10010C Child Care Provider Requirements Table of The provider requirements section includes the following information Contents Topic Eligible Child Care Providers Verification Requirements Verifications by Provider Type Providers Who Offer Religious Instruction Adding a Provider Enrolling Denied providers Client Responsibility for Payment When Pending Trustline is Payments Processed After Trustline Clearance Trustline Administrative Error Overpayment Immediate Notification of Discontinuance Rejection Reasons A Substantiated Report of Child Abuse Conviction Is Known to the Contractor or Felony CWS Searches Report CWS Research Process Completion of TLR1 and TLR 508 Live Scan Electronic Fingerprint System Trustline Process Overview Trustline Results Definitions Childs Siblings Provider Already Trustlined Licensed Provider Changes Address License Revoked or Suspended Licensed Provider on Probation Providers on Do Not Refer DNR List Health and Safety SelfCertification TB Test Verification ThreeDay Absence Reporting Responsibilities Provider Denials Provider Discontinuances Provider Holidays and Vacations Excused Absences Child Absences and Illness Days Verification of Excused Absences Provider Rate Changes Registration Material andor Insurance Fees CalWORKs Recipient as a Child Care Provider Multiple Providers Eligible Child Care Providers Child care providers for CalWORKs funded programs are selected by parents The child care providers are required to cooperate by providing information about themselves and in some instances their homefacility as stated below Participants may choose licensed or licensedexempt child care provided by a relative by a person not related to the child in the childs home or the providers home in a child care center Verification Each contractor shall maintain a provider file separate from the parent Requirements file for every child care provider providing care for children of that contractors clients The contractor files shall be in Countyapproved format The file shall contain all required verifications o There are different verification requirements for the different types of providers The verification requirements are clarified below o Licensed providers are reviewed and regulated by the State of California Community Care Licensing and have fewer requirements than unlicensed providers Licenseexempt providers who are not exempt relatives are required to be TrustLine registered Note All new providers must complete the Form 590 Withholding Exemption Certificate from California State Franchise Tax Board All providers shall be given a Child Care Stage 1 Program Handbook approved by HHSA Eligibility Operations child Care Program The Child Care Staff is to ensure that the provider understands the regulations and policies explained in the handbook The provider must sign verification that he or she has received a Child Care Stage 1 Program Handbook as part of the enrollment process Use the charts below to determine the required verifications for each program and provider Verifications by Provider Type Top If provider is Then the verifications required are Licensed Name address and telephone number Exempt CenterBased Information regarding current fees and rate schedule The usual and customary services provided for those fees Termination policy or statement regarding the requirements for terminating child care A statement of age groups served A declaration that the parents has unlimited access to their children to the provider and staff whenever the children are in the providers care A statement of whether religious instruction or worship is a part of their child care program A copy of the current rate schedule if not already on file For Family Day Care homes a copy of a valid Social Security Card A completed Request for Taxpayer Identification Number W9 if not already on file A signed 3day absence policy form if not already on file A signed statement that the provider has received the Stage 1 Program Handbook Name address and telephone number Information regarding current fees and rate schedule The usual and customary services provided for those fees Termination policy or statement regarding the requirements for terminating child care A statement of age groups served A declaration that the parents has unlimited access to their children to the provider and staff whenever the children are in the providers care A statement of whether religious instruction or worship is a part of the child care A completed Request for Taxpayer Identification Number W9 if not already on file A signed statement that a Stage 1 Program Top Handbook has been received if not already on file License Exempt NonRelative Name date of birth address and telephone number The names addresses and telephone numbers of two character references A statement regarding their health education experience or other qualifications criminal record and names and ages of other persons in the home or providing child care A statement regarding their relationship to each child for whom they are providing child care and the location the child care will be provided Information regarding current fees and rate schedule A declaration that the parents has unlimited access to their children and to the provider whenever the children are in the providers care and that their rates are the same for unsubsidized