This handbook was designed to assist

participants and their selected child care

provider with understanding the requirements

to participate in an Alternative Payment

Program. We look forward to serving you!

We are a private, non-profit organization

funded by federal, state and local

governments.

Welcome!

Children’s Resource and Referral

Of Santa Barbara County

welcomes families and providers to

our Alternative Payment Programs.

Board Approved 2/27/2019

CHILDREN’S RESOURCE AND REFERRAL

ALTERNATIVE PAYMENT PROGRAM

Overview

Program Overview

The Alternative Payment Program (APP) serves eligible

families who need child care services. Eligible children may

participate in the program from:

• Birth through 12 years of age

• Children unable to care for themselves due to a documented

disability may be served up to 21 years of age

The Alternative Payment Program:

• Helps families arrange child care services that meet the

families need

• Reimburses Child Care Provider’s for part or all of their

childcare rates/fees.

Equal Access

Children’s Resource and Referral (CRR) operate on a non-

discriminatory basis, giving equal access to services without

regard to sex, sexual orientation, gender, gender identification,

ethnic group identification, race ancestry, national origin,

religion, color, or mental or physical disability.

Mission: The mission of Children’s Resource and Referral of Santa Barbara County is to develop strong and

healthy families by providing education, care, and resource systems to children, their parents , and caregivers, with

special emphasis on low income under-represented children and families. 1

Days and Hours of Operation

We are open Monday-Friday 8:00 a.m.- 5:00 p.m.

We have a drop box outside our front door; feel free to drop

off your forms there if we’re closed.

Participant Qualifications and

Conditions

Child Care Funding and Enrollment

Process

Provider Participation

Attendance

Reimbursement

Disenrollment

Grievance/Complaint Procedures

Family Fees

Confidentiality:

The use or disclosure of any information maintained in the basic data file concerning children and their families is

limited to purposes directly connected with the administration of APP. No other use of the information will be made

without prior written consent or through a subpoena. Participants shall have access to information in their basic data

file within 5 business days after APP receives a written request.

Location:

124 W. Carmen Lane, Suite C.

Santa Maria, CA 93458

Child Care Funding Qualifications and Criteria

The child care subsidies for the Alternative Payment Program are provided by state and federal funding; funds are

distributed into the following contract types:

The eligibility qualifications for each type differ and the criteria for receiving child care services will depend on the

contract type from which your family’s subsidy is funded.

Your family’s initial certification into the program and continuation of services are dependent on available funding. In

order to maximize our agency’s contracts, CRR reserves the right to change your family’s funding at any time to

another funding for which you are eligible.

CalWORKs Stage 2 Alternative

Payment (Stage 2)

Your family may be eligible for CalWORKs Stage 2

child care services when one of the following

circumstances applies:

• You (adult applicant) are currently receiving

CalWORKs cash aid

• You (adult applicant) are a former CalWORKs cash

aid recipient who received cash aid within the last

24 months

• Your family has been determined to be eligible for

Diversion services by the County Welfare

Department

CalWORKs Stage 3 Alternative

Payment (Stage 3)

Your family may be eligible for CalWORKs Stage 3

child care services when the following conditions are

met:

• Your family is income eligible and

• You (applicant) are a former CalWORKs cash aid

recipient AND were receiving Stage 2 child care

services when you “timed out” (exceeded 24

months from when cash aid was last received).

Eligible families are immediately transferred from

Stage 2 funding into Stage 3 funding; families

cannot be enrolled directly into Stage 3.

The following additional eligibility criteria may also

apply:

• Your family is receiving Child Protective Services

through the County Welfare Department or has a

child who is at risk of abuse, neglect, or

exploitation, or

• Your family is Homeless

Child Care Funding

To determine eligibility contact the Enrollment Specialist at

(805) 925-7071

• CalWORKs Stage 2 Alternative Payment Program

(C2AP)

• California Alternative Payment Program

(CAPP)

• CalWORKs Stage 3 Alternative Payment Program

(C3AP)

• Emergency Child Care Bridge Program for Foster

Children (ECCBP)

California Alternative Payment

Program (CAPP)

Your family may be eligible for CAPP child care

services when one of the following conditions is

met:

• Your family is income eligible

• Your family is receiving Child Protective

Services through the County Welfare

Department or has a child who is at risk of

abuse, neglect, or exploitation

• Your family is Homeless

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Child Care Funding Cont.

Emergency Child Care Bridge Program for

Foster Children – (Bridge)

The Emergency Child Care Bridge Program for Foster Children

(Bridge Program). This is a state funded program administered

through the California Department of Social Service and the

Children’s Resource and Referral of Santa Barbara County.

The Bridge Program is a time-limited program designed to

increase the number of foster children successfully placed in

home-based family care settings, increase capacity of child care

programs to meet the needs of foster children in their care, and

maximize funding to support the needs of eligible families.

1. CHILD CARE

NAVIGATOR

Child Care Navigator will assist

eligible foster care resource

families with:

• Finding a child care provider

• Securing a subsidized child

care placement

• Completing child care

program applications

• Developing a plan for long

term child care, appropriate

to the child’s age and needs.

2. VOUCHER

Eligible families may receive a time-limited

child care voucher to help pay for child

care costs for foster children birth through

age 5 and school-age siblings. This also

includes foster children with exceptional

needs and severely disabled children up to

age 21.

• Referrals to the Child Care Bridge

Program must be made through the

resource family’s Children’s Social

Worker (CSW).

• Vouchers will be approved for an initial

period of up-to six months, with a

possible six-month extension.

• The Resource parent will work with a

Navigator to locate an appropriate child

care placement for the child.

3. TRAUMA-INFORMED

CARE TRAINING AND

COACHING

Child care programs engaged in

the Bridge Program will receive

access to trauma-informed care

training and coaching. Topics of

the training include, but are not

limited to:

• Infant and toddler development.

