WCCC Policy Guidance

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Working Connections


Child Care Policy Manual


A Guide to Understanding WAC 170-290


Contents


WAC 170-290-0001   Purpose and intent


WAC 170-290-0002  Scope of agency responsibilities


WAC 170-290-0003  Definitions


WAC 170-290-0005  Eligibility


WAC 170-290-0012  Verifying consumers’ information


WAC 170-290-0014 Verifying information for a provider’s payment


WAC 170-290-0015 Eligibility – Family Size


WAC 170-290-0020  Eligibility – Special circumstances


WAC 170-290-0025 Consumers rights


WAC 170-290-0030  Consumers responsibilities


WAC 170-290-0031  Notification of changes


WAC 170-290-0032  Failure to report changes


WAC 170-290-0034  Providers responsibilities


WAC 170-290-0035  DSHSs responsibilities to consumers


WAC 170-290-0040  Approved activities for consumers participating in WorkFirst


WAC 170-290-0045  Approved activities for consumers not participating in WorkFirst


WAC 170-290-0050  Additional requirements for self-employed consumers


WAC 170-290-0060 Countable income


WAC 170-290-0065  Calculation of income


WAC 170-290-0070  Excluded income and deductions


WAC 170-290-0075  Determining income eligibility and copayment amounts


WAC 170-290-0082  Eligibility period


WAC 170-290-0107 Denial of benefits-Date of redetermining eligibility


WAC 170-290-0115  Notice of payment changes


WAC 170-290-0120 When notice of payment changes is not required.


WAC 170-290-0135  In-Home/relative providers – Information provided to DSHS


WAC 170-290-0139  In-home/relative providers – Electronic attendance records – Records retention.


WAC 170-290-0140  In-home/relative providers- Ineligibility


WAC 170-290-0143  In-home/relative providers—Background checks—Required persons


WAC 170-290-0145 In-home/relative providers—Background checks—Reasons and notification


WAC 170-290-0150  In-home/relative providers—Background checks—Included information and sources


WAC 170-290-0155  In-home/relative providers—Background checks—Subsequent steps


WAC 170-290-0160  In-home/relative providers—Background checks—Disqualified providers


WAC 170-290-0165  In-home/relative providers—Background checks—Other disqualifying information


WAC 170-290-0167 In-home/relative providers—Background checks—Disqualified person living with the provider.


WAC 170-290-0180  WCCC subsidy rates—Effective date


WAC 170-290-0200 Daily child care rates—Licensed or certified child care centers and DEL contracted seasonal day camps


WAC 170-290-0205  Daily child care rates—Licensed or certified family home child care providers


WAC 170-290-0220  Special needs rates—Qualification and required documentation


WAC 170-290-0225  Special needs rates—Licensed or certified child care facilities and seasonal day camps


WAC 170-290-0230  Special needs rates—Licensed or certified family home child care providers


WAC 170-290-0235 Special needs rates—In-home/relative providers


WAC 170-290-0240  Child care subsidy rates—In-home/relative providers


WAC 170-290-0245  Registration fees


WAC 170-290-0247 Field trip/quality enhancement fees.


WAC 170-290-0249  Nonstandard hours bonus


WAC 170-290-0250  Eligible provider capacity and payment


WAC 170-290-0266 Payment discrepancies—Generally


WAC 170-290-0267  Payment discrepancies—Provider underpayments


WAC 170-290-0268  Payment discrepancies—Provider overpayments


WAC 170-290-0269  Payment discrepancies—Consumer underpayments


WAC 170-290-0271  Payment discrepancies—Consumer overpayments


WAC 170-290-0275  Payment discrepancies—Providers covered under collective bargaining


WAC 170-290-0280 Right to request an administrative hearing.


WAC 170-290-0285 Receipt of WCCC benefits pending the outcome of an administrative hearing


 



Revised February 1, 2017

 


INTRODUCTION


 





WAC 170-290-0001   Purpose and intent

 
 

(1) This chapter establishes the requirements for eligible families to receive subsidized child care through the working connections child care (WCCC) and seasonal child care (SCC) programs as administered by DSHS under applicable state and federal law, to the extent of available funds. WCCC administered through the early childhood education and assistance program (ECEAP) shall follow ECEAP performance standards and contracts. As used in chapter 170-290 WAC, "to the extent of available funds" includes one or more of the following:


(a) Limiting or closing enrollment;


(b) Establishing a priority list for new enrollees subject to applicable state and federal law. The priority list includes families participating in early head start-child care partnership slots; families with children with special needs; teen parents; homeless families according to the McKinney-Vento Act; families receiving TANF; TANF families curing a sanction; and families that received WCCC/SCC within thirty days of application; or


(c) Creating and maintaining a waiting list.


 


(2) The purpose of WCCC, as provided in part II of this chapter, is to:


(a) Assist eligible families in obtaining child care subsidies for approvable activities that enable them to work, attend training, or enroll in educational programs; and


(b) Consider the health and safety of children while they are in care and receiving child care subsidies.


 


(3) The purpose of SCC, as provided in part III of this chapter, is to:


(a) Assist eligible families who are seasonally employed in agriculturally related work to pay for licensed child care; and


(b) Consider the health and safety of children while they are in care and receiving child care subsidies.


 


(4) No provision of this section shall be interpreted contrary to RCW 43.215.250.


 

 





WAC 170-290-0002  Scope of agency responsibilities


DEL is designated as the lead agency for child care and development funds (CCDF) and oversees expenditure of CCDF funds.

 
 

(1) The responsibilities of the department of early learning (DEL) include, but are not limited to:


(a) Determining child care subsidy policy for the WCCC and SCC programs,


(b) Determining thresholds for eligibility and copayment amounts and establishing rights and responsibilities; and


(c) Serving as the designated representative for the state to implement the collective bargaining agreement under RCW 41.56.028 for in-home/relative providers as defined in WAC 170-290-0003 (7), and for all licensed family child care providers.


 


(2) The responsibilities of the department of social and health services (DSHS) include, but are not limited to:


(a)Service delivery for the WCCC and SCC programs, including determining who is eligible for WCCC and SCC benefits; and


(b) Authorizing payments for these programs, and managing payments made to providers that receive WCCC and SCC subsidies.


 


(3) This allocation between DEL and DSHS is pursuant to section 501(2), chapter 265, Laws of 2006 (2SHB 2964), in which the legislature transferred all of the powers, duties, and functions relating to the WCCC program from DSHS to DEL, except for eligibility staffing and eligibility payment functions, which remain in DSHS.


 

 






WAC 170-290-0003  Definitions

 
 

The definitions in this section apply throughout this chapter unless the context clearly requires otherwise.


 


"Able" means being physically and mentally capable of caring for a child in a responsible manner.


"Authorization" means the transaction created by DSHS which allows the provider the ability to claim payment during a certification period. The transaction may be adjusted based on the family need.


"Available" means being free to provide care when not participating in an approved work activity under WAC 170-290-0040170-290-0045170-290-0050, or 170-290-0055 during the time child care is needed.


“Benefit” means a regular payment made by a government agency to a person qualified to receive it.


"Calendar year" means those dates between and including January 1st and December 31st.


“Capacity” means the maximum number of children the licensee is authorized by the department to have in care at any given time.


"Collective bargaining agreement" or "CBA" means the most recent agreement that has been negotiated and entered into between the exclusive bargaining representative for all licensed and license-exempt family child care providers as defined in chapter 41.56 RCW.


"Consumer" means the person receiving:


(a) WCCC benefits as described in part II of this chapter; or


(b) SCC benefits as described in part III of this chapter.


"Copayment" means the amount of money the consumer is responsible to pay the child care provider toward the cost of child care, whether provided under a voucher or contract, each month.


"Days" means calendar days unless otherwise specified.


"DEL" means the department of early learning.


"DSHS" means the department of social and health services.


“Early Achievers” means a program that improves the quality of early learning programs and supports and rewards providers for their participation.


"Eligibility" means that a consumer has met all of the requirements of:


(a) Part II of this chapter to receive WCCC program subsidies; or


(b) Part III of this chapter to receive SCC program subsidies.


"Employment" or "work" means engaging in any legal, income generating activity that is taxable under the United States Tax Code or that would be taxable with or without a treaty between an Indian Nation and the United States. This includes unsubsidized employment, as verified by DSHS, and subsidized employment, such as:


(a) Working in a federal or state paid work study program; or


(b) VISTA volunteers, AmeriCorps, JobCorps, and Washington Service Corps (WSC) if the income is taxed.


"Existing child care provider" means a licensed or certified provider who received a state subsidy payment between July 1, 2015, and June 30, 2016.


"In-home/relative provider" or "license-exempt provider," referred to in the collective bargaining agreement as "family, friends and neighbors provider" or "FFN provider," means a provider who meets the requirements in WAC 170-290-0130 through 170-290-0167.


