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Kentucky Child Care Maximum Payment Rate Chart

The DCC-300, Kentucky Child Care Maximum Payment Rate Chart, details by county the max rate the state can pay per child based upon license type and age of the child. Rates are based on a full day, which is defined as care five (5) to eighteen (18) hours per day, or a part-day, which is defined as less than five (5) hours of care per day.   

The state of Kentucky does not mandate the rates a provider can charge.  Each provider can consult the DCC-300 when setting their rates but ultimately, may charge more or less than these rates.

Licensed or Certified Provider Agreement Form

Providers are encouraged to complete a DCC-94B, Licensed or Certified Provider Agreement Form, yearly.  The DCC- 94B allows providers to make any billing changes that may affect their CCAP payments. 

Incentive/Special Rates

Child Care centers may receive Incentive / Special Rates.  This includes an extra $5 per day for accredited centers; $10 per day for non-traditional hours of operation, and $5 per day for special needs child care. Incentive/Special Rates (if applicable) are added at the time of payment through the KICCS system and are not reflected on the State Max Rate DCC-300. These incentive/special rate increases go into effect on 8/1/22.

Family Responsibilities

Payment Rate Codes

Payment rates are determined by the age of the child.

Age	KICCS Code
Birth through 12 months	Infant 1 (IN-1)
1 to 2nd birthday	Toddler 1 (TD-1)
2 to 3rd birthday	Toddler 2 (TD-2)
3 to 4th birthday	Preschool 1 (PS-1)
4 to 5th birthday	Preschool 2 (PS-2)
5 to 6th birthday	Preschool 3 (PS-3)
6 to 8th birthday	School-age 1 (SA-1)
8 to 13th birthday	School-age 2 (SA-2)
13 to 19th birthday	School age 3 (SA-3)

Schedules

There are three types of child care enrollment schedules.

All school-age children need to be on a School Schedule unless they attend the child care center 5 or more hours per day.  If a school-age child attends 5 or more hours and is on a Regular schedule, then on the PBF each month the provider should leave a note in the Provider’s Note box indicating the child attends 5 or more hours per day.  As a reminder, per Federal Guidelines, CCAP funds cannot be used to pay for a child who attends school virtually if the school district offers in-person classroom instruction.

The regular schedule and the school schedule are prefilled with codes on the PBF.

A flex schedule does NOT have the care schedule prefilled on the PBF because it is flexible and needs to be filled in by the provider per the child’s actual attendance. If a flex schedule is not coded by the provider upon submitting the PBF then payments cannot be made.

Notice of Change Certificate

Providers will receive the DCC-94 Notice of Change Child Care Service Agreement, if the copay increases/decreases, the child’s care schedule changes, or if any rate information changes.

No signatures are required, this is for information and record-keeping purposes only.

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 through the provider portal 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.

Before signing the certificate

If any of the information on the certificate is incorrect, DO NOT sign and return the certificate. When both parties sign and return the certificate, this means they are BOTH agreeing to the information on the certificate. It is the parent’s responsibility to contact Family Support for corrections to the certificate. 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 to make sure the certificate is returned.

DCC-97 Provider Billing Form

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. Changing the enrollment from pending to active will signal to the system to send out a DCC-117, Enrollment Approval Notice to the provider.

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 number of pages faxed, 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) and a DCC 117 Provider Enrollment Approval Notice has been received.

Parent Copay

The parent is responsible for paying the family copay on a weekly basis.  It is important to not allow parents to fall behind in their copayment.  When a parent makes a request to change their child care provider enrollment, a ten (10) day notice (DCC-94C) is given to the current provider to ensure collection of any outstanding copayments.  This ten (10) day notice is built into the provider change process to protect the current provider and allow them time to collect any monies owed. 

CCAP Payments

There are 2 requirements that must be completed before a child care provider can receive a CCAP payment.

If approved for CCAP, the parent receives an approval notice, DCC-94.1 Child Care Approval Notice. This notice details the start date of approval, the eligible children, and the copay amount.

An approval notice does not mean enrollment has been added to the case. It means that enrollment CAN be added. A CCAP case can be approved but not have an enrollment added which prevents the provider from being paid.  

