DHS: Child Care Program Manual

Child Care Memoranda – Check here for the latest Child Care Memoranda and policy clarifications
- 2009-01 - Issued 2/5/09 – Clarifies BCCD Program Manual 05.01.01 regarding the maximum number of children allowed to be in care at a license exempt home.
- 2009-02 - Issued 4/13/09 – Clarifies BCCD Program Manual 02.04.01 regarding the 30-day grace period.
Search Child Care Manual
Section 01 - Eligibility Criteria – This Section contains eligibility Criteria for the Child Care Assistance Program***CLICK HERE TO VIEW IMPORTANT CHILD CARE ANNOUNCEMENTS
- 01.01.01 - Residence – 01.01.01 - Eligibility Criteria - Residence; Reference: 89 Ill. Adm. Code, Chapter IV, §50.230
- 01.01.02 - Family Composition – 01.01.02 - Eligibility Criteria - Family Composition; Reference: 89 Ill. Adm. Code, Chapter IV, §50.210
- 01.01.03 - Citizenship Status of the Child
- 01.02.01 - Income Guidelines, 2005-07-01 – Maximum Income limits by family size effective 7/1/05. (50% SMI)
- 01.02.01 - Income Guidelines, 2007-09-01 – Maximum Income limits by family size effective 9/1/07. (185% FPL)
- 01.02.01 - Income Guidelines, 2008-04-01 – Maximum Income limits by family size effective 4/1/08. (200% FPL)
- 01.02.01 - Income Guidelines, 2009-10-01 – Maximum income limits by family size effective 10/1/09. (200% FPL)
- 01.02.02 - Non-Exempt Income – 01.02.02 - Eligibility Criteria - Non-Exempt Income; Reference: 89 Ill. Adm. Code, Chapter IV, §50.235
- 01.02.03 - Exempt Income – 01.02.03 - Eligibility Criteria - Exempt Income; Reference: 89 Ill. Adm. Code, Chapter IV, §50.235
- 01.02.04 - Income Calculation – 01.02.04 - Eligibility Criteria - Income Calculation; Reference: 89 Ill. Adm. Code, Chapter IV, §50.235
- 01.02.05 - Income Verification – 01.02.05 - Eligibility Criteria - Income Verification; Reference: 89 Ill. Adm. Code, Chapter IV, §50.110
- 01.03.01 - Two Parent Household – 01.03.01 - Eligibility Criteria - Two Parent Household; Reference: 89 Ill. Adm. Code, Chapter IV, §50.230
- 01.03.02 - Employment – 01.03.02 - Eligibility Criteria - Employment; Reference: 89 Ill. Adm. Code, Chapter IV, §50.110
- 01.03.03 - Education and Training Activities – 01.03.03 - Eligibility Criteria - Education and Training Activities; Reference: 89 Ill. Adm. Code, Chapter IV, §50.230
- 01.03.04 - Representative Payee (RPY) – 01.03.04 - Eligibility Criteria - Representative Payee (RPY); Reference: 89 Ill. Adm. Code, Chapter IV, §50.230
- 01.03.05 - Teen Parents – 01.03.05 - Eligibility Criteria - Teen Parents; Reference: 89 Ill. Adm. Code, Chapter IV, §50.210, §50.230
- 01.03.06 - Transportation – 01.03.06 - Eligibility Criteria - Transportation; Reference: 89 Ill. Adm. Code, Chapter IV, §50.110; PM 14-01-01
- 01.03.07 - Active Military Duty – 01.03.07 - Eligibility Criteria - Active Military Duty
- 01.03.08 - Strike – 01.03.08 - Eligibility Criteria - Strike Reference: None
- 01.03.09 - Sleep Time Care
- 01.04.01 - Age of Child – 01.04.01 - Eligibility Criteria - Age of Child; Reference: 89 Ill. Adm. Code, Chapter IV, §50.230; 45 CFR, Subpart C, §98.20
- 01.04.02 - School Age Children – 01.04.02 - Eligibility Criteria - School Age Children; Reference: 45 CFR , Subpart F, §98.54; Memo dated 3/8/02
Section 02 - Eligibility Determination – This section contains procedures for processing a Child Care Application, determining initial eligibility for child care assistance, the redetermination process, denial and cancelation reasons, and grace periods.
