A Remittance statement serves as a detailed receipt for CCAP payments. Remittance statements are available the day after the PBF 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. It is advised to print the remittance statement and keep for your records for tax and bookkeeping purposes. DCC is unable to print and send remittance statements for the year as they are made available to each provider.
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.
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.
90
Days
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.
1
Time
12
Months
$100
per family/year
Overages vs Copays
Overages vs Copays
An overage and a copay are 2 very different things. An overage occurs when the provider charges more than the State Max rate for the area. For example, a provider charges $30 per day but the State Max Rate is $25 per day. This means there is a $5 per day overage that the parent is responsible for in addition to the assessed copay found on the child care certificate. The copay is assessed and assigned to the family during the eligibility process and printed on the CCAP certificate. DCC doesn’t become involved with overages. An overage would be unique to each center and is a business responsibility of the provider. DCC is also not involved in the process of collecting the copay. It is the provider’s financial responsibility as a business owner to maintain the overage and copay collection.
Overage Calculation Example
If a provider charges $50 per day for an infant and the State Max Rate is $40 per day, there is an overage of $10 per day. CCAP/CHFS pays $40 per day and the parent pays the overage of $10 per day to equal $50 per day. ($40+$10=$50)
If the provider charges $50 for an infant and the family has a $5 copay, and the State Max Rate is $40 then CCAP/CHFS pays $35 per day and the parent pays the $5 per day copay and the $10 per day overage for a daily parent responsibility of $15 per day. ($35 + $5 +$10 =$50)
Tax Details
DCC doesn’t provide a 1099 for taxes. The Kentucky Finance & Administration Cabinet/ Department of Revenue send out 1099’s yearly. DCC is unable to print or reissue a 1099.
An intercept may occur on a CCAP reimbursement payment if funds are owed to another state agency. Generally, this applies to back taxes, educational loan defaults, or back child support owed. DCC is not involved in the intercept and cannot offer any details, except the amount that was intercepted. Questions may be directed to:
Case number (If you do not have a case number, then the parent and child’s first and last name )
A brief description of the issue
Are children re-enrolled at yearly certification?
Anytime an enrollment ends, especially at the yearly recertification, Family Support does not automatically re-enroll children with the previous provider. The parent must notify Family Support of their provider choice each year.
What should I do if a child is not on the Provider Billing Form?
If a child is not on the PBF then the provider, should:
check the end date on the current certificate
check Provider Portal records for a DCC-94C sent as notification the enrollment was ending
The DCC-97, Provider Billing Forms (PBF) are available on the first day of each month to cover the prior month’s CCAP enrollments.
Providers who use the KICCS Provider Portal can access and submit their billing electronically.
Providers who do not use the Provider Portal access will receive their paper PBF in the mail. Paper PBFs are mailed out on the first business day of each month. Paper PBFs may be returned to DCC via email at CCAPProviderPayments@ky.gov, mailed using the address on the form, or faxed to (502) 564-3464.
The form below is a blank paper DCC-97 form. Once generated and ready to mail, the form would include the children’s names and care schedule from the current certificate prefilled on the ‘Scheduled’ line.
Click to view larger
Provider Portal PBF
The portal PBF below is filled out for May 2022 and is available to be submitted by the provider on June 1, 2022. The child’s care schedule from the DCC-94 certificate is prefilled on the ‘Scheduled’ line. The PBF shows the Care Level for the child which is determined by the child’s age and may change during the month if the birthday falls during that month. The Codes being paid either from the prefilled schedule, the provider exception line or both. The count which is the number of days being paid for each code. The Rate the provider charges per day for that care level and the copay rate. The form also has the daily calendar for billing for each day the child is scheduled to attend in the month of May with lines for Provider Exceptions and Worker (DCC staff) Exceptions. The exception codes are under the calendar boxes. Last, the Provider’s note box (for the provider to leave explanations of the exceptions) and the EAV Note box (for DCC staff to communicate with the provider).
Click to view larger
Once a provider submits the PBF, either by mail or online, it goes into the KICCS portal for DCC staff to process. The system puts the PBFs in the portal according to the order in which they are received. This can be affected by the speed of the internet being used or the server processing the information-both of which are out of human control.
