Child Care Program Manual FY26

INTRODUCTION/DEFINITIONS
POLICY AND PROCEDURES
CONTRACT/AMENDMENT PROCEDURES
DELIVERABLES/COSTS/PAYMENT
PROVIDER RESPONSIBILITIES
DEPARTMENT RESPONSIBILITIES
SUPPORT SERVICES
BILLING INSTRUCTIONS
PROGRAM MONITORING
PROGRAM BUDGET
APPLICABLE LAWS AND RULES
METHOD OF PAYMENT
REPORTING REQUIREMENTS
SPECIAL CONDITIONS
DATA SHARING AGREEMENT

I. INTRODUCTION/DEFINITIONS

The Illinois Department of Human Services 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 on July 1, 1997. Child Care Assistance Program (CCAP) combines state and federal funds, along with parent fees, to serve families that meet income requirements and are employed, engaged in education/training activities. These services are crucial to low-income families, especially those who have transitioned, or are transitioning, from welfare to work. The program also provides child care assistance to families that fall into a CCAP Protective Service category (homelessness, transitioning from the Illinois Department of Children and Family Services (DCFS) intact families, etc.) that may not otherwise be eligible due to lack of an employment or education activity or income limits. CCAP ensures that parents have the supportive systems they may need to obtain and maintain productive employment. Child care services in Illinois are provided through a system of government agencies, not-for profit agencies, regional Child Care Resource and Referral (CCR&R) 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, but they also influence the availability, quality, and affordability of services. FY26 CCAP Manual (pdf)
Following are definitions of the child care program funded by IDHS and commonly used terms.

Address Indicator - A one- or two-digit alpha/number assigned by IDHS, immediately following the vendor number, 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)) who signs a request/application for child care assistance.
Application (IL444-3455) - Child Care Application - The initial form completed by any person applying for CCAP. The application includes sections for both the family and child care provider to complete.
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). The Approval also lists the child care provider, the daily rate and the family's monthly co-payment amount for each month of the eligibility period.
Program Development and Quality Improvement Unit - This is the Unit, within the Illinois Department of Human Services' Division of Early Childhood, that is responsible for CCR&R contracted services for child care providers which includes but is not limited to recruitment and retention, child care referrals, funding resources for child care programs, professional development/training. In addition, this Unit administers in conjunction with the Illinois Network of Child Care Resource and Referral Agencies (INCCRRA), the Quality Recognition and Improvement System that includes Excelerate Illinois for Licensed providers and the Gateways Training Tiers for License Exempt Providers.
Bureau of Subsidy Management - This is the Bureau, within the Illinois Department of Human Services' Division of Early Childhood, that is responsible for, CCAP policy development and interpretation, customer service, CCAP overpayments, appeals, attendance exception requests, and providing training and technical assistance to CCR&Rs and Site Administered providers.
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 - See Child Care Assistance Program.
CCMS - Child Care Management System. The web-based, electronic data management system used by IDHS and its' CCAP contractors to store information for the child care program and assist in determining family and provider eligibility.
CCR&R - Child Care Resource and Referral Agency. Contracted agencies that manage CCAP for families and providers, assist families find quality care providers and provides training and professional development to child care providers that are in their Service Delivery Areas (SDAs).
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 CCAP managed by the Child Care Resource and Referral (CCR&R) agencies. CCR&Rs determine family and provider eligibility for the CCAP and enter payments for providers.
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. It is enabled by Child Care Administrative Rule, Sections 50.610-650.
Child Care Assistance Program (CCAP)- CCAP administered by IDHS and managed by contracted CCR&Rs and Site Administered programs provides subsidy assistance for child care for income eligible families that are involved in an eligible activity (employment, education, protective services, etc.). CCAP provides subsidies for children younger than 13 (or 19 with a documented special need). Families pay a monthly co-payment to their child care provider based on the family's size and countable income.
CCAP Provider - Providers of CCAP who receive payment through IDHS for child care provided to children of eligible families.
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. Site Administered child care providers cannot charge CCAP families the difference between their private pay daily rate and the IDHS maximum rate for services (excluding fees not paid by CCAP such as registration, activity, etc.). Site Administered child care contracts will not be processed, nor rates increased, without this completed form. The form should also be sent to the CCR&R if the site is charging CCAP less than the maximum daily rate.
Contract Address - Generally the administrative address of a Site Administered provider. All provider payments will be sent to this address.
Co-Pay/ Co-Payment/Parent Co-pay. The Site Administered provider will assess and collect monthly family co-payments (parent's share of the payment) as required by CCAP Policy 04.02.01. The assessed parent co-payment will 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 being subsidized by the certificate programs, or when a family is using both a Certificate and a Site Administer provider (see shared cases below).
Data Sharing Agreement (DSA) - 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 agencies (CCR&Rs, Site Administered providers) that have access to IDHS systems and/or reports are required to have signed, executed copies of all required data sharing agreements on file with IDHS.
Denial of Request for Child Care Payment (IL444-4179) - Form generated by the Child Care Management System (CCMS) notifying the client and provider when a family or provider is determined to be ineligible for the Child Care Assistance Program (CCAP) based on their submitted application and supporting documentation.
DCFS-Department of Children and Family Services-Illinois' state agency that conducts licensing activities for Daycare Centers, Daycare Home, and Daycare Group Home program types.
Extended Hour Child Care - An add-on for Site Administered care provided 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 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 - Families who lack a fixed, regular, and adequate night time residence as defined by the McKinney-Vento Act. See Protective Services Child Care.
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 Site Administered child care provider will ensure that these special service fees do not represent costs associated with the provision of services to non-subsidized clients. As of July 2024, private pay and CCAP payment rates were decoupled, allowing providers to set their own rates for CCAP reimbursement, independently of the rates charged to private pay families, provided these special service fees do not offset costs for 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 - Funds allocated by the State of Illinois used to operate the child care program.
Grace Periods - Periods that an approved CCAP family may continue to receive services while not participating in an eligible activity (employment, education, etc.) per CCAP Policy 02.04.01.
Home Child Care Network (HCCN) - An entity, usually a center, that provides supplemental services including, but not limited to, assistance with managing CCAP cases, payments, lending library, assistance with licensing, referral to available care within their network and administrative oversight to a group of child care homes.
HSCCMS - The data system used by CCR&Rs and IDHS to enter and track certificate provider payments for CCAP. Payments made through Site Administered contracts are not processed or displayed on HSCCMS.
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 Child Care and Development Block Grant Act (CCDBG), and includes any payment to an ineligible recipient, any payment for an ineligible service, any duplicate payment, payments for services not received.
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 co-payment a client must pay for the Child Care Assistance Program (CCAP) at the time of initial application or redetermination of CCAP eligibility.
Income Eligible - When the combined non-exempt gross monthly base income (earned and unearned) of all adult family members is at, or below, the income guidelines as stated in the current IL 444-3455B. Income eligibility limits may be different between the initial application and redetermination.
Infant - A child whose age is 6 weeks through 14 months.
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 Administered providers to request payment for eligible children from IDHS.
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) - Form generated by the Child Care Management System (CCMS) notifying the client and provider when a family has been cancelled because they are deemed no longer eligible for the Child Care Assistance Program (CCAP) during an eligibility period or at the time of redetermination. 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.
Protective Services Child Care - Categories that have been identified in CCAP policy that are allowed eligibility or other exceptions, such as waived income limits and reduced co-payment.
QRIS - Quality Recognition and Improvement System. The quality recognition and improvement system (QRIS) were started on July 1, 2007, to provide an add-on to help offset the additional costs of providing quality child care. Provider participation in QRIS 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. Two Circles of Quality above DCFS' licensing requirements are available for licensed programs to apply for, with add-ons ranging from 10%-15% for the Silver and Gold Circles of Quality. License-exempt home providers can apply at one of three Gateways Training Tiers, with add-ons ranging from 10%-20% across the three tiers. The QRIS application process is administered by the Illinois Network of Child Care Resource and Referral Agencies (INCCRRA).