It is the parent’s responsibility to communicate their child care provider choice, start date, and needed care schedule with the Family Support office.  They can do this during the application process, report online in the KYNECT portal, or contact the Family Support office.

Once Family Support receives this information, they will enter it into the system generating the enrollment certificate.

Provider Portal for Billing Submissions

Providers are advised to open a Kentucky Integrated Child Care System (KICCS) Provider Portal account through the Kentucky Online Gateway (KOG) system.

Access to the Provider Portal is necessary for many actions required by licensing and makes submitting CCAP Provider Billing Forms easier.

The purpose of the Child Care Assistance Program (CCAP) is to assist families in accessing and obtaining quality child care.  CCAP funds are used to assist families with the cost of child care through payment of full or partial costs. Eligibility for CCAP is based upon the family’s gross monthly income, family size, and ability to meet all technical eligibility requirements.

Who is eligible to receive Child Care Assistance?

What happens during the Application Interview?

During the CCAP application interview, Family Support staff will:

How are Applications Approved?

The client must meet all technical eligibility requirements established by DCC to receive services. A case will be approved or denied within (30) days.

If the parent does not have all verifications at the time of the interview, the case will remain in a pending status for thirty (30) days to allow the parent time to return the paperwork. If verifications are not returned within thirty (30) days, the case will automatically deny.

If the application is approved for benefits, the certification is valid for twelve (12) months if the family continues to meet the technical eligibility requirements of the program.

What about Job Search approvals?

What’s Transitional Child Care/TCC?

CCAP families that are discontinued due to combined household incomes exceeding 85% State Median Income/SMI at case change and recertification are eligible for Transitional Child Care/TCC. This is an additional CCAP benefit period.

What this means for you as a provider:

• The co-payments are always zero ($0).
• The reduced rate is calculated at 50% of the Provider Subsidized Rate or the State Max Rate (whichever is lower). Example: If the State Max Rate for the child’s care level is $20, during the TCC period, the rate paid by the state would be $10.
• The family is responsible for any overages charged by your center.
• You will receive a DCC-94 – Notice of Change that outlines the new reimbursement rate and end date for each child. This will serve as your notice of eligibility discontinuance.
• Parents will also receive a Notice of Change showing the new rates being paid by CHFS.

Normal billing procedures will be followed. The adjusted rate will be reflected on the Remittance Report.

What are Grace Periods?

Grace periods are only applied to cases with active eligibility that have a break in the work, education, and training, or SNAP E&T requirement for circumstances such as maternity/medical leave, a loss of job, or reduction of hours in the eligible activity.

Grace periods will NEVER extend past the original 12-month recertification date. If the issue has not been resolved by the end of the grace period, the case will discontinue. 

What are the Application Income Eligibility Requirements?

When a family applies for CCAP benefits, the countable monthly household income must be less than or equal to 85% of the State Median Income, SMI. At reported case changes and yearly recertification, families previously approved for CCAP benefits remain eligible if their countable monthly household income is less than or equal to 85% of the State Median Income level per month. (See table below).

Families will be assessed at 85% SMI at application, case change and renewal.

Family Size	85% of State Median Income per month
2	$3743
3	$4623
4	$5504
5	$6384
6	$7265
7	$7430
8	$7595
Over 8	Add $166 for each additional family member

How do CCAP Renewal Interviews work?

CCAP is a public assistance program designed to assist families with the cost of child care. Therefore, the CCAP case is the parent’s responsibility from the date of application until the date the case discontinues. At least forty-five (45) days before the end of a certification period, a DCC-90F Notice of Renewal Interview is mailed to the family, giving them time to begin the recertification process. Ways to renew:

The letter details what they need to bring to their appointment to ensure the case can be approved as quickly as possible. Same-day approval is only available if all required documentation is provided on the day the parent is in the office.

During the renewal interview, the DCBS Family Support worker informs the parent about responsibilities as a CCAP recipient:

How do parents report a change in status?

The parent is responsible for reporting changes to the DCBS Family Support office within ten (10) days. Reported changes may affect the continued eligibility for CCAP and include:

The parent may report changes by:

Please complete the form below. If you mark “no” credit for completion of this course WILL NOT be added to your ECE-TRIS professional development record.