- 02.01.01 - Application Process – 02.01.01 - Eligibility Determination - Application Process
- 02.02.01 - Establishing Eligibility – 02.02.01 - Establishing Eligibility - Eligibility Determination; 89 Ill. Adm. Code, Chapter IV, §50.230
- 02.02.02 - Requests for Additional Information – 02.02.02 - Eligibility Determination - Request for Additional Information
- 02.02.03 - Notification of Eligibility Determination – 02.02.03 - Eligibility Determination - Notification of Eligibility Determination;Reference: 89 Ill. Adm. Code, Chapter IV, §50.120 (b)
  - 02.02.03 - Denial Reasons – 02.02.03 - Eligibility Determination - Notification of Eligibility Determination; Reference: 89 Ill. Adm. Code, Chapter IV, §50.120 (b)
- 02.03.01 - Redetermination – 02.03.01 - Eligibility Determination - Redetermination Process; Cross Reference: 01.03.02 - Employment, 01.03.03 - Education & Training, 01.03.05 - Teen Parents
- 02.04.01 - Grace Periods – 02.04.01 - Eligibility Determination - Grace Periods; Reference: 89 Ill. Adm. Code, Chapter IV, §50.250; Cross Reference: 02.03.01, Redetermination Process; 04.02.01, Copayments; 06.03.01, 80% Attendance Rule
- 02.04.02 - 90 Day Job Search – As a result of ARRA funding, parents who are already participating i the child care assistance program and lose their job will be given 90 days to look for a new job.
- 02.05.01 - Medical Leaves – 02.05.01 - Eligibility Determination - Medical Leave; Reference:None
- 02.06.01 - Attendance Exemptions – 02.06.01 - Eligibility Determination - Attendance Exemption; Reference: None
- 02.07.01 - Canceling an Active Case – 02.07.01 - Eligibility Determination - Canceling an Active Case; Reference: 89 Ill. Adm. Code, Chapter IV, §50.230
  - 02.07.01 - Cancellation Reasons – 02.07.01 - Eligibility Determination - Canceling an Active Case; Reference: 89 Ill. Adm. Code, Chapter IV, §50.230
- 02.07.02 - Provider Closeout – 02.07.02 - Eligibility Determination - Provider Closeout; Reference: 89 Ill. Adm. Code, Chapter IV, §50.240, §50.410 and §50.420
  - 02.07.02 - Provider Closeout Reasons – 02.07.02 - Eligibility Determination - Provider Closeout; Reference: 89 Ill. Adm. Code, Chapter IV, §50.240, §50.410 and §50.420
- 02.09.01 - Transferring an Active Case – 02.09.01 - Eligibility Determination - Transferring an Active Case; Reference: 89 Ill. Adm. Code, Chapter IV, §50.110; Cross Reference: 02.03.01 - Redetermination
Section 03 - Case Record Requirements
- 03.01.01 - Contents of Case Records – 03.01.01 - Case Record Requirements - Contents of Case Records
- 03.02.01 - Record Retention – 03.02.01 - Case Record Requirements - Record Retention
Section 04 - Participant Rights & Responsibilities – This section describes the rights and responsibilities of parents and providers participating in the Child Care Assistance Program.
- 04.01.01 - General Guidelines – 04.01.01 - Participant Rights and Responsibilities - General Guidelines; Reference: 89 Ill. Adm. Code, Chapter IV, §50.110
- 04.02.01 - Copayments – 04.02.01 - Participant Rights and Responsibilities - Copayments; Reference: 89 Ill. Adm. Code, Chapter IV, §50.310; 45 CFR Part II, Subpart E, §98.42
- 04.03.01 - Additional Child Care Costs – 04.03.01 - Participants Rights and Responsibilities - Additional Child Care Costs; Reference: None
- 04.04.01 - Appeals – 04.04.01 - Participant Rights and Responsibilities - Appeals Reference: 89 Ill. Adm. Code, Chapter IV, §50.110
- 04.05.01 - Complaints – 04.05.01 - Participant Rights and Responsibilities - Complaints; Reference: 45 CRF Part 98, Subpart C, §98.32
- 04.06.01 - Change in Information - Parent – 04.06.01 - Participant Rights and Responsibilities - Change of Information - Parent; Reference: 89 Ill. Adm. Code, Chapter IV, §50.110 (e)
- 04.06.02 - Change in Information - Provider – 04.06.02 - Participant Rights and Responsibilities - Change of Information - Provider;
Section 05 - Provider Qualifications – This section describes who can receive payment for providing child care services and the requirements that must be met.