children A statement of whether religious instruction or worship is a part of the child care The completed Trustline Application Form TLR1 that includes box 16 Live Scan Transaction Completed signed off by the Live Scan operator OR cleared as a Trustline child care provider A completed health and safety selfcertification A copy of a valid CA drivers license or any state issued photo ID with a photo that establishes that the provider is at least 18 years old A copy of a valid Social Security Card or o Proof of application for SSN accepted by SSA or o Actual SSN card or o SSA Award Letter or o SSA check displaying the applicantrecipients name and SSN with letters A HAJ T or M following the SSN A completed Request for Taxpayer Identification Number W9 A signed statement that a Stage 1 Program Handbook has been received Name date of birth address and telephone number The names addresses and telephone numbers of two character references A statement from the provider as to her or his health education experience or other qualification criminal record and names and ages of other persons in the home or providing child care A statement regarding their relationship to each child for whom they are providing child care and the location the child care will be provided Verification of the relationship shall be provided Verification consists of birth certificates or other documentation that provides the linkage between the child and the provider If the provider and parent are unable or unwilling to submit the required documentation to verify relationship the provider may opt to Trustline A licenseexempt relative that was previously denied Trustline cannot be enrolled until they clear the denial with Trustline Refer to Enrolling Denied Providers below Information regarding current fees and rate schedule A copy of a valid CA drivers license or any state issued photo ID with a photo that establishes that the provider is at least 18 years old A copy of a valid Social Security Card or o Proof of application for SSN accepted by SSA or o Actual SSN card or o SSA Award Letter or o SSA check displaying the applicantrecipients name and SSN with letters A HAJ T or M following the SSN Top License Exempt Relative Top A completed Request for Taxpayer Identification Number W9 A signed statement that a Stage 1 Program Handbook has been received Note If it is disclosed during the interview process that a licenseexempt relative provider has a felony the County shall deny payment for child care services that are exempt from licensure if the child care case file contains credible information that the provider has been convicted of a crime specified in Penal Code sections referenced in Health and Safety Code section 1596871 f1 Providers Child care centers and providers can be associated with houses of Who Offer worship In such cases these providers may incorporate religion into Religious their child care programs Instruction In Stage 1 this is permitted Adding a To add or change a provider refer to CPG 10250 Fiscal Procedures Provider Supportive Services for instructions Note AddChange Provider Form shall not be submitted to Fiscal for LicensedExempt NonRelative providers until after the TrustLine Cleared letter is received Enrolling Denied Providers Top An unlicensed provider that has been denied or closed TrustLine cannot be enrolled as a child care provider unless 1 The provider calls their State Analyst that was listed on the Closure Letter The provider can call 18884225669 if they do not have the analysts name 2 The State Analyst will evaluate whether the TrustLine application can be reopened or cleared 3 Trustline will notify the Contractor by written letter when the provider has been reopened or cleared Trustline 4 Once verification is received from Trustline the provider may be enrolled as a provider This process can take three or more months and the parent shall choose another provider while this is in process A provider who was licensed in the past two years or worked in a facility licensed by Community Care Licensing in the past two years must complete the Trustline process and complete all information on the TLR1 question 8 By completing question 8 fingerprintinglivescan is not required Client Responsibility For PaymentWhen Trustline is Pending The agency will not pay for child care services until the provider is Trustline registered If the provider requires payment before that the client is responsible for paying it After the provider becomes Trustline registered the agency will pay the provider for child care provided up to 120 days from the date child care was requested and provided Payments Processed After Trustline Clearance No payments can be made to any licenseexempt provider subject to Trustline clearance until the provider has been cleared by Trustline To support continuous participation in WTW activities there is a 120day retroactive payment period to facilitate a seamless delivery of child care services Therefore a provider who becomes Trustline registered may be retroactively paid for hisher services for up to 120 calendar days forward from the first day that CalWORKs child care services were requested and received or backward from the date Trustline is Cleared The total amount of retroactive time that will be paid will not exceed 120 days To ensure that this timeframe does not disrupt