"In loco parentis" means the adult caring for an eligible child in the absence of the biological, adoptive, or step-parents, and who is not a relative, court-ordered guardian, or custodian, and is responsible for exercising day-to-day care and control of the child.


“New child care provider” means a licensed or certified provider who did not receive a state subsidy payment between July 1, 2015, and June 30, 2016.


"Night shift" means employment for a minimum of six hours between the hours of 8 p.m. and 8 a.m.


“Nonschool age child” means a child who is six years of age or younger and is not enrolled in public or private school.


“Phase out period” means a three-month eligibility period a consumer may be eligible for at reapplication when the consumer’s household income is greater than two hundred percent of the federal poverty guidelines (FPG) but less than two hundred twenty percent of the FPG.


"Preschool age child" means a child age thirty months through six years of age who is not attending kindergarten or elementary school.


“Private school” means a private school approved by the state under chapter 28A.195 RCW.


"SCC" means the seasonal child care program, which is a child care subsidy program described in part III of this chapter that assists eligible families who are seasonally employed in agriculturally related work outside of the consumer's home to pay for licensed or certified child care.


"School age child" means a child  who is between five years of age through twelve years of age and who is attending public or private school or is receiving home-based instruction per chapter 28A.200 RCW.


"Seasonally available agricultural related work" means work that is directly related to the cultivation, production, harvesting or processing of fruit trees or crops.


"Self-employment" means engaging in any legal income generating activity that is taxable under the United States Tax Code or that would be taxable with or without a treaty between an Indian Nation and the United States, as verified by Washington state business license, or a tribal, county, or city business or occupation license, as applicable, and a uniform business identification (UBI) number for approved self-employment activities that occur outside of the home. Incorporated businesses are not considered self-employment enterprises.


"Waiting list" means a list of applicants or reapplicants eligible to receive subsidy benefits but funding is not available.


"WCCC" means the working connections child care program, which is a child care subsidy program described in part II of this chapter that assists eligible families in obtaining subsidy for child care.


 

 


Clarifying Information


 


 WCCC family is based on how the child is related to the subsidy benefit applicant.


 


Joint Custody means a child’s time is divided between two parents.  In these cases, parents must apply separately for the subsidy benefit for their particular household.


 


Live-in partner or partner.  The consumer and the partner must meet the requirements, whether or not they are “state registered domestic partners” as defined in RCW 26.60.


 


Jury Duty is considered to be ‘employment’ under these definitions.


 

 


 




Eligibility Requirements

 

 

 









 



WAC 170-290-0005  Eligibility

 
 

(1) At application and reapplication, the applicant or reapplicant must:


(a) Have parental control of one or more eligible children;


(b) Live in the state of Washington;


(c) Be the child's:


(i) Parent, either biological or adopted;


(ii) Stepparent;


(iii) Legal guardian verified by a legal or court document;


(iv) Adult sibling or step-sibling;


(v) Nephew or niece;


(vi) Aunt;


(vii) Uncle;


(viii) Grandparent;


(ix) Any of the relatives in (c)(vi), (vii), or (viii) of this subsection with the prefix "great," such as great-aunt; or


(x) An approved in loco parentis custodian responsible for exercising day-to-day care and control of the child and who is not related to the child as described above;


(d) Participate in an approved activity under WAC 170-290-0040170-290-0045170-290-0050, or have been approved per WAC 170-290-0055;


(e) Comply with any special circumstances that might affect WCCC eligibility under WAC 170-290-0020;


(f) Have countable income at or below two hundred percent of the federal poverty guidelines (FPG). The consumer's eligibility shall end if the consumer's countable income is greater than eighty-five percent of the state median income or if resources exceed one million dollars;


(g) Complete the WCCC application and DSHS verification process regardless of other program benefits or services received; and


(h) Meet eligibility requirements for WCCC described in Part II of this chapter.


 


(2) Children. To be eligible for WCCC, the child must:


(a) Belong to one of the following groups as defined in WAC 388-424-0001:


(i) A U.S. citizen;


(ii) A U.S. national;


(iii) A qualified alien; or


(iv) A nonqualified alien who meets the Washington state residency requirements as listed in WAC 388-468-0005;


(b) Live in Washington state, and be:


(i) Less than thirteen years of age; or


(ii) Less than nineteen years of age, and:


(A) Have a verified special need, according WAC 170-290-0220; or


(B) Be under court supervision.


 

 

 

 


Clarifying Information


 


Non-Parental Custody of a Child


Non-parental custody can be shown by court documents signed by a judge, or be an informal written agreement between two parties. Staff may approve eligibility based on the consumer’s statement of circumstances pending final verification.


•        Permanent Custody. (Also known as “legal guardianship”, “3rd party custody” or “dependency guardianship.”) Permanent custody is shown by a final custody order, signed by a judge.


•        Temporary or Emergency Custody are legal documents, signed by a judge.


•        Informal Written Agreements are signed and dated by parent and the caregiver assuming custodial responsibility for the child.


 


WCCC and Children’s Administration (CA)


WCCC and CA Child Care are two different programs and families may be eligible for both at the same time, depending on the family’s specific circumstances, eligibility and activities. When both WCCC and CA child care is authorized for the same family, the WCCC child care hours must not be same as the CA child care hours.


 


AmeriCorps/Vista Child Care Subsidy


The person applying for WCCC is not eligible for child care benefits from WCCC if child care is already subsidized by AmeriCorps or Vista child care programs.


 


Copay Greater Than Cost of Care


DSHS will not authorize payments to eligible child care providers when the consumer’s copayment is less than the total cost of care for their family.  When determining the total monthly cost of care consider the maximum of what would be authorized to that provider and include the cost of any special needs payments.


 

 

 

 


 

 

 



WAC 170-290-0012  Verifying consumers’ information

 
 

(1) A consumer must provide all required information to DSHS to determine eligibility when the consumer initially applies or reapplies for benefits.


 


(2)  A consumer must provide verification to DSHS to determine continued eligibility for benefits when there is a change of circumstances under WAC 170-290-0031 during the eligibility period.


 


(3) All verification that is provided to DSHS must:


(a) Clearly relate to the information DSHS is requesting;


(b) Be from a reliable source; and


(c) Be accurate, complete, and consistent.


 


(3) If DSHS has reasonable cause to believe that the information is inconsistent, conflicting or outdated, DSHS may:


(a) Ask the consumer to provide DSHS with more verification or provide a collateral contact (a "collateral contact" is a statement from someone outside of the consumer's residence that knows the consumer's situation); or


(b) Send an investigator from the DSHS office of fraud and accountability (OFA) to make an unannounced visit to the consumer's home to verify the consumer's circumstances. See WAC 170-290-0025(9).


 


(4) The verification that the consumer gives to DSHS includes, but is not limited to, the following:


(a) A current WorkFirst IRP for consumers receiving TANF;


(b) Employer name, address, and phone number;


(c) State business registration and license, if self-employed;


(d) Hourly wage or salary;


(e) Either the:


(i) Gross income for the last three months;


(ii) Self-attestation of anticipated wages for new employment and third-party verification of the wages within sixty days of the date DSHS approved the consumer’s application or reapplication for WCCC benefits;


(iii) Federal income tax return for the preceding calendar year; or


(iv) DSHS employment verification form;


(f) Monthly unearned income the consumer receives, such as child support or supplemental security income (SSI) benefits or child support. Child support payment amounts are verified as follows:


  1. For applicants or consumers who are not receiving DSHS division of child support services, the amount as shown on a current court or administrative order;
  2. For applicants or consumers who are receiving DSHS division of child support services, the amount as verified by the DSHS division of child support;
  3. For applicants or consumers who have an informal verbal or written child support agreement, the amount as verified by the written agreement signed by the noncustodial parent (NCP);
  4. For applicants or consumers who cannot provide a written agreement signed by the NCP, the amount received for child support verified by a written statement from the consumer that documents why they cannot provide the statement from the NCP.

(g) If the other parent is in the household, the same information for them;


(h) Proof that the child belongs to one of the following groups as defined in WAC 388-424-0001;


(i) A U.S. citizen;


(ii) A U.S. national;


(iii) A qualified alien; or


(iv) A nonqualified alien who meets the Washington state residency requirements as listed in WAC 388-468-0005;


 


(5) If DSHS requires verification from a consumer that costs money, DSHS must pay for the consumer's reasonable costs.


 


(6) DSHS does not pay for a self-employed consumer's state business registration or license, which is a cost of doing business.


 


(7) If a consumer does not provide all of the verification requested, DSHS will determine if a consumer is eligible based on the information already available to DSHS.


 

 

 

 


Clarifying Information


 


Earned Income


·        At the time of application and reapplication processing, if verification of new employment is not available, consumers may provide a written or verbal estimation of their schedule and anticipated income for the first 60 days of new employment. If the consumer does not supply third party income verification within 60 days the case will be terminated and the worker should look into an overpayment for the care used during that timeframe.