Your individual training record in ECE-TRIS will be updated within 10 days with the course credit. ECE-TRIS is a training registry for early care and education providers and gives you 24/7 access to your professional learning record: https://tris.eku.edu/ece.

*** Please note: The only REQUIRED fields to verify information are Birthdate, and last 4 digits of your Social Security Number. Feel free to skip the rest if your information in ECE-TRIS is up to date. If you need to update information in ECE-TRIS, fill out those fields here.

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Glossary

What’s that abbreviation stand for again? Here’s a list for you.

• CCAP – Child Care Assistance Program
• DCC – Division of Child Care 
• DRCC – Division of Regulated Child Care
• FPG – Federal Poverty Guidelines
• IEES – Integrated Electronic Eligibility System
• IPV – Intentional Program Violation
• KICCS – Kentucky Integrated Child Care System
• KOG – Kentucky Online Gateway
• KTAP – Kentucky Transitional Assistance Program
• PBF – Provider Billing Form
• PPA – Pay Period Adjustments
• SMI –  State Median Income

Lions and Tigers and Forms, Oh My!

(List of all the mentioned forms in the course)

• DCC-93 Authorization for Electronic Deposit form
• DCC-94 Child Care Service Agreement and Certificate
• DCC-94.1 Child Care Change Notice
• DCC-94B Licensed or Certified Provider Agreement Form
• DCC-94C Provider Notification Letter
• DCC-94E Child Care Daily Attendance Record
• DCC-97 Provider Billing Form
• DCC-97 Remittance Report
• DCC-300 Kentucky Child Care Maximum Payment Rate Chart

The Division of Child Care (DCC), Child Care Assistance Program (CCAP), Claims Section is responsible for childcare provider claims. All references to the claims policies and procedures are found in 922 KAR 2:020.

What is a claim?

Claims result from an improper payment.  The purpose of a claim is to collect the amount that was overpaid. Overpayment results from an action or inaction on the part of the child care provider, including failure to report a change in circumstance in accordance with 922 KAR 2:160, Section 11 or an agency error that provided the child care provider with an overpayment. (922 KAR 2:020, Section 2).

Reasons for claim establishment

• Falsification of information on DCC-94E Child Care Daily Attendance Record shall lead to a claim. All child care providers (licensed, certified and registered) are responsible for reporting the attendance of each child who receives CCAP. The attendance is reported on the regulated DCC-94E form (922 KAR 2:160).
• Falsification of information reported on the DCC-97 Child Care Provider Billing Form (PBF) shall result in a claim. Child care providers submit payment for CCAP using the Provider Billing Form; DCC-97.

Claim Determination can be made by, but not limited to:

• Auditing of the DCC-94E for fraudulent activity or erroneous errors. 
• Attendance reported on the 94E form that should be recorded legibly each time the child arrives and each time the child departs the provider’s care and signed by the parent or applicant for the child served by CCAP (922 KAR 2:160).  The 94E forms should be consistent with the billing forms/KICCS.
• DCC-94E inconsistencies such as:
  • Days billed, but not reflected on the 94E,
• Arrival and departure times for each child not recorded on the State approved the regulated DCC-94E, Child Care Daily Attendance Record, and
  • Missing legible parent weekly signatures and/or no provider signature at the bottom of the DCC-94E.

Notification from the Billing Team

• The CCAP Billing section notifies the claims section of payment errors. 
• Child Care providers may contact the billing section when they discover inadvertent payment errors. “Inadvertent error claim” means an overpayment resulting from misunderstanding or unintended error on the part of a recipient or a child care provider (922 KAR 2:020).

Random selection of Child Care Providers’ Attendance Report

• Every month a CCAP attendance report is generated through the state-approved child care eligibility system which, generates lists of active child care providers requesting payment for CCAP children’s attendance. A random audit of attendance records is completed for child care providers from this report.

OIG Referral Line

• If the cabinet has sufficient documentary evidence to confirm that a recipient or child care provider has committed an Intentional Program Violation (IPV), the cabinet shall refer the case to the cabinet’s Office of Inspector General (OIG) for investigation or referral for prosecution if warranted by the facts of the case  (922 KAR 2:020).
• “Intentional Program Violation” or “IPV” means a CCAP recipient or child care provider has intentionally: (a) Made a false or misleading statement; or (b) Misrepresented, concealed, or withheld facts”).