Information for Excelerate Illinois can be found at ExceleRate.com
Gateways Training Tiers information can be found at Illinois Gateways Training

AI - Request for Additional Information (IL444-4480). The form used by CCAP Site Administered providers and CCR&Rs to request additional, clarifying, or missing information from a provider and or client needed to determine eligibility for CCAP.
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 to approve required TANF activities that would not otherwise be eligible for CCAP.
Rates - The maximum child care payment rates, per age group, per type of care, per geographical area, which can be charged for the CCAP services. Providers may charge Child Care Assistance Program (CCAP) families up to these maximums. Site providers also cannot charge the Child Care Assistance Program (CCAP) families higher than the maximum rate for regular child care services (excluding fees).
Rede - Request for Redetermination Information (IL444-3455E). The form an approved client completes and submits to their Site Administered provider or CCR&R to determine if they are still eligible for child care assistance at the end of each eligibility period.
SAMER - Site Administered Monthly Enrollment Report (ILL444-3492C). This is an informational form generated from the CCMS each month, used by Site Administered child care providers, listing the eligible cases and children for each provider location. The form also includes monthly family co-payment amounts, the number of approved days and the provider's daily rate. This form is used by site providers to complete the Monthly Enrollment Report (MER).
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.
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 certificate 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 - Generally refers to an individual child care facility-such as a licensed center or a licensed or license-exempt home-that operates under the oversight of a Site-Administered Provider agency contracted with IDHS. These sites are responsible for delivering direct child care services to families, while the administrative functions, including determining family eligibility and assessing parent co-pays, are managed by the overseeing agency.
Site Administered Child Care - The portion of the IDHS CCAP managed by licensed child care providers and/or networks that have a contract with IDHS to manage CCAP cases for families attending their location.
Site Administered Child Care Providers - Department of Children and Family Services (DCFS) licensed child care providers and licensed and license exempt networks who contract directly with IDHS. They are responsible for determining family eligibility and assessing parent co-pays.
Site-Administered Home Child Care Networks - Coordinated groups of licensed or license-exempt home-based child care providers managed by a central agency that oversees enrollment, ensures compliance with Child Care Assistance Program (CCAP) requirements, and supports consistent quality care for eligible families in Illinois.
Special Needs Add-on - A rate add-on available to Site Administered child care providers allowable for children with documented special needs that result in 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) program and apply to IDHS 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 forms can be requested from Division of Early Childhood staff.
Supplemental - Supplemental Request-Site Administered 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. These forms should be submitted with 30 days of the month billed.
TANF - Temporary Assistance for Needy Families. Cash assistance provided to eligible families by IDHS through the Family and Community Resource Centers (FCRCs).
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 other approved activities, e.g., employer or training program.

II. POLICY AND PROCEDURES

For Site Administered contracted providers that are responsible for determining a family's eligibility to participate in CCAP policies and procedures can be found in the IDHS CCAP Policy Manual. Notification of CCAP manual updates is 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 current CCAP (pdf) Policy Manual may be downloaded by clicking on the following link: CCAP Policy Manual (pdf).

Policy clarifications can be requested from IDHS CCAP policy staff. The inquiry must include the case name, case number, policy number, whether the question is case specific or general, and a brief but detailed description of the situation, question, or problem. The site provider can request this by emailing DHS.CCAP.Policy@illinois.gov. Policy staff are committed to responding within forty-eight (48) hours of receipt of a request. Responses which require input or expertise of staff in other bureaus of IDHS may take longer.

The applicable administrative rules that apply to CCAP are Title 89: Social Services Chapter, IV: Department of Human Services, Subchapter a: General Program Provisions, Part 50 Child Care. The Administrative Rules regarding the Child Care Program can be found at the following website: Title 89.

Training and technical assistance on CCAP policies, procedures and systems can be requested by emailing DHS.CCMS-INFO@illinois.gov

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III. CONTRACT/AMENDMENT PROCEDURES

A. Contract Procedures

IDHS contracts for Child Care Resource and Referral (CCR&R) Agencies, Quality/Discretionary and Head Start grants are made available through the CSA (Community Services Agreement) Tracking System each spring. The Office of Contract Administration will notify all providers of contract availability via e-mail. The e-mail will also contain instructions for submission of the contract signature page.

Site Administered child care contracts and contract packets are sent via e-mail to the Site Administered child care providers each spring. Providers are given a deadline by which to review and sign the contract and complete all required forms and return the entire packet to the Bureau. Upon their return, the contract document will be checked to ensure that the taxpayer certification is completed, there have been no unauthorized changes to the document, and that it is signed by an authorized agent of the provider agency. The contract packet is checked for accuracy and completeness. Upon resolution of any discrepancies, the contract document and attachments are forwarded to the Office of Contract Administration for review and execution.

Contract packets, when completed by the provider, consist of:

Agency Information - details pertinent information about the provider, such as provider name, address, contact person and title, phone number, fax number, e-mail address, policy and eligibility contact name and e-mail address, payment contact name and e-mail address, DCFS license information (capacity, number, and expiration date), whether the agency is a not-for-profit or for profit, whether the agency is accredited and, if so, by whom. It also identifies the total number of days open per year, hours children are present, licensed hours of operation, days open each week, and the number of days closed per year (identifying each day closed). This form also identifies each site (location) to be funded under the Site Administered contract, the number of slots anticipated to be funded under the Site Administered contract, DCFS license information (number, capacity, and expiration date), the phone number for each site, the location of each site and the name of the director of each site.
Rate Certification Form - identifies payment and site address, phone, and fax numbers, contact person, taxpayer information, license information and rates charged for subsidized and private pay clients.
Rate Explanation Sheet - identifies the type of care to be provided (full time or part time), the provider type (center or network), the service category (under age 2, age 2, age 3 and older, school age or special needs), administration fees, and any rate add-ons (special needs, extended hours, or quality rating system), and the subsequent rate for each category.
Funding Request - identifies, by age group, how many slots (children) will be funded under the Site Administered child care contract, the number of days the center is serving children, the daily rate and daily administration fee. This information is used to determine how much funding will be required minus an approximate 10% assessment of parent fees. The grand total of this form must equal the Site Administered allocation.
Child Care Program Narrative - a brief history of the agency/program.

B. Amendment Procedures

Requests for changes to the contract are to be submitted in writing to the IDHS, Site Administered Child Care Contracts and Programs Unit. Requests for a change to the contract amount are reviewed by child care staff. If the increase/decrease appears warranted, staff will obtain the necessary approvals, make the changes in the Department's SAP accounting system, and forward it to the Office of Contract Administration for approval. During this process, payments are 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. Child care staff will obtain the necessary department approvals and the amendment will be sent to the providers for signature. An e-mail will be sent to the provider with instructions for returning the amendment signature page to contract staff. 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.

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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 (MOU) with other community service agencies, IDHS Family and Community Resource Centers, and other outreach entities. IDHS must approve any publication and 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, Food Stamps, All Kids medical and disability assistance, as well as other resources that address the needs of families experiencing homelessness and other population targeted for service.

All required staff at Site Administered child care centers must:

Complete all orientation, annual or ongoing CCAP required child health, safety, and development training requirements in a timely fashion. Please note, for the CCAP Program, all directors and teachers at the centers MUST be registered in the Gateways to Opportunity Registry.
Provide child care services at daily/weekly times that are consistent with the parental/child need as allowed by DCFS licensing.
Recruit CCAP eligible families and children to their child care service.
1. Partner with local agencies (FCRCs, CCR&Rs, schools, shelters) to share openings.
2. Promote services through flyers, social media, and community boards.
3. Assist families with CCAP applications and eligibility questions.
4. Inform referral agencies when contracted slots are available.
5. Train staff to support and welcome CCAP-eligible families.
Determine and redetermine client CCAP eligibility as instructed in the CCAP Policy Manual. Providers will use the child care application or redetermination and supporting documentation and State computer databases (as instructed) to determine eligibility. If information on the application/redetermination or supporting documentation needed to determine eligibility is missing, Site Administered child care providers must issue a written Request for Additional Information within 10 working days of receiving the application or redetermination as outlined in Policy Section 02.02.02 to the applicant/client for all missing information before deciding of eligibility. Supporting documentation may include, but is not limited to, the two recent pay stubs for all employed parents; verification of enrollment in a training/education program; documentation required under Protective Services Child Care Policy; and the client's TANF Responsibility and Service Plan if the activity is not eligible under CCAP policy. In addition, Site Administered providers must use other electronic databases provided by IDHS to verify eligibility information from the child care application and/or redetermination including, but not limited to, earned and unearned income and employment or education/training schedules according to the processes listed in the CCAP Policy Manual (pdf).
Charge the Department up to the maximum daily rate based on geographic area the provider is in and age of child served. Site Administered child care providers may charge the Child Care Assistance Program (CCAP) families up to these maximums. Site Administered providers cannot charge the Child Care Assistance Program (CCAP) families the differences between their private-pay rate and the State maximum rate for regular care services (excluding fees).
Site Administered child care providers are required to provide a listing of their daily rates for all age-groups served via a Child Care Rate Certification Form. This form is to be completed and submitted annually with the Site Administered child care contract packets and at the time of rate increases to receive the new rate. Site Administered child care contracts will not be processed unless this certification is received. The number of children served under the contract will be negotiated with each Site Administered child care provider. Additionally, Site Administered child care providers will:
1. Charge no more than a $3.00 Administrative Add-on per contracted child, per day, to offset the cost of eligibility determination services. For example: 35 children at $3.00 per day for 250 eligible days would be $26,250.
2. Site Administered child care programs must enter all application and redetermination information and upload all associated forms and documents into the Child Care Management System (CCMS) and issue any required Requests for Additional Information (RAI) forms within 10 working days of receipt.
3. All Site Administered child care programs must provide the applicant/client either a Notice of Approval, Notice of Denial or Notice of Cancelation within 30 working days from the received date of the application, redetermination or change of information form.
4. Calculate and collect parent fees (co-payments) per CCAP Policy Manual (pdf)Section 04.02.01.
5. Develop a written agreement regarding parent fees that includes the case name, case number, amount, and frequency of payments(s) and the consequences for failure to pay. This agreement is to be discussed with the parent(s) and signed by both the provider and the parent(s). A copy will be given to the parent(s) and a copy will be retained in the case file.
6. Collect a minimum of 85% of parent fees (co-payments) during each year.
7. Submit an accurate Monthly Enrollment Report (MER) for billing to the IDHS within 15 calendar days of the end of the month of service. Notations must be made to explain any changes to eligible days. Supplemental MERs must be submitted the following month with that month's MER. Supplemental MERs must be submitted within 30 days of the service month.
8. Must maintain accurate and complete fiscal records related to the provision of child care services. These records must be retained for a minimum of six (6) years and made available upon request for review by IDHS or its authorized designee.
9. Provide services that are developmentally appropriate, culturally sensitive, linguistically appropriate, and consistent with individual child needs.
10. Seek parents' involvement in decisions affecting their children's care.
11. Involve a Board of Directors and/or Advisory Council Committee in the operations of the program. If there are no parents on the Board of Directors, include them in an Advisory Committee or provide another mechanism for parental input to the agency's decision-making process.
12. Maintain licensed status with the Department of Children and Family Services (DCFS), meeting license standards during the entire contract period (licensed facilities). IDHS must be informed of any changes to the site's licensing. Agencies operating networks of licensed family child care homes must assure that the chief program administrator and program coordinator are persons who meet the requirements for supervising a child care center under the Child Care Act of 1969 225 ILCS 10/1 et seq.
13. Providers are encouraged to cooperate with and share relevant information with caseworkers at the IDHS Family and Community Resource Center (FCRC, formerly known as the Local Office). This may include, but is not limited to, posting the name and phone number of an IDHS contact person and informing the FCRC when contracted slots become available.
14. List their agency on the CCR&R referral database of the appropriate child care resource and referral agency serving their area.
15. Make available to parents a list of the appropriate Child Care Resource and Referral (CCR&R) agencies serving the area.
16. Refer parents to community agencies, as needed or as requested on the CCAP application/redetermination. These would include, but are not limited to, mental health agencies, health and medical agencies, social service agencies, local school districts, homeless service providers and early intervention agencies, e.g., Child and Family Connections (CFCs), local homeless shelters, IDHS FCRC office, etc.
17. Have access to and actively use current technological capabilities, such as computer, internet access, long distance phone services, and copying capabilities.
18. Sign-in and sign-out sheets or electronic attendance is required to document the use of care. Site providers must ensure that parents or authorized guardians have easy daily access to sign-in and sign-out sheets if being used instead of electronic systems. Provider participation in the Child Care Assistance Program (CCAP) may be terminated if the provider interferes with a parent or guardians' ability to complete the sign-in and sign-out sheet. This includes, but is not limited to, entering the times for the parent or guardian, signing the parent or guardian's name, or directing the parent or guardian to write in times other than what has occurred. Providers cannot sign the parent or guardian's initials or full signature on sign-in and sign-out sheets.
19. Maintain paper case records for each eligible family receiving IDHS Child Care Assistance for at least seven (7) years or ensure all case file information has been uploaded into the Child Care Management System (CCMS). These records may be reviewed by IDHS staff for several purposes. Records related to outstanding overpayments, appeal or litigation must be maintained.
20. Assure job descriptions on file include the roles and responsibilities for administering CCAP.
21. Assure that designated staff responsible for the IDHS contract are appropriately trained. Assure that designated staff responsible for the IDHS contract attend all scheduled IDHS training regarding the Site Administered Child Care Program.
22. Distribute personnel policies upon employment and within 30 days of approved revisions.
In addition, all Site Administered contractors operating child care centers will:
1. Have procedures in place to contact a parent when a child is absent without notice for more than two (2) consecutive days and to make any needed adjustments to the families CCAP case based on changes in schedules and/or activities as policy allows.
2. Assure that each on-site manager is familiar with publicly funded professional development opportunities available to staff, e.g., CCR&R training, Starnet, Gateways, et. al.
3. Assure the child care director and the child care staff will all participate in a minimum of 15 clock hours of professional development/in-service training annually. Professional development should include any DCFS required trainings and follow DCFS required training timelines for completion and recertification, as necessary. Additionally, professional development training topics should include but are not limited to health, safety, and child development.
4. Have health policies and procedures reviewed by a qualified health professional. Have a health professional visit the center monthly if the center serves infants and toddlers.
5. Encourage family involvement in children's' programs using a variety of methods.
6. Be accessible to parents during all hours of operation, by phone or in person.
7. Assure that automated phone systems contain the option of being connected to a live person.
8. Demonstrate that they have an Excelerate rating above licensing (a copy of the current Excelerate Award certificate must be submitted to IDHS) OR must submit an action plan detailing steps that will be implemented and result in application to Excelerate.
Site Administered child care providers must have an up-to-date emergency preparedness and response manual with documented training of employees and documented drill days and times. The lead owner/operator/director must participate in training and training of their staff. All lead providers, as outlined above, must participate in on-line training for emergency preparedness and response and have staff sign, and date that they have in fact completed said training. A copy of this documentation will need to include what the training entails, which would be the manual that is developed. Included should be the name of the trainer (the owner/operator/director). This form should be available for review by IDHS staff.
Family Home Child Care Networks: Staffed Family Child Care Networks (FCCN) are community-based organizations that have paid staff with expertise working with family child care providers and offer ongoing support services and resources to family child care providers affiliated with the network. The goal of staffed Family Child Care Network (FCCN) services is to increase the quality, equity, access to and sustainability of care and provide positive outcomes for children, parents, and providers. Networks should support family child care providers in their dual role as educators and business owners to build and sustain high quality family child care and education programs. Deliverables: Family Child Care Networks will provide the following services to child care providers affiliated with the network:
1. Mandatory Services:
  1. Training and Professional Development aligned with licensing standards and ExceleRate Illinois (QRIS)
  2. Professional development aligned with credential/degree programs.
  3. Monthly home visits to affiliated child care providers for support and resources.
  4. On-site coaching based on professional goals and quality standards.
  5. Facilitate access to comprehensive services - health, early intervention, home visiting, etc. for children and families.
  6. Support for continuous quality improvement: formal assessment tools, licensure pursuit, accreditation (fees), course scholarships (fees) for CDA, AA, BA pursuit.
  7. Peer networking opportunities.
  8. Warm line for providers' questions and support, especially those requiring immediate attention.
  9. Training on business practices.
  10. Promote collaboration with Early Head Start/Head Start and Pre-K programs.
  11. Facilitate access to the Child and Adult Care Food Program (CACFP).
2. Optional Services:
  1. Administration of enrollment, eligibility, and payment for CCAP as instructed by IDHS.
  2. Business tax preparation services.
  3. Coordinate and offer parent education services, including quarterly parent meetings or activities and resource distribution to families serviced by the affiliated FCC homes.
Scope of Services FCCN's will:
1. Be responsible for recruiting licensed family child care providers into the network. License-exempt providers that have met all CCAP required health and safety training and are seeking to become licensed may also be recruited into the network. FCCN will assure that affiliated FCC providers are licensed by DCFS and have at least the minimum insurance required by licensing regulations and will provide licensing and renewal process support to contracted homes.
2. Ensure that all affiliated providers are members of the Gateways Registry.
3. Complete a comprehensive professional development plan with each affiliated FCC provider that outlines their professional goals and program goals and identifies the network support needed to help the FCC provider successfully reach their goals. FCC providers will be at various stages of their professional development and the plan should be individualized to meet the needs of the FCC provider.
4. Provide a current one-year contract to each licensed child care home in the FCCN. The family child care home providers are independent contractors and not employees of the FCCN. The contract will delineate the respective responsibilities of the agency and the family child care home (FCCH) provider. A copy of the contract boilerplate must be submitted to the Bureau of Quality Initiatives, Site/FCCN Coordinator. FCCH provider contract agreements must be on file and available for review by IDHS.
5. Make, at minimum, monthly visits to all network FCCH's to support their continuous quality improvement, using an appropriate rating scale tool and to support their comprehensive professional development (PD) plan. Maintain records of provider visits and contacts. Work with each FCCH provider and other monitoring entities, e.g., licensing, to schedule visits so that they minimize disruptions to children's care.
6. Ensure that comprehensive developmental screening of all children in the FCCN occurs. Comprehensive screening is defined as an ongoing process by appropriately trained individuals with the approval of and collaboration with parents, who use objective developmental and socio-emotional tools that are standardized, valid, reliable, culturally sensitive, in the child's primary language, specific and appropriate for the age of the child and the setting in which the screening takes place to identify children who may have or may be at risk of a developmental delay or disability and need further evaluation.
7. Make ten (10) clock hours of professional development available annually, in addition to the fifteen (15) clock hours required by DCFS licensing, by linking with professional development entities like CCR&Rs and coordinating professional development opportunities. Require FCCN family child care home providers to participate in the professional development.
8. Work with local CCR&R to identify and recruit licensed and license exempt FCCHs that would benefit from participating in a network.
9. Pay FCCH providers their published rate, up to the IDHS daily rate, for child care services that have been determined eligible for the CCAP within 10 calendar days of payment to the network from IDHS.
10. Assure that FCCH providers maintain accurate sign-in and sign-out daily sheets or electronic records, including parent sign in/sign out signatures in ink for five (5) years. Sign-in and sign-out sheets or electronic records are required to document the use of care. FCCH providers must ensure that parents or authorized guardians have easy daily access to attendance sheets. FCCH provider participation in the Child Care Assistance Program (CCAP) may be terminated if the provider interferes with a parent or guardian's ability to complete the sign-in and sign-out sheet. This includes, but is not limited to, entering the times for the parent or guardian, signing the parent or guardian's name, or directing the parent or guardian to write in times other than what has occurred. Providers cannot sign the parent or guardian's initials or full signature on sign-in and sign-out sheets.
11. Maintain a regular communication system with network homes that includes routine communication, resource distribution, and at least quarterly group meetings with FCCHs.
12. Support FCCHs participation in the ISBE Child and Adult Care Food Program (CACFP). Facilitate homes' enrollment with a CACFP sponsoring entity and provide technical assistance to homes in obtaining and using CACFP funding and meal service.
13. Assist FCCHs in obtaining information about SEIU membership benefits, health insurance coverage, community resources, and other benefits to improve operations.
14. Plan and engage in collaborative activities so that FCCN children can access Early/Head Start and PreK/Preschool for All programming.
15. Ensure that all the necessary requirements for the health, safety and child development trainings have been completed by each FCCN provider. Ensure that all CCAP paperwork and case actions are processed for families using home providers within the network.
16. Assist and facilitate linking with various health and social service community resources and partners that provide services that enrolled children and their families may need.
17. Work with each FCCH provider to develop a transition plan for children that may transition to other services, to kindergarten, etc.
Administrative Requirements of the FCCN: The FCCN shall make a concerted effort to employ individuals that are sensitive to the diversity (ethnic, linguistic, economic, and occupational) of the FCCH providers affiliated with the network and within the communities being served. Staff should be professional, have a strong knowledge of early child care and development, be familiar with adult learning and have good communication skills. Success of the network depends on being able to form good partnership relationships with the FCCH providers affiliated with the network.
1. Family Child Care Networks (FCCN) Staff qualifications and training include the following required positions:
  1. FCCN Director and/or Program Coordinator must hold a bachelor's degree or a Level 5 Family Child Care Credential and meet the requirements for supervising a child care center according to the DCFS Licensing Standards, 89 Ill. Adm. Code 407, should have background in management and supervision and have knowledge of FCC Home Services. Only Program Coordinator will be required until the number of Family Child Care Specialists exceeds eight (8) at which point a FCCN Director will also be required. Recommended ratio is no more than eight (8) Family Child Care Specialists per Program Coordinator. Best Practice is no more than six (6).
    1. FCCN Director is responsible for all aspects of program management and implementation including grant compliance, audits, supervision, professional development of staff, provider recruitment and enrollment.
    2. Program Coordinator is responsible for supervising and coordinating a team of Family Child Care Specialists and supporting coaching and technical assistance to providers.
  2. Family Child Care Specialists use a variety of relationship-based support (technical assistance, coaching, mentoring, home visits) to help FCC Providers attain their professional and program goals. Family Child Care Specialists must hold a Technical Assistance Credential or have comparable education, training, and experience. The recommended ratio is no more than 25 homes per Specialist. Best practice is not more than ten (10) homes per Specialist.
  3. (If applicable) CCAP Eligibility Specialist who is responsible for, but not limited to, the duties related to the management of the assigned CCAP caseload (e.g., meeting w/clients, reviewing paperwork, data entry, case, and provider eligibility determinations, etc.). The recommended ratio is one (1) Specialist per 30 FCC homes.
2. Optional positions: The following positions may be included to enhance services provided once the network engages 20 or more affiliated FCC providers:
  1. Social Services staff specializing in mental health and social work,
  2. Nurse,
  3. Parent Educator,
  4. Play Therapist,
  5. Nutritionist/Dietician,
3. Staff requirements:
  1. All FCCN staff must be Gateways to Opportunity Registry Members. New staff must be members within two (2) months of employment.
  2. All FCCN staff are required to have fifteen (15) hours of professional development/in-service training annually. FCC Specialists will be required to attend QRIS Orientation required for family child care homes to participate in ExceleRate. Other QRIS trainings should be attended as needed to support affiliated FCC homes.
4. REPORTING REQUIREMENTS
  1. At the beginning of the fiscal year, the FCCN shall submit a budget, budget narrative, an annual program plan in the format provided and a continuity of operations plan in the event of an emergency.
  2. Monthly Grant Invoices (MGI) - MGIs and supplemental MGIs are due no later than 15 calendar days after the end of each month.
  3. Periodic Performance Report (PPR) - reports shall be submitted on a quarterly basis no later than 15 calendar days following the end of each quarter. Electronic signatures are acceptable for this document.
  4. IDHS has an up-to-date list of all homes in the network and should be notified when changes occur, including:
    1. Provider name/member,
    2. SSN/Provider Tax ID,
    3. DOB,
    4. Address,
    5. City,
    6. State,
    7. Zip,
    8. Phone,
    9. Number of Kids Paid,
    10. Number of Days Paid,
    11. Provider DBA Name,
    12. Provider SSN.
  5. Periodic Financial Report (PFR) - shall be submitted on a quarterly basis in the format provided by IDHS.
5. PAYMENT
  1. Home Networks Services under this agreement will be procured using a combination of cost reimbursement and fixed rate.
  2. Payment for FCCN services will be in accordance with a line-item budget submitted at the beginning of the year.
  3. Payment for CCAP services will be fixed rate using the most current rate in effect for the age of the child, geographic area of the state and provider type.
  4. The FCCN will be advanced no less than two (2) months of operating expenses and monthly thereafter. The FCCN will pay CCAP reimbursement to the affiliated providers
Eligibility
1. Sites must review and update CCMS with all applications, redeterminations, forms, and documentation and required changes of information no more than ten (10) working days from the date of receipt to determine if additional documentation is needed from the applicant.
2. Request in writing and obtain all missing information and documentation from CCAP clients within 10 working days of receiving the application, redetermination or change of information.
3. Use all computerized systems as outlined by Bureau of Subsidy Management to assist with the determination of client eligibility.
4. Digital Platforms: The use of these systems shall be limited to the operation of CCAP, as outlined in the IDHS CCAP Policy Manual (pdf), or auxiliary modules where applicable, CCMS Wizards and Job Aids and other processing instructions issued by IDHS.
5. Sites 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.
6. Site CCAP Staff must gain and maintain access to the following data access screens:
  1. The Illinois Public Aid Communication System,
  2. IPACS,
  3. Web3270,
  4. Blue Zone,
  5. The Child Care Management System (CCMS),
  6. User Acceptance Testing (UAT) environment,
  7. Production (live) environment,
7. Automated Wage Verification System (AWVS).
8. Sites must have available staff that are knowledgeable to the workings of CCMS to perform testing of system modifications in the UAT environment. Testers must provide testing results as instructed when testing parameters are distributed.
9. All Site Administered child care programs must provide a Notice of Approval, Notice of Denial or Notice of Cancelation within 30 working days from the received date of the application, redetermination or change of information form.
10. Submit accurate Monthly Enrollment Reports (MER) for billing to the IDHS Contract and Payment Unit within 15 calendar days of the end of the month of service. Supplemental MERs must be submitted the month following the changes.
11. Maintain an average of 80% enrollment of contracted slots as identified via routine monitoring of the provider. Failure to maintain 80% enrollment may result in loss of contracted slots.
12. Assist clients as they complete an initial CCAP Applications (IL444-3455) and Redeterminations (IL444-3455E). The application/redetermination must be completed according to the directions which accompany the IL444-3455 form, and/or given in the CCAP Policy Manual (pdf) and training materials. Ensure all documentation to support income and service eligibility is obtained and uploaded into CCMS.
13. If it is discovered that a client is utilizing or adding another provider that is being paid through a Child Care Resource and Referral (CCR&R) agency or a different Site Administered Provider, either by communicating with the client or by a search on the CCMS, forward the application to the CCR&R to manage the entire case. These cases will be managed by the CCR&R and payment to the site will be made through the certificate program.
14. Date stamp a client's application, redetermination and all other forms and documentation according to Policy 02.01.01 of the CCAP Policy Manual (pdf), using the date each form was received. All additional documentation, whether submitted with the application/redetermination in response to a Request for Additional Information or in any other way obtained by site staff, must also be date stamped to reflect the date the form/documentation was received. All forms and documents are to be uploaded to CCMS within 3 working days.
15. Follow the instructions given in the CCAP Policy Manual (pdf) to determine eligibility and assess the co-payment.
16. A Request for Redetermination is generated by the CCMS during the next to last month of the client's eligibility period. Completion of this document and submission of all required documentation by the parent/guardian is required to continue eligibility. The site is required to ensure the client completes this form within the guidelines in Policy 02.03.01 of the CCAP Policy Manual and the Child Care Program Plan in the Site Administered Contract.
17. Assist clients in the completion of a Change of Information Form as appropriate per the CCAP Policy Manual Section 04.06.01. Sites are to use the submitted information to determine if the family is still eligible and/or if the parent co-payment should be adjusted per the CCAP Policy Manual. The site must generate an approval or cancelation within 30 working days of the receipt of the Change of Information Form.
18. Issue a Notice of Cancellation, according to the directions in Policy 02.07.01 of CCAP Policy Manual, if at any time an approved client becomes ineligible according to the CCAP Policy Manual. The cancelation effective date must be at least 10 calendar days after the date the notice is generated. Ensure that the notice is entered into the CCMS within 10 working days. In all situations, the proper Cancellation Reason Code and language must be used as stated in the CCAP Policy Manual Section 02.07.01. NOTE: CCAP cases can only be canceled during an eligibility period if the family income goes above 85% of SMI, if the parent/guardian(s) have a permanent loss of activity (after a 90-day grace period has been completed), if there is substantiated fraud as established by IDHS, if the family moves out of Illinois. A family's CCAP case is not to be canceled due to a change of provider or request by the family.
19. Issue a Notice of Denial, as instructed in Policy 02.02.03 of the CCAP Policy Manual, if at the time of application, a client is determined to be ineligible for the Child Care Assistance Program (CCAP) services. Ensure that the notice is entered into the CCMS and a notice is generated to the client within 10 working days. In all situations, the proper Denial Reason Code and language must be used as stated in the CCAP Policy Manual Section 02.02.03
PAYMENT
1. Providers will review all Monthly Enrollment Reports (MERs) forms for accuracy and completeness and ensure that billing information matches data which has been entered into the CCMS as demonstrated on the pre-printed Site Administered Monthly Enrollment Report (SAMER). If updates (number, type of eligible days, copayments, etc.) are needed, the site must complete them in CCMS prior to submitting the MER. Providers will note and document explanations for any adjustments and/or unusual situations as warranted.
2. Providers will enter actual attendance information for all children, using the proper coding and documentation.
3. Providers will ensure that any cases not pre-printed on the SAMER, for whom care was provided during the month, will enter and upload all necessary information and documentation into CCMS. Providers may then include the children on the MER for the month. Providers will note and document explanations for any adjustments and/or unusual situations as warranted.
4. Providers will submit the completed MER to DHS.CCMER@illinois.gov on, or before, the 15th of the month following the month of service.
5. Providers will receive and review the paid MER.
6. Providers will submit a Supplemental Payment Request for any case(s) believed to have been paid in error, e.g., incorrect daily rate, attended vs. eligible days, etc.
7. Providers will submit a monthly Supplemental Payment Request, as needed, for past services upon receipt of an approval form for the client(s) or revision of previously billed requests for payment based on prior approved eligibility. Some cases may be ineligible for supplemental payment for a particular service period due to the time frames imposed under eligibility determination. Cases that fall into this type of situation should not be re-billed.
Appeals
1. Provider will explain to the person appealing how they came to the decision being questioned.
2. Provider will explain to the person appealing how to appeal the decision per CCAP Policy Manual (pdf) Section 04.01.01.
3. If the client states that they will be filing an appeal, the Site Administered Provider will email everything that they have regarding the decision IMMEDIATELY to Bureau of Subsidy Management Appeals Staff at DHS.CC-APPEAL@illinois.gov. The site will work with Subsidy Management Staff to complete the Statement of Facts Form required for all appeal hearings.
4. The Site Administered provider will plan to attend the Appeal Hearing by phone, if possible.
Case File Information: Providers must maintain case files for each family. Paper files are not needed once documents have been scanned/uploaded into CCMS. Each case file must include the following:
1. The original Child Care Application.
2. The original of all subsequent Redetermination Forms.
3. Copies of all required documentation:
  1. 2 current paystubs per eligibility period.
  2. Income verification letters/forms for new jobs or cash employment; income tax returns, income tax quarterly filing, statement(s) from employer(s), and a monthly statement of earnings for self-employment.
  3. A copy of the Certification of Temporary Living Arrangement Questionnaire for families applying under Protective Services Child Care Policy. iv. Client grades, class schedules or letters confirming enrollment, if applicable; these documents must contain the client's name as part of the official document.
  4. A copy of the Responsibility and Service Plan, etc., if applicable. vi. Letters from a certified professional (treating physician) supporting medical conditions, if applicable.
4. Copayment Calculation, including as linked to in CCMS.
5. Case notes - The site will complete a narrative of case action as well as notations made on all conversations, relevant to eligibility, between each parent/legal guardian and the site provider or the site provider and Subsidy Management, FCRC and/or the CCR&R. These notations are entered on the Child Care Management System (CCMS).
6. Copies of all Approval, Denial and Cancellation letters as well as Requests for Additional Information forms for each case.
7. Copies of any correspondence on each case from a parent/legal guardian, IDHS, etc.
8. Applicable screen prints of State databases and any others deemed necessary for determination of eligibility.

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V. PROVIDER RESPONSIBILITIES

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

Executed copies of the IDHS Data Sharing Agreements on file.
Each provider shall designate a minimum of two Subject Matter Experts (SMEs) to participate in the planning, implementation, testing, 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 to provide feedback with each phase of information technology projects as requested.
Providers shall have an on-site problem escalation procedure to serve as the first level of support for CCAP questions or issues. There must be one primary and one secondary staff assigned to perform on-site (first level) assessment and escalation of unresolved questions or issues up to the Bureau of Subsidy Management Policy Unit (second level).
Providers are responsible for receipt and implementation of CCAP updates on 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 training.
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.

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VI. DEPARTMENT RESPONSIBILITIES

All child care providers are required to have all required current, signed, and The Bureau of Subsidy Management will provide technical assistance and training when changes are made to CCAP or upon request.
IDHS will provide updates on system issues, policy and procedure changes, training opportunities and computer requirements.

VII. SUPPORT SERVICES

Support services are provided via training and technical assistance and can be requested by emailing DHS.CCMS-INFO@illinois.gov. An explanation of each support follows.

Training Manager-Training and Technical Assistance
1. Site Administered child care providers who are having difficulties with processing applications, redeterminations, CCMS transfers or other work items, or billing forms can request technical assistance from Subsidy Management's Program Support Unit. Training for new subsidy staff is also available. Requests for training and technical assistance can be made by emailing DHS.CCMS-INFO@illinois.gov
2. Technical assistance and trainings can be scheduled with Site Administered providers on an individual basis. These sessions are scheduled at either the request of the provider or the department and may be conducted in person or through electronic means (tele-nets, webinars, etc.).

B. Technical Assistance - Administrative Support and Operations

The Division of Early Childhood's Office of Operations is responsible for many of the activities involved with the child care contracted providers. Assistance is provided in the following areas:
System Access - Site providers should refer to CCAP Policy Manual (pdf) Section 07.12.01 for instructions to request access to required state computer systems, such as CCMS. Additional support can be requested by emailing support@3520.zendesk.com
System Access - Site Providers should refer to CCAP Policy Manual Section 07.12.01 https://www.dhs.state.il.us/page.aspx?item=118375 for instructions to request access to required state computer systems, such as CCMS. Additional support can be requested by emailing support@3520.zendesk.com
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.
Payment entry - Staff will respond to questions regarding the payment status.
The Office of the Comptroller has provider warrant amounts and contract information located at illinoiscomptroller.gov