• Research-based trauma-

informed best care practices.

Child care providers will also

receive access to coaching to

assist them in applying training

curriculum and learn strategies for

working with children in foster

care

There are three (3) components to the Bridge Program:

3

Step 3: Enrollment

• Attend in-person Orientation at Children’s

Resource and Referral (CRR) located at 124 W.

Carmen Lane, Suite C. Santa Maria, CA 93458

Step 2: Complete Documentation

• Complete forms, gather documents listed on the

Request for Documentation and select a child

care provider.

• Mail or drop off your completed packet to the

address above.

The Enrollment Specialist will forward your

Enrollment Packet to a Case Worker once your

documentation is complete. The Case Worker will

verify your eligibility and contact you.

Families screened and selected for potential enrollment in the CalWORKs Stage 2 contact

our Enrollment Specialist at (805) 925-7071 Monday – Friday 8:00am-5:00 pm.

CalWORKs Stage 2 Enrollment Process

Step 1: Learn How to Apply

Welcome!

124 W. Carmen Lane, Suite C.Santa Maria, CA 93458

Enrollment Packet Can be Mailed or Picked-up

CRR will notify the family in writing whether services have been approved or denied.

Child care services should not begin until a Notice of Action (NOA) approving services is received from CRR. Child care services will not be reimbursed for any care that took

place before the approval date.

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California Alternative Payment Program (CAPP) Enrollment Process

To be screened for enrollment in the California Alternative Payment Program contact our Enrollment

Specialist at (805) 925-7071 Monday – Friday 8:00am-5:00 pm.

Waiting List

The CAPP has limited openings for eligible families. The first step to access APP services is to

be placed on our Eligibility List.

Selecting Participants

When an opening is available, CRR will access the Eligibility List and contact families based on the

following program admission priorities:

• Priority 1 – Children receiving child protective services through the local county welfare

department.

• Priority 2 – Children at risk of abuse or neglect, upon written referral from a legal, medical, or

social services agency.

• Priority 3 – Families with the lowest gross monthly income adjusted for family size (income scale

below is updated annually.)

Online application: www.sbfcc.org

Call (805) 925-7071124 W. Carmen Lane Suite C

Santa Maria, CA 93458

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Participant Qualifications and Conditions

Enrollment into an APP is determined by specific family Eligibility and Need Criteria. In addition, a child’s parent

must live in California. Family’s complete a Certification process at initial Enrollment and must Recertify their

eligibility every 12 months thereafter, with the exception of:

• Families who are certified as income eligible and during their certification period, their income exceeds the

maximum income threshold, which is 85% of the state median income

• Families who do not follow agency policy (Attendance policy, delinquent fees, etc.….)

Family Data File:A family data file is maintained for each family receiving APP services. When a child’s residence alternates

between the homes of both parents, eligibility must be determined separately for each household.

Residency:Determination of eligibility for services shall be without

regard to the immigration status of the child or the child’s

parent.

Below is evidence of residency:

• A street address or post office address in Santa Barbara

County California,

• A family experiencing homelessness may submit a Self-

Declaration of Homelessness

Exceptional Needs Teen:

A child who has exceptional needs from 13

years of age to age 21 years of age may be

served. However, in addition to the IEP a

Statement of Exceptional Needs Form must be

completed by a legally qualified professional.

Exceptional Needs Child:

If there is a financial impact on a provider caring

for a child with Exceptional Needs, the file must

contain the following documentation in order to

claim the reimbursement adjustment factor (See

Reimbursement section for additional information):

• Individual Education Plan (IEP) or Infant and

Family Service Plan (IFSP), and

• Statement explaining the financial impact on

the Provider

“Free the child’s potential, and you will transform him into the world.”- Maria Montessori 6

Court Order:

If there is a court order that impacts child care

services, include in the Family Data File

Recertification of Eligibility:

After families are enrolled, parents must complete an eligibility recertification at the end of each 12-month

eligibility period. Recertification is a formal process to collect information and update documentation to

determine if a family meets the program requirements to continue receiving child care services. Parent must

also sign and date a new application for child care services, certifying that their family’s information is current

and accurate. A Notice of Action (NOA) to terminate services will be issued if a family’s annual

Recertification is not completed or if a family no longer meets the program requirements.

PARENTS

Please keep ALL pay stubs and

documentation of income handy.

They may be needed for your

annual Recertification or if you

request an update to your income.

Family Size and Eligibility

Proof of Family Size:

Biological/Adoptive Parent: “Family” shall be considered the

parents and the children for whom the parents are responsible,

who comprise the household in which the child receiving services

is living.

Guardian/Foster Parent: “Family” shall be considered the child

and related siblings.

Participants must provide the names of the adults and the names,

gender and birthdates of the children identified in the family.

At least one document for ALL children counted in the family size

must be on file and indicate the relationship of the child to the

parent.

• Birth Certificate

• Child Custody Court order

• School or Medical records

• County Welfare Department records

• Other reliable documentation indicating the

relationship of the child to the parent

• Adoption documents

Family

Size

Gross Monthly

Income (7/1/18)

1-2 $4,173

3 $4,502

4 $5,256

5 $6,098

6 $6,939

7 $7,096

8 $7,254

Proof of Eligibility:

Eligibility is based on either child or family eligibility. Participants must

provide documentation of eligibility in one (1) or more of these

categories:

Child Eligibility:

• Child Protective Services (Referral letter from CPS unit).

• At-risk of abuse, neglect or exploitation (Referral letter from legally

qualified professional).

• Foster Care Placement

Family Eligibility:

• Homeless (Referral Letter or Self-Declaration)

• Current CalWORKs recipient (Proof of current aid)

• Income eligible (Documentation of all income)

Maximum income threshold

at initial enrollment:

o Predictable Income: Full month of current and ongoing

gross income

o Unpredictable Income: Gross income for the

preceding 3 to 12 consecutive months

o Guardian/Foster: Full month of current income

received for the child

Participant must notify CRR within 30 days if their

gross monthly income at anytime during their

certification period exceeds the maximum income

threshold for ongoing eligibility.