Remittance Statements

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Remittance statements are available the day after the Provider Billing Form has been processed by Payment staff.

Portal users can print their remittance statement from the Provider Portal after the PBF has been processed. Each Monday, DCC will print and mail non-portal users the remittance statement for payments processed the prior week. 

The remittance statement provides:

• Detailed payment amount for each child
• Allows the provider to review the information and determine if the payment amounts are correct

In the event of incorrect payments, the provider must contact CCAPProviderPayments@ky.gov within ninety (90) calendar days after the month care was provided.  Kentucky Administrative Regulations state that payment adjustments will not be made ninety (90) calendar days after the month care was provided. 

Prior Period Adjustments (PPA)

A Prior Period Adjustment (PPA) is the process used by DCC billing staff, under certain circumstances, to correct a billing issue.  A PPA can only be used if the child has received payments in previous months.  Per Kentucky Administrative Regulations, (922.KAR 2:160, 17(g)) payments or adjustments cannot be made to the payment ninety (90) days after the month care was provided. 

Enrollment Fees

Enrollment fees can be paid for KTAP or Child Care Protection cases approved by DCBS Family Support or DCBS Protection and Permanency. Enrollment fees are only paid for these two groups of recipients. 

The enrollment fee must be requested by the provider in writing to CCAPProviderPayments@ky.gov. Include the child’s name, case number, and the amount being requested.  Enrollment fees can only be paid once in a 12-month period and are limited to a family amount of $100 per year.

Common Questions

A DCC-94E Child Care Daily Attendance Record is required for all providers (licensed, certified, and registered).

Each child’s name needs to be listed legibly on attendance records exactly as listed on the Provider Billing Form and certificate.

The parent, guardian, or authorized representative needs to record the actual time the child arrives and departs daily and initial. DO NOT record this information in advance.

To verify the accuracy of attendance, the parent/guardian, or authorized representative must sign the form at the end of each week.

If the parent, guardian, or authorized representative fails to initial in and out or sign at the end of the week funds may be recouped.

The PBF and sign-in and sign-out sheets should be compared to ensure the child’s attendance, absences, and holidays have been recorded and billed correctly. The DCC-94E Child Care Daily Attendance Record must be kept for 5 years for each child.

If the child’s enrollment is being discontinued for any reason during the 12-month certification period (before the end date on the certificate), a DCC-94C Provider Notification Letter will be generated. A DCC-94C will be sent to the provider if a CCAP case ends because of a change in the case, making the family ineligible.

If the CCAP case does not have any changes that affect the end date of the 12-month eligibility period, the end date on the certificate serves as the provider’s notice of discontinuance. The effective date on the DCC-94C is the first day of non-payment.

Due to confidentiality, DCBS and DCC staff are not able to communicate the reason for the discontinuance with providers. Staff may only discuss the information that is on the certificate. Any other concerns or questions will require the parent to contact DCBS Family Support.

Kentucky Child Care Maximum Payment Rate Chart

The DCC-300, Kentucky Child Care Maximum Payment Rate Chart, details by county the max rate the state can pay per child based upon license type and age of the child. Rates are based on a full day, which is defined as care five (5) to eighteen (18) hours per day, or a part-day, which is defined as less than five (5) hours of care per day.   

The state of Kentucky does not mandate the rates a provider can charge.  Each provider can consult the DCC-300 when setting their rates but ultimately, may charge more or less than these rates.

Licensed or Certified Provider Agreement Form

Providers are encouraged to complete a DCC-94B, Licensed or Certified Provider Agreement Form, yearly.  The DCC- 94B allows providers to make any billing changes that may affect their CCAP payments. 

Incentive/Special Rates

Child Care centers may receive Incentive / Special Rates.  This includes an extra $2 per day for accredited centers; $1 per day for non-traditional hours of operation, and $1 per day for special needs child care.  Incentive/Special Rates (if applicable) are added at the time of payment through the KICCS system and are not reflected on the State Max Rate DCC-300. 