Once the provider has submitted the PBF, Kentucky Administrative Regulations and DCC CCAP Policy require that provider billing forms are processed by DCC staff within ten (10) business days of receipt.
within 10
Business Days of Receipt
Questions about Payment Timeframes
Providers that have inquiries about the timeframe for payment should reference KRS Chapter 45.453. Providers shall receive a payment within thirty (30) working days of processing the PBF, except when there are payment discrepancies in the payment amount billed and the amount owed to the provider. In these instances, the Cabinet is not held to the thirty (30) day period for payment.
within 30 days
Unless there are payment discrepancies
Issuing Payments
Provider payments are issued in the form of a check unless the provider chooses to receive the payment as an electronic direct deposit. To set up direct deposit a provider must submit a DCC-93, Authorization for Electronic Deposit and a W9.
A DCC-93 and W9 can be requested by contacting CCAPProviderPayments@ky.gov. If the DCC-93 is incomplete, it will be returned to the provider for completion.
Unless there is a change in provider type or license number.
How to fill out a Provider Billing Form
When a DCC-97 Provider Billing Form is received, either in the portal or in paper form, it will have the expected attendance/care schedule (found on the DCC-94 Licensed and Certified Enrollment Agreement Enrollment Certificate) prefilled on the Scheduled line.
The next line, for Provider Exceptions, is left blank. Providers use the exception line to make needed changes to the prefilled schedule. If a child’s attendance is different from the expected prefilled schedule, the provider must enter the correct billing code to make the exception (change).
PBFs with a Flex Schedule do not have a prefilled care schedule but have an allotted number of days the child may attend. For example, the child may be allowed to attend 5 full days per week. If the provider is open 7 days a week these 5 full days may be any of the 7 days in the week and may change each week.
The CCAP email inbox frequently receives emails stating that the PBF is giving an error message that says, “Exceptions cannot be made….”. This happens when a provider is filling in the same code in the Provider Exception box that is prefilled on the PBF. The provider exception line is to make CHANGES to the prefilled code, not to add the same code.
If the care schedule is incorrect, it is the parent’s responsibility to contact DCBS Family Support (855-306-8959) for a care schedule correction. CCAP payment staff cannot make changes to certificate schedules.
Codes 43, 45, 55 and 65 are based on the provider’s circumstance.
Codes 40, 45, 50, and 60 are based on the child‘s circumstance.
The exception codes for each provider type are as follows: $=payable code
Licensed Provider Codes ($ = payable code)
01 –$ Full day-payable code for attendance of five (5) or more hours per day 02 –$ Part day-payable code for attendance less than five (5) hours per day 40 –$ Excused absence (five (5) per month permitted without documentation of the reason) NOTE: This code is only used for the purpose of the child being absent from the center on a day that the center was open, and the child was scheduled to be in attendance. It is not used if the provider was not open for business. 43 –$ Holiday, closed but payment requested NOTE: Limit of ten (10) days per year. If the provider is closed for holidays more than ten (10) days per year, a code 55 must be used for any days over the first 10 days. If this code is used on even one child in error the system automatically uses one of the 10 holidays for the year. 45 –$ Extraordinary absence (For absences which exceed five (5) days, written documentation of illness, (except for maternity leave), natural disaster (declared by nation, county or state), or death in the family must be on file and retained with the provider’s daily attendance sign-in sheets) 50 – Unexcused absence – any absence which exceeds five (5) per month and is not documented by one of the three (3) reasons shown for code 45 55 – Closed, no payment requested 60 –$ Last day attended –payable code-follow with code 55 to prevent overpayment 65 – Non-payable code used to end enrollment-follow with code 55 to prevent overpayment. Codes 60 and 65 were designed to give the provider a method of ending an enrollment for a child that is no longer attending the child care center.