Maximum income threshold for

ongoing income eligibility:

Family

Size

Gross Monthly

Income (7/1/18)

1-2 $5,067

3 $5,467

4 $6,383

5 $7,404

6 $8,426

7 $8,617

8 $8,809

7

Countable Income

8

Child Care Need

Need for Services:

In addition to meeting the Eligibility Criteria, all Parent’s must

meet one or more Need Criteria.

Parents must supply documentation to justify the days and hours

of child care services that are being requested. Families may

qualify with one or more of the following need types:

• Employment

• Self-employment

• Vocational training

• Educational program:

• To earn a high school diploma or high school

equivalency certificate

• For English language learners

• Seeking employment

• Parental incapacity

• Child Protective Services (CPS) or at risk of abuse, neglect or

exploitation

• Seeking permanent housing

Note: Family’s whose eligibility criteria is CPS or At Risk are

not required to meet a Need Criteria.

“Play is our brain’s favorite way of learning.”- Diane Ackerman 9

Determining a Child’s Certified Schedule:

Services are only available if the parent meets a Need Criteria that prevents a parent from providing care and

supervision of their child for portion of the day. In a 2-parent household, child care services can be approved

when neither parent is available to care for the child.

Schedule Types:

Schedule types are determined based on verified need documentation.

• Set schedule means the child care schedule is approved when the days and hours of a parent’s need activity

are the same each week or have a predictable cycle or pattern.

• Variable schedule means the parent’s employment is unpredictable and CRR is unable to very specific days

and hours of employment or work week cycles. Variable child care schedules are authorized “up to “ a

maximum number of days and hours per week. The authorized days and hours are determined by the week

with the greatest number of need hours in the previous month.

Sleep Time for Employment

Parents may request child care for sleep time if they work

anytime between 10:00 p.m. and 6:00 a.m. Child care for sleep

time may not be more than the number of hours approved for

employment and travel time during the hours of 10:00 p.m. and

6:00 a.m.

Determination of Certified Schedules

With children learning and parents earning, families are on the path to self-sufficiency.

Travel Time for Employment, Vocation Training or an

Educational Program

Parents may request child care for travel time to and from the

location at which child care services are provided and their

place of employment or the location of their vocational training

or educational program. CRR will determine the travel time

authorized based on the parent’s request and what amount is

reasonable, based on the distance and the parent’s method of

transportation.

• Travel time for employment cannot be more than half of the

daily hours authorized for employment or four (4) hours per

day, whichever is less.

• Travel time granted for vocational training or an

educational program cannot be more than half of the

weekly hours authorized for the training, educational

program or four (4) hours per day, whichever is less.

When a family is approved to

enroll or is transferred into the

program, CRR will give or send to

the parent:

• A Notice of Action (NOA),

which includes each child’s

“certified child care

schedule”, the days and

hours of care authorized.

• A Certificate for Child Care

Services Voucher, which

shows the maximum

reimbursement amount the

parent is eligible for based

on the certified schedule.

10

Voluntary Request to Change Child Care Services

Right to Voluntarily Report Changes:

Once Eligibility and Need have been established a

participant may keep their current service level for 12

months. The only exception is if a participant’s income

exceeds the maximum income threshold for ongoing

eligibility.

If a participant needs to change their service level

during their certification period the following must be

submitted:

• Request for Voluntary Increase/Reduction of

Services form, provided by CRR and

• Documentation to support the request

After receipt of this form and

documentation to support the

requested change, our office will

issue a Notice of Action within 10

business days indicating the

outcome of your request.

No other changes will be made to

your service agreement, other

than the requested change(s).

California Alternative Payment Programs (APP) are community-based organizations who believe in creating opportunities for every family to succeed.

Please notify your Case

Worker if your address or

telephone number changes

at anytime to ensure CRR is

able to contact you

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Family Fees

Some families enrolled in the APP may have a Family Fee based on their Gross Monthly Income, Family Size

and Certified Hours of Care. You will be notified by your Case Worker if and when you are responsible for

paying a Family Fee.

Family Fees will always be assessed according to the child who uses the most monthly hours of care,

regardless of the number of children enrolled on the program.

Family Fees are determined using the California Department of Education Family Fee Chart, updated annually.

Exempt from Family Fees:

The following are exemptions to the fee schedule;

• No fee for families receiving CalWORKs cash aid

• At-risk children and CPS children may be exempt from paying fees for up to 12 months if the referral

determines the fee waiver to be necessary

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Example

Family Fee Assessment

Family Fee Assessment:

Full-time monthly fee is applicable when services are

approved for 130 hours or more per month.

Part-time monthly fee is applicable when services are

approved for less than 130 hours per month.

Predictable schedules - The total monthly certified hours of

care are used to determine if the family will have a full-time or

part-time fee which will remain the same fee until the file is re-

certified.

the 4 months immediately preceding the certification

areUnpredictable schedules - The average hours of a

participants actual attendance for used to determine if the

family will have a full-time or part-time fee.

No work history – The verified hours the participant is

expected to work will be used to determine if the family will

have a full-time or part-time fee.Family Fee Assignment

Family Fees are assessed at;

• Initial Certification

• Recertification

• Voluntary Request to have fees re-assessed

o Decrease: Effective on the first day of the

month that follows the issue date of the NOA

o Increase: No increase during 12-month

certification

Family Fees:

Under no circumstance will monthly fees be recalculated based on the child’s actual attendance

If a provider is

closed during any

month, the fee

stays the same as

the fee is based

on the parents

need for services.

Family Fees are per “family.” If there is more than one child receiving

child care services the following shall apply:

• Family Fees are applied to the child who is enrolled in child care for

the most hours.