 


·        The estimate will be used to determine eligibility and copayment. A consumer’s copayment may be increased or authorization reduced if the 60 day verification shows that the monthly income is more than the estimated amount, if the higher income would have resulted in a higher copayment or reduced authorization. The consumer may incur an overpayment if the copay was calculated incorrectly.


 


·        A full 3 months of wage verification is not required if the information supplied can be used to determine a verified average monthly income.


 


·        Use 30 minutes as a default for travel time if travel time is unknown.  Otherwise, use the consumer’s reasonable estimate if longer or shorter.


 


 


After application and reapplication, when a consumer has been approved for the 14 day wait period, if the consumer fails to provide the requested verification of participation in an approved activity the case should be terminated. The consumer may incur an overpayment for care used during these 14 days.


 


Applicant Name


A consumer’s name must match the name on their income verification documents. Staff will ask for additional information if questionable.


 


Uniform Business Identifier (UBI) of Self-Employed


Verify a consumer’s business registration and UBI number on-line at:


http://dor.wa.gov/content/doingbusiness/registermybusiness/


 


 

 

WAC 170-290-0014 Verifying information for a provider’s payment


(1) A consumer must provide all required information for payment to be authorized to their provider.


 


 


(2) All verification that is provided to DSHS must:


(a) Clearly relate to the information DSHS is requesting;


(b) Be from a reliable source; and


(c) Be accurate, complete, and consistent.


 


(3) If DSHS has reasonable cause to believe that the information is inconsistent, conflicting, or outdated, DSHS may:


(a) Ask the consumer to provide DSHS with more verification or provide a collateral contact (a "collateral contact" is a statement from someone outside of the consumer's residence that knows the consumer's situation); or


(b) Send an investigator from the DSHS office of fraud and accountability (OFA) to make an unannounced visit to the consumer's home to verify the consumer's circumstances. See WAC 170-290-0025 (9).


 


(4) The verification that the consumer gives to DSHS includes, but is not limited to, the following:


(a) Name and phone number of the licensed child care provider; and


(b) For the in-home/relative child care provider, a:


(i) Completed and signed criminal background check form;


(ii) Legible copy of the proposed provider's photo identification, such as a driver's license, Washington state identification, or passport;


(iii) Legible copy of the proposed provider's valid Social Security card;


(iv) All other information required by WAC 170-290-0135;


(c) Self-attestation of work, school or training schedule when the consumer requests child care for non-TANF activities. An authorization based on a self-attested schedule is subject to change if DSHS subsequently receives more accurate, complete, or consistent third-party information.


 

 


Clarifying Information


 


After being found eligible for WCCC, consumers can verify their activity schedule verbally or in writing at application, re-application, or at change reporting.  3rd party verification should only be requested when there is reasonable cause.


 


Accept consumers statement of school schedule unless questionable

     

 






WAC 170-290-0015 Eligibility – Family Size

 
 

DSHS determines a consumer's family size as follows:


 
















(1) If a consumer's family includes:

DSHS counts the following individuals as part of the family for WCCC eligibility:

(a) A single parent, including a minor parent living independently.

The consumer and the consumer's children.

(b) Unmarried parents who have at least one mutual child.

Both parents and all their children living in the household.

(c) Unmarried parents with no mutual children.

Unmarried parents and their respective children living in the household as separate WCCC families.

(d) Married parents.

Both parents and all their children living in the household.

(e) Parents who are undocumented aliens as defined in WAC 388-424-0001.

Parents and children, documented and undocumented, as long as the child needing care belongs to one of the following groups as defined in WAC 388-414-0001:


 


(i) A U.S. citizen;


(ii) A U.S. national;


(iii) A qualified alien; or


(iv) A nonqualified alien who meets the Washington state residency requirements as listed in WAC 388-468-0005.


All other family rules in this section apply.

(f) A legal guardian verified by a legal or court document; adult sibling or step-sibling; nephew, niece, aunt, uncle, grandparent; or great-nephew, great-niece, great-aunt, great-uncle, or great-grandparent.

The children only (the children and their income are counted).

(g) A minor parent with children and lives with a parent/guardian.

Only the minor parent and their children.

(h) A parent who is out of the household because of employer requirements, such as the military or training, and is expected to return to the household.

The consumer, the absent parent, and the children. Subsection (1)(b) and (d) of this section apply.

(i) A parent who is voluntarily out of the household for reasons other than requirements of the employer, such as unapproved schooling and visiting family members, and is expected to return to the household.

The consumer, the absent parent, and the children. Subsection (1)(b) and (d) of this section apply as well as WAC 170-290-0020.

(j) An incarcerated parent.

The incarcerated individual is not part of the household count in determining income and eligibility. DSHS counts all remaining household members. All other family rules in this section apply.

(2) If the consumer's household includes:

DSHS counts the following individuals as part of the family for WCCC eligibility:

(a) Eighteen year old siblings of the children who require care and are enrolled in high school or general equivalency diploma (GED) program.

The eighteen year olds (unless they are a parent themselves), until they turn nineteen or complete high school/GED, whichever comes first. All other family rules in this section apply.

(b) Siblings of the children requiring care who are up to twenty-one years of age and who are participating in an approved program through the school district's special education department under RCW 28A.155.020.

The individual participating in an approved program through RCW 28A.155.020 up to twenty-one years of age (unless they are a parent themselves). All other family rules in this section apply.

 


 

 


 


Clarifying Information


 


In Loco Parentis


Apply WAC 170-290-0015 (1) (f) to all in loco parentis consumers.


 


Domestic Partnerships Law


Partners registered under RCW 26.60 domestic partnership law are considered two-parent households. Family size is determined as described in 170-290-0015 (1) (d).


 


Live-In Partner


Apply either 170-290-0015 (1) (b) or 170-290-0015 (1) (c) when determining family size.


 


Military Leave


When a parent who is out of the home on active military duty returns home for a period of 30 days or less, the family is still eligible for child care benefits. Family size, eligibility and copayment are not re-determined during this time period.


 


Minor Parents with Legal Custody of their Children


The minor parent is considered a separate family, even if they live with the minor’s parent, guardian or other relative. The minor parent’s parent, guardian or relative is not considered when determining family size.


 


Minor Parents without Legal Custody of their Children


When the minor parent lives with the legal guardian of his or her children, the minor parent is not considered the consumer. The minor parent is not counted in determining family size for income eligibility and the minor parent’s ability or availability to provide child care is not to be considered. WAC 170-290-0015 (1) (f).


 

 






WAC 170-290-0020  Eligibility – Special circumstances

 
 

(1) At application, reapplication, and change reporting:


(a) A consumer is not eligible for WCCC benefits for the consumer’s children when child care is provided at the same location where the consumer works.


(b) A legal guardian under WAC 170-290-0005 may receive WCCC benefits for approved activities without the spouse or live-in partner’s availability to provider care being considered unless the spouse or live-in partner is also named on the permanent custody order.


(i) Eligibility for WCCC benefits is based on:


(A) The consumer's work or approved activities schedule;


(B) The child's need for care;


(C) The child's income eligibility; and


(D) Family size based on number of children under guardianship and needing care.


(ii) The consumer's spouse or live-in partner is not eligible to receive subsidized child care payments as a child care provider for the child.


(c) An in loco parentis custodian may be eligible for WCCC benefits when he or she cares for an eligible child in the absence of the child's legal guardian or biological, adoptive or stepparents.


(i) An in loco parentis custodian who is not related to the child as described in WAC 170-290-0005(1) may be eligible for WCCC benefits if he or she:


(A) Has a written, signed agreement between the parent and the caregiver assuming custodial responsibility; or


(B) Receives a TANF grant on behalf of the eligible child.


(ii) Eligibility for WCCC benefits is based on:


(A) The consumer's work schedule;


(B) The child's need for care;


(C) The child's income eligibility; and


(D) Family size based on number of children under in loco parentis and needing care.


(iii) The consumer's spouse or live-in partner is not eligible to receive subsidized child care payments as a child care provider for the child.


 


(2) At application and reapplication:


(a) A consumer may be eligible for WCCC benefits while working in a child care center if the consumer does not provide direct care in the same classroom to the consumer’s children during work hours.


(b) A consumer is not eligible for WCCC benefits while working in a family home child care where the consumer’s children are also receiving subsidized child care.


(c) In-home/relative providers who are paid child care subsidies to care for children receiving WCCC benefits may not receive those benefits for their own children during the hours in which they provide subsidized child care.


(d) A consumer may be eligible for WCCC if he or she is a parent in a two-parent family and one parent is not able or available as defined in WAC 170-290-0003 to provide care for the children while the other parent is working or participating in approved activities.


(e) If a consumer claims one parent is not able to care for the children the consumer must provide written documentation from a licensed professional (see WAC 388-448-0020) that states the:


(i) Reason the parent is not able to care for the children;


(ii) Expected duration and severity of the condition that keeps the parent from caring for the children; and


(iii) Treatment plan if the parent is expected to improve enough to be able to care for the children. The parent must provide evidence from a medical professional showing he or she is cooperating with treatment and is still not able to care for the children.


