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Department of Human Services
Michelle R.B. Saddler, Secretary
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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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