participation in WTW activities the participant may need assistance in finding alternative child care ifwhen their chosen provider does not clear within the retroactive timeframe Providers who are rejected by Trustline will receive a letter to notify them of the rejection The contractor will also receive a copy of the rejection letter via the Trustline Clerk Trustline Administrativ e Error Overpayment For LicenseExempt NonRelative Providers an Administrative Error Overpayment results When a payment is made to a provider who is not TL When a timely Child Care Payment Discontinuance Notice of Action is not sent and a payment is made when eligibility ceases revoked Refer to 44350 Child Care Overpayments and Underpayments Immediate As soon as the Child Care Staff is notified that the Trustline Notification of Registry application has been denied the Trustline file is closed or Discontinuance Trustline registration is revoked the contractor shall immediately Top notify the parent and the provider that no payments will be made to the provider and the parent must find a new provider Rejection Reasons for rejections are substantiated reports of child abuse or Reasons felony conviction for any of the following Penal Code Sections a PC 187 b PC 192a c PC 2032061 d PC 220 e PC 2434 f PC 261 g PC 2641 h PC 273a1 i PC 273d j PC 286 k PC 290 l PC 368 m PC 288 n PC 6675 c Murder Voluntary Manslaughter Mayhem Sexual Assault Sexual Battery Rape RapeForeign Object Willful Cruelty Corporal Punishment Sodomy Registration of Sex Offenders Elder Abuse Lewd or Lascivious Violent Felonies A Substantiated Report ofChild Abuse or FelonyConviction Is Known to the Contractor CWS Searches Report Top o Felonies punishable by death or life imprisonment Note Refer to Health and Safety Code Section 1596871 f1 for additional crimes that may prohibit provider from providing child care If the contractor or county knows of a substantiated report of child abuse or felony conviction from the list above then the provider will be denied as they will not pass Trustline If a Trustline exempt person is known to have a conviction from the list above then the provider will be denied In some instances the Child Care Staff may have reason to believe the provider is unfit to care for children In such cases the Child Care Staff will consult with their Supervisor If the Supervisor agrees the Supervisor will contact the Child Welfare Services CWS Child Abuse Hotline at 8585602191 and file a report and must immediately notify the County Child Care Administrator The Supervisor is required to document this action in the provider case file Note Reason to believe can be based on newspaper reports a California Department of Justice Criminal Record Report that indicates arrestsconvictions information from a third party etc CWS Continue the Trustline process while conducting the CWS research Research Process Step Action 1 Using the providers name and social security number the supervisor shall contact CWS to check the CWS records 2 CWS shall notify the child care supervisor of the findings 3 The supervisor shall document the findings in the child care case file 4 After the CWS check Notify the family that the provider is not acceptable and the family is given 10 days to select another provider Do not disclose the reason the caretaker is not acceptable CWS records are confidential Continue with the application and Trustline process The Child Care Staff will take appropriate action on information received from Trustline Found unfit Not found unfit Completion ofThe following provides basic information to the Trustline Forms listed TLR1 and TLR Additional instructions are available on the CDSS websiteTLR1 Form 508 Form Line Completed By Details TLR1 Line 19 Child Care Provider Personal Information TLR1 Line 11 May be Prefilled YMCACRS 3333 Camino del Rio S 400 San Diego CA 921083839 TLR1 Line 12 NA Remains blank as HHSA is not providing Stage 1 Child Care TLR1 Line 13 Child Care Designated Worker Payment Program Check Stage 1 County San DiegoID 37 Child Care RR Program YMCACRS Child Care ResourceID 46 Alternative Payment Program Include Stage 1 contractor on line by ID o YMCA ID64A Stage 1 or o PCG ID 179 Stage 1 Case number For family using this provider CountyWorker Name Contractor Child Care worker name and phone number TLR1 Line 1415 Live Scan Prefilled TLR1 Line 16 Live Scan Operator Signs when completed TRL 508 Child Care Provider Answer questions regarding criminal record If answer is Yes details must be included on the back of the form Complete signaturepersonal information Live Scan Electronic FingerprintSystem YMCA Childcare Resource Services CRS has a Live Scan electronic fingerprint system Each child care provider required to be Trustlined must o Complete the Trustline Registry Subsidized Application Form TLR 1 and Trustline Criminal Record Statement Form 508 o Contact CRS at 18003154507 to schedule an appointment to be fingerprinted and bring the TLR1 and 508 Forms to the appointment o Retain a copy of the TLR1 form after the Livescan operator completes verification of fingerprinting on the bottom portion A copy is to be submitted to the Child Care worker for verification of applying for Trustline Registration Trustlines service is available to anyone by calling the Resource and Referral Network at 18008228490 to