contracted providers are required to bill for services by the 15th of the month following the month of services. Each program is to submit the appropriate billing form, as outlined in the contract exhibits.

IX. PROGRAM MONITORING

A CCR&R, Site Administered or Non Contracted child care provider who participates in the Illinois Department of Human Services Child Care Program is subject to and must cooperate with a monitoring review of their records to ensure that the services billed to the Department are adequately documented and contractual obligations are fulfilled.

Procedure:

  1. General Requirements:

CCR&Rs and Site Administered child care providers who contract with the State of Illinois to provide direct service care for a client who is enrolled in the Illinois Department of Human Services Child Care Assistance Program (CCAP) must keep adequate records to fully document the extent of services provided.

A Site Administered child care provider, licensed day care center, licensed home, or group home provider is required to maintain records for each eligible family receiving Child Care Assistance for a minimum of five (5) years from the date of payment.  These records must fully document the extent of services provided.  This includes a record of attendance which clearly states the dates and times each child billed to the Department was present.

Child Care Resource and Referral Agencies are subject to the same documentation requirements as stated above with the exception of attendance records.

All contracts are required to keep adequate financial records to document program income and expenditures as it contributes to the delivery of services to State Subsidized Child Care program recipients, also known as CCAP children and clients.  Contracted providers agree to make all case records and supporting documentation relevant to the services billed to the State of Illinois available to any and all authorized Department representatives and Federal authorities.  Contracted providers also agree to be transparent in all manners relating to their contractual deliverables.  Failure to maintain adequate records shall establish a presumption in favor of the State for any funds paid by the State for which adequate documentation is not available to support disbursement or contractual compliance.

  1. Monitoring Reviews:
    1. CCR&R and Site Providers:
      The IDHS staff person assigned to perform the monitoring review must:
      1. Contact the child care provider or CCR&R by telephone to inform them of the Department's intent to perform a monitoring review.  During this initial contact, a date is communicated for the monitoring review.
      2. Send the child care provider or CCR&R a letter to confirm the date and time.  The confirmation letter will include:
        1. A list of items that must be reviewed; such as, the DCFS license and a copy of the forms used in a typical client folder.  Additional items may include the Drug Free Workplace Certification and a copy of the attendance records.
        2. The length of the review will vary from several days to several weeks depending upon the number of records reviewed and the complexity of the records.  Normally, one staff member performs a review.  However, if multiple locations are involved or a substantial number of records are reviewed, additional staff may be assigned.
      3. CCR&R & Site providers monitoring review consists of:

        • Entrance conference
        • Completion of entrance packet
        • Case record review
        • CCMS desk review
        • Copy of Contract
        • Exit conference

Non-Contracted Providers:

The IDHS staff person assigned to perform the monitoring review must:

Contact the child care provider by telephone to inform them of the Department's intent to perform a monitoring review.  During this initial contact, a date is communicated for the monitoring review.

Send the child care provider a letter to confirm the date and time.

Non-Contracted providers monitoring review consists of:

  • Entrance conference
  • Completion of entrance packet
  • Attendance Records (specific months requested)
  • Sign in & out sheets
  • DCFS Licensing (where applicable)
  • Child Care Certificates
  • Exit conference

The entrance conference consists of routine questions regarding the operation of the center(s), capacity, licensing restrictions, staff, hours of operation and number of children served.  The case record review consists of a thorough examination of a preselected number of client case records to ensure program eligibility and contract compliance.

Monitoring staff must examine each file for the minimum case record requirements as required in 03.01.01 ensuring all forms are properly completed, signed, and dated as appropriate; and the required eligibility documentation has been received.  Additional factors such as processing time, co-pay calculations, and eligibility determination are checked for compliance and accuracy.