(f)A consumer is not eligible for WCCC benefits when he or she is the only parent in the family and will be away from the home for more than thirty days in a row.


 


(3) A consumer may be eligible for WCCC if the consumer is participating in an approved activity needed to remove a sanction penalty or to reopen the consumer's WorkFirst case.


 


(4) A child care provider who receives TANF benefits on behalf of a dependent child may not bill the state for subsidized child care for that same child.


 


(5) When a consumer's monthly copayment is higher than the state maximum rate including any special needs payments for all of the consumer's children in care under WAC 170-290-0005:


(a) The consumer's eligibility period may continue; and


(b) DSHS will not authorize payment to the provider until the copayment becomes lower than the state maximum rate including any special needs payments for all of the consumer's children in care under WAC 170-290-0005.


 

 


Clarifying Information


 


Employer-Provided Child Care Benefits


A consumer, who receives child care at no cost as a benefit of his or her employment, is not eligible for WCCC benefits.


 


Court-Ordered Substance Abuse or Mental Health Treatment.


When a parent in a two-parent family is court-ordered to attend substance abuse or mental health treatment, that parent is not considered able or available to care for the children during treatment participation.


 


Consumer Residence and FFN Providers


The consumer can live with the FFN provider who cares for their child as long as the approved activities are outside the provider’s home at the time of application or reapplication.


 


Two Parent Family


In a two parent household, when one parent is unable or unavailable to work due to verified medical reasons, their activity is not considered when requesting care to be done in the child’s home with a FFN provider.


 


Child’s Visitation


If a consumer currently receives WCCC for children residing in the household and another child joins the household for visitation and needs child care, that child is authorized under the consumer’s current benefits with no changes to the consumer’s family size, income or copayment.


 

 


 


Rights and Responsibilities


 






WAC 170-290-0025 Consumers rights


When a consumer applies for or receives WCCC benefits, the consumer has the right to:


(1) Be free from discrimination in accordance with all applicable federal and state nondiscrimination laws, regulations, and policies;


 


(2) Have WCCC eligibility determined within thirty days from his or her application date per WAC 170-290-0095;


 


(3) Be informed, in writing, of the consumer’s legal rights and responsibilities related to WCCC benefits;


 


(4) Receive a written notice at least ten days before DSHS makes changes to lower or stop benefits except as stated in WAC 170-290-0115;


 


(5) Ask for an administrative hearing if the consumer does not agree with DSHS about a decision per WAC 170-290-0280;


 


(6) Ask a supervisor or administrator to review a decision or action affecting the consumer's benefits without affecting the right to an administrative hearing;


 


(7) Have an interpreter or translator service provided by DSHS within a reasonable amount of time and at no cost to the consumer;


 


(8) Choose a provider as long as the provider meets the requirements in WAC 170-290-0125;


 


(9) Ask the fraud early detection (FRED) investigator from the DSHS office of fraud and accountability (OFA) to come back at another time. A consumer does not have to let an investigator into the consumer’s home. This request will not affect the consumer's eligibility for benefits. If the consumer refuses to cooperate (provide the information requested) with the investigator, it could affect the consumer’s eligibility for benefits;


 


(10) Access to the consumer’s child at all times while the child is in child care;


 


(11) Terminate child care without cause and without notice to the provider. Notice must be given to DSHS within five days of termination;


 


(12) Not be charged by the consumer's licensed, certified, or license-exempt provider, or be made to pay for the difference between the provider's private rate and the state maximum rate, when the provider's private rate for child care is higher than the maximum state rate;


 


(13) Not be charged by the consumer's licensed or certified provider, or be made to pay for:


(a) The difference between the provider's registration fee and the state's maximum registration fee, when the provider's registration fee is higher;


(b) Any day when the consumer's child is absent;


(c) Vacation days when the provider chooses to close;


(d) A higher amount than the state allows for field trips. If the consumer requests, and the provider has a written policy in place, the consumer may voluntarily pay the difference between the amount that the state allows and the actual field trip cost;


(e) A preschool tuition fee in addition to regular child care services; or


(f) Child care services after the final day of care, when the provider stops caring for the consumer's children.

 
 

 

 


Clarifying Information


 



Provider Overpayments or Underpayments


If a child care provider incorrectly bills the state for child care services causing an overpayment or underpayment, consumers may not be held accountable for the provider’s billing errors to the state.


 

 

 






WAC 170-290-0030  Consumers responsibilities

 
 

When a person applies for or receives WCCC benefits, the applicant or consumer must, as a condition of receiving those benefits:


(1) Give DSHS correct and current information so DSHS can determine eligibility and authorize child care payments correctly;


 


(2) Choose a provider who meets requirements of WAC 170-290-0125;


 


(3) Pay the copayment directly to the child care provider or arrange for a third party to pay the copayment directly to the provider;


 


(4) In cases of overdue or past due copayments, the consumer, as a condition of maintaining his or her eligibility, must do one or more of the following:


(a) Pay past or overdue copayments;


(b) Give DSHS a written agreement between the provider and consumer to verify that copayment arrangements include one or more of the following:


(i) An installment payment plan;


(ii) A collection agency payment plan;


(iii) In-kind services in lieu of paying the copayment; or


(iv) Forgiveness of the copayment from the provider; or


(c) Provide proof that the consumer has attempted to pay a copayment to a licensed provider who is no longer in business or a license-exempt provider who is no longer providing child care. "Proof" includes, but is not limited to, a return receipt that was signed for and not responded to, or a returned document that was not picked up;


 


(5) Only use WCCC benefits while the consumer is participating in WCCC approved activities outside the consumer's home;


 


(6) Pay the provider for child care services when the consumer requests additional child care for personal reasons other than working or participating in WCCC approved activities that have been authorized by DSHS;


 


(7) Pay the provider for optional child care programs that the consumer requests. The provider must have a written policy in place charging all families for these optional child care programs;


 


(8) Pay the provider the same late fees that are charged to other families, if the consumer pays a copayment late or picks up the child late;


 


(9) Ensure that care is provided in the correct home per WAC 170-290-0130 if the consumer uses an in-home/relative provider, and monitor the in-home/relative provider's quality of care to ensure that the child's environmental, physical, nutritional, emotional, cognitive, safety, and social needs are being met;


 


(10) Cooperate (provide the information requested) with the child care subsidy audit:


(a) A consumer becomes ineligible for WCCC benefits upon a determination of noncooperation;


(b) The consumer remains ineligible until he or she meets child care subsidy audit requirements;


(c) The consumer may become eligible again when he or she meets WCCC requirements in part II of this chapter and cooperates;


(d) Care can begin on or after the date the consumer cooperated and meets WCCC requirements in Part II of this chapter.


 


(11) Provide the information requested by the fraud early detection (FRED) investigator from the DSHS office of fraud and accountability (OFA). If the consumer refuses to provide the information requested within fourteen days, it could affect his or her benefits;


 


(12) Document their child's attendance in subsidized child care by having the consumer or other person authorized by the consumer to take the child to or from the child care:


(a) If the provider uses a paper attendance record, sign the child in on arrival and sign the child out at departure, using their full signature and writing the time of arrival and departure; or


(b) Record the child's attendance using an electronic system if used by the provider;


 


(13) Provide to his or her in-home/relative provider the names, addresses, and telephone numbers of persons who are authorized to pick up the child from care; and


 


(14) Ensure that their children who receive subsidized child care outside of their own home are current on all immunizations required under WAC 246-105-030, except when the parent or guardian provides:


(a) A department of health (DOH) medical exemption form signed by a health care professional; or


(b) A DOH form or similar statement signed by the child's parent or guardian expressing a religious, philosophical or personal objection to immunization.


 

 


 


Clarifying Information


 


At application and reapplication consumers are authorized child care for activities outside of their home.  When there is a change in activities consumers can continue to use the child care authorized at application and reapplication.


 

 






WAC 170-290-0031  Notification of changes

 
 
  1. When a consumer applies for or receives WCCC benefits, he or she must:

(a) Report to DSHS, within twenty-for hours, any pending charges or conviction information the consumer learns about his or her in-home/relative provider;


(b) Report to DSHS, within twenty-four hours, any pending charges or conviction information the consumer learns about anyone sixteen years of age or older who lives with the provider when care occurs outside of the child's home;


(c) Notify DSHS, within five days, of any change in providers;


(d) Notify DSHS, within ten days, of changes of the address and telephone number of the consumer's in-home/relative provider;


(e) Notify DSHS, within ten days, when the consumer's countable income increases and exceeds eighty-five percent of state median income as provided in WAC 170-290-0005;


(f) Notify DSHS, within ten days, when the consumer's countable resources exceed one million dollars as provided in WAC 170-290-0005;


(g) Notify the consumer's provider, within ten days, when DSHS changes the consumer's child care authorization; and


(h) Notify DSHS, within ten days, when the consumer's home address or telephone number changes.


