CCDF Parent Orientation

1. CHILD CARE
DEVELOPMENT FUND

2.  Welcome
 Topics Covered
CCDF Rules and Regulations
Parent/Legal Guardian’s Responsibilities
Sign-In/Out Sheets
Re-determination
New Changes to the ITCN CCDF Program
 Sign in for proof that you were here

3. CCDF Purpose
To increase the availability,
affordability,
and the quality of child care
services

4. What is the CCDF Purpose
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1. To increase the
availability,
affordability and the
quality of child care
services
2. To cover all your child
care cost needs
3. To create a competitive
rate to other similar
programs, such as
Children’s Cabinet

5. CHILD CARE DEVELOPMENT FUND
(CCDF)
• CCDF was created by the Budget and
Reconciliation Act of 1990;
• Amended by the Personal Responsibility &
Work Reconciliation Act of 1996.
• CCDF funding began in FY1997
• Authorized through FY 2002
• Child Care has been re-authorized in
FY2006 (funding level remained at FY2003)
• Re-authorization for FY2011

6. PROMOTE PARENTAL CHOICE
• To empower working parents to
make their own decisions on the
child care that best suits their
family’s needs.
• Provide parents with a broad range
of options in addressing their child
care needs.

7. ITCN CCDF
TYPES OF CHILD CARE
SERVICES
1. Tribal Child Care Centers
2. Certificate Program
3. Other Programs

8. TYPES OF CHILD CARE
(continued)
Tribal Child Care Center:
Child care centers owned and operated
by a tribal entity.
Elko ABC Pre-School
Duckwater
Goshute Child Care Center
Lovelock Little Feather’s Day Care Center
Moapa Child Care Center
Yomba Child Care Center

9. TYPES OF CHILD CARE
(continued)
Certificate Program:
A disbursement issued by the
grantee to the provider for payment
of child care services.

10. TYPES OF CHILD CARE
(continued)
Other Program:
 Latch-Key Program/After School
Program
 Early Childhood Development
Programs
 Wrap-Around Head Start Program
 Out of School Time Activities
(includes, but not limited to; educational
programs, tutoring, and summer
programs activities)

11. Who’s Eligible?
In order to become eligible, a child
must :
 (1) Have proof of Native American decendancy,
 (2) Be 12 years of age or younger,
 (3) Reside with a family whose income does not
exceed 85% of state medium income level for
the family of the same size (fall within the ITCN
CCDF Eligibility sliding fee scale),
 (4) Reside with parents/guardians who are
working, in an educational program, or in a job
training program (does not included at home on-
line courses),
 Or, receive or need to receive protective
services and children in foster care (based on
need).

12. Sliding Fee Scale

13. Enrollment Forms

14. Enrollment Forms
• CCDF Enrollment Form (yellow form)
– New Enrollment form must be submitted
every six months (once in October and once
in April of every year)
• Check box – if other parent/guardian in
the household (FRAUD)
• Check box – parent/guardian’s eligibility
and required documents attached
• All family members residing in the home
and the relationship to each
parent/guardian.

15. Enrollment Forms

16. Enrollment Forms
• CCDF Enrollment Form (yellow form)
Enrollment Form Changes
• Complete Employment Information
• Check box – part-time/full-time
• Other income and benefits
• Sign and Date Form

17. How often MUST a new
enrollment form be submitted
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1. Every 3 months
2. Every 5 months
3. Every 6 months

18. Enrollment Forms
• Child Care Provider Information
– New Provider form must be submitted every six months
– Must be submitted with a W-9 (completed by the provider)
• Emergency Contact Sheet
– (Home Providers Only)
• Provider Self Certification
– (Home Providers Only)
• Criminal Background Check
– (Home Providers Only)

19. REQUIRED DOCUMENTATION
• Parent/Guardian’s identification
– Drivers License or
– I.D. Card
– Court documentation (if legal guardian)
• Parent/Guardian’s Social Security Card
• Parent/Guardian’s income
– Four recent paycheck stubs or
– Letter from employer (to establish eligibility only,
paycheck stub is needed before reimbursements
are made)
– Self Employment
• Monthly income statements or
• Last year’s tax return
• Child(ren) birth certificate
– Birth report up to the first 4 months

20. REQUIRED DOCUMENTATION
• Child(ren) immunization records
– Children under school age (6 yrs), not attending a
licensed county facility will be required to have an
updated immunization record every six month
• If attending a technical school, trade school, or
enrolled in educational courses, an official class
schedule or enrollment letter is needed showing a
zero balance owed for that semesters tuition
• If attending a job training program and/or involved in
a work search program, a CCDF referral form is
needed from that program
• Tribal Identification
– Tribal ID card
– Tribal enrollment letter
– BIA certificate with degree of Indian blood
– And/or proof of descendancy from a tribal enrolled
member