(Only Non-Contracted Providers) Attendance records consisting of the sign in/sign out sheets and daily attendance logs are compared to the Child Care Certificate Form IL444-3492 (for home providers), or Child Care Certificate Report Form IL444-3492A (for centers) to ensure that children are only billed for the days eligible and in attendance.  The basis for the number of records reviewed is determined by selecting a significant sample from the total number of clients for which the provider is approved.

An exit conference is held where, time permitting, preliminary results of any findings may be discussed.  After completion of the monitoring review, if there are findings requiring a response, a draft report is created and sent to the provider.  Providers must respond to the findings within 30 working days of receipt of the draft report.  Reviews completed requiring no response are finalized with a copy sent to the provider.  A finalized report requires no action on the part of the provider and is prepared for the provider's information only.  For CCR&R and site providers please refer to Exhibit E of the contract agreement for an in-depth overview of performance measures.

  1. Fiscal Reviews
    1. The fiscal record review traces program income to the cash account and expenditures to source documentation.  In addition, employee payroll records are reviewed for accuracy and bank statements are checked for reconciliation.  Providers are randomly selected and notified for their financial review by IDHS Fiscal Administrative Review Department annually.  Depending upon monitoring review findings, it will be at the discretion of the agency to do additional fiscal reviews.

Depending upon review findings, providers may be required to provide additional documentation and are subject to random follow up visits to ensure contractual compliance.  This decision is determined at the discretion of IDHS Bureau of Child Care and Development.

X. PROGRAM BUDGET

Each fiscal year Child Care providers are required to submit a Funding Request/Budget, proposing how the funds provided to them by IDHS will be utilized.  Program specific budgets will be approved by Fiscal Monitoring Staff.

XI. Applicable Laws and Rules

The provider must comply with applicable laws and rules which enable these services, including, but not limited to:

  1. Federal. 43 USC 9858-45 CFR Parts 98 and 99, 42 USC 9801-45 CFR Parts 1304-1310 (Migrant and Seasonal Head Start)
  2. State. 305 ILCS 5/9A-11 (IL Public Aid Code); 20 ILCS 505/5.15 (Children and Family Services Act); 89 Illinois Administrative Code, Part 50 (Child Care) 20 ILCS 505.22.1(c) (Migrant and Seasonal Head Start)
  3. All state and local health, safety and business regulations

XII. Method of Payment

  1. Grant - A program that receives all or part of the funding in advance of the actual delivery of services.  This includes prorated prospective payments and payments made by IDHS on an estimated basis or any other basis when IDHS does not know the actual amount earned by the provider.  This does not include advance payments made under the authority of the Illinois Finance Act (30 ILCS 105/9.05), nor does it include payments made by IDHS when there is documentation prior to expiration of the lapse period to which the expenditures are charged that the goods or services were received.  All funds paid as a grant are subject to the Illinois Grant Funds Recovery Act (30 ILCS 705 et. seq.). All funds disbursed by IDHS on a grant basis are subject to reconciliation and the recovery of lapsed funds. Grant funds recovery activity is based on the Illinois Grant Funds Recovery Act (30 ILCS 705). The reconciliation will be based on one of the following methods at the election of IDHS:
  1. Eligible Expenditures vs. Program Revenue - this method compares the eligible expenditures to the total IDHS grant revenues by program. An independent audit and associated supplemental revenue and expense schedule may be required from the provider. Eligible expenditures will be determined based on 89 Ill. Adm. Code 509.20, Allowable/unallowable Costs, and specific program requirements, if applicable.
  2. Eligible Services Delivered vs. Services Projected - This method compares the actual eligible services delivered to the services projected in the Contract/Agreement.  If the services were based on a rate methodology, the number of eligible service units delivered times the rate, unit cost, etc., is compared to the total of all grant payments for those services.
  1. Fixed Rate - A program for which the payments are made on the basis of a rate, unit cost or actual allowable cost incurred and is based on a statement or bill as required by IDHS. These payments occur after documentation has been received by IDHS. Payments made as a fee-for-service are not subject to the Illinois Grant Funds Recovery Act (30 ILCS 705 et. seq.).
    Payments to the Provider are based upon services and rates as specified in the approved Program Plan. Billings, with required substantiating documentation, are submitted by the Provider upon completion of service. The Provider must accurately complete and submit billings in a timely manner. The Provider understands that incorrect billings or portions of billings may not be processed in the current monthly cycle and may be returned to the Provider for correction.
    The Provider must submit accurate reports (service or cost, as specified by IDHS). Payments may be suspended if reports are not received in the proper format or timely as specified in the Program Plan.