• If the children are enrolled for the same number of child care hours,

the fees are applied to the youngest child.

When the child who is assigned the family fee is enrolled with more

than one child care provider:

• The child’s certified hours with each provider will be added together

to determine the total hours of certified care for the month.

13

Family Fee Assessment Cont.

Credit for Fees Paid:

A family may receive credit for child care costs if any

children in the family size are not receiving services through

CRR. To receive credit all of the following criteria must be

met:

• CRR is unable to subsidize care for the child.

• When submitting Attendance Records to CRR, the

parent attaches a receipt or cancelled check verifying

the other child care costs.

• The receipt or cancelled check has the name of the child

for whom the fees were paid and the period of service

(dates of child care provided) covered by the payment.

The credit amount will be applied to the next billing period

and will be deducted from the family fees owed to CRR.

The most credit that can be allowed is the amount of one

month’s family fee.

Payment of Family Fee:

Family Fees are due by the 7th of each month..

Fees are considered delinquent if paid after the 14th of every

month.

Family Fees may be paid online at www.sbfcc.org or by bringing a

check or money order to CRR at 124 W. Carmen Lane, Suite C. Santa

Maria, CA 93458.

If paid online, a receipt of payment will be automatically emailed to the

payee. If paid in person or by mail, a receipt of payment will be mailed

to the participant.

CRR can accept a reasonable Repayment Plan from the participant for payment of Delinquent Family Fees.

CRR will continue to provide child care services to the child, provided the participant pays current fees when

due and complies with the provisions of the Repayment Plan.

CRR must take action to disenroll families for non-payment of Family Fees. CRR will issue a NOA which will

include the amount of overdue Family Fees, the monthly fee rate, and the dates for which the fees are owed.

Upon disenrollment of services for non-payment of delinquent fees, the family shall be ineligible for child care

services until all Delinquent Fees are paid.

Delinquent Family Fee Policy:

“Play is often talked about as if it were a relief from serious learning. But for children, play is serious learning.” – Mr. Rogers 14

Attendance

Attendance Policy:

Children are expected to attend child care,

based on their certified schedule, determined

at; certification, recertification and when a

participant voluntarily requests to change their

service level.

Participants may voluntarily request to change

their child’s service level (See Voluntary

Request to Change Child Care Services.)

While we try to teach our children all about life, our children teach us what life is all about.

Unnecessary disruptions in services can stunt or delay social-emotional

and cognitive development while safe, stable environments allow

young children the opportunity to develop the relationships and trust necessary to comfortably explore and learn from their surroundings.

15

When child care attendance (excluding documented

reasons for non-attendance) falls below 130 hours

per month or if a child does not attend child care at

all, CRR will contact the parent via phone to

encourage the attendance of that child according to

the authorized Certificate of Child Care Services

Voucher.

If in the subsequent month, the use of child care

falls below 130 hours per month, as documented on

the Attendance Record, CRR will call and send a

letter to the parent confirming the second violation of

the Broadly Consistent Attendance Policy. Along

with the second violation letter, CRR will provide

information for the parent to voluntarily request a

change or reduction to the approved hours of child

care.

A third violation of the Broadly Consistent

Attendance Policy can result in disenrollment from

the Alternative Payment Program.

If on the third consecutive month, the same pattern

of non-attendance of approved child care occurs,

CRR will call the parent, send a letter stating that the

parent has a choice to either voluntarily reduce the

hours of child care or the child will be disenrolled for

a third violation of the Broadly Consistent

Attendance Policy.

Participants are expected to:

Know their approved/certified days and hours of care.

Notify Case Worker in advance if family needs to request a

change in their service level or will have a gap in services.

Use care that is broadly consistent with certified days and

hours of care;

o Broadly Consistent Attendance is defined as care that

reflects a pattern that is consistent with the participants

Certified Level of Services.

o Inconsistent Attendance that is temporary in nature, such

as when a child has an excused absence is allowable.

Attendance Cont.

Broadly Consistent Attendance Policy

All children are expected to have consistent

attendance in order to maximize the benefits of

their early learning and care experience, according

to the approved Child Care Certificate of Service.

Reasons for Non-Attendance

When a child does not attend child care on a

specific day(s) that have been approved per the

child care schedule, the parent must document the

reason for the child(s) lack of attendance by writing

the reason on the Attendance Record (i.e., sick,

provider closed).

Change in Need for Care

If there are changes in the need of child care hours

the parent will inform CRR if they need more or

less child care and CRR will take the appropriate

steps to inform the parent of their right to, request

an increase or voluntarily decrease in the child

care needed, this request must be in writing. If the

parent chooses to voluntarily decrease the hours

of child care needed, CRR will implement that

request with the understanding that the parent can

always return to the original certified hours

indicated on the last Recertification.

Consequences for Non- Attendance

When attendance is not Broadly Consistent with

the approved Certificate of Child Care Services

Voucher there are clear action steps that CRR will

follow.

By making your child's attendance a priority, you will be taking an important step in supporting your child's school success, and setting a good example. 16

Attendance Cont.

Additional Child Care for an Unscheduled but

Documented Need for Services:

There may be times when child care is needed for a parent’s

Documented Need for Services (employment, seeking

employment, etc.) that are not part of the parent’s regular

schedule.

To approve the additional child care the parent must contact

the Case Worker to request the additional child care hours.

The additional child care hours cannot be more than the

amount the State allows for the parent’s need (example: total

hours for seeking employment must stay under 30 hours per

week).

Documentation reflecting the parent’s unscheduled need must

be submitted to CRR within 14 days of when the additional

child care is used. The documentation must list the exact

dates and hours, including travel time, that the additional child

care is needed.

The parent must document on the Attendance Record the

actual child care times used and the reason for the additional

child care (example: “worked overtime,” “switched days w/

coworker"). While the additional child care hours may be

eligible for reimbursement, the reimbursement to the provider

might not increase if the provider is already receiving the

maximum allowable reimbursement amount. If the provider’s

expected reimbursement is more than the maximum that CRR

can reimburse, the parent may have a co-payment, which is

paid directly to the child care provider.