find out if a particular provider is on the Registry or to check on the status of an application Trustline Process Overview Top Top Top Top e Once the provider submits a copy of the completed Trustline ApplicationTLR1TLR 508 to the Child Care worker The child care case remains pending in CalWIN until provider is cleared by Trustline Child Care worker completes and sends parentprovider NA832 Approval NOA using CalWIN Client Correspondence Print a NOA Manually and Checks the box regarding You have chosen a provider namewho is not licensed f Additionally if CCM receives a completed TL Application from provider The Child Care Staff forwards the Trustline Compliance Form 24736 or other County approved form to the Trustline Clerk or contractors designee The Child Care Staff shall retain a photocopy in the case file Note If a Child Care Staff receives information directly from Trustline Registryor provider they are to forward the information to the Trustline Clerk or designee who will monitor the Trustline application status g YMCACRS TL Coordinator actions YMCACRS TL Coordinator faxes compliance information daily to each Child Care Contractors Trustline Clerk or designee for providers that have completed the TLR1TLR 508 and fingerprinting Note YMCACRS must be notified whenever the Contractor Child Care Trustline liaison changes to ensure documents are sent to the appropriate person TL Clerk or designee actions The Trustline Clerk or designee receives the faxed compliance information from YMCACRS TL Coordinator and forwards the information to the Child Care Staff The Trustline Clerk or designee will track the TL pending referral until response is received from the State TL Registry h The Trustline Office will inform the Trustline Clerk or designee once the provider has complied with Trustline or if Trustline is cleared denied revoked or closed i The verification of completing the Trustline application shall be submitted to the Child Care worker by the deadline for intake verifications or the case shall be denieddiscontinued in a timely manner j If the provider Then Complies with Trustline by submitting to the Child Care worker a copy of the completed TRL1 signed off by Live Scan operator by the deadline for intake verifications Continue to monitor the case for Trustline clearance Does not comply with Trustline fails to submit paperwork to Trustline andor does not return the completed TLR1 signed off by Live Scan operator by the deadline for intake verifications Deny the provider and require the parent to find a new provider immediately Insists that they were Trustlined The provider is responsible for providing verification of compliance k The date of compliance is the date that Resource and Referral verifies Live Scan application completion on the TLR1 Box 16 l Once a provider has complied with Trustline the Trustline Clerk or designee shall monitor the compliance list for a clearancedenialclosedrevoked letter from Trustline CDSS form Notification of Parental Choice With Trustline Registration or other County approved form shall be used to notify parents at the 30 60 90 day mark that the Trustline Clearance has not been received yet and parent may choose to select a different provider m The Trustline Clerk or designee shall notify the Child Care Staff and other appropriate contractor staff once the clearancedeniedclosedrevoked letter is received from Trustline The 24736 Trustline Verification and Compliance Form or other Countyapproved form shall be used A copy of the Trustline Clearance and the Compliance form is to be filed in the parent file and the provider file Exception When a clearance letter is not available a copy of the California Department of Social Services Registry Letter showing the provider cleared Trustline shall be accepted n The TrustLine Clerk or designee shall complete the Child Care Provider SetUp form 24811 and fax to Fiscals CPMU Centralized Provider Maintenance Unit clerk to update CalWIN Refer to CPG 10250 D1 in the following situations A Cleared TrustlLine Registry Letter has been received and copy provided to Child Care worker or The Child Care Staff has notified the TrustLine Clerk or designee that a licenseexempt provider has changed provider types inhome to outofhome relative to nonrelative etc Note Changes in provider types require a separate provider ID number and will be created by Fiscal Child Care staff shall clear child care providers carefully to ensure the correct provider type is selected when provider has more than one child care ID number Trustline The following table lists the different types of Trustline TL results and Results their definitions Definitions Top Result Definition In Process Compliance Reopened These three results mean the provider completed the TL application TLR1 TLR 508 was fingerprinted by Live Scan and submitted both forms to YMCACRS to forward to Trustline Registry Reopened Providers who have previously been denied or closed and were approved by their analyst to reopen Cleared Providers who have cleared the background check and are on the Trustline Registry NonCompliance Provider fails to complete the TL application process within the appropriate time frame to provide pending verifications to child care worker Denied There are two types of denials Nonexempt felony convictions for which providers will receive a