21. What is not needed for a child to
be enrolled in our program
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1. Parent/guardian
working, enrolled in
school or job search
program
2. Report Card
3. Birth certificate and
tribal ID

22. NOTIFICATION OF
APPROVED SUBSIDY
► Parent/Guardian's will receive by mail:
 Acceptance letter
 Eligible Children
 Eligibility information
 Monthly net income
 Family size
 Education
 Job training program
 Work search program
 Monthly maximum for child care
 Start/end date of the certificate
 Four month certificate maximum, unless enrolled in
educational courses, a job training program and/or a
work search program.

23. NOTIFICATION OF
APPROVED SUBSIDY
► Parent/Guardians will receive by mail
 ITCN CCDF Contract
 CCDF Certificate
 Eligible Children
 Provider Information
 Monthly maximum for child care
 Start date and expiration date of the certificate
 Based on Employment, Job Training Contract, or
Class Schedule
 Four month certificate maximum
 Based on Employment, Job Training Contract, or
Class Schedule

24. NOTIFICATION OF APPROVED
SUBSIDY
► Provider will receive by mail
 ITCN CCDF Contract
 Acceptance letter
 Eligible Children
 Monthly maximum for child care
 Expiration date of the certificate
 Based on Employment, Job Training Contract, or
Class Schedule
 Four month certificate maximum
 Based on Employment, Job Training Contract, or
Class Schedule
 Copy of Parent/Guardian's Certificate

25. CCDF CONTRACT

26. CCDF CONTRACT
 Effective October 1, 2009 all parents/guardians
and providers are required to sign a contract with
the ITCN CCDF Program for agreement of
services.
 Purpose of the contract:
 Subsidy start date
 Subsidy end date
 Re-determination date
 Provider rate
 CCDF child care subsidy
 Overage – parents/guardians responsibility (the
amount exceeding the ITCN CCDF child care
maximum provider daily rates)

27. ITCN CCDF CONTRACT
Purpose of the contract:
 Family monthly co-payment
 The parent/guardian's responsibility of full
payment if ITCN CCDF does not reimburse
for any reason
 Clarification of care
 ITCN CCDF does not reimburse for holidays
(unless parent works on holidays), sick days,
and days children are not in care
 All parties involved are required to sign the
contract before any reimbursements can be
made

28. Who needs to sign the CCDF
Contract
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1. Parent(s)/guardian(s)
2. Provider
3. All of the above

29. Types of Child Care Providers
Certificate Program
1. Center Based Child Care Provider
2. Group Home Child Care Provider
3. Family Home Child Care Provider
1. If provider lives off the reservation, relatives only
4. In-Home Child Care Provider
 Three or more eligible children or the provider is
being paid at least minimum wage by the parent
for care
 Up to eight hours of child care service only, unless
special circumstances
 Provider must be 21 years old & be a biological
grandparent of the child
 The provider can not live in the same home of the
child, unless it is the biological grandparent.

30. MAXIMUM PROVIDER RATES

31. Sign-In Out Sheet

32. Sign-In/Out Sheets
1. In order for the child care provider to receive
REIMBURSEMENT for services, a CHILD CARE Sign-
In/Out Sheet must be submitted.
a. The first Sign-In/Out Sheet will not be processed
until the signature page from the parent/guardian
handbook and ITCN CCDF contract has been
received.
b. If letter of employment was submitted to
determine eligibility, Sign-In/Out Sheet will not be
processed until a copy of the first paycheck stub
or class schedule has been submitted showing a
zero balance.
c. One Sign-In/Out Sheet per child must be
submitted for families with two or more children.

33. Sign-In/Out Sheet
(continued)
d. Sign-In/Out Sheets are due within
the first five business days of
each month in order to be
processed within the same
month. (refer to the CCDF
calendar)
e. One month on the Sign-In/Out
Sheet at a time.

34. Can more than one child be listed
on the same timesheet?
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1. Yes
2. No
3. Only if a special
circumstance

35. Sign-In/Out Sheet
(continued)
f. The correct time and date must be
entered in each day with the
appropriate initial by the
parent/guardian.
**If attending before and after
school dates, and times, initials
must be entered each time the child
leaves and returns, if you
submitting full day its FRAUD
f. Overnight Care:
a. Days must be broken and not overlap
b. Check in at ?, check out at 11:59 pm
c. Check in at 12:00 am, check out at ?

