Section 09 - Glossary of Terms

Effective Date:  11/1/06
Revised: 01/25/11, 07/01/15, 02/10/16, 11/10/16

Reference:  89 Ill. Admin. Code, Chapter IV, §50.105

ACCESS TO CHILDREN - an employee (including volunteers) whose job duties require that the employee be present in the child care facility during the hours that children are present in the facility and includes any person who is permitted to be alone outside the visual or auditory supervision of facility staff with children receiving care in the facility. All individuals with access to children in care must submit to the required background checks

ACID - ACID is the acronym for the Automated Client Information Data; a part of the DHS computer system. ACID provides the most current information about a benefit unit. It provides cash, medical, and food stamp histories for the most recent 24 months.

APPEAL - Applicants and clients have the legal right to request a fair hearing when they believe an action is unfair or incorrect. The fair hearing process begins with filing a complaint, also called an "appeal".

APPLICANT - The parent or other primary adult caretaker who is responsible for the child(ren) when the biological parent(s) is not available due to special circumstances who signs a request/application for child care assistance.

APPLICATION - An application is the designated form a person signs to request child care assistance.

ATTENDED DAY - A day a child is present at the child care facility.

AWVS - Automated Wage Verification System. AWVS provides employment earnings and unemployment insurance (UI) benefit information as available on Illinois Department of Employment Security (IDES) files. The system displays earnings records for the previous 2 years of employment and for 24 UI payments, for a 48-week period.


  • A criminal history check via fingerprints of persons age 18 and over that are submitted to the Illinois State Police and the Federal Bureau of Investigation (FBI) for comparison to their criminal history records, as appropriate; and
  • A check of the Statewide Automated Child Welfare Information System (SACWIS) and other state child protection systems, as appropriate, to determine whether an individual is currently alleged or has been indicated as a perpetrator of child abuse or neglect; and
  • A check of the Illinois and National Sex Offender Registries.

BASE WAGES AND SALARY - is the amount of gross earned income calculated by multiplying the number of hours worked by the hourly wage plus tips, before any deductions, such as taxes, pension payments, union dues, insurance, etc., are made. Base wages and salary do not include non-recurrent or inconsistent pay for overtime, incentives, bonuses, sick, vacation, travel reimbursements or other types of non-recurrent or inconsistent income.

BCCD - Bureau of Child Care and Development.

CANCELLATION - An active child care case must be given a 10-day notice of cancellation if the case no longer meets the eligibility requirements of the Child Care Assistance Program.

CANTS - The Child Abuse and Neglect Tracking System operated and maintained by the Department of children and Family Services.  This system is being replaced by the Statewide Automated Child Welfare Information System (SACWIS).

CARS - The Consolidated Accounting and Reporting System (CARS) is an integrated financial information system used by the Illinois Department of Human Services.

CCR&R - Child Care Resource and Referral.

CCTS - Child Care Tracking System.

CERTIFICATE - The document used by child care providers to request payment for child care services.

CERTIFICATE CHILD CARE - The portion of the IDHS Child Care Program managed by the Child Care Resource and Referral agencies (CCR&R). The CCR&R determines program eligibility and processes payments.

CHILD CARE PROGRAM or CHILD CARE ASSISTANCE PROGRAM OR  (CCAP) - Child care services authorized by the Department of Human Services (DHS) as specified in 89 Ill. Adm. Code 50.

CHILD CARE PROVIDER or CHILD CARE FACILITY - any individual (other than a parent or legal guardian), group of persons, agency, association, or organization that provides programs or services for compensation exclusively directed towards persons under the age of 18.

COMPTROLLER - The Comptroller is the State's Chief Fiscal Control Officer. The Office of the Comptroller provides fiscal control over State spending through its voucher approval and warrant writing functions.

CONTRACTED AGENCY - Refers to either the CCR&R or Site Administered Provider. These entities are contracted with the IDHS, Bureau of Child Care & Development, to provide specific child care related services.

CONVICTION - a judgment of conviction or sentence entered upon a plea of guilty or upon a verdict or finding of guilty of an offense, rendered by a legally constituted jury or by a court of competent jurisdiction authorized to try the case without a jury. (Section 2-5 of the Criminal Code of 1961 [720 ILCS 5/2-5]).

COPAYMENT - The parent's portion of child care costs.

CUSTODIAL PARENT - The parent with whom the child lives.

DBA -  Doing Business As.

DCFS - Department of Children & Family Services.

