Skip to content
Printer-friendly version

Child Care Reporting--Cost of Care


State Subsidized Monthly Payment for This Child Care

Description

For Alternative Payment (AP) contractors, the State Subsidized Monthly Payment for This Child Care is the monthly dollar amount charged by the provider for child development services provided in the report month, and agreed to by the AP contractor as being consistent with rules for determining provider payments that come from its contract with CDE.

For Center-based /Family Child Care Home Networks, the State Subsidized Monthly Payment for This Child Care is the amount claimed (i.e., the amount reimbursed under your CDE contract) from CDE for child development services provided in the report month. This amount includes any adjustments applicable to this child (e.g., for infants, exceptional needs, severely disabled, etc.). This amount does not include the family fee or administrative costs.

Where to Find It

For AP contractors, The State Subsidized Monthly Payment for This Child Care is typically found in the agency’s payment records for the report month. Each agency has its own method of keeping this information. Check with the person in your agency who is responsible for issuing payments to providers. See Alternative Payment Examples 1-4 below. Choose the example depending on whether there is a family fee and if so, how it is collected by the AP contractor.

For Center-based/Family Child Care Home Networks, the amount claimed is dependent upon any adjustment factors that may be applicable to this particular child in this particular report period. Typically, the agency’s attendance records (CD-9400 form or its equivalent) will indicate how the Standard Reimbursement Rate being claimed has been adjusted either for time-base (half-time, three-quarter time, full-time, or full-time plus) and/or for unique characteristics of the child (infant, severely disabled, limited and non-English proficient, etc.). It is possible for adjustment factors to vary from month to month for a given child, or even within a single month. Check with the person in your agency who is responsible for attendance reporting and for submitting the CD-9500 form (Attendance and Fiscal Report for Child Development Programs) to identify the correct information for this particular child and report period.

Rules and Guidelines

For AP contractors: Enter the total dollar amount that the provider was authorized for services provided to the child in the report month. This amount will include the family fee if the parent paid it directly to the provider (was not collected by the AP contractor) and it was kept by the provider.

For Center-based/Family Child Care Home Networks: Enter the dollar amount claimed from the CDE for the child in the report month. Include any adjustments, such as for infants, toddlers, or any other adjustment factors applicable to this particular child. Do not include administrative costs as they are claimed separately on the Administrative Costs line item of the CD-9500 form. Do not include (do not add it to the total and do not subtract it from the total) the family fee or family co-payment in the calculation of this amount.

Error Messages and Solutions

The "State Subsidized Monthly Payment for This Child Care" is required. [801B]
Problem

The State Subsidized Monthly Payment for This Child Care information is blank under the Program Code listed in the error message.

Solution

Enter the State Subsidized Monthly Payment for This Child Care for the listed Program Code in whole dollars without decimal points. Refer to the examples above for help in calculating this amount. If this provider did not provide subsidized services to the child during the report month, exclude this Type of Care from the CDD-801B report.

The "State Subsidized Monthly Payment for This Child Care" can contain only whole numbers. [801B]
Problem

The State Subsidized Monthly Payment for This Child Care under the Program Code listed in the error message has a decimal point. This payment should be rounded to the nearest whole dollar. The system will not save entries with both dollars and cents provided.

Solution

Confirm that you have entered the State Subsidized Monthly Payment for This Child Care correctly with only whole dollar amounts listed.

The "State Subsidized Monthly Payment for This Child Care" must be greater than zero. [801B]
Problem

You have entered zero under the State Subsidized Monthly Payment for This Child Care.

Solution

The amount entered for State Subsidized Monthly Payment for This Child Care cannot be zero because that would indicate no services were provided to this child by this provider. Verify the amount using the examples provided under "Rules and guidelines" and correct the information.

The "State Subsidized Monthly Payment for This Child Care" cannot be less than the minimum hourly rate available based on the "Total Hours of Care." [801B]
Problem

The total cost of care in the State Subsidized Monthly Payment for This Child Care field(s) for the listed child is less the minimum hourly cost of care for subsidized child care.

Solution

Confirm that you have entered the State Subsidized Monthly Payment for This Child Care correctly. Use the examples provided above to help you calculate the amount and/or double check your records for this child’s care.

The "State Subsidized Monthly Payment for This Child Care" exceeds the maximum hourly rate available based on the "Total Hours of Care." [801B]
Problem

The total cost of care in the State Subsidized Monthly Payment for This Child Care field(s) for the listed child is more than the maximum hourly cost of care available for subsidized child care.

Solution

Confirm that you have entered the State Subsidized Monthly Payment for This Child Care correctly. Use the examples provided above to help you calculate the amount and/or double check your records for this child’s care.

FAQs About the State Subsidized Monthly Payment for This Child Care

Question 1

We have a child who received subsidized care for the month listed, but the provider never billed us. How should I answer this question?

Answer

Enter the estimated payment that was authorized (based on the examples provided above) for the report month and year that would be paid to the provider when the bill is received.

Question 2

We have a child who was enrolled and therefore listed on the CDD-801A report but never received child care for the report month because the parent was not able to find a provider. What should we do?

Answer

If that child did not actually receive child care for the report month, then you must exclude the child. Select "Child did not receive child care in the report month" from the list, then click the "Exclude" button. If this is the only child receiving care in the family, you must exclude the family, not the child.

Question 3

In my center-based program, I don’t understand what the adjustment factors are or where to find them.

Answer

Adjustment factors are applied on a child-by-child basis in accordance with regulations. A child may have no adjustment factors applied or may have one adjustment factor depending on their characteristics as certified on the CD-9600 form as well as the number of hours per day they are receiving service. A child may also have more than one adjustment factor in a report period if their hours of service were not the same each day during the report month. You will need to consult with the person in your agency responsible for preparing the CD-9500 form in order to determine whether any adjustment factors should be applied for this particular child in this particular month.

Questions:   CDMIS Staff | cdmis@cde.ca.gov | 916-445-1907
Download Free Readers