Temporary Gap in Services:

Participants may request a Temporary Gap in Service if

their child(ren) will not be in care for a time period during

their 12-month Certification. The parent must complete the

Request for Voluntary Increase / Reduction of Services

form, provided by CRR.

Requesting a Gap in Services reserves the family’s

eligibility to receive subsidized child care. A Gap in

Services is limited to 12 consecutive weeks and can not

extend beyond the end of the 12-month Certification period.

Except for emergency situations, a request for Gap in

Services must be submitted through a Request for

Voluntary Increase / Reduction of Services form, provided

by CRR, at least 2 weeks prior to the effective date.

Regular and consistence attendance is important. It allows the family to maximize the benefits of the child’s early learning and care experience. 17

Provider Participation

Parental Choice:

It is the parent’s right and responsibility to choose an eligible provider that meets their family’s need for child

care and development services. Participants are encouraged to choose a clean, healthy and safe environment

for their child(ren). For assistance in choosing a child care provider at any time, contact our Referral Specialist

at (805) 925-1989 or go online at www.sbfcc.org.

Choosing Quality Child Care is important; it promotes brain development, school readiness and reduces family stress. Everyone Benefits!

•

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“A child without education, is like a bird without wings.”- Tibetan proverb

Child care is a Contract between the participant and provider.

Any disputes arising or liability resulting from the participant-

provider contract shall not involve Children’s Resource and

Referral (CRR) in any way.

CRR assumes no responsibility for injury or damages arising

from the participant or child care provider’s performance. The

participant and provider agree to hold harmless CRR and its

employees, from costs, lawsuits, or liabilities arising from

child care services.

Steps to Provider participation are as follows:

1. Participant selects a child care provider and submits required

documentation.• New/Inactive provider with CRR - Provider and Participant submit

required provider participation documentation based on program

and type of child care, including the Agreement for Child Care

Services

2. Certificate for Child Care Services Vouchers are issued to both the

Parent and Provider. Provider is required to sign the Voucher and return

it to the Case Worker.

3. Child is Certified for care.

4. Providers will be notified through an updated Certificate of Child Care

Services Voucher when schedule changes or if the child will be

disenrolled.

Note: CRR will not reimburse the provider for child care expenses incurred

by a family before they have been certified to be in the program.

Provider Participation Process:

Providers are Independent Contractors:

Provider shall be considered an Independent Contractor. Provider understands and agrees that he/she

and all of his/her employees shall not be considered officers, employees or agents of CRR, and are not

entitled to benefits of any kind or nature normally provided employees of CRR and/or to which CRR

employees are normally entitled, including, but not limited to, State Unemployment Compensation or

Worker’s Compensation.

Provider assumes full responsibility of the acts and/or omissions of his/her employees or agents as they

relate to the services provided. Provider assumes full responsibility for payment of all federal, state and

local taxes or contributions, including unemployment insurance, social security and income taxes with

respect to the provider’s employees.

Contract Between Participant and Provider

Multiple Providers:

When a parent chooses a provider who cannot accommodate all of the family’s certified need for child care, CRR

may reimburse a second provider to accommodate the remaining hours of the families certified need. Two (2)

providers may also be approved if the selected provider is not a licensed center and the parent would like to

chose a licensed center to provide school readiness experiences for preschool aged child.

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“Every child is just one caring adult away from being a success story.”- Josh Shipp

Provider Participation

Changing Providers:

Participants may change child care providers by transferring from one provider to another. CRR does not pay for

notice time if no care was used and provider changes are only effective with prior approval, so please be sure to

allow yourself enough time when changing a provider. In the event that you need to change your provider:

1) Contact your Case Worker. They will let you know what documentation is needed based on the type of child

care setting you have selected.

2) Gather and submit all provider documentation from the selected provider.

3) The new provider will be approved 2 weeks from the date all paperwork is received in our office with the

exception of an exempt provider, which may take longer due to the Trustline clearance process

Note: Providers who care for the children in the child's home become an employee of the parent (in-home

care). A family using an in-home provider is required to have a minimum of 5 children in child care for the same

period of time and exact hours of care. The parent is required to submit copies of employer documents filed with

the appropriate federal and state agencies, copies of check stubs to the provider, and copies of any required

withholding tax payments. The parent agrees to meet all federal and state employee and employer requirements.

Provider Participation Requirements:

All Providers

• Copy of Provider proof of residency.

• Copy of Provider’s current fee schedule, policies and parent/provider agreement.

• Copy of Provider tax identification and photo identification.

• W-9, Receipt of APP Participation Guidelines and Agreement for Services (Forms are included in packet).

• Must operate on a nondiscriminatory basis giving equal treatment and access to services without regard to sex, sexual

orientation, gender, gender identification, ethnic group identification, race ancestry, national origin, religion, color, or

mental or physical disability.

The following documents and requirements must be in place for providers choosing to participate in the APP:

Licensed Center or Family Child Care Home

• Provider agrees to remain in compliance with State

Licensing Regulations.

• Copy of current Childcare License (Note: License is

linked to provider and home/facility. If a provider moves

or transfer ownership, new provider documentation,

including a current Childcare License must be

completed.

License-Exempt Center

• Provider agrees to remain in compliance with applicable

regulations.

• Written declaration that the program is located on school

grounds and is staffed by “qualified teachers” that are

school personnel.

License-Exempt Family Child Care Home

(Child’s Aunt, Uncle or Grandparent)

• Provider agrees to remain in compliance with applicable

registry laws and regulations

• Health and Safety Self-Certification form

• Declaration of Exemption from TrustLine form

• Statement declaring that provider will allow parents

unlimited access to enter and inspect their home without

notice whenever children are in care.