 


(2) When a consumer receives WCCC benefits, he or she may notify DSHS when:


(a) The number of child care hours the consumer needs increases;


(b)  The household income changes, which may lower the consumer's copayment under WAC 170-290-0085;


(c) The household size increases, which may lower the copayment; or


(d) The consumer's legal obligation to pay child support increases, which may lower the copayment.


 


(3) Effective dates of changes are as follows:


(a) Copayment changes are effective as provided in WAC 170-290-0085;


(b) Changes under subsection (1)(c) and (d) of this section are effective:


(i) The date of change, if reported within five days; or


(ii) The date the change was reported, if not reported within five days.


(c) Changes to consumer information described in WAC 170-290-0012 are effective:


(i) The date the change was reported, if reported within ten days from the date of change or if received within ten days from the date of request for verification; or


(ii) The date verification is received, if verification is not received within ten days from the date the change is reported or if not received within ten days from the request of verification.


 

 


Clarifying Information


 


Due Date


If the due date for reporting changes falls on a non-business day, consumers have until the next business day to turn in required information.


 

 






WAC 170-290-0032  Failure to report changes

 
 

(1) A consumer's failure to report changes as required in WAC 170-290-0031 within the stated time frames may cause:


(a) A copayment error. The consumer may be required to pay a higher copayment as stated in WAC 170-290-0085; or


(b) A WCCC payment error. If an overpayment occurs, the consumer may receive an overpayment for what the provider has correctly billed, including absent days (see publications "Child Care Subsidies: A Guide for Licensed and Certified Child Care Centers," "Child Care Subsidies: A Guide for Licensed and Certified Family Home Child Care Providers" and "Child Care Subsidies: A Guide for Family, Friends and Neighbors Child Care Providers").


 


(2) If a consumer receives an overpayment for failure to report changes or failure to provide required verification, they will be required to repay any overpayment as provided in WAC 170-29-0271.


 

 


 

 






WAC 170-290-0034  Providers responsibilities

 
 

Child care providers who accept child care subsidies must do the following:


(1) Comply with:


(a) All of the DEL child care licensing or certification requirements as provided in chapter 170-295170-296A, or 170-151 WAC, for child care providers who are licensed or certified; or


(b) All of the requirements in WAC 170-290-0130 through 170-290-0167170-290-0250, and 170-290-0268, for child care providers who provide in-home/relative care;


 


(2) Report pending charges or convictions to DSHS as provided in:


(a) Chapter 170-295170-296A, or 170-297 WAC, for child care providers who are licensed or certified; or


(b) WAC 170-290-0138 (2) and (3), for child care providers who provide in-home/relative care;


 


(3) Keep complete and accurate daily attendance records for children in their care, and allow access to DEL to inspect attendance records during all hours in which authorized child care is provided as follows:


(a) Current attendance records (including records from the previous twelve months) must be available immediately for review upon request by DEL.


(b) Attendance records older than twelve months to five years old must be provided to DSHS or DEL within two weeks of the date of a written request from either department.


(c) Failure to make available attendance records as provided in this subsection may:


(i) Result in the immediate suspension of the provider's subsidy payments; and


(ii) Establish a provider overpayment as provided in WAC 170-290-0268;


 


(4) Keep receipts for billed field trip/quality enhancement fees as follows:


(a) Receipts from the previous twelve months must be available immediately for review upon request by DEL;


(b) Receipts from one to five years old must be provided to DSHS or DEL within two weeks of the date of a written request from either department;


 


(5) Allow consumers access to their child at all times while the child is in care;


 


(6) Collect copayments directly from the consumer or the consumer's third-party payor, and report to DSHS if the consumer has not paid a copayment to the provider within the previous sixty days;


 


(7) Follow billing procedures:


(a) As described in the most current version of "Child Care Subsidies: A Guide for Licensed and Certified Family Home Child Care Providers,"; or


(b) As described in the most current version of "Child Care Subsidies: A Guide for Family, Friends and Neighbors Child Care Providers"; or


(c) As described in the most current version of "Child Care Subsidies: A Guide for Licensed and Certified Child Care Centers."


 


(8) Not claim a payment in any month:


(a) A child has not attended at least one day in that month; and


(b) The day attended is within the authorization period.


 


(9) Invoice the state no later than one calendar year after the actual date of service;


 


(10) For both licensed and certified providers and in-home/relative providers, not charge subsidized families the difference between the provider's customary rate and the maximum allowed state rate; and


 


(11) For licensed and certified providers, not charge subsidized families for:


(a) Registration fees in excess of what is paid by subsidy program rules;


(b) Absent days on days in which the child is scheduled to attend and authorized for care;


(c) Handling fees to process consumer copayments, child care services payments, or paperwork;


(d) Fees for materials, supplies, or equipment required to meet licensing rules and regulations; or


(e) Child care or fees related to subsidy billing invoices that are in dispute between the provider and the state.


 

 


Clarifying Information


 


Attendance For One Day In The Month


Providers may not bill during the 10 day notice termination period unless the child has attended at least one day during the authorization period that month.


 

 






WAC 170-290-0035  DSHSs responsibilities to consumers

 
 

DSHS is responsible to:


(1) Treat consumers in accordance with all applicable federal and state nondiscrimination laws, regulations, and policies;


 


(2) Determine a consumer's eligibility within thirty days from the date the consumer applied (application date as described in WAC 170-290-0095). Under WAC 170-290-0012 (5) (e) (ii), a determination made within thirty days of application using self-attestation of new employment wages is compliant with this subsection even if third-party verification is provided more than thirty days after the date of application;


 


(3) Allow a consumer to choose his or her provider as long as the provider meets the requirements in WAC 170-290-0125;


 


(4) Review a consumer's chosen in-home/relative provider's background check results;


 


(5) Authorize payments only to child care providers who allow a consumer to access his or her children whenever they are in care;


 


(6) Authorize payment when no adult in a consumer's family (under WAC 170-290-0015) is able or available (under WAC 170-290-0003) to care for the consumer's children at application and reapplication;


 


(7) Inform a consumer of:


(a) His or her rights and responsibilities under the WCCC program at the time of application and reapplication;


(b) The types of child care providers DSHS can pay;


(c) The community resources that can help a consumer select child care when needed; and


(d) Any change in a consumer's copayment during the authorization period except under WAC 170-290-0120 (5).


 


(8) Respond to a consumer within ten days if the consumer reports a change of circumstance that affects the consumer's:


(a) WCCC eligibility;


(b) Copayment; or


(c) Providers.


 


(9) Provide prompt child care payments to a consumer's child care provider;


 


(10) Provide an interpreter or translator service within a reasonable amount of time and at no cost to the consumer;


 


(11) Ensure that Social Security cards, driver's licenses, or other government-issued identification for in-home/relative providers are valid and verified; and


 


(12) For providers who care for children in states bordering Washington, verify that they are currently complying with their state's licensing regulations.


 

 


Clarifying Information


 


Providers in States Bordering Washington


Providers are required to be in compliance with the licensing requirements of their State. Staff may obtain a verbal confirmation from the providers regarding their compliance.


 

 


Approved Activities


 






WAC 170-290-0040  Approved activities for consumers participating in WorkFirst

 
 

Applicants and consumers who participate in WorkFirst activities may be eligible for WCCC benefits for the following approved activities in their individual responsibility plans (IRPs), for up to a maximum of sixteen hours per day, including:


(1) An approved WorkFirst activity under WAC 388-310-0200, with the following exception: In-home/relative providers who are paid child care subsidies to care for children receiving WCCC benefits may not receive those benefits for their own children during the hours in which they provide subsidized child care. These consumers may be eligible for other approved activities in their IRPs;


 


(2) Employment as defined in WAC 170-290-0003;


 


(3) Self-employment as defined in WAC 170-290-0003 and as described in the consumer's current WorkFirst IRP;


 


(4) Transportation time between the location of child care and the consumer's place of employment or approved activity;


 


(5) Up to ten hours per week of study time for approved classes; and


 


(6) Up to eight hours of sleep time before or after a night shift.


 

 


Clarifying Information


 


In-Sanction and Working


Sanction is a penalty that reduces a WorkFirst consumer’s cash assistance. It is imposed when a person is able to, but refuses without good cause to participate in their Individual Responsibility Plan (IRP) requirements. A consumer who is in WorkFirst sanction may be eligible for WCCC benefits for employment or other approved activities during his or her sanction period.


 


Approved Activities


WorkFirst consumers found eligible for WCCC may have child care subsidy benefits approved for activities that are specified in the consumer’s current IRP, including intensive services activities (known as x-components) in the IRP.


 


Training and education activities


TANF/WorkFirst consumers of WCCC are not subject to the limitations described for non-TANF applicants and consumers of WCCC in 170-290-0045.