Use the following for flex schedules:
401 –$ Flex excused absence (five (5) per month permitted) full day 402 –$ Flex excused absence (five (5) per month permitted) part day 431 –$ Flex closed but payment requested (scheduled holiday) full day 432 –$ Flex closed but payment requested (scheduled holiday) part day 451 –$ Flex extraordinary absence full day 452 –$ Flex extraordinary absence part day 601–$Flex last day attended – payable full day, follow with code 55 602 –$ Flex last day attended – payable part day, follow with code 55 651 – Flex day to end enrollment – non-payable full day, follow with code 55 652 – Flex day to end enrollment – non-payable part day, follow with code 55
Certified Provider Codes ($ = payable code)
01 –$ Full day- payable code for attendance of five (5) or more hours per day 02 –$ Part day-payable code for attendance less than five (5) hours per day 40 –$ Excused absence (five (5) per month permitted) 43 –$ Holiday, closed but payment requested NOTE: Limit of ten (10) days per year. If the provider is closed for holidays for more than ten (10) days per year, they must be shown as code 55. If this code is used on even one child in error the system automatically uses one of the 10 holidays for the year 50 – Unexcused absence – any absence in excess of five (5) per month 55 – Closed, no payment requested 60 – $ Last day attended –payable day, follow with code 55 65 – Non-payable day used to end enrollment, follow with code 55
Use the following for flex schedules:
401 –$ Flex excused absence (five (5) per month permitted) full day 402 – $ Flex excused absence (five (5) per month permitted) part day 431 – $ Flex closed but payment requested (scheduled holiday) full day 432 –$ Flex closed but payment requested (scheduled holiday) part day 601 –$ Flex last day attended – payable full day, follow with code 55 602 –$ Flex last day attended – payable part day, follow with code 55 651 – Flex day to end enrollment – non-payable full day, follow with code 55 652 – Flex day to end enrollment – non-payable part day, follow with code 55
Registered Provider Codes ($ = payable code)
01 – $ Full day 02 –$ Part-day 50 – Absence 60 – $ Last day attended –payable day, follow with code 55 65 – Non-payable day used to end enrollment, follow with code 55
Use the following for flex schedules:
601–$ Flex last day attended – payable full day, follow with code 55 602 –$ Flex last day attended – payable part-day, follow with code 55 651 – Flex day to end enrollment – non-payable full day, follow with code 55 652 – Flex day to end enrollment – non-payable part-day, follow with code 55
Enrollment vs Attendance PBF Coding
CCAP has been paying based on enrollment and not attendance since 12/1/22. There is currently a tentative end date for this initiative of 12/31/23.
This means that payments are based on the care schedule from the CCAP certificate. The care schedule is the hours and days per week a child is expected be in a child care program. Child absences using codes 40, 45, or 50 will NOT be recorded. The customary 5 absences per month do not apply when paying based on enrollment.
Providers will only need to use codes that affect the entire center’s attendance, such as code 43 (holiday) or 55 (to follow a code 60/65 or center is closed more than the allotted ten (10) holiday code 43s). Weather related closures will not be coded.
Exceptions to this rule are when the care schedule is incorrect on the certificate. In these cases, codes 1 and 2 can be used to correct an incorrect prefilled code.
The parent should also be advised to contact Family Support to have the care schedule corrected. This is a frequent issue with School Schedule enrollments. For example, the prefilled schedule is a 1 but the child’s actual schedule is part day. The provider will enter a 2 in the Provider Exception box.
Flex schedules will remain the same as if payment was based on attendance because the nature of the Flex schedule is that the provider fills in the child’s actual attendance.
Important Reminders:
Provider Billing Forms (PBF) are ready for providers beginning the first day of the month.
PBFs are processed by DCC Staff during normal business hours M-F 8am-4:30pm. If the first falls on a weekend or a holiday processing will begin the first business day of the month.
PBFs are processed by billing staff within ten (10) business days of receipt or being submitted in the portal.
Providers shall receive payment within thirty (30) calendar days.
If there is a claim, the PBF may be signed monthly to have the claim payment taken out of your payment.
No payments or adjustments will be made ninety (90) or more days after the month care is provided.
Using correct billing codes helps prevent overpayments.
A provider may end an enrollment on a PBF using a code 60 or 65 followed by code 55. A code 60 will pay for the last day the child attended, and a code 65 will end an enrollment without payment.