DENIAL - A family who applies for the Child Care Assistance Program and does not meet the eligibility requirements must be given a Denial.

EARNED INCOME - Wages or salary received for services performed as an employee or from self-employment.

ELIGIBLE DAYS - The number of days a child is approved for child care assistance each month relative to the parent's employment and/or education/training schedule. The number of eligible days must not exceed the maximum number of days the provider is open for business during the month.

EMPLOYMENT OR WORK - a trade, profession, occupation, job or other means of livelihood for which a wage, salary or monetary compensation is paid.

FAMILY - the applicant, his or her spouse, and the biological or adoptive children or stepchildren of the applicant or his or her spouse under age 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 also include 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 percent of their support, if including these individuals would be beneficial for the family. The family may also include a child of the applicant or his or her spouse under age 21 who is dependent upon the family for more than 50 percent 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 the family household, if including this individual would be beneficial for the family.

FEIN - Federal Employer Identification Number.

FULL DAY CARE - Care provided five (5) or more hours per day.

GA - General Assistance (GA) is a state funded program for families and individuals who do not qualify for benefits under the rules of the federal cash and medical benefit programs; i.e., AABD and TANF. The eligibility requirements for GA are not as restrictive as those for AABD and TANF. Transitional Assistance (GA-TA) is the program for individuals. Family and Children Assistance (GA-FCA) is the program for families.

GED - GED is the acronym for General Educational Development. A certificate awarded to a person who successfully passes exams measuring their educational level. The GED certificate is equivalent to a high school diploma.

GRACE PERIOD - A period of 30 days or less during which the Department will provide payments to secure or maintain a child care arrangement and employment or activity is scheduled to begin or resume within that period.

HEALTH AND SAFETY STANDARDS - Health and safety standards must cover, at a minimum, the following topic areas:

  1. Prevention and control of infectious diseases (including immunizations)
  2. Prevention of sudden infant death syndrome and use of safe sleeping practices
  3. Administration of medication, consistent with standards for parental consent
  4. Prevention and response to emergencies due to food and allergic reactions
  5. Building and physical premises safety, including identification of and protection from hazards that can cause bodily injury such as electrical hazards, bodies of water, and vehicular traffic
  6. Prevention of shaken baby syndrome and abusive head trauma and child maltreatment
  7. Emergency preparedness and response planning for emergencies resulting from a natural disaster, or a man-caused event (such as violence at a child care facility)
  8. Handling and storage of hazardous materials and the appropriate disposal of bio-contaminants
  9. Appropriate Precautions in transporting children (if applicable)
  10. Pediatric First Aid and Cardiopulmonary Resuscitation (CPR) Certification
  11. Promotion of child growth, development and learning

IDHS - Illinois Department of Human Services

IMPROPER PAYMENT - 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 ELIGIBLE - A family is considered income eligible when the combined gross annual income of all family members is at or below the income guidelines.

INFANT - A child whose age is less than 15 months.

IPACS - Illinois Public Aid Communications System.

IVR - Integrated Voice Response. The automated billing and payment inquiry telephone system used by parents and providers.

KIDS - KIDS is the abbreviation for Key Information Delivery System. KIDS is the main data processing system for the Division of Child Support Enforcement.
MEMBER OF THE HOUSEHOLD - a person who lives at the same address of the parent, legal guardian, or child as evidenced by factors including, but not limited to, maintaining clothing and personal effects at the household address, receiving mail at the household address, or using identification with the household address.

NONCUSTODIAL PARENT - The parent(s) with whom the child does not live.

PARENTS or PARENTS OR OTHER RELATIVES - refer to applicants for or recipients of child care assistance who reside in the same household as the child. Parents or other relatives include:

a biological parent;

an adoptive parent;

a child's biological or adoptive parent who is the primary residential parent (custodian) of the child:

  • in an order of joint custody entered pursuant to section 602.1 of the Illinois Marriage and Dissolution of Marriage Act [750 ILCS5]; or
  • in an original or modification proceeding as provided in Section 201 of the Uniform Child-Custody Jurisdiction and Enforcement Act (750 ILCS 36/101 et seq.), pursuant to section 601 of the Illinois Marriage and Dissolution of Marriage Act (750 ILCS 5/601);
  • stepparent;
  • legal guardian; or
  • caretaker relative within the fifth degree of kinship. The fifth degree of kinship are the following blood and adoptive relatives:
  1. First Degree of Kinship:
    1. father; or
    2. mother.
  2. Second Degree of Kinship;
    1. brother;
    2. sister;
    3. grandfather; or
    4. grandmother.
  3. Third Degree of Kinship:
    1. great-grandfather;
    2. great-grandmother
    3. uncle;
    4. aunt;
    5. nephew; or
    6. niece.
  4. Fourth Degree of Kinship:
    1. great-great-grandfather;
    2. great-great-grandmother;
    3. great-uncle;
    4. great-aunt;
    5. first cousin;
    6. great-niece; or
    7. great-nephew.
  5. Fifth Degree of Kinship;
    1. great-great-great-grandfather;
    2. great-great-great-grandmother;
    3. great-great-uncle;
    4. great-great-aunt;
    5. first cousin once removed;
    6. second cousin;
    7. great-great niece; or
    8. great-great nephew.
  6. Step-Relatives:
    1. step-father;
    2. step-mother;
    3. step-brother; or
    4. step-sister.

PART DAY CARE  - Care provided that is less than five (5) hours per day.


  1. The operators of the child care facility;
  2. All current and conditional employees of the child care facility;
  3. Any person who is used to replace or supplement staff; and
  4. Any person who has access to children.

If the child care facility operates in a family home, the provider and all members of the household age 13 and over are subject to background checks, as appropriate, even if these members of the household are not usually present in the home during the hours the child care facility is in operation.

POST-SECONDARY EDUCATION - Education beyond the level of high school.

PRESCHOOL CHILD - A child whose age is two (2) years to six (6) years of age and is not enrolled in kindergarten or first grade.

REDE - The abbreviation for redetermination.

REDETERMINATION  - The process of collecting eligibility documentation and determining a family's continued eligibility for the Child Care Assistance Program.

REIMBURSEMENT - The method of repayment to a parent who has made up-front child care costs.

RSP  - Responsibility and Service Plan. A comprehensive plan for how best to meet the client's needs of health and self-sufficiency completed by the IDHS caseworker and client after a full assessment of the family and the family's situation.

SAMER - Site Administered Monthly Enrollment Report. The billing form Site Administered providers submit to request payment.

SAMS - Statewide Accounting Management System.

SCHOOL AGE CHILD - A child whose age is five (5) years to thirteen (13) years and is enrolled in school.


SHARED CASE - A type of child care case in which the family uses more than one provider from two different funding sources.  As of June 1 2016 any case that is using both certificate and Site providers must be managed by the CCR&R that manages the county the client resides in.

SIBLING - A natural (blood-related) or adopted brother or sister. This includes half-brothers and half-sisters who have one parent in common.

SITE ADMINISTERED CHILD CARE - The portion of the IDHS Child Care Assistance Program managed by licensed child care providers and/or home networks who have a contract with the Department. These providers determine eligibility and bill IDHS directly for services.

Special Needs Child - is:

(a) a child with a disability, as defined in section 602 of the Individuals with Disabilities Education Act (20 USC1401);

(b) a child who is eligible for Early Intervention services under Part C of the Individuals with Disabilities Education Act (20 USC1431 et seq.);

(c) a child who is less than 13 years of age and who is eligible for services under section 504 of the Rehabilitation Act of 1973 (29 USC794).

SSI - Supplemental Security Income. A public assistance program for the aged, blind, and disabled that is administered by the Social Security Administration (SSA).

SSN - Social Security Number.

TANF - Temporary Assistance for Needy Families.

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.

TIN - Taxpayer Identification Number.

TODDLER - A child whose age is fifteen (15) months to two (2) years.

TRANSPORTATION TIME - The time it takes a parent to travel between the child care provider and their employer or training program.

TWO-PARENT HOUSEHOLD or TWO-PARENT FAMILY - A family with two parents living in the home and includes unmarried parents who share a child in common.

UNEARNED INCOME - Income other than that received as wages, salary, or profit from self-employment.  Examples of unearned income are Social Security, unemployment insurance payments, child support, etc.

WARRANT - The payment document, check.

WARRANT NUMBER - Each warrant is identified by a unique number (2 letters followed by 7 numbers) located in upper left-hand corner of the check.

WORKRefere to  Employment or Work

W-9 FORM - A Request for Taxpayer Identification Number and Certification. This is a Federal form required by the Comptroller's office for all entities receiving reportable income.

1099-MISC - A tax form issued by the Comptroller by January 31 of each year to all non-corporation providers earning $600 or more during the previous calendar year. This form is to be used by the provider to report their earnings to the IRS.