License-Exempt Family Child Care Home

(Family, Friend or Neighbor)

• Provider agrees to remain in compliance with applicable

registry laws and regulations

• Health and Safety Self-Certification form

• Registered and cleared through TrustLine prior to caring

for the family’s child(ren)

• Statement declaring that provider will allow parents

unlimited access to enter and inspect their home without

notice whenever children are in care.

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Provider Rates and Fees

Verification of Provider Rates

The CRR’s APP is required to complete random checks of licensed

providers’ rates to confirm the rates reported to the APP reasonably

match the rates reported to the Children’s Resource and Referral

database and the rates actually charged to non-subsidized families for

like care. If a child care provider is charging higher rates to APP the

provider’s participation in CRR’s Alternative Payment Program may be

terminated. The provider may have to pay back CRR’s APP for any

reimbursement that was more than the rates charged to non-subsidized

families.

Reimbursement for child care services is made monthly and is

issued directly to the child care provider, on behalf of the parent.

To ensure timely and secure reimbursement, CRR recommends

providers set up direct deposit to a checking or saving account.

Providers will be reimbursed the amount invoiced on the

Attendance Record, not to exceed the assigned Regional

Market Rate Ceiling for the Certified Child Care Schedule.

The invoiced amount will be compared to the provider’s rate

on file and must be equal to or lower than the amount

charged to non-subsidized families for like care.

“It is a happy talent to know how to play.” - Ralph Waldo Emerson

In order for reimbursement to be processed, providers must

complete the Provider Billing/Invoicing section of the Attendance

Record. Providers should calculate each claim independently

and write the correct invoiced amount on the child’s Attendance

Record:

PLEASE NOTE: If the Provider Billing/Invoicing is not completed correctly, CRR will not be able to reimburse

the provider and reimbursement may be delayed until an invoice clarification is received.

Provider’s Invoice for Services

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Registration Fees

“Play gives children a chance to practice what they are learning.” - Fred Rogers

If the provider is expecting a Registration Fee for the current month (based on the provider’s contractual

terms), the provider must enter the amount in the registration section. See example below:

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Reimbursement

Reimbursement Guidelines:

Provider Fees must be based on usual and customary rates

charged for services to nonsubsidized children. Providers may

not charge parents a categorically higher rate for children with

disabilities. APP will reimburse providers to a maximum of the

Regional Market Rate (RMR) for the type of care provided as

determined by the California Department of Education, Early

Learning and Care Division.

Providers are reimbursed based on the certified hours of

need. For families with Variable Schedules and Licensed

Exempt providers that provide part-time services, providers

are reimbursed the actual days and hours of attendance up

to the maximum certified hours for the month.

Regional Market Rate Ceilings (RMRC) are located on the

Certificate for Child Care Services Voucher. Registration and

other special charges must be approved prior to the beginning

of services and cannot exceed the RMR.

Adjustment to Reimbursements:

Evenings and/or Weekends: A licensed child care provider is eligible for an adjustment to the assigned RMRC

(a potential increase to the provider reimbursement) when certified child care services are provided either

between the hours of 6:00 p.m. and 6:00 a.m. on Weekdays or any time on weekends.

Children With Exceptional Needs: Provider caring for a child with exceptional needs is eligible to receive a rate

adjustment when such services have a documented on-going fiscal impact to the provider and does not exceed

the provider’s rates charged to a non-subsidized family.

Unscheduled Care: Rate adjustments for child care exceeding the certified need, only apply when proper

documentation has been received and prior approval by a agency representative has been given.

When Child Care is Authorized for a

Total of:

To Determine the Maximum Reimbursement Allowed (RMRC):

30 or more hours per week • The Full-Time Weekly RMRC is used for License Provider

• The Full-Time Monthly RMRC is used for License-Exempt

Providers

Less than 30 hours per week • The Part-Time Weekly RMRC is used for License Provider

• The Part-Time Hourly RMRC is used for License-Exempt

Providers

Less than 10 hours per week • The Part-Time Hourly RMRC is used for Licensed and

License-Exempt Providers.

Determining Maximum Benefit Level:

It takes a big heart to shape a little mind23

1099-MISC Tax Form:

“Kids go where there is excitement. They stay where there is love.”- Zig Ziglar

Providers who participate in a subsidized child care

program are considered self-employed independent

contractors. If CRR reimburses $600 or more in the

calendar year, CRR will mail you a 1099-MISC Income

tax form, which reports to the Internal Revenue Service

and State Franchise Tax Board the exact amount

reimbursed. CRR does not deduct taxes from

reimbursements. If you have questions about your tax

liability, consult a tax expert.

Charges NOT Reimbursed:

The following is the financial responsibility of the parent(s):

• Provider unavailable to provide services such as when the provider is

on vacation, ill, closed for holidays or if the provider elects not to

provide services. (This does not include the 10 reimbursable days of

non-operation allowed for licensed providers.)

• Incurred charges due to late pick-up of children.

• Parents make a change resulting in a charge, but do not provide APP

two (2) weeks notice prior to the change.

• There are additional fees not covered in the Certificate for Child Care

Services Voucher, such as an increase in provider rates without

adequate written notice as required or when the provider’s registration

fee exceeds the maximum reimbursable amount.

Provider Rate Increases:

Provider may submit a request for a rate adjustment for

subsidized reimbursement once per fiscal year. Provider

must provide Children’s Resource and Referral with the

updated information. APP requires a 30 day written notice

for rate changes. All rate changes become effective on

the first day of the following month following the 30 day

notice if program funding is available. Before a rate

change can be honored, it must be compared to the

RMRC, approved by APP.

Co-Payment:A co-payment is the difference between what a

child care provider charges and what the program

can pay. For example, if provider charges $30

and APP can only reimburse the provider $29,

then the $1 difference is between the parent and

the provider. Some providers require parents to

pay the difference and some providers waive the

difference.