XIII. Reporting Requirements

The Provider may be required to complete a close out report as directed by IDHS. If the Provider is required to complete a close out report, the terms will be identified in the contract packet provided to them at the beginning of the contract period.

XIV. Special Conditions

  1. Service Period - IDHS reserves the option to specify a service period that is different from the Term of the Community Services Agreement. In such instances, service deliverables must be achieved with the period specified in the Program Plan.
  2. Non-waiver - Provision Failure of either party to insist on performance of any term or condition of this Attachment or to exercise any right or privilege hereunder shall not be construed as a continuing or future waiver of such term, condition, right, or privilege.
  3. Safety of Children - The Provider will ensure that children are adequately supervised and that the physical environment is appropriate and safe and meets all applicable standards set by state and federal laws, rules and regulations.
  4. Eligible Clients - The Provider is responsible for ensuring that funds are spent only on individuals eligible for services under the conditions of this Attachment.
  5. Duplications - There will be no payments for duplication of services under this Attachment.
  6. Similar Services - Nothing in this Attachment shall prevent the Provider from performing similar services for other parties. However, the Provider warrants that at no time will the compensation paid by IDHS for services rendered under this Attachment exceed the rate the Provider charges for rendering of similar services elsewhere.
  7. Litigation - In the event the Provider, its parent or related corporate entity becomes a party to any litigation, investigation or transaction that may reasonably be considered to have a material impact on the ability to perform under this Agreement, the Provider will immediately notify IDHS in writing. Failure to notify IDHS constitutes a breach of this Agreement that can result in immediate cancellation.
  8. Negative Incidents - The Provider will provide IDHS with written notification of negative incidents involving or impacting children within 48 hours. IDHS will assume no responsibility for the inappropriate conduct of clients. The Provider has the right to pursue reasonable legal remedies against clients for misdeeds with no involvement on the part of IDHS.
  9. Sale of Center - In the event the Provider, its parent or related entity sells the child care center, the transaction shall terminate the contract with IDHS.
  10. Monitoring - In accordance with Article XVI of the Community Services Agreement, IDHS shall monitor Provider's conduct under this Agreement which may include, but shall not be limited to, reviewing records of Program performance in accordance with administrative rules, license status review, fiscal and audit review, Agreement compliance and compliance with the affirmative action requirements of this Agreement. IDHS shall have the authority to conduct announced and unannounced monitoring visits and Provider shall cooperate with IDHS in connection with all such monitoring visits. Failure of Provider to cooperate with IDHS in connection with announced and unannounced monitoring visits is grounds to IDHS' termination of this Agreement. IDHS may request, and Provider shall supply, upon request, necessary information and documentation regarding transactions constituting contractual (whether a written contract is in existence or not) or other relationships, paid for with funds received hereunder. Documentation may include, but is not limited to, information regarding Provider's contractual agreements, identify of employees, shareholders and directors of Provider and any party providing services which will or may be paid for with funds received hereunder, including, but not limited to, management and consulting services rendered to Provider. This ARTICLE XVI does not give IDHS the right to review a license that is not directly related to the Program being audited nor does it allow IDHS to unilaterally revoke a license without complying with all due process rights to which Provider is entitled under Federal, State or local law or applicable rules promulgated by IDHS.
  11. Meetings - The Provider will attend meetings held by IDHS to discuss issues related to IDHS policy, contracting process, or other related activities, upon request.
  12. Training - IDHS will provide training to the Provider on: policy and program requirements; billing process; appeal process; use of IDHS forms; support services; and systems. Thereafter, IDHS will provide the Provider with technical assistance at the Provider's request. The Provider will require appropriate program staff to attend IDHS arranged training sessions. The Provider will establish procedures to train new hires on IDHS policy, systems and procedures.
  13. Approved Budget - IDHS is not liable for costs incurred by the Provider that are not contained in the approved program budget/Funding Request. Except as otherwise stated or provided for in this Attachment or in the approved Program Plan, no payment for extra charges, supplies or expenses shall be made without prior approval from IDHS.
  14. Computation of Error - IDHS reserves the right to correct or return to the Provider for correction any documents with mathematical or computational errors in payment subtotals or total contractual obligation.
  15. Funding Reserve - Reductions in Amounts Payable: The amount(s) payable, or estimated amount(s) payable, to Vendor/Provider under the Agreement and this Attachment may be subject to a reduction as necessary or advisable, based upon actual or projected budgetary considerations, at the sole discretion of the IDHS.