36. Sign-In/Out Sheet
(continued)
h. If any of the required signatures or
initials are missing, the Sign-In/Out
Sheet will be returned.
i. Sign-In/Out Sheets must be legible,
and the For Official Use Only Box,
must be clear and not written in.
No copies, cut and pasting, no early
submission-- (FRAUD).
j. Please use black or blue ink only,
colored ink does show when
documents are copied.

37. Sign-In/Out Sheet
(continued)
k. Please make blank copies from a
clean copy. If your sign-in/out sheets
are not legible, tilted, lines through it,
copy splotches, or just a bad copy
THEY WILL BE RETURNED! Please
call the CCDF office if you need new
sign-in/out sheets.
l. Sign-in/out Sheets submitted after 45
business days will not be processed.
The parent/guardian and provider will
need to make arrangements to settle
any debts.

38. Sign In/Out Sheet
(continued)
m. “Is the Family’s Co-payment
Current?” box must be checked yes
or no. If not, it will be returned and
the sign-in/out sheet will not be
processed.
n. If the “Family’s Co-payment Current?”
box is checked NO, an agreement
must be reached between the
parent/guardian and the provider,
before any more sign-in/out sheets
will be processed.

39. Sign-In/Out Sheet
(continued)
o. All parent/guardians employed
through a temporary agency
must submit current paycheck
stubs to match each month's
sign-in/sign-out sheet submitted.
Working hours will be compared
to hours your child was in care.

40. Time Sheets will be returned if?
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1. The Family’s co-
payment is not current
2. Signed CCDF Contract
and handbook have not
been received
3. Time sheets are not
accurate i.e. 8-5 all the
way down
4. All of the Above

41. Reimbursement Process
1. The CCDF program is a subsidy
program, not a payroll program for the
providers.
a. Arrangements must be made with the
parent/guardian and provider for monthly payments.
b. The CCDF program will reimburse the provider for
services after sign-in/out sheets are submitted for
eligible children.
c. Sign-In/Out Sheets will be processed within the
same month that they were submitted. Always call
to make sure there is a check available for your
provider. Although, sign-in/out sheets were
submitted on time, a check may not be available
due to unseen circumstances. Arrangements must
be made… (section a above)

42. Reimbursement Process
(continued)
2. The CCDF Program reimburses for
direct child care services only!
Non-direct hours/days must be covered by
the parent/guardian. Although you have a
contract with your provider, we can only
reimburse for the hours that are
submitted on the Sign-In/Out Sheet.

43. Reimbursement Process
(continued)
3. If you wish to pick up a check at
our central office, please call
the office on Fridays, before
9:00am.
Always call to make sure there is a check available. If someone other than
the provider is picking up a reimbursement check, they must show valid
identification, and a letter or phone call must be received from the provider.

44. You have the right to change
your child care provider at any
time
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1. True
2. False

45. Changing Child Care Providers
If you become dissatisfied with your
provider you have the right to search for a
new provider.
a. Notify CCDF Program of change for new
provider and request provider form, W-9 form,
and finger printing card.
b. Submit Provider form with new provider
information.
c. Contact current provider and give two-week
notice.
d. Current provider must submit, in writing, that
the parent has fulfilled all obligations.

46. Changing Child Care Providers
(continued)
e. New provider can be used once the
parent/guardian has received a new
certificate, ITCN CCDF contract, and
eligibility letter from the CCDF Program.
f. Without a letter from the provider
stating fulfillment of all obligations, a
new Provider Information Form, a
certificate, ITCN CCDF contract from
the CCDF Program, Sign In/Out Sheets
will not be processed for the new
provider.

47. Summary of Child Care Services
Effective October 1, 2009, at the
end of the eligibility period, a
summary of services will be
issued for that period.
The summary will include the
following:
• the amount of direct hours the
child(ren) were in care,
• the amount CCDF paid the provider
for that period, and
• the co-pay of the direct hours
submitted during the time period.

48. Re-determination Process
Every four months a re-determination of services will be
issued. In some cases the parent/guardian may receive
an increase or decrease in wages, or is no longer in an
educational program and/or job training program. This
change may affect your CCDF subsidy. In order to
comply with federal regulations, a re-determination of
services must be done.
1. After the second month, a letter from the CCDF
program will be sent to the parent/guardian. This letter
will remind you to submit your employment
information, school verification, or job training
information so your eligibility can be re-determined.
For a parent/guardian who are employed by a
temporary agency a copy of your hours worked or a
pay stub must be submitted with each sign in/out
sheet.
2. The parent/guardian has until the end of the third month to
submit the information requested for re-determination.