disqualification and A myriad of other crimes plus substantiated child abuse for which an individual may be disqualified Closed This is a broad term used for applicants that are Denied criminal history Closed admin reasons fingerprint issues Closed current address unknown Closed failure to supply additional information requested Closed criminal history after cleared etc Revoked Provider is registered on TL and subsequently has disqualifying information reported to the CA Criminal History System or the CA Child Abuse Central Index Childs A sibling of a child shall complete Trustline requirements Siblings are Siblings not exempt from the Trustline requirements Provider When enrolling a provider that is already Trustlined with the Trustline Already Registry InHomeLicense Exempt Child Care Provider Program Child Trustlined Care Staff must complete the following actions to define the contractor as the contact agency for the provider Top STEP ACTION 1 Obtain the providers California Drivers License California ID or other ID used to register with Trustline Clear the provider in CalWIN and any internal tracking system to verify if Trustline compliance is already on file 2 If Then Records do not Contact Trustline at 18008228490 to show prior get verbal verification that the child care compliance provider is registered clearance with Trustline Note Resource and Referral RR cannot verify the providers Trustline Registration without one of the IDs listed above The provider is Complete the Trustline Payment Trustline Program Change Form 24733 The registered contractor may use its own form Follow directions on the form Retain a photocopy of the form in the parent file and the original to the provider clerk for the provider file Trustline states the provider is not Trustlined Follow the steps in Trustline Process Overview Licensed Provider Changes Address License Revoked or Suspended Top A licensed provider may move and change their address For the provider to continue being paid as a licensed provider a new license is required for the new address When a license is pending for a new address the licensed provider becomes a licenseexempt provider and can care for only one unrelated family The provider shall complete a Trustline packet within 7 days The provider must complete Question 8 on the TLR1 and follow the procedures outlined above for completing Trustline registry The provider shall be coded on in the contractors tracking system with relicense pending until the new license is received When the contractor is notified by the Resource Referral RR program that a licensed child care provider has received a Temporary Suspension Notice TSO or their license has been revoked the contractor shall do the following within two business days Terminate payment to the child care provider as of the effective date of the TSO or license revocation Inform the parents and the child care provider in writing that the payment has been terminated and the reason for the termination Licensed When the contractor is notified by the RR program that a licensed Provider on child care providers license has been placed on probation the Probation contractor shall within two business days inform the parents in writing that Their child care provider has been placed on probation They have an option to locate alternate child care arrangements or remain with the provider without risk of subsidy payments being terminated unless the providers license is revoked or suspended If parent chooses to remain with this provider parent shall sign the County ProbationDNR Do Not Refer Awareness Form or other county approved form Providers on When the contractor is notified by the RR Resource Referral Do Not Refer program that a Child Care provider has been placed on the Do Not DNR List Refer DNR list the contractor shall treat these like providers who have been placed on probation Health and Safety Self Certification Top When the child care provider is licenseexempt the provider must complete a Health and Safety SelfCertification Exemptions Aunts Uncles and Grandparents by blood adoption or marriage are exempt from the Health and Safety SelfCertification They shall complete the Declaration of Exemption from Health and Safety SelfCertification Form 247261 or other Countyapproved form Health Safety Facility Checklist 24727 or other County approved form that provides parents with a list of suggested questions to ask child care providers to help ensure that the building and physical premises where child care is provided is a safe and healthy place for a child A statement of relationship of provider and child is required for licenseexempt relatives TB Test A licenseexempt provider is responsible for providing verification of a Verification TB test to the parent This is addressed on the Health and Safety SelfCertification For LicenseExempt Providers Form 244131 or other Countyapproved form The contractor does not take any action based on the results This is the parents responsibility If asked the Child Care Staff may inform the parent that a person with TB is not a safe provider since the child could become infected ThreeDay Absence ReportingResponsibilities Top Provider Denials Top Staff are to inform all providers that they are required to call Child Care Staff when a child has been absent from their care for three consecutive days