 



Authorizing Care for WorkFirst Participants


TANF clients participating in 110 or more hours of WF activity are eligible for full time care.  Consumers with a pending TANF application who have not completed the WorkFirst intake process are eligible for full time care during the 14-day waiting period. When a WorkFirst consumer is eligible for full time care a standard Monday-Friday, 8am-5pm schedule, unless specified in the IRP or reported differently by the consumer.


 


Tribal TANF, WCCC and Dual Eligibility


Some Tribes in WA manage their own TANF and WorkFirst program. Tribal members may receive subsidies from the Tribe or DSHS. This is called dual eligibility. A WorkFirst Tribal member’s participation requirements may be different than non-Tribal participants. If a Tribal member requests WCCC from DSHS, use WAC rules regarding family size, counting income and determining copayments. Tribal TANF activities are approvable activities for WCCC.


 

 

 






WAC 170-290-0045  Approved activities for consumers not participating in WorkFirst

 
 

(1) General requirements for employment, self-employment, or Supplemental Nutrition Assistance Program employment and training (SNAP E&T) programs. An applicant or consumer may be eligible for WCCC benefits for up to a maximum of sixteen hours per day, including travel, study, and sleep time before or after a night shift, when he or she is:


(a) Employed under WAC 170-290-0003;


(b) Self-employed under WAC 170-290-0003; or


(c) Participating in the SNAP E&T program under chapter 388-444 WAC.


 


(2) Special requirements for education.


(a) An applicant or consumer who is under twenty-two years of age may be eligible for WCCC benefits for high school (HS) or general educational development (GED) program without a minimum number of employment hours.


(b) An applicant or consumer who is twenty-two years of age or older:


(i) May be eligible to receive general education and training benefits under this subsection. The consumer must work either:


(A) An average of twenty or more hours per week of unsubsidized employment; or


(B) An average of sixteen or more hours per week in a paid federal or state work study program;


(ii) Is limited to up to twenty-four months of WCCC benefits during the consumer’s lifetime for participation in:


(A) Adult basic education (ABE);


(B) English as a second language (ESL); or


(C) High school/general educational development (GED) completion; and


(iii) Is limited to up to thirty-six months of WCCC benefits for participation in vocational education. The vocational education program must lead to a degree or certificate in a specific occupation and be offered by the following accredited entities only:


(A) Public and private technical college or school;


(B) Community college; or


(C) Tribal college; and


(iv) Is limited to up to ten hours per week of WCCC benefits for study time for approved classes. Approved classes include classroom, labs, online class and unpaid internships required by the vocational education program.


 

 


Clarifying Information


 


Subsidized Employment


Subsidized employment can include:


  • Working in a federal or state paid work study program; or
  • VISTA volunteers, AmeriCorps, Job Corps and Washington Service Corps (WSC) if the income is taxed.

 



Employment


Paid work study, internships and practicums count as employment.


 


In-Kind Activities


Unless consumer receives taxable and reported compensation for in-kind activity, this does not count as approved work activity.


 


Volunteer Activities


Non-TANF consumers of WCCC may not receive child care benefits for volunteer or community services activities.


 


Vocational Education


  • Two-year degrees with a vocational education focus are permitted
  • The accredited college or school defines prerequisites for their enrolled students
  • Consumers must have had child care authorized for school for less than 36 months at the time of application, reapplication or change reporting to be eligible for school. 
  • Consumers may exceed more than 24 or 36 months of education or vocational education during the eligibility period as long as at the time of application, reapplication or change reporting the consumer had been approved for less than the lifetime limits. 
  • Consumers can combine work study and other employment hours to meet the minimum number of work hours required for education and training activities

 


Internship


An internship related to the consumer’s approved, vocational education activity is considered to be required class time.


 


Working under the Table


If the activity meets the definition of employment or work, as described in WAC 170-290-0003, then the activity is considered to be an approvable activity. We do not monitor if the activity has been or will be reported to the IRS nor taxes paid.


 


Jury Duty is considered to be ‘employment’ and is an approved activity.


 

 

 






WAC 170-290-0050  Additional requirements for self-employed consumers

 
 

(1) Self-employment generally. To be considered self-employed, a WCCC consumer must:


(a) Earn income directly from the consumer’s trade or business, not from wages paid by an employer;


(b) Be responsible to pay the consumer’s self-employment Social Security and federal withholding taxes;


(c) Have a work schedule, activities or services that are not controlled in an employee-employer relationship;


(d) Participate directly in the production of goods or services that generate the consumer's income; and


(e) At application and reapplication, work outside of the home during the hours the consumer requests WCCC benefits. If a consumer's self-employment activities are split between the home and outside of the home, only self-employment and other approved activities outside of the home will be eligible for child care benefits.


 


(2) Self-employed consumers receiving TANF. If a consumer receives TANF and is also self-employed, he or she may be eligible for WCCC benefits for up to sixteen hours in a twenty-four-hour period for self-employment activities outside of the consumer's home.


(a) The consumer must have an approved self-employment plan in the consumer's IRP under WAC 388-310-1700;


(b) The amount of WCCC benefits a consumer receives for self-employment is equal to the number of hours in the consumer’s approved plan; and


(c) Income from self-employment while the consumer is receiving TANF is determined by WAC 388-450-0085.


 


(3) Self-employed consumers not receiving TANF. If a consumer does not receive TANF and requests WCCC benefits for the consumer’s self-employment, the consumer may be eligible for WCCC benefits for up to sixteen hours in a twenty-four-hour period for self-employment activities outside of the consumer's home.


(a) A consumer who does not receive TANF cash assistance and request WCCC benefits for self-employment must provide DSHS with the consumer’s:


(i) Washington state business license, or a tribal, county, or city business or occupation license, as applicable;


(ii) Uniform business identification (UBI) number for the state of Washington, or, for self-employment in bordering states, the registration or filing number;


(iii) Completed self-employment plan that is written, signed, dated and includes, but is not limited to, a description of the self-employment business, proposed days and hours of work activity including time needed for transportation, and the location of work activity;


(iv) Profit and loss statement, projected profit and loss statement if starting a new business; and


(v) Either federal self-employment tax reporting forms for the most current reporting year or a DSHS self-employment income and expense declaration form.


(b) At application and reapplication, the first six consecutive months of starting a new self-employment business, the hours of care the consumer is eligible to receive is based on the consumer’s report of how many hours are needed, up to sixteen hours per day. A consumer is eligible to receive this provision only once during the consumer’s. The consumer must use the benefit provided by this provision within the consumer's authorization period.


(c) At application and reapplication, DSHS determines the number of care hours the consumer is eligible to receive after receiving WCCC self-employment benefits for self-employment for six consecutive months as provided in (b) of this subsection by:


(i) Dividing the consumer's gross monthly self-employment income by the federal or state minimum wage (whichever is lower) to determine the average monthly hours of care needed by the consumer; and


(ii) Adding the consumer's additional approved employment, education, training, or travel to the total approved self-employment hours.


(d) If both parents in a two-parent family are self-employed, at the same or a different business, each parent must report his or her own self-employment earnings and self-employment plan. If the requested verification is not provided, then WAC 170-290-0012 (5) applies to determining eligibility.


 

 


Clarifying Information


 


Resources for Self-Employment


Direct applicants or consumers to the following resources for assistance:


 


•        Washington State Department of Revenue


http://dor.wa.gov/content/doingbusiness/registermybusiness/


 


•        Small Business Assistance


http://www.ora.wa.gov/business.asp


http://access.wa.gov/business/start.aspx


 


Incorporations


Incorporated businesses are not self-employment enterprises.


•        Compensation received by an individual from a corporation is countable income.


•        Any distribution of income, including compensation benefits such as rent, living expenses, or transportation is countable income for consumers reporting employment and income as or under an incorporated business.


 


Cost of Doing Business


Self-employed consumers are responsible for the costs involved in providing verification of his or her business license, registration, UBI number or other self-employment documents needed to determine eligibility for benefits.


 


Standard Deduction vs Itemized Deduction


When a consumer cannot or does not submit verification of their self-employment expenses, use a standard $100 per month deduction when calculating that income.


 

 




WAC 170-290-0055 Receipt of benefits during fourteen-day wait period.


(1) Fourteen-day wait period. DSHS may authorize WCCC payments for a child's attendance in child care for up to fourteen consecutive days when a consumer is waiting to enter an approved activity under WAC 170-290-0040 or 170-290-0045.


 


(2) If the consumer does not enter the fourteen-day wait period activity, DSHS will terminate the consumer's case, as provided in WAC 170-290-0110.


 


(3) In the situation described in subsection (1) of this section, the child needs to attend at least one day in the calendar month for the provider to bill.


 


(4) DSHS does not prorate the copayment.


 

 


Clarifying Information


 


Fourteen-Day wait period


After approving the application or reapplication, the 14-day wait period can be authorized for two weeks when the consumer is waiting to enter an approved activity. . Its intended use is for, but not limited to:


•        When the start date of new employment is within 14 days of the request.


•        When on the job training is required prior to the start date of the actual job.


•        When TANF applicants or recipients have not completed their IRP at the time of applying for child care. 


