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Child Care Authorization Plans

Authorization plans are sent out to you and our clients when the clients have been approved for the Best Beginnings Child Care Scholarship. The main things to look for are:

• Name of parent(s)
• Certification start date
• Certification end date
• Co-payment amount
• Your provider name, addresses and license expiration date

This authorization plan has the important information a provider needs to know for a family receiving the Best Beginnings Child Care Scholarship. The certification start date lets you know when the state will start reimbursing you. The certification end date is the last date the state will reimburse you. The state will not back pay for time that a client failed to re-certify.

What do scholarship families pay me as the provider?

Families using scholarships also make co-payments to providers.  These co-payments are on a sliding fee scale beginning at $10 per month and increasing based on family size and income.  Family Connections has the most current figures.  Families must pay their providers the required co-payment and any other fee or charges that may exceed the region’s reimbursement rates.

How am I paid for the services I provide for scholarship families?

A preprinted invoice is mailed to you each month.  You receive one invoice for every eligible family in their care.  The invoice lists the family’s children for whom care will be paid, the certification end date, and the amount of the family’s co-payment.  The hours billed on the invoice must reflect the child’s actual attendance rounded to the nearest ¼ hours as it relates to approved activities

You must enter the daily attendance hours for each child and co-payment received.  The invoice must be completed, signed, and dated.  Future rate changes may be indicated on the invoice.  However, please allow 10 days for rate changes to become effective so the child care resource and referral can enter them into the CCUBS computer system.

You must mail or deliver printed invoices to Family Connections.  Invoices are due to Family Connections’ office within 5 days following the month in which care was provided.  Invoices expire 60 days after the month of service.  You must submit invoices and any corrections within 60 days or they lose their claim for a Best Beginning Scholarship payment.  If there is a problem with your payment, please contact Family Connections before 60 days after the month in question.

You may charge the State based on a daily rate, which is for 6-10 hours per day, or an hourly rate that is less than 6 hours per day.  There are separate rates for children below the age of two (infant rate) and for children above the age of two (child rate).  The State reimburses providers serving families who are determined eligible for a Best Beginnings Scholarship.

How do I know when a family is approved for a Best Beginnings Child Care Scholarship?

Family Connections will send a copy of the family’s child care certification plan to you when the family has been approved to receive a Best Beginnings Scholarship.  The certification plan shows the days and hours of care, the beginning date and ending date of care, the children authorized for care, and the co-payment amount.

The certification plan shows the minimum benefit available to the family.  You may bill only for actual attendance, rounded to the nearest ¼ hour each day as it relates to approved activities.  You are not entitled to bill for certified hours, unless the child attends.  There are specific policy exceptions, such as CE days, holidays, or a pre-approved hold-the-slot payment.

You will receive a new child care certification plan if there are changes.  Read the certification plan carefully.  Contact Family Connections if you have any questions.  Family Connections has not officially authorized child care unless you have received a written child care certification plan.

Special Needs

If you have a child with a special need in your childcare facility, you will need to have the parents contact their case worker at Family Connections to see if they qualify for a Special Needs Assessment.

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