VIII. BILLING

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

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IX. PROGRAM MONITORING

Purpose
1. The state CCAP program in Illinois is administered through a system of agents working with the Illinois Department of Human Services to provide a seamless network of child care services. These agents include local government agencies, nonprofit regional Child Care Resource and Referral (CCR&R) agencies, Site Administered Child Care Providers, community child care facilities, and licensed and license exempt center and home childcare providers. These groups are involved in the delivery of services to children and their families, and have a direct impact upon the availability, quality, and affordability of services. Illinois utilizes the federal Child Care Development Fund, state General Revenue Funds (GRF), the federal Temporary Assistance for Needy Families (TANF) Block Grant and the Social Services Block Grant in the operation of its Child Care Program (CCP).
2. The Program Integrity and Quality Assurance Unit of the Bureau of Subsidy Management is charged with the responsibility of monitoring the state Child Care Program. Monitoring is accomplished through the field review of licensed and license exempt center based and group child care home network child care providers and their agents. This includes all Child Care Resource and Referral (CCR&R) agencies, the City of Chicago Department of Family Support Services, and child care facilities contracting with the state to provide services for clients participating in the state Child Care Assistance Program (CCAP). Contracts include administrative services such as those provided by the Child Care Resource and Referral (CCRF&R) agencies, the City of Chicago, and contracted child care Site Providers, as well as the direct provision of child care services performed by licensed childcare center-based providers participating in the Child Care Assistance Program (CCAP).
3. Child care program compliance reviews are primarily accomplished through field reviews in which on-site visits are performed of the administrative and/or direct service agent. Field reviews of administrative only agents such as Child Care Resource and Referral (CCR&R) agencies, the City of Chicago, and licensed home network childcare providers include review in the areas of administrative service provision to providers and clients, client record review for program eligibility compliance and internal controls. Direct service agents' child care facilities are, in addition to the above, reviewed for compliance to licensing standards promulgated by the Illinois Department of Children and Family Services (DCFS).
Child Care Program Field Review Objectives
1. In general, field reviews for compliance monitoring include the review of client files for application and redetermination documentation and timeliness, client eligibility determination, client co-payment processing calculations, payment processing and attendance documentation, termination procedures and timeliness for client cancellations and denials, internal controls, and financial record keeping compliance.
2. The objectives for CCAP compliance monitoring reviews are as follows:
  1. To determine that child care services are being provided in compliance with rules and agreements, as well as efficiency, effectiveness, and economy of the program relative to IDHS.
  2. To ascertain if the determination of program eligibility for client application, redetermination and change reporting is adequately documented, timely, and performed within the guidelines defined in the Child Care Assistance Program (CCAP) Policy Manual (pdf).
  3. To determine if the services billed were delivered, are appropriately documented, and eligible for reimbursement.
  4. To determine if the calculation of client co-payment is correctly figured, and adequately documented.
  5. To determine, for the vouchered (certificate) program, if the child care certificates are reviewed by CCR&R staff for the extent of services billed about the need for care and on a timely basis.
  6. To determine, for the Site Administered Program, if the Monthly Enrollment Report (MER) billing documents adequately reflect the days of eligible care in comparison to client eligibility and attendance record keeping.
  7. To determine, for the certificate program, if the monthly certificate billing documents adequately reflect the days of eligible care in comparison to client eligibility and attendance record keeping.
  8. To determine if cancellation or denial of client eligibility is appropriate, timely, and well documented according to program policy and procedures.
  9. To determine if the direct service staff are periodically evaluated, trained, and knowledgeable, appear to be adequate for the number of children served, and the facilities appear to be safe and operated in a manner conducive to the provision of adequate service delivery in accordance with IDHS and DCFS standards.
  10. To determine if performance under the contract is monitored with respect to service delivery to ensure funds are being expended in accordance with the program budget, and that any changes to the budget are discussed with department staff to ensure that funds are spent appropriately.
Monitoring Procedures
1. Scheduling Reviews: Staff review assignments for the period, which is usually the fiscal year, and contact the assigned provider by telephone. The review will be scheduled at a mutually agreed upon time, but usually is a minimum of two weeks prior to the field review phase unless circumstances are such that the provider specifically requests the review to be conducted sooner or later than the two-week norm. Upon agreement of time and location, a packet, which depending upon the provider type, usually contains the letter of confirmation, the client record request list, the request for copies of forms, an initial interview questionnaire, and a fiscal record request list is mailed to the provider. The review period is normally the most recent month for which services have been paid, as well as the availability of fiscal records. Depending upon the number of clients served, the field phase of the review can take from two days to one week in length. If the review includes multiple sites, CCR&R's, or additional programs, such as Quality Enhancement, additional days will be needed.
2. Field Review: Upon arrival on-site, the monitor will conduct an entrance conference to determine if all client files, as well as the financial records, are available for review. During the conference the questionnaire will be thoroughly reviewed to determine if all questions have been answered, as well as all copies of requested forms have been obtained. Monitors will inquire about all unanswered questions. At this time providers are asked for a copy of their current license, if licensed, or a current letter of exemption from DCFS if they state they are license exempt, with an explanation obtained if the license or letter of exemption is not available or expired. The client file review is conducted for the sample chosen by the monitor. The review entails examination of the files for record documentation to support the services rendered, as well as client eligibility for the period under review. For license exempt center-based providers, only child care attendance records are reviewed. For license exempt center-based providers, child care certificates are checked against attendance records including weekly or monthly classroom reports, as well as sign in and sign out sheets. For the Site Administered Program, Monthly Enrollment Reports (MER) are checked against attendance records, including weekly or monthly classroom reports, as well sign in and sign out sheets. In addition, a tour of the facility is conducted to determine if overall the facility appears to meet health and safety standards and that the provider is adequately staffed. An exit conference is conducted to inform the provider of any general preliminary findings.
3. Reports: Upon completion of the field phase of the review, a draft report is prepared and issued, normally within 30 calendar days from the date of the termination of the review. Exceptional findings involving the input from other agencies, i.e., DCFS may cause additional time to be needed for completion of the report. If the report contains findings for which recommendations are made for corrective action and/or recoupment of overpayments, the provider is given 30 calendar days to respond. If found acceptable, the provider's response is required within 30 calendar days and then will be incorporated into the draft report to finalize it. Providers not responding in the required timeframe will have the report finalized with the notation that the provider refused to respond and further action, including withholding future payments, may be taken. Programs in which exceptional findings were noted may be revisited to ensure that corrective action has been taken to rectify any problems.
4. Monitoring Selection Criteria: To some extent, selection criteria depend upon the type of provider contract. Site and Child Care Resource and Referral (CCR&R) agencies are monitored on a routine basis in rotation every three years. Because of the number and size of the various Site Administered Program Providers, the following criteria is utilized in their selection for review:
  1. Contract amount.
  2. Date of last monitoring review.
  3. On demand by state agency due to problems exhibited in billing, utilization, reporting or other concerns.
  4. Follow up to determine rectification of problems previously identified in monitoring reviews with recommendations for corrective action.

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X. PROGRAM BUDGET

Each fiscal year Site Administered Child Care Providers are required to submit a Funding Request, proposing how the funds provided to them by IDHS will be utilized.

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. 42 USC 9858- 45 CFR Parts 98 and 99; 42USC 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); 225 ILCS 10, et seq., (Child Care Act of 1969); 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.

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XII. Method of Payment

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 that service.
Fixed Rate - A program for which the payments are made based on 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 will use the billing process and forms as detailed in the Program Plan and CCAP Policy Manual (pdf). 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. On a monthly basis the Site Administered providers shall report the following to the Bureau of Subsidy Management:
1. The oldest processing stamp date,
2. The average of working days it takes to finalize (approve, deny, cancel, complete) the determination of applications, redeterminations, and change in information forms,
3. Total working days at which the provider is processing,
4. The count of the applications, redeterminations, and change in information forms received,
5. The count of pending applications, redeterminations, and change of information forms.

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XIV. Special Conditions

Service Period: IDHS reserves the option to specify a service period that is different from the contract. In such instances, service deliverables must be achieved within the period specified in the Program Plan.
Nonwaiver 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.
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.
Eligible Clients: The provider is responsible for ensuring that funds are spent only on individuals eligible for services under the conditions of this Attachment.
Duplications: There will be no payments for duplication of services under this Attachment.
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.
Litigation: In the event the provider or 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.
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 DHS.
Sale of Center: In the event the provider or its parent or related entity sells the child care center, the transaction shall terminate the contract with IDHS. Contracts cannot be transferred to the new owner(s).
Monitoring: In accordance with Article XVI of the Community Services Agreement, IDHS shall monitor the 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 for IDHS' termination of this Agreement.
1. 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.
2. 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.
Meetings: The provider will attend meetings held by IDHS to discuss issues related to IDHS policy, contracting process, or other related activities.
Training: IDHS will provide training to the provider on policy and program requirements; billing process; appeal process; use of IDHS forms; support services; and fiscal monitoring process/expectations. Thereafter, IDHS will provide the provider with technical assistance at the provider's request.
1. The provider will require appropriate program staff to attend IDHS arranged training sessions.
2. The Provider will establish procedures to train new hires on IDHS policy and procedures.
3. The Provider will attend meetings held by IDHS to discuss issues related to IDHS policy, contracting process, or other related activities.
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.
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.
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.

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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 all required Data Sharing Agreements 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.

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