After application and reapplication, when a consumer has been approved for the 14 day wait period, if the consumer fails to provide the requested verification of participation in an approved activity the case should be terminated. The consumer may incur an overpayment for care used during these 14 days and any subsequent care used.


 

 


Income and Copayment Calculations


 








WAC 170-290-0060 Countable income

 
 

DSHS counts income as money an applicant or consumer earns or receives themselves, or on behalf of the child from:


(1) A TANF grant, except when the grant is for the first three consecutive calendar months after the consumer starts a new job. The first calendar month is the month in which he or she starts working;


 


(2) The following child support payment amounts:


(a) For applicants or consumers who are not receiving DSHS division of child support services, the amount as shown on a current court or administrative order; or


(b) For applicants or consumers who are receiving DSHS division of child support services, the amount as verified by the DSHS division of child support.


(c) For applicants or consumers who have an informal verbal or written child support agreement, the amount verified by a written agreement signed by the noncustodial parent (NCP);


(d) For applicants or consumers who cannot provide a written agreement signed by the NCP, the amount received for child support verified by a written statement from the consumer that documents why they cannot provide the statement from the NCP.


 


(3) Supplemental security income (SSI);


 


(4) Other Social Security payments, such as SSA and SSDI;


 


(5) Refugee assistance payments;


 


(6) Payments from the Veterans' Administration, disability payments, or payments from labor and industries (L&I);


 


(7) Unemployment compensation, except as required under RCW 43.215.1351;


 


(8) Other types of income not listed in WAC 170-290-0070;


 


(9) VISTA volunteers, AmeriCorps, and Washington Service Corps (WSC) if the income is taxed;


(a) Verify if AmeriCorps has child care services available.


(b) If the consumer is using the AmeriCorps child care services, they are not eligible for WCCC.


 


(10) Gross wages from employment or self-employment as defined in WAC 170-290-0003. Gross wages includes any wages that are taxable;


 


(11) Corporate compensation received by or on behalf of the consumer, such as rent, living expenses, or transportation expenses;


 


(12) Lump sums as money a consumer receives from a one-time payment such as back child support, an inheritance, or gambling winnings; and


 


(13) Income for the sale of property as follows:


(a) If a consumer sold the property before application, DSHS considers the proceeds an asset and does not count as income;


(b) If a consumer sold the property in the month the consumer applies or during the consumer’s eligibility period, DSHS counts it as a lump sum payment as described in WAC 170-290-0065(2);


(c) Property does not include small personal items such as furniture, clothes, and jewelry.


 

 


Clarifying Information


 



Irregular Pay Check


If a consumer receives a bonus or an irregular paycheck that is expected to occur only once in the calendar year, it is treated as a lump sum.


 


Children’s SSI


When a child receives SSI income, the following conditions must apply for the income to be used in determining the family’s eligibility:


  • The child must reside with the representative payee that administers the monthly disability SSI benefits.
  • Do not count any past-due SSI lump-sum payments in the WCCC household income.

 


Working under the Table.


If the activity meets the definition of employment or work, as described in WAC 170-290-0003, the income would be considered countable income for the household. We do not monitor if the income has been or will be reported to the IRS nor taxes paid.


 



 

 

 

              




WAC 170-290-0065  Calculation of income

 
 

DSHS uses a consumer's countable income when determining his or her income eligibility and copayment. A consumer's countable income is the sum of all income listed in WAC 170-290-0060 minus any child support paid out (through a court order, division of child support administrative order, or tribal government order).


(1) To determine a consumer's income, DSHS either:


(a) Calculates an average monthly income by:


(i) Determining the number of months, weeks or pay periods it took the consumer's WCCC household to earn the income and


(ii) Dividing the income by the same number of months, weeks or pay periods; or


(b) When the consumer begins new employment, uses the best available estimate of the consumer's WCCC household's current income:


(i) As verified by the consumer’s employer; or


(ii) As provided by the consumer through a verbal or written statement within the first sixty days of new or changed employment.


 


(2) If a consumer receives a lump sum payment (such as money from the sale of property or back child support payment) in the month of application or during the consumer’s WCCC eligibility:


(a) DSHS calculates a monthly amount by dividing the lump sum payment by twelve;


(b) DSHS adds the monthly amount to the consumer's expected average monthly income:


(i) For the month it was received; and


(ii) For the remaining months of the current eligibility period; and


(c) To remain eligible for WCCC the consumer must meet WCCC income guidelines after the lump sum payment is applied.


 

 

 






WAC 170-290-0070  Excluded income and deductions

 
 

(1) DSHS does not count the following income types when determining a consumer's income eligibility and copayment:


(a) Income types as defined in WAC 388-450-0035388-450-0040, and 388-450-0055;


(b) Compensatory awards, such as an insurance settlement or court-ordered payment for personal injury, damage, or loss of property;


(c) Adoption support assistance and foster care payments;


(d) Reimbursements, such as an income tax refund;


(e) Diversion cash assistance;


(f) Military housing and food allowance;


(g) The TANF grant for the first three consecutive calendar months after the consumer starts a new job. The first calendar month is the month in which he or she starts working;


(h) Payments to the consumer from the consumer’s employer for benefits such as medical plans;


(i) Earned income of a WCCC family member defined under WAC 170-290-0015(2);


(j) Income of consumers described in WAC 170-290-0005 (1)(c)(iii) through (x);


(k) Earned income from a minor child who DSHS counts as part of the consumer's WCCC household; and


(l) Benefits received by children of Vietnam War veterans who are diagnosed with any forms or manifestations of spina bifida except spina bifida occulta.


 


(2) DSHS deducts the amount a consumer pays for child support under court order, division of child support administrative order, or tribal government order, from the consumer's other countable income when figuring his or her eligibility and copayment for the WCCC voucher or contract programs.


 

 


Clarifying Information


 



Excluded Income


Do not count income from:


  • A third-party child care copayment made directly to the provider.
  • SSI overpayments that are withheld from gross SSI income.
  • Earned income of siblings enrolled in high school or GED completion, or of siblings participating in a public special education program, until age 22.

 

 

 






WAC 170-290-0075  Determining income eligibility and copayment amounts

 
 

 


(1) DSHS takes the following steps to determine a consumer's eligibility and copayment:


(a) Determine the consumer's family size (under WAC 170-290-0015); and


(b) Determine the consumer's countable income (under WAC 170-290-0065).


 


(2) DSHS calculates the consumer's copayment as follows:






IF A CONSUMER'S INCOME IS:

THEN THE CONSUMER'S COPAYMENT IS:

(a) At or below 82% of the federal poverty guidelines (FPG).

$15

(b) Above 82% of the FPG up to 137.5% of the FPG.

$65

(c) Above 137.5% of the FPG through 200% of the FPG.

The dollar amount equal to subtracting 137.5% of the FPG from countable income, multiplying by 50%, then adding $65.

 


 


(3) DSHS does not prorate the copayment when a consumer uses care for part of a month.


 


(4) The FPG is updated every year. The WCCC eligibility income limit level is updated at the same time every year to remain current with the FPG.


 

 


Clarifying Information


 




Copayment Amounts


DSHS will not authorize payments to eligible child care providers for any month when the consumer’s copayment is more than the total cost of care for their family. The total cost of care includes both the regular cost of care and any special needs authorization.


 


Splitting Copayments Between Multiple Providers


A consumer may request the copayment to be split among providers. The consumer may choose which provider to assign the copayment.

 

 

 






WAC 170-290-0082  Eligibility period

 
 

 


  1. A consumer who meets all of the requirements of part II of this chapter is eligible to receive WCCC subsidies for twelve months. The twelve-month eligibility period in this subsection applies only if enrollments in the WCCC program are capped as provided in WAC 170-290-0001(1).

 


  1.  Regardless of the length of eligibility, consumers are still required to report changes of circumstances to DSHS as provided in WAC 170-290-0031.

 


  1. All children in the consumer’s household under WAC 170-290-0015 are eligible for the twelve-month eligibility period.

 


(4) The twelve-month eligibility period begins:


(a) When the benefits begin under WAC 170-290-0095; or


(b) Upon reapplication under WAC 170-290-0109.


 


(5) A consumer's eligibility may be for less than twelve months if:


(a) Requested by the consumer; or


(b) A TANF consumer's individual responsibility plan indicates child care is needed for less than twelve months.

 

 




WAC 170-290-0085 Change in copayment.


(1) A consumer's copayment may change when:


(a) The consumer's monthly income decreases;


(b) The consumer's family size increases and causes the copayment to decrease;


(c) DSHS makes an error in the consumer's copayment computation;


(d) The consumer did not report all income, activity and household information at the time of application, reapplication, or when reporting a change in circumstances;


(e) The consumer is no longer eligible for the minimum copayment under WAC 170-290-0090;


(f) DEL makes a mass change in benefits due to a change in law or program funding; or


(g) The consumer is approved for a new eligibility period.


