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Child Care Reporting--Cost of Care


State Subsidized Monthly Payment for This Child Care

Description

For CalWORKs Stage 2 and Stage 3 (C2AP and C3AP), Alternative Payment (CAPP), Migrant Alternative Payment (CMAP), and Family Child Care Home Education Networks (CFCC) contracts, the State Subsidized Monthly Payment for This Child Care is the amount the provider is paid for child development services provided in the report month.

For General Child Care and Development (CCTR), Handicapped (CHAN), Migrant (CMIG), and California State Preschool Program (CSPP) contracts, 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 C2AP, C3AP, CAPP, CMAP, and CFCC contracts, provider payment information 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 examples for C2AP, C3AP, CAPP, CMAP, and CFCC contracts below. Choose the example depending on whether there is a family fee and if so, how it is collected by the contractor.

For CCTR, CHAN, CMIG, and CSPP contracts, 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 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 Attendance and Fiscal Reports to identify the correct information for this particular child and report period. See examples for CCTR, CHAN, CMIG, and CSPP contracts below.

Rules and Guidelines

  • This information is required.
  • Enter only numbers; do not enter a dollar sign ($) or decimal point.
  • Zero is not acceptable since this would indicate that no subsidy was paid for the services provided in the report month.
  • Round to the nearest whole dollar. Do not enter cents.
  • Amounts for C2AP, C3AP, CAPP, CMAP, and CFCC contracts must be consistent with the Regional Market Rates ceilings in effect for the report month.
  • Amounts for CCTR, CHAN, CMIG, and CSPP contracts must be consistent with the contractor's Standard Reimbursement Rate in effect for the report month.

For C2AP, C3AP, CAPP, CMAP, and CFCC contracts: 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 and it was kept by the provider.

  • Example 1 - Family Fee Collected by Contractor: The provider’s charge for child care is $200 for the report month. The family fee is $15 and is collected by the contractor. The contractor reimburses the provider $200 for the cost of care. The State Subsidized Monthly Payment for This Child Care is $200.
  • Example 2 - Family Fee Collected and Kept by Provider: The provider’s charge for child care is $200 for the report month. The family fee is $15 and is paid by the parent directly to the provider and kept by the provider. The contractor reimburses the provider $185. The State Subsidized Monthly Payment for This Child Care is $200. Because the family pays the family fee to the provider directly (and it is kept by the provider), the amount reported is still $200 because the contractor is reimbursing the provider the balance remaining for that child’s care.
  • Example 3 - Family Fee Collected by Provider and Submitted to Contractor: The provider's charge for child care is $200 for the report month. The family fee is $15 and is paid by the parent directly to the provider, who then turns it over to the contractor. The contractor reimburses the provider $200 for the cost of care. The State Subsidized Monthly Payment for This Child Care is $200.
  • Example 4 - No Family Fee: The provider's charge for child care is $200 for the report month. This family does not pay a family fee because of their family size and income. The contractor reimburses the provider $200 for the cost of care. The State Subsidized Monthly Payment for This Child Care is $200.

For CCTR, CHAN, CMIG, and CSPP contracts: Enter the dollar amount reimbursed 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 Attendance and Fiscal Reports. 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.

  • Example 1: The contractor receives $38.53/day from the CDE for full-day child development services for children three years of age and older. The child received services for 22 days in the report month. The contractor claims 15 percent administrative costs. The direct services cost is $720.51 ($28.82 per day x 85% (100% - 15% administrative cost) x 22 days). This amount is rounded to the nearest dollar. The total reported amount is $721.
  • Example 2: The contractor receives $38.53/day from the CDE for child development services. The child received services for 22 days in the report month. The contractor claims 15 percent administrative costs. The child is a toddler receiving full-time care, so the adjustment factor is 1.4. The direct services cost is $1,008.72 ($28.82 per day x 85% x 22 days x 1.4 adjustment factor for full-time toddler). This amount is rounded to the nearest dollar. The total reported amount is $1009.
  • Example 3: The contractor receives $38.53/day from the CDE for child development services. The contractor claims 15 percent administrative costs. The child is nine years old. For 10 days in the month, the child received full-time care ($28.82/day x 85% x 10 days = $327.51). For five days in the month, the child received half-time care. The adjustment factor for children three years and older in half-time care is 0.55 ($28.82/day x 85% x 5 days x 0.55 adjustment factor for a half-time child three years and older is $90.06). The total reported amount rounded to the nearest whole dollar is $418.

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 CCTR 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 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 Attendance and Fiscal Reports 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
Last Reviewed: Wednesday, February 3, 2016

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