Child Care Services – Parent Eligibility FAQ's

1. How can I reach my Child Care Eligibility Specialist (CES)?
2. Where do I mail my paperwork?
3. What number can I fax paperwork to?
4. What is an Alternative Payment Program?
5. I need child care, how do I know if I qualify for enrollment with CDA?
6. If I have only received food stamps will this alone qualify me for child care assistance?
7. What are your income guidelines?
8. What is the age limit to receive child care services?
9. How do I enroll for child care services?
10. How long does it take for my name to be pulled from the Centralized Waiting List (CEL)?
11. If my name is pulled from the CEL and I have an appointment scheduled, does this mean that I am eligible for child care assistance?
12. Does CDA provide a child care provider for the Alternative Payment Program or can I choose my own?
13. Can you send me a list of child care providers?
14. Can I transfer my child to another provider closer to my home/work?
15. Why was I transferred from Stage 1 to CDA?
16. Will there be an interruption in care when I am transferred from Stage 1 to CDA?
17. How often do I need to complete a recertification?
18. Can I complete my recertification by telephone?
19. Does CDA pay for transportation if I am required to go into the office and meet with my CES for an appointment?

 

Alternative Payment Program–Providers Services and Reimbursement FAQ's

 

1. How can I reach my Provider Specialist (PS)?
2. Does my provider have to have direct deposit?
3. What is TrustLine?
4. What if my provider was DENIED or CLOSED on the TrustLine Registry?
5. How do I change child care providers?
6. I am providing child care for a family that is receiving subsidized child care through CDA,
am I considered an employee of CDA?
7. What is a 1099 form?
8. When do I receive my 1099 form?
9. I am a License-Exempt Provider, what does that mean?
10. What are the advantages of becoming a licensed child care provider?
11. I am a Licensed Provider, what does that mean?
12. How do I know if my child care center is license-exempt?
13. What is a varied schedule?
14. What is a family fee?
15. What is a co-pay?
16. What is RMRC or Regional Market Rate Ceiling?
17. What is the Provider Copy of the Notice of Action?
18. Why does CDA only reimburse for 10 Best Interest Days in a fiscal year?
19. Why does CDA only reimburse for 10 of my closure days?
20. I charge a registration fee; will CDA reimburse this fee on behalf of the parent?
21. There is a discrepancy in the amount I received. Why would that happen?
22. The maximum reimbursement amount I received is less than my rate, what do I do?
23. I missed signing or writing the daily times the attendance record, what is going to happen?
24. What are the reasons why I would receive my reimbursement late?
25. I have only received reimbursement for 2 out of 3 children, should I be concerned?
26. What rate am I going to be paid on behalf of the parent?
27. My rates have changed, what do I do?
28. How do I know if the parent has Best Interest days available?
29. Who do I contact if the reimbursement amount is incorrect?
30. I lost my statement, how do I get a copy?
31. Why didn’t I get reimbursed with my new rates?
32. How do I find out the start date of a family starting child care?
33. Did you receive my attendance records?
34. Who do I contact if I moved?
35. Where can a child care provider find information regarding reimbursement for nutritious meals served to children in their care,
nutrition menu ideas, and nutrition information and newsletters?

 

Child Care Services – Parent Eligibility Answers to FAQ's  

1. How can I reach my Child Care Eligibility Specialist?

 

Answer: Contact your Child Care Eligibility Specialist in the appropriate Satellite Office:

Bonita Phone: (619) 427-4411 Toll Free: (888) 755-2445

Mission Valley Phone: (619) 574-6287 Toll Free: (888) 467-4800

2. Where do I mail my paperwork?

 

Answer: Mail to your Child Care Eligibility Specialist in the appropriate Satellite office:

Bonita 180 Otay Lakes Rd, Suite 300 Bonita, CA 91902

Mission Valley 5353 Mission Center Road,   Suite 108 San Diego, CA 92108

3. What number can I fax paperwork to?

 

Answer: Paperwork can be faxed to your Child Care Eligibility Specialist in the appropriate Satellite office:

Bonita Fax: (619) 205-6277

Mission Valley Fax: (619) 574-6471

4. What is an Alternative Payment Program?

 

Answer: The Alternative Payment Program provides free or reduced cost child care for eligible families. Eligibility for the Alternative Payment Program is determined by the guidelines set by the California Department of Education. Funding is provided by the California Department of Education and is limited, except for those families who are currently receiving CalWORKs cash aid or have received it within the last 24 months. The program allows eligible parents to choose the type of child care provider they feel best meets the needs of their family. The subsidized agency (CDA) then reimburses the child care providers directly on behalf of the parents.

