Good afternoon, Providers,

Below are reminders about CCAP processes that may help you in your day-to-day operations:

Email CCAPProviderPayments@ky.gov with all CCAP concerns instead of individual DCC staff.  Although staff have county caseloads assigned, emailing the inbox first will allow for assistance if the staff person is out of the office or unavailable.  When emailing the inbox, include your license number and case number for the enrollment in question.

CCAP has been reimbursing based on enrollment and not attendance since December 2022.  This process will continue until 12/31/23.  

When using enrollment-based payments, code 40 and 45 should not be used for a child absence.  Providers should only code for days the center was closed for a holiday, vacation, training, or other days that care was not offered to families. All providers, Licensed, Certified and Registered, will submit the PBF blank, unless the prefilled codes do not accurately reflect the child’s schedule and an exception needs to be made.   A copy of CCAP Exceptions and Care Schedules is attached for your convenience.

CCAP will continue to pay the parent copay portion of the CCAP payment until 12/31/23.

Transitional Child Care (TCC) is designed to assist families whose household income exceeds the CCAP guidelines at recertification or at case change.  These families will receive 6 months of CCAP at a reduced rate.  Here is how a provider can recognize a TCC case: 

• The co-payment is always zero ($0).
• The reduced rate is calculated at 50% of the Provider Subsidized Rate or the State Max Rate (whichever is lower). Example: If the State Max Rate for the child’s care level is $20, during the TCC period, the rate paid by the state would be $10.
• The family is responsible for any overages charged by your center.
• You will receive a DCC-94 – Notice of Change that outlines the new reimbursement rate and end date for each child. This will serve as your notice of eligibility discontinuance.

CCAP reimbursement is not guaranteed until the enrollment process is complete.  The attached (CCAP Enrollment Process ) outlines the enrollment process and details the forms that will accompany the process. Allowing families to attend child care without the complete enrollment process is a business decision for each program.  DCC discourages providing care without the complete enrollment process.

The Child Care Employee Exclusion allows child care employees to apply for CCAP and have all household income excluded from the case.  The application process is the same for employees as other families who apply for CCAP.  The household must meet all technical eligibility requirements and verify all household income.  Once the income is verified, it will be excluded from the case. By excluding all income from the CCAP case, applicants who were previously over the income guidelines will now qualify for the program and have a $0 copay.  Employment must be with a CHFS regulated (licensed or certified) child care provider. The employer must provide a letter stating the employee is not their child’s primary teacher for all Licensed programs.  Certified programs with employees seeking the income exclusion, must work at a different child care program than their child attends.  For more details or questions concerning this initiative email CCAPProviderPayments@ky.gov

The Employee Partnership Child Care Program (ECCAP) is a program for Kentucky businesses to partner with the state and parent to assist with the cost of quality child care.  It is geared toward the Employer as a hiring incentive for employees.  Child care employees should apply for CCAP not the Employee Partnership program as CCAP will cover 100% of the costs up to the State Max rate. The ECCAP program requires the Employer to contribute to the total cost of child care. 

The DCC website provides valuable information for providers.  Exploring the website is beneficial as reference material and all applicable DCC forms can be found there along with the KICCS portal.  https://chfs.ky.gov/agencies/dcbs/dcc/Pages/provassist.aspx

Thanks for all you do to support Kentucky’s families and children!