When child care enrollment is added to an approved CCAP case, a DCC-94 Child Care Service Agreement and Certificate will be sent to the parent and the provider IF the parent granted Provider Portal access during the interview process. The DCC-94 (Certificate) shows the child’s pending enrollment, along with other valuable information.
Please review certificates for:
- Child’s schedule
- State reimbursement rate
- Provider payment
- Family copay
- Start and end date of enrollment
Before signing the certificate
Before signing the certificate, discuss with the Parent:
• Enrollment start/end date
• Enrollment schedule
• Copay amount to be paid weekly
• Overage amounts (difference between the State Max Rate and what the center charges daily. Overages are not printed on the form as they are unique to each child care center)
Please make sure the start date and the child’s schedule are correct before signing the certificate. Signatures mean both parties agree that the information printed on the certificate is accurate and correct. If the information is incorrect, do NOT sign the certificate. It is the parent’s responsibility to contact Family Support for corrections. DCC/CCAP staff cannot correct a certificate.
The certificate must be signed (not electronically) by the provider and client and returned to DCBS Family Support or uploaded to the Provider Portal within ten (10) calendar days of being generated. Payments cannot be made until the signed certificate is returned. It is the responsibility of the parent and the provider to make sure the certificate is returned.
DCC-97 Provider Billing Form
In order to receive a DCC-97 Provider Billing Form (PBF), or for a child to show up on a PBF in the portal, the DCC-94 Service Agreement and Certificate must be signed by the provider and parent then returned to the DCBS office or provider portal within ten (10) calendar days. Once returned a Family Support worker will change the enrollment from pending to active in the system.
Return the ENTIRE 3-page Certificate by:
*Keeping a copy of all pages of the certificate for the provider’s records is useful if the certificate is lost in the mail or not all pages are received through the fax. Retaining a copy of the fax transmission sheet to guarantee the date and time faxed is also advisable.
Allowing children to begin receiving care without a signed certificate is a business decision the provider may make. Please remember, CCAP payments are not guaranteed until a certificate has been signed, returned to the DCBS office, and entered into the system which completes the enrollment process.
What happens if the DCC-94 Service Agreement and Certificate is not returned within ten (10) calendar days?
If the 3-page certificate is not signed and returned on time, CCAP payments cannot be made and may be denied for the time the child was in care. The parent will be sent a DCC-118 Child Care Reminder Notice to notify them the certificate has not been returned, that payment will not be made, and that a new provider needs to be chosen within ten (10) calendar days.
This form gives a due date of 10 additional days, and states if the certificate is not received in the next 10 additional days, the enrollment will be denied, and the parent will be responsible for any charges incurred.
If a certificate is not returned and the enrollment denies out, then a DCC-119 Child Care Certificate Denial Notice will be sent to the provider on the 20th day alerting them that the enrollment was denied. (This form will begin being used in the future. Watch the DCClistserv messaging system for more details.)
If all 3 pages of a signed certificate are not returned on time, per policy, the enrollment is added back into the system with the date the untimely certificate is received by the Family Support office. KY Administrative Regulations, KAR 922.2:160.17(1)3(g), state that payment adjustments will not be made ninety (90) calendar days after the month care was provided.
What happens when the DCC-94 Service Agreement and Certificate is returned?
When the DCC-94 is returned and all 3 pages are signed, the enrollment is marked as active in the system by DCBS Family Support.
The day after the enrollment is marked active, a DCC-117 Enrollment Approval Notice is sent to the provider through the Provider Portal or via mail. This notice alerts the provider that the enrollment is now approved and ready for payments to begin.
If more than one child in the family is receiving CCAP, it is important to check for all children’s names on the DCC-117. If all children are not listed, not all enrollments were marked active.
If a certificate is returned and the provider doesn’t receive the DCC-117 in a few days or not all children are listed, the provider can contact CCAPProviderPayments@ky.gov