Reimbursement Cont.

Provider Days of Non-Operation (DNO) for

Licensed Only:

Many providers have identified days when their business is closed for

holidays, vacations or other various reasons. These days are called

Provider Days of Non-Operation (DNO). APP can reimburse providers

up to10 Days of Non-Operation per fiscal year if the provider submits a

copy of their Parent/Provider Agreement/Policies/Rates stating what

the expectations are. In addition, reimbursement for Days of Non-

Operation will be made only if the DNO falls on one of the child’s

certified days and the child has a Set/Predictable Schedule.

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Attendance Record Instructions:

Attendance reporting is very important, as this is the method of verifying services rendered and invoicing APP for

reimbursement. CRR issues an Attendance Record for each child.

Attendance Records are coded specifically for each individual child and month. Child care hours must be

documented on the correct Attendance Record. Due to required perjury statements, only CRR generated

Attendance Records can be accepted for reimbursement.

1-4 below match to the numbers in the examples on the following page.

Attendance Records must be completed in ink

• DO NOT use pencils, gel pens or markers.

• DO NOT use white-out/correction fluid or correction tape. If anyone completing the Attendance Record

makes an error, cross out the error and initial it.

Time In and Time Out

• The parent, authorized adult or the provider must record, on a daily basis, the times that child care starts

and ends. Actual times must be written in and “a.m.” or “p.m.” must be specified. (Example: If the

child arrives at 6:58 a.m., record Time In as “6:58 a.m.”; do not round to 7:00 a.m.).

• 2A. The actual times the child arrived into care and departed care each day must be written.

• 2B. For school-age children who attend child care before and/or after school:

• The actual times the child left care to go to school and entered back into care from school must

be written in. This also applies to children attending Transitional Kindergarten, preschool, Head-

Start, etc.).

Attendance Records

1

Provider Billing/Invoice Section

• 3A. The Provider must enter the total amount invoiced for the current month of care.

• If the provider charges monthly, enter total amount billed for full month.

• If the provider charges weekly, enter amount for each billing week.

• CRR considers Sunday – Saturday a child care week.

• The provider must invoice rates that are consistent with their current rate sheet.

• The provider must not invoice more than they charge non-subsidized families.

• 3B. The provider must enter any Registration Fee expected for the current month (only if

applicable).

Self-Certification Section

• At the end of the monthly reimbursement cycle, both the parent and provider must sign

and date the penalty of perjury statements at the bottom of the Attendance Record.

• Full signatures (first and last name) are required.

• By signing, the parent and provider are attesting under penalty of perjury

that all of the information on the Attendance Record is true and correct.

2

3

4

“A person’s a person, no matter how small.” - Horton the Elephant

For all providers choosing not to use the Provider Care

Portal the Attendance Records will be mailed after the

24th of each month for the upcoming month. If you do not

receive an Attendance Record before the 1st of the month

contact CRR at (805) 925-7071

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If the submitted Attendance Record is incomplete the Provider will receive a Claim Return Letter along with the

original Attendance Record for correction. Provider reimbursement may be delayed.

If a child is absent from care (example: sick, provider closed) the reason for the absence should be documented on the Attendance Record

Attendance Records received in APP office by the 5th day of the month will be processed and the

reimbursement will be issued on or around the 20th of every month, depending on CRR’s receipt of

state and federal funding.

Attendance Records received after the 5th day will not be processed until the following month.

The final deadline for receipt of Attendance Records is the last day of the month following the

month of care.

• Due to the close of the fiscal year, the final deadline for receipt of Attendance

Records for the month of June is the fifth (5th) day of July.

If Attendance Records are submitted after the deadline, the provider’s right to reimbursement

is forfeited.

Reimbursement Schedule

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Disenrollment

Family Disenrollment Policy:

When a family chooses to Disenroll from APP, they are required to notify both CRR and the provider in writing at

least 2 weeks in advance of the last day of attendance. If a 2 week notice is not given, APP is not liable for

reimbursement to the provider.

Families will be mailed a Notice of Action at least 19 days, or hand delivered a Notice of Action at least 14 days,

prior to disenrollment from APP. APP may deny services or disenroll a family for any of the following reasons,

which include, but are not limited to:

Provider Disenrollment Policy:

• Falsification or providing misleading information or inaccurate documentation.

• Knowingly misrepresenting eligibility, using incorrect or inaccurate information to

obtain a benefit that the parent would otherwise not be entitled to receive.

• Non-compliance of the program policies.

• Failure to provide current and correct information at the time of Certification or

Recertification.

• Failure to use Certified Care as agreed upon.

• Delinquency in the payment of Family Fee.

• Failure to complete Attendance Records accurately and on a daily basis.

• Falsification of or refusal to sign Attendance Record.

• Family income exceeds the maximum income threshold.

• Misrepresentation of income and/or eligibility.

• Unavailability of program funds. If it is necessary to displace families due to

funding, families will be displaced in reverse order of admission priority.

• Threatening, yelling, cussing or acting unethically towards any staff member.

• Violation of the Safe School policy. Our office and child care facilities are

alcohol, drug and weapon free zones.

• Licensed provider refuses or is unable to provide APP with a copy of

his/her current child care license, or if at anytime the license is

suspended or revoked.

• Provider fails to provide current and correct information regarding

child care attendance.

• Child care situation is deemed detrimental to the health or welfare of a

child.

• A credible allegation that children’s health or safety may be at risk.

• Exempt provider is not cleared through TrustLine.

• Falsification or incomplete Attendance Record or invoice.

• Provider fails to submit required documentation to participate.

• Threatening, yelling, cussing or acting unethically towards any staff member.

• Violation of the Safe School policy. Our office and child care facilities are

alcohol, drug and weapon free zones.

APP will give a written notice to any provider who is going to be Disenrolled.

The notice will outline the infraction and the reasons for Disenrollment.

