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Latest Updates from the Child Care Assistance Program

03/08/17 Fax Machine Update- Due to the adverse weather conditions of Monday, March 6th we are experiencing a fax machine outage. At this time documents may be sent to our CCAP department via email (scans of documents) at CCRRCCAP@salfcs.org, mailed to our offices, or delivered via walk-in. Any documents faxed since 10pm on 3/6/17 will need to be resubmitted. We will provide an update as soon as this issue has been resolved and thank you for your patience while are working with our phone provider on a repair. If you have any questions please contact our office at 309/205.3070.

01/03/17 Update- The Office of the Comptroller will be mailing by January 31, 2017, 1099 Miscellaneous Forms to all non-corporation providers earning $600.00 or more in calendar year 2016. These forms are used by the providers to report the income they received in 2016 on their taxes.  If a provider does not receive a 1099 Miscellaneous Form by February 9th 2017, they need to write to the Office of the Comptroller.  They must clearly indicate that they “Need a 1099 Form.”  The provider should be sure to include their name, address, Social Security Number, and phone number with area code.  They also must sign and date the note and mail or fax to The Office of the Comptroller. If mailing, mail to: 

Office of the Comptroller
Attn: Vendor Unit (1099 Request)
325 W Adams
Springfield, IL 62704

If faxing the information, fax to (217) 785-7212, attention: Vendor Unit (1099 Request)

** If a provider has changed their address since receiving their last payment from the Office of the Comptroller, the provider should mail, or fax a letter with the above mentioned information, to the Office of the Comptroller, by January 13, 2017, to ensure the correct address is on the 1099 form. If the new address information is not received by January 13th, the 1099 may be returned and the provider will have to request a duplicate.

***Also, some providers may ask about having taxes taken out of their payments.  Please inform the providers that we cannot take taxes out of their payments because they are considered self-employed. The providers are not employees of the State of Illinois, Department of Human Services, or their CCR&R.  However, the income they earn as a child care provider is earned income, and should be reported as income on their taxes.  The income amount listed on the 1099 is the gross income to the provider in 2016. Gross income includes the amount of the payment plus any union dues they may have had deducted.       

 

11/18/16 Update- Follow these instructions to register for the Enhanced Vendor Remittance Screens in order to see payment detail. Providers DO NOT need to call The Office of the Comptroller Direct Deposit Unit for assistance on sign-up.   After providers complete the registration, an e-mail is sent to them.  Providers then create their own passcode to be used for future log-ins to view their payment information. This can only be used for providers paid by direct deposit.

Step 1: Go to http://www.ioc.state.il.us/

Step 2: Click on VENDORS

Step 3: Click on Click here to access or register for Enhanced Vendor Remittance

Step 4: Click on REGISTRATION

Step 5: Complete the Registration. When all questions are answered, click REGISTER ME!

**After registering, provider will receive an email with instructions on creating their own passcode to view payment detail**

 

11/10/16 Update - The DHS Provider Payment Inquiry Website will be down indefinitely due to security concerns.  Below is additional information on how providers can view their payment detail.

For providers that are paid by direct deposit, The Office of the Comptroller offers a very good option to see payment information. It’s a different area of their web site and requires the provider to sign up for a passcode/PIN. The providers are able to view the exact same information that comes on a paper check: month of service, date of issue, amount, case number, client name, children names and amount paid for each child.  Also, deductions to the payment or add-ons are also listed.  To sign up for this, have direct deposit recipients call The Office of the Comptroller Direct Deposit Unit at, (217) 557-0930. 

Unfortunately, debit card providers cannot use the Comptroller Enhanced Vendor System. For those providers needing payment information, the information may have to be provided over the phone, or print out the Pre-Payment Provider List and mail or email to them.  The debit card company is supposed to mail monthly statements to those providers that request it, and in the monthly statement, the payment detail is supposed to be listed. The same information should be available on the debit cards web site. 

Providers being paid via paper check, obviously receive the payment detail for each payment on their check stub.
 

 

8/15/16 Update - Please see the below Notification to All Child Care Providers Participating in the Illinois Department of Human Services (IDHS) Child Care Assistance Program (CCAP) regarding recent changes to the Child Care Assistance Program (CCAP) Attendance Policy.  

August 15, 2016

This notice concerns information regarding recent changes to the Child Care Assistance Program (CCAP) Attendance Policy that has been put on hold until further notice. Unless a provider has been specifically requested to do so, providers are not required at this time to submit documentation to verify attendance with monthly billing certificates.

The Illinois Department of Human Services (IDHS) will proceed through the rule-making process under the Administrative Procedure Act to propose Department guidelines for attendance by rule rather than policy.

Until a new rule has been established, current procedures requiring child care providers to maintain a system that will verify the attendance of the children in care is still applicable.   Providers may use an attendance system of their choice (paper or computerized) rather than the sign-in/sign-out worksheet previously requested by the Department. 

However, please note that providers must ensure that any system used should appropriately and consistently document the care rendered by the provider and reflect the days billed to the Department.  The provider's attendance documentation must be maintained at the provider site and available upon request for a period of 5 years to present to IDHS or the Child Care Resource and Referral (CCR&R) agency. 

The Department will provide additional detailed information about the proposed rules to all providers participating in the CCAP as it becomes available. 
Until that time, all policies remain the same.

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Effective November 9, 2015, the following changes are being made to the emergency rules instituted for the Child Care Assistance Program effective July 1, 2015:

• New applications (received at the CCR&R or Site program on November 9 or later) must fall at or below 162% of the Federal Poverty Level (FPL) (see chart below);
• Legally license-exempt child care providers who are related to the child they are caring for are not subject to fingerprinted criminal background checks;
• All requirements associated with cooperation and/or opening cases with Child Support have been deleted.

Therefore, effective November 9, 2015, the Department is modifying the priority eligibility guidelines to all new applications. A new application is defined as a request for child care assistance for a family that has not had eligibility within the last 30 days. To initially qualify for the program after November 9th an applicant must be a:

  1. Recipient of Temporary Assistance to Needy Families (TANF); or
  2. Teen Parents enrolled full-time in elementary or high school or GED classes to obtain a high school degree or its equivalent; or
  3. Families with a child(ren) that has special needs; or
  4. Working families whose monthly incomes do not exceed 162% of the most current Federal Poverty Level for their family size (see monthly income levels below).

If you have submitted an application and have not received a notice of eligibility, your application will be processed as quickly as possible. You will not need to reapply.

If you have been denied because your family income was above 50% of the Federal Poverty Level, you will need to reapply.

Cases being re-determined will continue to be eligible as long as they are within the income levels set for redeterminations and all other eligibility factors are met. If inactive for 30 days or more, all new guidelines apply. In order to process as many new applications under these revised guidelines as quickly as possible, CCR&Rs and Site programs have been instructed to process applications before any other case actions.

There have been no changes to the policies or procedures for processing redeterminations. Families that are re-determining eligibility are subject to the standard eligibility criteria as stated in the Child Care Assistance Program Manual.

Once a family is determined to meet a priority intake group, standard CCAP eligibility guidelines apply. For example, if a family includes a child with special needs (regardless of whether that child needs care or not) the family must be at or below the 185% of FPL.

 

Family Size

Gross Monthly Base Income

 

162 % FPL

2

$2,151

3

$2,713

4

$3,274

5

$3,836

6

$4,397

7

$4,959

8

$5, 521

9

$6,082

10

$6,644

 

To view the Illinois Department of Human Services official announcement of the new emergency rules, please click here.

 

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