A code 43 is for HOLIDAY pay only. If code 43 used even on one child during a billing cycle, the system picks it up and uses one of the center’s 10 holidays for the calendar year. During the December billing cycle, providers frequently question why they are out of holidays and it is often because a child was coded incorrectly in a previous month.
Never submit a blank PBF and leave a provider note with directions on how to code the PBF. Coding the PBF is the provider’s responsibility. If you have questions, contact CCAPProviderPayments@ky.gov.
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?
Parents of a child under age thirteen (13), or of a child under eighteen (18) who has a verified special need. The parent must also meet one of the following:
Be employed
Be enrolled in a full-time educational program, certified trade school, or accredited college
Participate in the SNAP Employment & Training Program
Be unemployed but actively participating in an initial job search. Applications approved on Job Search are given three (3) months of eligibility to locate work. Job Search eligibility can be used once in a twelve (12) month period
Be a teen parent attending elementary, middle, or high school or pursuing a GED in a classroom setting
Are a Kentucky Transitional Assistance Program recipient who needs child care while they participate in Kentucky Works
Have a Protective/Preventative Service case needing care
What happens during the Application Interview?
During the CCAP application interview, Family Support staff will:
Ask to view and copy documentation of the birth dates of children for whom benefits are requested.
Ask to view and copy proof of applicant’s identity.
Request social security numbers for all case members.
Request proof of citizenship or legal status of child if not established by birth verification.
Verify residency and household composition.
Request verification of a special need for any child aged thirteen (13) through eighteen (18).
Verify all sources and amounts of income.
Explain all the parent rights and responsibilities, including the copay and overages.
Help in locating or choosing a child care provider.
How are Applications Approved?
The client must meet all technical eligibility requirements established by the Kentucky Department for Community Based Services’ Division of Child Care (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 as long as the family continues to meet the technical eligibility requirements of the program.
Case Decided Within
30
Days
Verifications Due
30
Days
Certification Length
12
Months
What about Job Search approvals?
Applicants approved for CCAP services under the Job Search option are given a minimum of three (3) months of CCAP eligibility.
The CCAP case will discontinue at the end of the eligibility period if the parent does not meet one of the following criteria:
working an average of 20 hours per week
enrolled in full-time education in a certified trade school or accredited college
participating in the SNAP Employment & Training Program
A DCC-94C will be sent to the child care services provider 10 (ten) calendar days before the date of discontinuance.
What’s Transitional Child Care (TCC)?
CCAP families that are discontinued because their combined household incomes exceed 85% of the 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?
3
Month Grace Period
During eligibility, a case may fall into a grace period. The CCAP grace period is a temporary period of up to 3 (three) months during which a client does not meet the minimum eligibility requirements but remains eligible for CCAP.
Grace periods are only applied to cases with active eligibility that have a break in the work, education and training, or SNAP E&T requirements for circumstances such as maternity/medical leave, 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.
A DCC-94C will be sent to the provider 10 (ten) calendar days before the date of discontinuance.
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). Adjustments are made based on the size of the household; the table below shows the maximum income based on family size. At reported case changes and yearly recertification, families previously approved for CCAP benefits remain eligible so long as their countable monthly household income is still less than or equal to 85% of the SMI.
Family size
Maximum monthly income (85% of SMI)
2
$3743
3
$4623
4
$5504
5
$6384
6
$7265
7
$7430
8
$7595
Over 8
Add $166 for each additional family member
Kentucky Child Care Assistance Program Income Guidelines as of 7/1/22. Families will be assessed to see whether they fall below 85% of SMI at application, case change and renewal.
Child Care Employee Income Exclusion
Child Care employees may apply for CCAP and have ALL household income excluded from the application process. This makes CCAP available to those employed in child care that may have been previously denied due to income barriers.
CCAP work requirements, SNAP E&T, and training/education, as well as all other technical eligibility requirements still apply for the household.
All existing mandatory verifications still apply. Failure to provide these completely or timely would result in denial/discontinuance.
The child care exclusion is not offered to child care center owners.
Employment of a parent/stepparent must be with a CHFS-regulated (licensed or certified) child care provider.
The employment within a licensed center must be verified with a letter stating the applicant is employed at the child care center and is not their child’s primary teacher. Children do not need to attend the same center where the parent is employed.
Parents/stepparents working in a certified child care home are eligible but their child must attend another facility, as it would be impossible to clarify whether the parent/stepparent is caring for their own child.
Families are still be responsible for any overages assessed by the child care provider.
This provision is not limited to new CCAP applications. Employees with active CCAP eligibility who are currently assessed a family copay can also apply for the income exclusion.
The employee must work a regular schedule of at least 10 hours per week in the child care program.
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.
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 their responsibilities as a CCAP recipient as well as their benefits. Information includes:
Families may be assessed a daily copayment based on their income, household size, number of children, and other factors.
The amount of their copayment.
The responsibility of paying their copayment to their provider on a weekly basis.
They may be required to pay an overage if the provider charges more than the state’s maximum payment rate.
The parent may be responsible for payment of additional fees charged by the provider.
How do parents report a change in status?
The parent is responsible for reporting status changes to the DCBS Family Support office within ten (10) days. Some changes can impact the family’s CCAP eligibility. Changes that must be reported include:
10
Days
Start or end of a job
Change of employer or extra jobs
More or less hours worked
Increase or decrease in pay
More or less people in the household
Self-employment
Schedule change for day care
Start or end of educational activity and/or participation in SNAP/E&T
2.) Search for an individual under guardianship by Last Name, First Name (e.g., Doe, Jane). Use a name provided to you by your supervisor.
3.) In the left-hand navigation pane select the “Tasks” link. Click “Insert” to add a new task.
4.) Complete the requested information, including category, action, and details. A due date must be inserted.
Details about category and action drop-downs can be found on page 2 in your Task Guide.
All active users will appear in the assignee drop down. Only a supervisor, branch manager, assistant director, or administrator can assign a task to other users. All users can assign tasks to themselves.
Liabilities are financial obligations and can include credit card balances, home loans, or car loans owed by the individual under guardianship. Liabilities listed in KYGFIS can only be added or edited by staff in the Benefits or Fiduciary Branch.Utilizing your Help Manual, let’s practice in the Sandbox.
For technical issues with KYGFIS, contact Jessica Wayne at jessica.wayne@ky.gov.
Assets are property owned by an individual under guardianship which may include: real property, personal property, stocks, bonds, trusts, life insurance, etc. An inventory is performed by Guardianship and valid assets are entered into KYGFIS. Utilizing your Help Manual, let’s practice in the Sandbox.
For technical issues with KYGFIS, contact Jessica Wayne at jessica.wayne@ky.gov.
Payment requests will need to be made on behalf of an individual under guardianship. All payment requests will require approval from the region supervisor and an accountant. Utilizing your Help Manual, let’s practice in the Sandbox.
For technical issues with KYGFIS, contact Jessica Wayne at jessica.wayne@ky.gov.
Searching is a useful feature of KYGFIS. Using your search feature will make it quicker to locate records. Utilizing your Help Manual, let’s practice in the Sandbox.
For technical issues with KYGFIS, contact Jessica Wayne at jessica.wayne@ky.gov.
2.) Search for an individual under guardianship by Last Name, First Name (e.g., Doe, Jane). Use a name provided to you by your supervisor.
3.) In the left-hand navigation pane select the “Transactions” link.
4.) Determine which column you want to search: Posted, Anticipated, Who, Total Cash Effect, Status, etc. Click on the selected column.
5.) There are two different types of transaction search options: “Search” and “Filter Column”. Filter Column will depend on which column you have selected. For the purpose of this practice click on the “Who” column.
6.) In the box next to search type a vendor name, for example, “US Treasury”. Click the “Search” button. The search field will also format your typing if a specific format is used in the column. Results will display based on your search field.
7.) In the box next to search type “Treasury”. Click the “Filter Who Column” button. Results will display any records that contain the string of letters or words anywhere within the name.
Any interactions with an individual under guardianship, phone call, visit, etc., needs to be inserted as an event. Utilizing your Help Manual, let’s practice in the Sandbox.
For technical issues with KYGFIS, contact Jessica Wayne at jessica.wayne@ky.gov.