5. I need child care, how do I know if I qualify for enrollment with CDA?

 

Answer: To qualify for the Full Day Preschool Program, families must be low income and have a qualifying need for services. To qualify for the Alternatiive Payment Program, families must be low income with a qualifying need, or a current CalWORKs cash aid recipient, or have received CalWORKs cash aid within the past 24 months. In addition, eligible parents must be working, seeking work, medically incapacitated, attending school or some type of vocational training, and/or be homeless and seeking permanent housing.  Current CalWORKs cash aid recipients must be working or participating in an approved Welfare to Work Activity. Families who are active CPS or have a child(ren) who is at risk of neglect or abuse may also qualify for services.

6. If I have only received food stamps will this alone qualify me for child care assistance?

 

Answer: No, food stamps are not considered “CalWORKs cash-aid” assistance and this alone would not qualify you for child care assistance.

7. What are the income guidelines?

 

Answer: Your family’s gross income cannot exceed the amount listed on the chart below. Note: Parents must also have a qualifying need to be eligible for subsidized child care.

 

Eligibility Table

Family Size	1-2	3	4	5	6	7	8	9	10	11	12
Income	$3,283	$3,518	$3,908	$4,534	$5,159	$5,276	$5,394	$5,511	$5,628	$5,745	$5,863

8. What is the age limit to receive child care services?

 

Answer: In CDA’s Full Day and Part Day Preschool Program, 3 and 4 year old children are eligible until the start of kindergarten. In CDA’s Alternative Payment Program, children are eligible for child care services up until their 13th birthday.  Children that reach the age of 13 and are still in need of child care services based on an Exceptional Need or who are Severely Disabled are required to submit additional documentation in order to continue receiving child care services. In CDA’s California State Preschool Program, children are eligible up until the start of the kindergarten school year.

9. How do I enroll for child care services?

 

Answer: Families must submit an application to the San Diego Centralized Eligibility List (CEL) at www.childcaresandiego.com.

 

Immediate openings are available for all current and former (within the past 24 months) CalWORKs recipients who meet the eligibility requirements. Contact us at (619) 427-4411 ext 525 if you are currently a CalWORKs participant or have received CalWORKs within the last 24 months.

10. How long does it take for my name to be pulled from the Centralized Waiting List (CEL)?

 

Answer: There is no estimated length of time that families wait before receiving assistance. Whenever one of the state subsidized child care programs in the county has an opening, they will use the CEL to fill their vacancy. Participating programs prioritize family enrollments according to State regulations. Therefore it is critical that you keep your application (including contact information and income) on the CEL up-to-date at all times because it may affect your eligibility.

 

Placing your name and information on CEL does not mean you qualify for immediate assistance. Generally, enrollment into subsidized child care programs is based on family size and income with lower-income families having a higher probability of being called for assistance followed by moderate-income families.  Being listed on the CEL does not guarantee child care assistance will be provided.

11. If my name is pulled from the CEL and I am scheduled an appointment does this mean that I am eligible for child care assistance?

 

Answer: If you have been scheduled an appointment you have met the preliminary eligibility screening. Once you meet with the Child Care Eligibility Specialist for a face to face appointment, they will verify your supporting eligibility documentation to make a complete determination of your family’s eligibility for child care services.

12.Does CDA provide a child care provider or can I choose my own?

 

Answer: The program allows eligible parents to choose the type of care they feel best meets the needs of their family. Parents may select a licensed child care center, a licensed family child care home, a before/after school program, a legally license-exempt provider such as a relative (i.e. grandparent, aunt or uncle) or a friend or neighbor.