- 05.01.01 - Legal Care Arrangements – 05.01.01 - Provider Qualifications - Legal Care Arrangements; Reference: 89 Ill. Adm. Code, Chapter IV, §50.240
- 05.01.02 - A Client Employed by a Legal Care Provider – 05.01.02 - Provider Qualifications - A Client Employed by a Legal Care Provider; Reference: Policy memo dated 3/1/00
- 05.02.01 - W-9 Certification – 05.02.01 - Provider Qualifications - W-9 Certification; Reference: None
- 05.02.02-Provider Registration – 05.02.02 - Provider Qualifications - Provider Registration; Reference: None
  - 05.02.02-Provider Registration Letter – Provider Registation Letter
    - 05.02.02-Provider Registration Checklist – Send this checklist with the Provider Registration Letter
- 05.02.03 - License Exempt Center Certification
- 05.03.01 - Child Abuse and Neglect Tracking System – 05.03.01 - Provider Qualifications - Child Abuse & Neglect Tracking System (CANTS); Reference: 89 Ill. Adm. Code, Chapter IV, §50.410 and §50.420
  - 05.03.01 - Parent Letter – Standard cover letter to be sent to parent when sending CANTS Authorization forms to any License-exempt provider.
  - 05.03.01 - Parent Letter #2 – Standard letter to parent informing them their provider is not a legal care provider.
  - 05.03.01 - Provider Letter #1 - First CANTS Check – Letter for First CANTS Check to License-Exempt Providers 764, 765, 766, 767
  - 05.03.01 - Provider Letter #1- First CANTS Check - Type of Care 761 – Cover Letter to be sent with CANTS Authorization forms to License Exempt Child Care Centers - 761
  - 05.03.01 - Provider Letter #2 – Letter for 2 Year CANTS Check to License-Exempt Providers 764, 765, 766, 767
  - 05.03.01 - Provider Letter #3 – Standard letter to provider when the provider or someone in the household does not meet legal care arrangements.
- 05.04.01 - Criminal Convictions that Disqualify a Provider – 05.04.01 - Provider Qualifications - Criminal Convictions that Disqualify a Provider; Reference: 89 Ill. Adm. Code, Chapter IV, §50.240; 89 Ill. Adm. Code, Chapter III, §385.60; 45 CFR, Part II, Subpart E, §98.40
Section 06 - Payment Process
- 06.01.01 - Certificate Program – 06.01.01 - Payment Process - Certificate Program; Reference: 89 Ill. Adm. Code, Chapter IV, §50.220; §50.420; Memo dated 11/29/00 Re: Payment Edit Requiring a System Certificate
- 06.01.02 - Parent Reimbursements – 06.01.02 - Payment Process - Parent Reimbursement; Reference: 89 Ill. Adm. Code, Chapter IV, §50.220
- 06.02.01 - Site Administered Program – 06.02.01 - Payment Process - Site Administered Program: Reference: 89 Ill. Adm. Code, Chapter IV, §50.220; Memo dated 1/8/01
- 06.03.01 - 80% Attendance Rule – 06.03.01 - Payment Process - 80% Attendance Rule; Reference: Memos dated 1/8/01 and 3/8/02
- 06.04.01 - Payment Problems and Resolutions – 06.04.01 - Payment Process - Payment Problems and Resolutions; Reference: None
- 06.05.01 - Payment Rates – 06.05.01 - Payment Process - Payment Rates; Reference: Child Care Payment Rate Chart effective 04/01/06; Rate Certification Form; Cross Reference: 01.04.02 - School Age Children
  - 06.05.01 - Rate Chart, 07/01/08
  - 06.05.01 - Rate Chart, 01/01/08 – Child Care provider payment rates effective 1/1/08.
  - 06.05.01 - Rate Chart, 07/01/07 – 06.05.01 - Rate Chart, 07/01/07
  - 06.05.01 - Rate Chart, 04/01/06 – 06.05.01 - Payment Process - Payment Rates
  - 06.05.01 - Rate Chart, 07/01/05 – 06.05.01 - Payment Process - Payment Rates
- 06.05.02 - Out-of-State Rates – 06.05.02 - Payment Process - Out-of-State Rates
- 06.05.03 - Head Start and Pre-K Collaboration – 06.05.03 - Payment Process - Head Start and Pre-K Collaboration; Reference: None
- 06.06.01 - Payment Inquiry Line – 06.06.01 - Payment Process - Toll Free Payment Inquiry Line; Reference: None
Section 07 - Administrative Responsibilities – This section covers various administrative procedures handled by staff in the Bureau of Child Care and Development, CCR&Rs or Site Administered providers including, but not limited to forgery, overpayment, monitoring, and provider sanctions.