Providers will not be allowed to participate in APP if any of the following

conditions occur:

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Grievance/Complaint Procedures

For Licensed Provider Care

APP encourages parents to report concerns to state licensing or other

appropriate authorities as these concerns arise. APP is also required by

law to inform every parent when they call in for child care referrals of their

right to call the State Department of Social Services Community Care

Licensing to check a child care provider’s license and history. Health and

safety issues for the children fall under the jurisdiction of Licensing. After

Licensing has conducted an investigation and made a determination of the

complaint, APP will follow Licensing Recommendations.

For License-Exempt Provider Care

Parents may make a verbal or written complaint that includes the nature of

the complaint, the date and time of occurrence, and the name and address

of the provider.

Parental Choice allows the parent to choose a child care provider that best

suits their child care needs; however, APP reserves the right to terminate

child care services if the agency and/or parent feel that the child is in an

unsafe environment.

Parental Complaints in Child Care Settings:

Complaints to APP Staff: Level 1: Complaint is brought to the attention of the

Case Worker.

Level 2: If Complaint is not resolved by the Case

Worker, it is brought to the attention of the

Family Service Manager.

Level 3: If Complaint is not resolved by the Family

Service Manager, it is brought to the attention

of the Associate Director.

APP staff work to ensure that you and your

family have a positive experience in the

program. If you have concerns that are not

complaints of unlawful discrimination or

alleged violations of laws/regulations and

would like to make a complaint, please follow

the escalation process, so that concerns can

be addressed and resolved in the correct

manner.

We strive to ensure you have a positive experience

Uniform Complaints:

Complaints of unlawful discrimination and alleged violations of federal or

state laws, or regulations governing educational programs may be

addressed by filing a complaint using the Uniform Complaint

Procedures. Procedures are mailed annually to parents or are available

anytime by contacting the CRR office.

28

Hearing Officer will send notification in writing, of the decision within 10 calendar days after the Hearing. If parent disagrees

with the written decision, they have 14 days from the date of the written decision to file an Appeal with the California Department

of Education (CDE), Early Learning and Care Division (ELCD) located at 1430 N Street, Suite 3410, Sacramento, CA 95814.

The appeal to CDE must include a written statement specifying the reasons the parent believes CRR’s decision was incorrect, a

copy of the decision letter and a copy of both sides of the NOA. Within 30 calendar days after the receipt of the appeal, ELCD

will issue a written decision to you and the agency. Once ELCD has rendered a decision, the decision is final.

Parental Complaints to APP Program

Notice of Action – Parent Appeal Process

Parents enrolled in APP have the right to a fair and unbiased Hearing if they disagree with a proposed

action. Upon receipt of an on-time request for an Appeal Hearing, the intended action will be suspended

and child care services will continue until the appeal process has been completed. The review process is

complete when the appeal process has been exhausted or when the parent abandons the appeal

process. The Appeal Hearing process is as follows:

Step 1: Request Hearing

Step 2: Schedule Hearing

Step 3: Conduct Hearing

The procedure to request an Appeal Hearing is outlined on the back of each Notice of Action received by parents.

Request for an Appeal Hearing must be filed within 14 calendar days after the participant receives the Notice of

Action (NOA). A request must include the effective date of the NOA, parent name, telephone number, full address,

explanation why the parent disagrees with the agency’s action and date the request is signed. The request for

Hearing may be submitted by mail, in person or phone to:

Children’s Resource and Referral of Santa Barbara County

Attention: Hearing Officer - Michelle Graham

124 W. Carmen Lane, Suite C Santa Maria, CA 93458

Telephone (805) 925-6701

Within 10 days of receiving a parent’s Hearing Request, the parent will be notified of the time and place of the Hearing.

To the extent possible, the Hearing date and time will be convenient for the parent(s). The Hearing shall not be

scheduled more than 14 calendar days from the date the Hearing Officer contacts the parent to schedule the Hearing.

In the event that a parent or parent’s Authorized Representative cannot keep the scheduled Hearing date/time, the

parent must notify the Hearing Officer in advance of the Hearing date/time. A parent may request to re-schedule the

Hearing date one (1) time.

Note: At any reasonable time, including before a Hearing, a parent has the right to review the data file

The Hearing will be conducted by Executive Director who shall be referred to as "the Hearing Officer." Hearings will

be conducted at Children’s Resource and Referral located at 124 W. Carmen Lane Suite C. Santa Maria, CA 93458.

In the event that a parent is unable to attend the Hearing at the designated location accommodations will be

arranged and agreed upon between the parent and Hearing Officer. For any Hearing not conducted in person,

verification of parent identity will be required, along with prior submission of support documentation. The Hearing

may be audio recorded. During the Hearing, the parent or Authorized Representative will have an opportunity to

provide support documentation and explain the reasons that you disagree with the proposed action indicated by the

referenced NOA should not be carried out.

This will be a formal Hearing, and the parent must comply with the directions of the Hearing Officer during the course of the

Hearing. Failure to comply with directions will result in the Hearing being ended and the contested action being taken. A parent

designating an Authorized Representative to be present must inform Children’s Resource and Referral in writing prior to the

Hearing. Please do not bring people to the Hearing unless they are a designated Authorized Representative. No children are

allowed to be present during the Hearing.

If parent fails to appear, it will be deemed that the parent has abandoned their Appeal and care will end immediately.

Step 4: Hearing Decision

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We look forward to serving you!

Program Forms, Pay Family Fees, Handbooks and Orientation Videos

Available online at http://www.sbfcc

or at our office located at 124 W. Carmen Lane, Suite C. Santa Maria, CA 93458

United Way 2-1-1 provides referrals to hundreds

of resources

Call 2-1-1 or go online at 211.org

Children’s Resource and Referral Program

Links parents to licensed child care providers

Call (805) 925-1989 or go online at http://www.sbfcc.org

Resources!

For Additional Resources:

30

NOTES: