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 can families apply for child care subsidies at Level II providers?

There are multiple ways to apply for the DC Child Care Subsidy Program with a Level II provider. Families may choose to apply via the method that best works for them.

Options for where and how to apply for child care subsidies include:

• Online: Click this link to submit an application. After a family submits an application, they will receive an email notification acknowledging receipt. The Office of the State Superintendent of Education (OSSE) will assign applicable applications to Level II providers. Level II providers will review the application and follow up with the family if any required documentation is missing. Complete applications will be reviewed for eligibility.
• In person at a Level II child care provider facility: Families can visit a facility that is authorized to complete the child care subsidy intake process. Families who complete the application process at a Level II child care provider facility must enroll their child at that facility. Families who wish to apply in person are encouraged to print and complete the application found here in advance of their visit. Free printing services are available at DC Public Libraries with a library card.

Families experiencing certain circumstances may not apply directly to a Level II provider and must apply online or in person at the Department of Human Services (DHS). These include:

• families in need of child care services during non-traditional hours (e.g., child care services provided outside the hours of 7 a.m.-6 p.m. Monday through Friday, including early morning, evening, overnight and weekend child care);
• families who want to enroll multiple children with different child care providers (e.g., an infant in a child development home and a school-aged child with an out of school time provider) and
• families who want to enroll with an in-home care provider (e.g., care provided in the home where the child lives).

In addition, families experiencing homelessness must apply in-person at the Virginia Williams Family Resource Center.

Do applicants in the TANF or SNAP E&T programs need to apply in person at DHS?

Applicants who participate in the Temporary Assistance for Needy Families (TANF) program or the Supplemental Nutrition Assistance Program Employment & Training (SNAP E&T) program may apply in person at DHS, at a Level II provider, or online.

Are applicants required to participate in an interview as part of the DC Child Care Subsidy Program application process?

No. Applicants are not required to participate in an interview as part of the application process. Eligibility workers may reach out to applicants to request additional information after reviewing the initial application.

Do applicants need to participate in work, training, or other qualifying activities for a minimum of 20 hours to be eligible for child care subsidies?

No. While applicants must participate in work, training, education, or another qualifying activity, there is not a minimum hour requirement to be eligible for child care subsidies.

What special circumstances qualify a child for child care subsidies without requiring their parent or guardian to participate in work or other qualifying activities?

Under the following circumstances, a child qualifies for child care subsidies regardless of the parent or guardian’s participation in work or another qualifying activity:

• Children under protective services, including those under court supervision or the DC Child and Family Services Agency (CFSA) supervision, in foster care, or with parents in CFSA custody;
• Children with disabilities;
• Children of adults with a disability;
• Children enrolled in Head Start, Early Head Start, or the Quality Improvement Network (QIN);
• Children in families experiencing homelessness;
• Children of teen parents;
• Children of elder caregivers;
• Children in families experiencing domestic or family violence; or
• Children with a parent(s) or guardian(s) in addiction recovery programs.

Is the SNAP E&T eligibility classification applicable for SNAP recipients?

No, the SNAP E&T eligibility classification is exclusively for participants in the SNAP E&T program.

Which eligibility classification and payment code should be assigned when an applicant meets multiple qualifying needs or activities?

Children who meet the criteria for multiple eligibility classifications should first be assigned the least restrictive classification, prioritizing the one requiring the fewest documents. However, if the family also qualifies under the TANF category, the eligibility payment codes should include TANF as well.

Do families need to provide documents proving their child’s citizenship or immigration status?

It depends. Families do not need to provide documentation of citizenship/immigration status for children participating in QIN or the Pre-Kindergarten Enhancement and Expansion Program (PKEEP). All other children need documents of citizenship/immigration to be determined eligible for the DC Child Care Subsidy Program.

What types of documentation are accepted for applications?

Documentation may be original, legible copies, or electronic copies. Accepted documents must be current or dated within 45 calendar days of the application.

What should families that speak a language other than English do if they have questions, require support or need to provide a document(s) in a language other than English?

The application for families is available in multiple languages. It can be completed online or printed and brought to a DHS service center. Families may call DHS at (202) 727-0284 and request an interpreter. Families that visit DHS in person may point to their language on the Language Line Services poster to request interpretation.

How many pay statements do working families need to submit to demonstrate earnings?

Working families are required to submit only one pay statement to demonstrate earnings. However, they may choose to provide two or more statements from the preceding six months if the most recent statement does not accurately reflect their regular income (e.g., due to unusual overtime or additional pay).

What income is counted for the DC Child Care Subsidy Program?