13. Can you send me a list of child care providers?

 

Answer: Families are encouraged to use the following resources:

 

YMCA Child Care Resource Service:

 

For licensed child care provider referrals, call: (800) 481-2151 A representative is available Monday-Thursday: 8am-4pm and Friday: 8am-12pm.  Child Care Consultants are also available to provide child care referrals in person at three YMCA locations in San Diego, National City and Vista. Parents can also complete a referral request online or conduct an online search at: http://www.crs.ymca.org/prog rams/resource-and-referral/child-care-referrals.html

 

Community Care Licensing:

 

The Child Care Licensing Program licenses and monitors Family Child Care Homes and Child Care Centers in an effort to ensure that they provide a safe and healthy environment for children who are in day care. Parents have a right to obtain complaint information on a child care facility.  Oliver’s Law requires that facilities provide complaint information to parents upon request. If you are interested in reviewing a licensed child care center or provider’s complaint record, or if you are interested in learning about licensing requirements, how to evaluate your child's care facility, or how to file a complaint visit: http://www.ccld.ca.gov/PG411.htm for additional information. 

14. Can I transfer my child to another provider closer to my home/work?

 

Answer: Yes, a parent may request a change in child care providers by contacting their Child Care Eligibility Specialist. 

15. Why was I transferred from Stage 1 to CDA?

 

Answer: Your case was transferred from Stage 1 to Child Development Associates as you have been “deemed stable” in your Welfare to Work participation.

16. Will there be an interruption in care when I am transferred from Stage 1 to CDA?

 

Answer: No, the process is “seamless” and there will be no break in child care when your case is being transferred from Stage 1 to CDA.

17. How often do I need to complete a recertification?

 

Answer: Families must complete a recertification at least once every 12 months.

18. Can I complete my recertification through the telephone?

 

Answer: A recertification may be completed either through the mail or through a face-to-face appointment.

19. Does CDA pay for transportation if I am required to go into the office and meet with my CES for an appointment?

 

Answer: No, CDA does not cover transportation costs.

 

Alternative Payment Program – Provider Services and Reimbursement Answers to FAQ's

1. How can I reach my Provider Specialist (PS)?

 

Answer: Please click here for contact information.

2. Does my provider have to have direct deposit? 

 

Answer:  Yes, it is mandatory for all providers to be on direct deposit.

3. What is TrustLine?

 

Answer: TrustLine was created by the California Legislature to offer parents, employment agencies, child care Resources and Referral programs, and child care providers access to a background check conducted by the California Department of Social Services (CDSS).  This includes a check of the California Criminal History System and Child Abuse Center Index at the California Dept of Justice and a check of Federal Bureau of Investigation records.  The TrustLine Registry is maintained by CDSS and may be checked through the California Child Care Resource and Referral Network by calling 1-800-822-8490. 

4. What if my provider was DENIED or CLOSED on the TrustLine Registry?

 

Answer: The parent would need to choose a new provider.

5. How do I change child care providers?

 

Answer:  The parent must contact his/her Child Care Eligibility Specialist to request any changes. 

6. I am providing child care for a family that is receiving subsidized child care through CDA, am I considered an employee of CDA?

 

Answer: No, Providers are self-employed and the contract (if any) is between the parent and the provider. Providers are not considered an employee of CDA.

7. What is a 1099 form?

 

Answer: All reimbursements to child care providers are reported to the Internal Revenue Service (IRS). At the end of the calendar year, the child care provider will be given a Form 1099 (Statement of Non-Employee Earnings) stating the total funds received from CDA during that calendar year. 1099s will be issued each January to all child care providers who have been paid over $600 the previous year.

8. When do I receive my 1099 form?

 

Answer: 1099 forms are mailed to providers by the 30th of January.

9. I am a license-exempt provider, what does that mean?

 

Answer: License-exempt providers are not required to be licensed by Community Care Licensing. License-exempt providers may be a relative, friend, neighbor, etc. and may care for only one family.

10. What are the advantages of becoming a licensed child care provider?

 

Answer: Please click here for information.

11. I am a licensed provider, what does that mean?

 

Answer: The provider has a license for providing child care either their home or in a center.

12. How do I know if my child care center is license-exempt?

 

Answer:  Please contact the Provider Services Department at (619) 427-4411 Ext. 242.

13. What is a varied schedule?

 

Answer: If CDA is unable to determine a parent’s specific days and hours of employment their need for services will be considered Unpredictable and child care hours will be authorized as variable with a maximum number of hours per week. Only actual care used is reimbursable to the provider.