Providers must provide a signed threeday absence policy All providers must report any threeday absence for any schedule A licensed provider is required to submit a written ThreeDay Absence Policy for Licensed ProvidersLicenseExempt Centers The contractor may use its own form A licensed provider must report any threeday absence for any rateschedule that a child is enrolled By reporting a threeday absence the Child Care Staff is alerted to clarify the hours needed by the parentcaretaker Although the child care programs are based on parental choice there are instances when a parents choice of provider will be denied If Then A licensed provider reports a threeday absence The provider would be paid for the three days A licensed provider fails to report a threeday absence The provider shall not be paid for the days the child was absent Any provider type has a varied schedule The provider shall be paid for actual care The parent was no longer in an approved activity or there was no longer a need for child care The provider would be paid the three days in addition to their termination policy not to exceed a twoweek termination notice A licenseexempt provider reports as required when a child has missed three consecutive days of child care The Child Care Staff is alerted to clarify the hours needed by the parentcaretaker A licenseexempt provider would not be paid for the threeday absence Examples include Provider refuses to complete the Trustline application and is Provider Discontinuances Top not exempt from Trustline requirements Provider refuses to provide any required verifications Agency has knowledge that the provider has been convicted of a disqualifying crime See list at Rejection Reasons Agency has knowledge that the provider has a substantiated report of child abuse Must have Supervisor approval to deny the provider Provider convicted of Child Care Fraud Must have Supervisor approval to deny the provider The Child Care Staff shall send the appropriate and timely denial NOA to the parentcaretaker and provider If the parentcaretaker chooses to use this provider the child care program will not pay beyond the discontinuance date Providers can be discontinued from the programs for various reasons If a provider is discontinued from a program the parent remains eligible and given the opportunity to select another provider Examples are Provider has been denied closed or revoked Trustline Provider fails to complete the required Trustline application within 10 days Licensed provider has their license revoked Parent selects another provider Provider chooses not to care for a children any longer Provider convicted of Child Care Fraud Must have Supervisor approval to discontinue the provider The Child Care Staff shall send the appropriate and timely NOA to the parent and provider The Child Care Staff shall also notify the parent that they have 10 days to find a new provider The new provider shall complete the enrollment process before child care can be approved The parent can be referred to the Resource and Referral for assistance if necessary Provider Some licensed child care providers identify in their contract with the Holidays and parentcaretaker holidays andor vacation days that they are not Vacations available to provide child care services but request payment As a result some affected parents are required to use another child care provider to provide child care services necessary to retain employment andor continue in their approved welfaretowork activity Payments shall be processed for a maximum of ten days per year for holiday and vacation days identified by the provider Verification of the contractual terms used by the licensed child care provider to charge the public for the same services is required Payments may also be processed for an alternate provider if necessary for the parent to retain employment andor continue in their approved welfaretowork activity The alternate provider shall complete the enrollment process and be an eligible provider before payment can be processed Payment to an eligible alternate provider when the regular provider has a paid holidayvacation day is limited to ten days per fiscal year Note This applies only to licensed providers Licenseexempt providers are paid for actual hours of care provided Excused There are no limits to payment for excused absences for providers Absences who have verified that they have a privatepay family who also pays for excused absences Excused absences are defined as Illness or quarantine Family emergency Court ordered visitations or Court appearances Excused absences shall be paid up to the providers termination policy with a maximum of two weeks Example A child is enrolled with a provider that has a twoweek termination policy The child has court ordered visitation with hisher father for two months during the summer The childs mother has requested that we pay the provider for the two months This request is based on the need to hold a child care slot with the provider for when the child returns In this situation the mother has advanced notice of the childs court ordered visitation The mother would be responsible to give the provider a twoweek notice of termination prior to the last date of attendance The provider would not be paid for any additional time Paying a provider beyond the termination policy maximum of