XV. Data Sharing Agreement

Pursuant to 01.03.01.040 of the IDHS Administrative Directives - IDHS Data Sharing Protocol with Business Entities, IDHS may share electronic data, to the extent permitted by State and Federal law, with entities that may require provider or client information, on-line client demographic information, or when IDHS requires supplemental client information, such as Social Security information, employment statistics, or tax return information.

All child care providers are required to sign and return an original, unaltered copy of required Data Sharing Agreements and Appendixes to IDHS. Execution of the Data Sharing Agreements occurs once they have been signed by the principals of both the participating business organization and the Secretary of IDHS.

XVI. System Access

  1. Provider must gain access to and utilize the Child Care Management System as well as any customized child care computer software, compatible with a personal computer, as determined by IDHS.  Access to computerized systems provided by IDHS to verify eligibility information are mandatory to successful contract fulfillment.
  2. Contracted agencies must have high speed Internet access to work with IDHS web-based computerized systems.  Minimum hardware requirements include computers, printers, scanners and copiers.  Software requirements include Adobe Acrobat and Microsoft Office Professional.  Although various computer Operating Systems may work with IDHS systems, agencies must have an operating system that can interface with Internet Explorer 8 or above (IE8).  IDHS only approves access using Internet Explorer.  Other browsers that IDHS does not support may have technical difficulties.  Agencies must secure an approval from the Department of Innovation and Technology (DoIT) on their Security and Privacy Controls Questionnaire (SPCQ) prior to obtaining eligibility systems access.
  3. Provider CCAP Staff must gain and maintain access to the following data access screens:
    1. The Illinois Public Aid Communication System (IPACS)
    2. Web3279 (Blue Zone)
    3. The Integrated Eligibility System (IES)
    4. The Child Care Management System (CCMS)
      1. User Acceptance Testing (UAT) environment
      2. Production (live) environment
    5. Key Information Delivery System (KIDS)
    6. Social Security SDX Inquiry system (PASDX)
    7. Automated Wage Verification System (AWVS)
    8. Work Verification System (WVS)

The use of these systems shall be limited to the operation of the Child Care Assistance Program, as outlined in the IDHS CCAP Policy Manual, IPACS Training Manual, IES guide, CCMS Wizards and Job Aids and other processing instructions issued by IDHS.

Provider must inform IDHS whenever a staff person with access to any IDHS system leaves employment or changes job functions and no longer needs access to the systems within 2 working days of reassignment or departure.

Provider must provide staff that are knowledgeable to the workings of CCMS to perform testing of system modifications.  Testers must provide testing results as instructed when testing parameters are distributed.

  1. All forms used for managing CCAP including but not limited to, applications, approval, reporting changes, cancellation, denial, billing and re-determination must be issued by IDHS.  Any other needed forms or letters must be approved by IDHS before use.