14. What is a family fee?

 

Answer: It is the parent’s portion of the subsidy of child care. Family fees are determined by the family size, income, and the total amount of child care services provided (full-time/part-time).  *Full-time fees are assessed when care is a daily total of 6 hours or more. *Part-time fees are assessed when care is a daily total of less than 6 hours

15. What is a co-pay?

 

Answer: A co-pay is the difference between the total reimbursement the provider is expecting and the total amount CDA is able to reimburse for the care used.  It is the provider’s responsibility to request this from the parent.  CDA does not track co-payments that are due to the provider.

16. What is RMRC or Regional Market Rate Ceiling?

 

Answer: The RMRC provides the rate ceiling for subsidized care; this is the maximum amount CDA can reimburse providers. The RMRC is determined by the State of California by surveying providers within the state and finding an average rate by county.

17. What is the Provider Copy of the Notice of Action?

 

Answer: A Notice of Action (NOA) is a formal communication tool utilized to inform the parent/guardian of any changes to their case. Child care providers are also notified with a Notice of Action when there have been changes to the family’s case.

18. Why does CDA only reimburse for 10 Best Interest Days in a fiscal year?

 

Answer: This is a limit set by the California Department of Education.

19. Why does CDA only reimburse for 10 of my closure days?

 

Answer: This is a limit set by the California Department of Education.

20. I charge a registration fee; will CDA reimburse this fee on behalf of the parent?

 

Answer: CDA will be able to reimburse the Registration Fee requested if (1) the Provider has Contractual Terms on file showing this fee, and if (2) the amount requested along with the Regular Reimbursement requested does not exceed the RMRC.

21. There is a discrepancy in the amount I received. Why would that happen?

 

Answer: Discrepancies in the amount paid could happen for various reasons: Errors made on the attendance record, any discrepancies in the family’s information in our system, possible misinterpretation of Provider’s Rate Sheet, amount provider is requesting exceeds the RMRC, child/children are on varied schedules and all care was not reimbursable.

22. The maximum reimbursement amount I received is less than my rate, what do I do?

 

Answer: If parent has signed a contract stating he/she agrees to pay the rates requested by the provider, then the provider is able to bill the parent for the difference.  This difference is a co-pay to the parent.

23. I missed signing or writing the daily times the attendance record, what is going to happen?

 

Answer: A warning notice will be issued. The care that was filled out incorrectly may be reimbursable per supervisorial approval.

24. What are the reasons why I would receive my reimbursement late?

 

Answer: (1) Attendance record is received after the due date 
             (2) Discrepancy is found with information on file vs. the care being used
             (3) Provider has a check hold issue. Contact your Provider Specialist

25. I have only received reimbursement for 2 out of 3 children; should I be concerned?

 

Answer: You should wait until the actual “Check Issue Date” of the pay period in question. At times, the reimbursement for the family will come in more than one deposit, and should all be deposited by the end of the day on the “Check Issue Date”.

26. What rate am I going to be paid on behalf of the parent?

 

Answer: We will reimburse using the provider's rate for the approved care, not to exceed the RMRC.

27. My rates have changed, what do I do?

 

Answer: Please contact your Provider Specialist at (619) 427-4411 Ext. 242.

28. How do I know if the parent has Best Interest days available?

 

Answer: The parent may contact their Child Care Eligibility Specialist for this information.

29. Who do I contact if the reimbursement amount is incorrect?

 

Answer: You can contact the Provider Payment Line at (619) 427-4411 Ext. 294, or send an email to PaymentQuestion@cdasandiego.com

30.  I lost my statement, how do I get a copy?

 

Answer: You may request a copy from your Provider Specialist.

31.  Why didn’t I get reimbursed with my new rates?

 

Answer: Please contact your Provider Specialist at (619) 427-4411 Ext. 242.

32.  How do I find out the start date of a family starting child care?

 

Answer: The best way to get that information is to go through your Provider Specialist.

33.  Did you receive my attendance records?

 

Answer: Please contact your Provider Specialist at (619) 427-4411 Ext. 242.

34.  Who do I contact if I moved?

 

Answer: If you have moved, you must contact your Provider Specialist immediately and request a change of address.

35. Where can a child care provider find information regarding reimbursement for nutritious meals served to children in their care, nutrition menu ideas, and nutrition information and newsletters?

 

Answer: Please click here for information.