two weeks would be considered a gift of public funds and would thus constitute an overpayment to the provider Child Absences and Illness Days Top A child may be unable to attend their regular licensed provider when ill An alternate provider may be paid when the child is ill and the parent has to obtain care from an alternate provider Payment to an eligible alternate provider when the child is ill shall be limited to a maximum of ten days per fiscal year Payments may also be processed for an alternate provider if necessary for the parent to retain employment andor continue in their approved welfaretowork activity when a child is unable to attend the regular provider due to illness The licensed child care provider shall identify in their contract with the parentcaretaker illnesses that prevent the child from attending their program The alternate provider must complete the enrollment process and be an eligible provider before payment can be processed Payments are limited to ten days per fiscal year Verification of Excessive Excused Absences Verification will be required for a child that has excessive absences from their regular licensed provider Excessive absences are defined as more than ten days per year The parent must submit written verification from the childs physician for excessive absences due to illness A licensed provider must agree to accept payment for actual care provided or the parent shall chose a provider that will accept payment for actual care provided not payment for enrolled hours The parent is responsible for providing verification that the licensed provider will except payment for actual care provided If verification is not received andor the child has excessive unexcused absences the child care will be paid on actual attendance only Example A child is consistently absent Care is approved for nine hours a day five days a week The child was absent for six days in the month of January and eight days in the month of February If a physicians verification is not provided the parent would be notified in March that she must provide verification that the provider agrees to accept payment for actual care provided and not payment for enrolled hours Provider Rate Changes Top A provider may change their child care rates no more than once per fiscal year When a provider notifies the Child Care Section of a rate increase the rate takes affect the first of the following month or later if the provider identifies the effective date of the increase as later than the following month Example 1 A licensed provider notifies the contractor of a rate increase on May 10 The provider states the rate increase is for May 1 The Child Care Staff would notify the provider that the rate increase would take effect June 1 Example 2 A provider notifies the contractor of a rate increase on May 10 The provider states the rate increase is for July 1 The Child Care Staff would notify the provider that the rate would take effect July 1 Licensed providers need to provide the notification sent to all families that explained the rate change or complete a ParentProvider Fee Agreement on each family Licenseexempt providers shall complete a ParentProvider Fee Agreement for each family Registration A licensed provider may request registration materials andor Material insurance fees when enrolling children andor Insurance The fees must be established in the providers fee agreement or Fees contract at the time of enrollment The fee is usually requested when enrolling a child but may also be requested annually Top The fee can only be paid when a providers rate does not exceed the Regional Market Rate RMR Payment may include o Full payment if the fees along with the child care payment does not exceed the RMR or o Partial payment paid monthly if the fees along with the child care payment does not exceed the RMR until the total amount is paid or until the child care is discontinued whichever is first CalWORKs Recipient as a Child Care Provider A CalWORKs recipients welfaretowork activity or employment cannot be as a child care provider where the recipient would be able to take care of his or her own children An active CalWORKs recipient cannot provide Licenseexempt child care as a welfaretowork activity A parent cannot be approved child care subsidies when working as a family child care provider or working in the same licensed facility and classroom where the child is enrolled because their work does not preclude them from supervising their own children The children of a family child care provider may be served in a State Preschool program Multiple Providers Top A parent may choose more than one provider to meet the child care hours only when More than one provider is necessary to meet the certified need for child care and Neither providers hours of operation cover the hours of need and Providers have documentation when unable to provide all hours of care documentation could be an employers verification showing the providers work schedule or One provider can meet the entire need for care but the parent has also chosen a licensed center to provide the child with school readiness experiences This if for preschool age children only 25 year olds or The parent has chosen a second provider to provide backup care when their first provider is a licensed provider and is closed andor unavailable to provide care