The following are countable income:

• Gross salaries or wages, including regularly received commissions and tips;
• Net income from self-employment, independent contract work, freelancing, or gig work (business expenses may be deducted);
• Regular cash income from dividends, interest, net rental income, estates, trusts and royalties;
• Educational grants specifically designated for living expenses;
• Pension and retirement benefits, including distributions from government pensions, military pensions, IRAs, or 401(k) plans; and
• Alimony payments.

What income is not counted?

Any source of income not included in the definition of countable income will be considered exempt income. In addition, eligibility workers will exclude any income earned from employment in a licensed child development facility or from operating a licensed child development home once they have verified the applicant’s employment in a facility licensed by OSSE.

Are there any allowable deductions?

Yes, eligibility workers should deduct:

• Child support payments made by a parent in the household for their children in another household; and
• Business expenses for self-employed applicants with acceptable documentation.

Does a family need to show that they are paying DC taxes?

No. Applicants are required to show proof of income (if applicable) and DC residency, but do not need to provide documentation of paid taxes. Additional documents to verify DC residency can be found in Section 3.2.5 of the DC Child Care Subsidy Program Manual on osse.dc.gov/subsidy.

Do I need to calculate a family’s income if their co-pay will be waived?

Income requirements are waived for some, but not all need classifications. Families that are waived of the co-payment requirement but are NOT waived of income requirements and must still have income calculated for the purposes of income eligibility determination, and the income calculation must be entered accurately in.

How is income calculated for families where a parent/guardian works in a child development facility licensed by OSSE?

Eligibility workers shall exclude any income earned from verified employment in a child development facility licensed by OSSE, or from operating an OSSE-licensed child development home by an individual who is the holder of the license from OSSE. This exclusion applies to all employees of the child development facility, not just teachers.

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.

What happens if a family adds a new child in their household?

A family that adds a new child to their household may add a new child to their family case without an eligibility redetermination. Families do not need to submit new income or qualifying activity information. They will need to submit proof of the legal relationship and the child's age. Since the family size increases, the family’s co-payment may decrease.

Does adding a new child to a family case affect the other children’s eligibility period?

Yes. Every child is eligible for at least 12 months of care. When a new child is added to a family’s case, the redetermination date for all other children in the household unit will be extended such that all children in the household have the same redetermination date. The new eligibility redetermination date for the family will be at least 12 months after the new child was added.

What documents are required for the redetermination of child care subsidies?

• All families must provide the following documents for redetermination:
• Proof of income earned during the last 45 days (unless exempt);
• Proof of DC residency;
• Proof of the qualifying need category; and
• Proof of any changes from what was reported in the initial application, including:
  • Changes in family size; and
  • Changes in custody arrangements.

Under what circumstances will subsidized child care services be terminated?

A child will be terminated from the DC Child Care Subsidy Program under the following circumstances:

• A child is confirmed to no longer be a resident of DC;
  • In this circumstance, a termination notice will be issued, effective immediately.
• A child’s family income exceeds 85 percent of the State Median Income (SMI) for more than 90 calendar days;
  • In this circumstance, a termination notice will be issued, effective immediately.
• A child turns 14 years old, or 20 years old if the child has a disability;
  • In this circumstance, a termination notice will be issued, effective immediately.
• Fraudulent behavior is confirmed through investigation (see Section 12 of the DC Child Care Subsidy Program Policy Manual for more information);
  • In this circumstance, a termination notice will be issued, effective immediately, and the individual may be permanently barred from receiving child care subsidy through the Child Care Subsidy Program.
• A family fails to complete an eligibility redetermination, including failure to provide the required supporting documentation;
  • In this circumstance, a termination notice will be issued, and services will terminate 30 calendar days after the notice.

Can a family dispute their child’s termination from the DC Child Care Subsidy Program?

Yes. Families have the right to appeal decisions related to a child care subsidy determination. More information on the appeal process can be found in Section 11 (page 37) of the DC Child Care Subsidy Program Policy Manual.

Previously authorized services and payment for child care may be continued in the original amount without interruption until a final appeal decision is rendered. For individuals disputing an initial application denial, services will not be provided until an appeal decision is issued.

After a decision is made, the Office of Administrative Hearings (OAH) must notify the applicant in writing of the decision. All appeal decisions made by the OAH are final.

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 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. A child may not have more than 30 consecutive unexcused absences and remain in the child care subsidy program. Providers must record excused and unexcused absences. When a child has 30 consecutive unexcused absences, the provider must also send an End of Services Form to the family and mark the child’s attendance as “T” in OATS on the 30th consecutive absences.

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 termination and the end of services?

“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. In all other cases, eligibility workers should end services in the Subsidy Eligibility and Assignment (SEA) application 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.

For more information, Level II providers should contact [email protected] or call (202) 727-3557.