Family Responsibilities

Payment Rate Codes

Payment rates are determined by the age of the child.

Age	KICCS Code
Birth through 12 months	Infant 1 (IN-1)
1 to 2nd birthday	Toddler 1 (TD-1)
2 to 3rd birthday	Toddler 2 (TD-2)
3 to 4th birthday	Preschool 1 (PS-1)
4 to 5th birthday	Preschool 2 (PS-2)
5 to 6th birthday	Preschool 3 (PS-3)
6 to 8th birthday	School-age 1 (SA-1)
8 to 13th birthday	School-age 2 (SA-2)
13 to 19th birthday	School age 3 (SA-3)

Schedules

There are three types of child care enrollment schedules.

All school-age children need to be on a School Schedule unless they attend the child care center 5 or more hours per day.  If a school-age child attends 5 or more hours and is on a Regular schedule, then on the PBF each month the provider should leave a note in the Provider’s Note box indicating the child attends 5 or more hours per day.  As a reminder, per Federal Guidelines, CCAP funds cannot be used to pay for a child who attends school virtually if the school district offers in-person classroom instruction.

The regular schedule and the school schedule are prefilled with codes on the PBF.

A flex schedule is not prefilled because it varies, and the provider must code it for the days the child attends. If a flex schedule is not coded by the provider upon submitting the PBF then payments cannot be made.

Notice of Change Certificate

Providers will receive the DCC-94 Notice of Change Child Care Service Agreement, if the copay increases, decreases or if the child’s care schedule is changing.

No signatures are required, this is for record-keeping purposes only.

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.

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Before signing the certificate

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.

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• 

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.

Parent Copay

The parent is responsible for paying the family copay on a weekly basis.  It is important to not allow parents to fall behind in their copayment.  When a parent makes a request to change their child care provider enrollment, a ten (10) day notice (DCC-94C) is given to the current provider to ensure collection of any outstanding copayments.  This ten (10) day notice is built into the provider change process to protect the current provider and allow them time to collect any monies owed. 

CCAP Payments

There are 2 requirements that must be completed before a child care provider can receive a CCAP payment.

If approved for CCAP, the parent receives an approval notice, DCC-94.1 Child Care Approval Notice. This notice details the start date of approval, the eligible children, and the copay amount.

An approval notice does not mean enrollment has been added to the case. It means that enrollment CAN be added. A CCAP case can be approved but not have an enrollment added which prevents the provider from being paid.  

It is the parent’s responsibility to communicate their child care provider choice, start date, and needed care schedule with the Family Support office.  They can do this during the application process, report online in the KYNECT portal, or contact the Family Support office.

Once Family Support receives this information, they will enter it into the system generating the enrollment certificate.

Provider Portal for Billing Submissions

Providers are advised to open a Kentucky Integrated Child Care System (KICCS) Provider Portal account through the Kentucky Online Gateway (KOG) system.

Access to the Provider Portal is necessary for many actions required by licensing and makes submitting CCAP Provider Billing Forms easier.

Please complete the form below. If you mark “no” credit for completion of this course WILL NOT be added to your ECE-TRIS professional development record.

Your individual training record in ECE-TRIS will be updated within 10 days with the course credit. ECE-TRIS is a training registry for early care and education providers and gives you 24/7 access to your professional learning record: https://tris.eku.edu/ece.

*** Please note: The only REQUIRED fields to verify information are Birthdate, and last 4 digits of your Social Security Number. Feel free to skip the rest if your information in ECE-TRIS is up to date. If you need to update information in ECE-TRIS, fill out those fields here.

• Cost principles
• Allowability of costs 
• Ensuring compliance 
• Council budget requirements 
• Allocation of staff expenses 

1. Examine cost principles, including standards for allowability and cost accounting treatment.

2. Describe tests related to the allowability of costs: reasonable, allocable, consistent, conforming.

3. Identify methods to ensure compliance with cost allowance guidelines.

4. State how council budgets are categorized and proportioned.

Designated State Agency (DSA) staff, Council Staff, and any sub-recipients must ensure that federal and non-federal (match) funds are used for allowable costs to comply with funding requirements.

(!) NOTE: The term “sub-recipients” refers to entities awarded funding by the Council.

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