49. Re-determination Process
3. If the information is not received by the end of the third
month, the parent/guardian’s subsidy will be
terminated at the end of the fourth month.
4. The "Fourth Month":
a) A letter will be sent to the parent/guardian that the
subsidy will end,
b) CCDF staff will confirm with employer,
educational institution, or job training program
that the parent/guardian is still participating, and
c) The provider will be notified of the
parents/guardian’s status and termination date.
5. If the parent/guardian reapplies after the re-
determination date, a new application must be
submitted. Once we have received the new
application, your application will be either processed
or you will be placed on the waiting list.

50. Required Forms
• CCDF Enrollment Form
• Child Care Provider Information
• Emergency Contact Sheet
• Provider Self Certification
• Criminal Background Check
• Parent/Guardian’s identification
• Parent/Guardian’s Social Security Card
• Parent/Guardian’s income
• Child(ren) birth certificate
• Child(ren) immunization records

51. What enrollment documents can
be sent via fax
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1. Birth Certificate
2. Immunization Records
3. ID
4. Social Security Cards
5. None of the above

52. FAXED PAPERWORK
1. Documents that can be faxed:
a) Re-determination
i. Paycheck-stubs
ii. New class schedule
b) Change In Information
i. Address and phone change
2. Documents that cannot be
faxed:
a) Everything not listed above

53. Health & Safety
1. Home Providers must meet the CCDF
H&SS.
2. Until monitoring is conducted, providers
must show through Self-Certification
that their home is safe
3. Monitoring will begin one month after
receiving parents approval letter.
(H&SS are included)
4. Finger printing and background checks
will be conducted on all relative
providers every two years.

54. Health & Safety
If there are any findings:
A) Providers have 30 days to repair
them.
B) After 30 days, Provider receives
50% of informal rate for services
C) Non-compliance after 60-days,the
provider will be terminated from CCDF
Program.

55. Early Childhood
Education
The CCDF program has early childhood
educational materials available to
checkout.
For example : literature, puzzles, science
equipment, problem solving and numeric
materials available.

56. Early Childhood Education
Parents/Providers
The CCDF Program conducts a training during the
ITCN Annual Convention in October of each year.
Training includes:
• First Aid/CPR
• Food handlers training
• Early childhood education courses
The CCDF program pays for the cost for providers
to attend. Parents/Guardians are also invited to
attend (CCDF covers registration only).

57. • The Nevada Chapter of NAEYC
conducts a training for all child care
providers. When the training is in Las
Vegas, the CCDF program will cover
the providers expenses for those who
attended the training in October only.

58. Early Childhood
Education Providers
Providers are encouraged to attend all early
childhood education courses given by local
colleges, community service agencies
(Children’s Cabinet), or the Nevada Registry
Website (nevadaregistry.com).

59. Child Care Fraud can be
committed by
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1. Use of untrue addresses
2. Both parents income
not reported (if in a
multiple parent home)
3. Fraudulent time sheets
4. All of the above

60. CHILD CARE FRAUD
► If both parents/guardians are in the home, both
incomes must be reported.
► Use of fake addresses or use of family
members’ addresses for eligibility.
► Correct times and dates must be submitted.
► All fraud cases not cleared by September 30 of
each year are reported to the Dept. of HHS,
ACF, CCB.

61. • Failure to comply with program rules and
regulations can result in the following;
Subsidy placed on hold
Subsidy terminated (based on your
coordinators discretion)
30 days
60 days
90 days
indefinite
If terminated, and parent re-applies for services,
parent/guardian will be placed on the waiting
list.
Non-Compliance

62. • The ITCN CCDF Program is a child
care subsidy program that is
designed to help low income
parents/guardians with child care
needs.
• To ensure the program operates
smoothly, and does not become a
barrier, please adhere to all rules,
regulations, and requirements
needed, so you can remain
eligible for the CCDF Program.

63. • Inappropriate attitude
–Will not be tolerated
–Can result in immediate termination
from the CCDF program

64. PARENT/GUARDIAN’S
RESPONSIBILITY
► As a CCDF parent/guardian, you are
responsible for submission of all required
documentation.
 Enrollment Forms
 Sign-In/Out Sheet
 Re-determination
 Notify the CCDF Office of any change in your
case
 Remaining current with your co-payment
 Attend orientation once a year

65. PARENT/GUARDIAN’S
RESPONSIBILITY
► By attending the Parent/Guardian/Provider
Orientation and by signing and returning the
Parent/Guardian handbook, you are entitled to
know every aspect of the program.

66. “I did not know it was my
responsibility”
You will be immediately placed on the list
to attend the next orientation (2nd
Wednesday of each month)
Failure to attend 2 consecutive
orientations will result in termination
from the program.

67. READ YOUR MAIL
►Contains very important information, documents,
and dates for events.
►Subsidy can be affected if time sensitive
materials enclosed are not returned before the
deadline.
►“Placed on hold scenario”

68. ANY QUESTIONS?