- 07.01.01 - Confidentiality – 07.01.01 - Administrative Responsibilities - Confidentiality
- 07.02.01 - Court Orders and Subpoenas – 07.02.01 - Administrative Responsibilities - Court Orders and Subpoenas
- 07.03.01 - Housing Authority and Loan Requests – 07.03.01 - Administrative Responsibilities - Housing Authority and Loan Requests
- 07.04.01 - Overpayments – 07.04.01 - Administrative Responsibilities - Overpayment; Reference: 89 Ill. Adm. Code, Chapter IV, §50.130
- 07.04.02 - Provider Sanctions – 07.04.02 - Administrative Responsibilities - Provider Sanctions; Reference: 89 Ill. Adm. Code, Chapter IV, §50.240 (d)
- 07.04.03 - Refunds – Procedures for processing returned warrants and refunds.
- 07.05.01 - Fraud – 07.05.01 - Administrative Responsibilities - Fraud; Reference: None
- 07.06.01 - Forgery – 07.06.01 - Administrative Responsibilities - Forgery; Reference: 810 ILCS 5/4-207
- 07.07.01 - Nepotism – 07.07.01 - Administrative Responsibilities - Nepotism
- 07.08.01 - Policy Clarification Request – 07.08.01 - Administrative Responsibilities - Policy Clarification Requests; Reference: None
- 07.09.01 - Training – 07.09.01 - Administrative Responsibilities - Training and Technical Assistance; Reference: None
- 07.10.01 - Monitoring – 07.10.01 - Administrative Responsibilities - Monitoring; Reference: None; Cross Reference: 03.01.01-Contents of Case Records
- 07.11.01 - Interagency Agreements – 07.11.01 - Administrative Responsibilities - Interagency Agreements; Reference: ILCS 505/5.15 (b)
Section 08 - Other Initiatives
- 08.01.01 - Great Start – 08.01.01 - Other Initiatives - Great Start Program; Reference: 89 Ill. Adm. Code, Chapter IV, §50.510; §50.520; §50.530; §50.540; §50.550; §50.560; §50.570; and §50.580
- 08.02.01 - Infant/Toddler Incentive – 08.02.01 - Other Initiatives - Infant/Toddler Incentive; Reference: None
- 08.03.01 - Teacher Education and Compensation Helps (T.E.A.C.H.) – 08.03.01 - Other Initiatives - T.E.A.C.H.; Reference: None
- 08.04.01 - Special Needs – 08.04.01 - Other Initiatives - Special Needs; Reference: None
- 08.05.01 - Child Care Collaboration, Definition & Provider Qualifications – 08.05.01 - Other Initiatives - Child Care Collaboration - Definition and Provider Qualifications; Reference: 89 Ill. Adm. Code, Chapter IV, §50.610; §50.630
- 08.05.02 - Child Care Collaboration, Application Process – 08.05.02 - Other Initiatives - Child Care Collaboration - Application Process; Reference: 89 Ill. Adm. Code, Chapter IV, §50.620
- 08.05.03 - Child Care Collaboration, Notification of Eligibility – 08.05.03 - Other Initiatives - Child Care Collaboration - Notification of Eligibility; Reference: 89 Ill. Adm. Code, Chapter IV, §50.640
- 08.05.04 - Child Care Collaboration, Rules and Reporting – 08.05.04 - Other Initiatives - Child Care Collaboration - Rules and Reporting; Reference: 89 Ill. Adm. Code, Chapter IV, §50.650
Section 09 - Glossary of Terms – This section contains a listing of definitions, acronyms, and abbreviations used in the Child Care Manual.
Section 10 - Forms – Child Care Forms Arranged by Form Number
Section 11 - Local Office Directory – The DHS Local Offices or Family Community Resource Centers
Section 12 - List of Site Providers by SDA – Effective 7/1/09 through 6/30/10
Section 13 - CCR&R Listing by County – Child Care Resource and Referral List arranged by County

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