Do the updated eligibility and enrollment policies apply to families currently enrolled in the DC Child Care Subsidy Program or only to new families?
The updated policies apply to families newly applying for child care subsidies or going through a redetermination as of Oct. 1, 2024. Families currently enrolled in the DC Child Care Subsidy Program will not be affected until their next redetermination. If a family was previously found ineligible for child care subsidies prior to Oct. 1, 2024, they may reapply and they will be evaluated for eligibility under the updated policies.
How does the new provider payment policy affect child care providers that enroll families paying for care with child care subsidies?
Starting Oct. 1, 2024, child care providers are paid based on enrollment. This means providers are paid for authorized services for every enrolled child, regardless of attendance, as long as the child care facility is open or has an approved closure. Providers will be reimbursed for children enrolled the prior month. For example, payment for services that occurred in October 2024 will be disbursed in November 2024.
Do providers still need to submit attendance if payments are based on enrollment?
Yes. Even though payments will not be adjusted for child absences, child care providers must still record and submit attendance through the Office of the State Superintendent of Education (OSSE) Attendance Tracking System (OATS) by the first business day of each month for the prior month’s attendance. This helps OSSE understand overall patterns of utilization of services being paid for. OATS deadlines for FY25 are available here.
How many absences are allowed for children participating in the DC Child Care Subsidy Program?
Children are expected to attend child care during the time child care is authorized. Families must notify child care providers in writing if their child is absent from care and provide documentation of excused absences. See Section 7 of the DC Child Care Subsidy Program Policy Manual for a list of excused absences. There is no limit on the number of excused absences a child may have. An unexcused absence is any day(s) that a child is enrolled but not in attendance at the facility on a day that it is open, and the family does not provide documentation of an excused absence. Unexcused absences are limited to 30 consecutive unexcused absences. Providers must record excused and unexcused absences. When a child has 30 consecutive unexcused absences, the provider must send an End of Services Form to the family and mark the child’s attendance as “T” in OATS on the 30th consecutive absence.
Child care providers are required to document at least two attempts to reach the family during the 30 consecutive days of unexcused absences. The documentation must include the date and time, method of communication used (e.g., phone call, email, text message), and the outcome of the contact attempt (e.g., successful contact/voicemail left). Providers should maintain records of these communication attempts in the child’s file for audit or review purposes.
What is the difference between the end of services and termination?
“End of services” means a child no longer receives care at a particular facility. “Termination” means the child is removed from the DC Child Care Subsidy Program. Termination should only occur for specific reasons outlined in Section 10 of the DC Child Care Subsidy Program Manual. When a child is no longer receiving care at a facility due to end of services or termination, the providers should send the family a Notice of End of Services and mark the child as “T” in OATS on their last day of service.
How long can a provider continue serving a family who fails to make their co-payment?
Child care providers set their own rules for co-payments and ending services. Providers should have clear, written guidelines for families about co-payment deadlines, the consequences of non-payment, and when services will end due to non-payment, and should follow their written guidelines and policies in responding to individual family cases.
Can a facility receive payment for a child who "drops in" even if they aren’t assigned to that facility or have temporarily ended services?
Providers are only paid for the subsidized child care services assigned to a child at the time of attendance. However, as an independent business, you may offer private-pay arrangements for drop-in services or for children who aren’t assigned to your facility or that have temporarily ended services.
Does the earned income exclusion for employees of child development facilities licensed by OSSE apply to all staff or just teachers?
The exclusion applies to all employees of the facility. Earned income from verified employment at a child development facility licensed by OSSE, or from operating a child development home, will be exempt from countable income.
Does this mean that all individuals employed by an OSSE licensed child development facility are eligible for subsidies?
No. Individuals employed by an OSSE licensed child development facility are not automatically eligible for child care subsidies. To qualify, applicants working at a licensed child development facility must be DC residents, any additional household income (earned outside of the facility) must be below 300 percent of the Federal Poverty Level (FPL), and the applicant and children must meet all other applicable eligibility requirements.
For more information, Level I providers should contact [email protected] or call (202) 727-3557.