 


(2) Copayment changes are effective on the first day of the month immediately following the date the copayment change was made.


 


(3) DSHS does not increase a consumer's copayment during the current eligibility period when countable income remains at or below the maximum eligibility limit as provided in WAC 170-290-0005.


 


(4) DSHS does not prorate the copayment.


 

 


 

 




WAC 170-290-0090 Minimum copayment.


(1) The minimum copayment is paid when the consumer has countable monthly income at or below eighty-two percent of the federal poverty guidelines.


 


(2) First application. The consumer pays the minimum copayment at first application for WCCC when benefits are paid. The consumer pays the minimum copayment:


(a) Beginning in the month that DSHS pays for WCCC child care services; and


(b) The first full calendar month thereafter.


 


(3) Reapplication. The consumer pays the minimum copayment at reapplication for WCCC after a break of at least thirty days in the consumer's approved activities. The consumer pays the minimum copayment:


(a) Beginning in the month that DSHS pays for WCCC services; and


(b) The first full calendar month thereafter.


 


(4) The consumer pays the minimum copayment when he or she is a minor parent, and:


(a) Receives TANF; or


(b) Is part of the parent's or relative's TANF assistance unit.


 


(5) DSHS does not prorate the copayment.


 

 



Clarifying Information


 


Eligibility for Minimum Copayment at Reapplication


 


The break in approved activity must have ended within 30 days of the reapplication.  Consumers who have been employed more than 30 days prior to their reapplication are not eligible for the $15/$15 the first two months of their new eligibility period.


 


When the ongoing copayment is higher than cost of care and the consumer is eligible for the minimum copayment, DSHS will authorize care for the first two months only.  If later during the eligibility period, the cost of care exceeds the ongoing copayment amount care will be authorized.


 


 

 

 


Start Dates and Eligibility Period


 







WAC 170-290-0095 When WCCC benefits start.


(1) WCCC benefits for an eligible consumer may begin when the following conditions are met:


(a) The consumer has completed the required WCCC application and verification process as described under WAC 170-290-0012 within thirty days of the date DSHS received the consumer's application for WCCC benefits, except in the case of new employment or new non-TANF activities. In those cases, under WAC 170-290-0012 and 170-290-0014, the consumer must provide third-party verification within sixty days of DSHS approving the application or reapplication;


(b) The consumer is working or participating in an approved activity under WAC 170-290-0040170-290-0045170-290-0050 or 170-290-0055; and


(c) The consumer needs child care for approved activities within at least thirty days of the date of application for WCCC benefits.


 


(2) If a consumer fails to turn in all information within thirty days from the application date, the consumer must restart the application process, except in the case of new employment or new non-TANF activities. In those cases, under WAC 170-290-0012 and 170-290-0014, the consumer must provide third-party verification within sixty days of DSHS approving the application or reapplication.


 


(3) The consumer's application date is whichever of the following is earlier:


(a) The date the consumer's application is entered into DSHS's automated system; or


(b) The date the consumer's application is date stamped as received.


 

 

 



WAC 170-290-0107 Denial of benefits-Date of redetermining eligibility

 
 

DSHS sends a consumer a denial letter when the consumer has applied for child care and the consumer:


(1) Withdraws the request;


 


(2) Is not eligible due to the consumer's:


(a) Family composition;


(b) Income; or


(c) Activity.


 


(3) Did not provide information required to determine the consumer's eligibility according to WAC 170-290-0012;


 


(4) If a consumer turns in information or otherwise meets eligibility requirements after DSHS sends the consumer a denial letter, DSHS determines the consumer's benefit begin date as provided in WAC 170-290-0095(3).


 

 


Clarifying Information


 


For FFNs payment may begin on or after the date all necessary background checks have been received and all necessary documents and information per WAC 170-290-0135 have been received. Payment to FFNs cannot be dated prior to the receipt of all necessary approved background checks.


 


Provider Changes


The consumer must report any change in provider within 5 days. Payment to a provider cannot be backdated further than the 5 days necessary to report a provider change.


 


Payment to a licensed provider begins when the consumer reports their provider change or the date childcare began, whichever is later.


 

 




WAC 170-290-0109 Reapplication.


(1) If a consumer wants to receive uninterrupted child care benefits for another eligibility period, the consumer must reapply for WCCC benefits before the end of the current eligibility period. To determine if a consumer is eligible, DSHS:


(a) Requests reapplication information before the end date of the consumer's current WCCC eligibility period; and


(b) Verifies the requested information for completeness and accuracy.


 


(2) A consumer may be eligible for WCCC benefits for a new eligibility period if:


(a) DSHS receives the consumer's reapplication information no later than the last day of the current eligibility period;


(b) The consumer's provider is eligible for payment under WAC 170-290-0125; and


(c) The consumer meets all WCCC eligibility requirements.


 


(3) Effective October 1, 2016, if a consumer's household has countable income greater than two hundred percent of the federal poverty guidelines (FPG) but less than two hundred twenty percent of the FPG, the consumer may be eligible for a three-month eligibility period called Income Phase-Out. In determining eligibility for the Income Phase-Out period, the following rules apply:


(a) All countable income must be greater than two hundred percent of the FPG and less than two hundred twenty percent of the FPG. If the countable income is equal to or greater than two hundred twenty percent of the FPG, DSHS denies the reapplication;


(b) DSHS applies all other eligibility criteria for a reapplication, with the exception of income as described above;


(c) There is no break between the twelve-month eligibility period and the Income Phase-Out period;


(d) DSHS calculates the consumer's copayment at two hundred percent of the FPG of countable household income;


(e) DSHS certifies the consumer for a three-month eligibility period;


(f) The consumer will need to reapply for a new twelve-month certification period if the consumer's household income falls below two hundred percent of the FPG during or at the end of the three-month Income Phase-Out period; and


(g) The consumer will not be eligible for a second, back-to-back Income Phase-Out period if the countable income of the consumer's household remains equal to or greater than two hundred percent of the FPG and less than two hundred twenty percent of the FPG at the end of the first three-month Income Phase-Out period.


 


(4) If DSHS determines that a consumer is eligible for WCCC benefits based on reapplication information, DSHS notifies the consumer of the new eligibility period and copayment.


 


(5) When a consumer submits a reapplication after the last day of the current eligibility period, the consumer's benefits begin:


(a) On the date that the consumer's reapplication is date-stamped as received in DSHS's community service office or entered into the DSHS automated system, whichever date is earlier;


(b) When the consumer is working or participating in an approved activity; and


(c) The consumer's child is being cared for by an eligible WCCC provider.


 


 

 


Clarifying Information


 



If the reapplication is more than 30 days old when the requested information is received, a new application should be requested. However, the date the requested information was received is the first date of eligibility.


 

 

 




WAC 170-290-0110 Termination of and redetermining eligibility for benefits.


(1) DSHS stops a consumer's eligibility for WCCC benefits when the consumer does not:


(a) Comply with the copayment requirements of WAC 170-290-0030 (3) and (4);


(b) Complete the requested application or reapplication before the deadline noted in WAC 170-290-0109


(c) Enter the approved activity at the end of the fourteen-day wait period;


(d) Complete the WorkFirst orientation process when approved for TANF;


(e) Return the requested income verification of new employment by the sixtieth day as provided in WAC 170-290-0012; or


(f) Cooperate with the child care subsidy audit process or with the DSHS office of fraud and accountability (OFA).


 


(2) A consumer may be eligible for WCCC again beginning on the date that the consumer:


(a) Meets all WCCC eligibility requirements;


(b) Complies with the copayment requirements of WAC 170-290-0030 (3) and (4); and


(c) Cooperates with the child care subsidy audit process or with the DSHS office of fraud and accountability (OFA).


 

 


Clarifying Information


 


Copay Greater Than Cost of Care


When the total monthly cost of care of what would be authorized to the family is less than the ongoing copayment, the family may remain eligible.  DSHS will not authorize payments to eligible child care providers until the consumer’s ongoing copayment is less than the total cost of care for their family. 


 

 


Notice


 








WAC 170-290-0115  Notice of payment changes

 
 

 


DSHS provides WCCC consumers with at least ten days written notice for changes to WCCC eligibility or provider payments.


 

 



 

 



WAC 170-290-0120 When notice of payment changes is not required.

 
 

DSHS does not give a consumer written notice of changes to WCCC eligibility or provider payments when:


(1) The consumer tells DSHS that he or she no longer wants WCCC; or


 


(2) The consumer has not informed DSHS of his or her new mailing address.


 

 

 


Eligible Child Care Providers




 

 

 

 



WAC 170-290-0125 Eligible child care providers.


To receive payment under the WCCC program, a consumer's child care provider must be:


(1) An in-home/relative provider. Providers other than those specified in subsection (2) of this section must meet the requirements in WAC 170-290-0130; or


 


(2) A licensed, certified, or DEL-contracted provider.


(a) Licensed providers must:


(i) Be currently licensed as required by chapter 43.215 RCW and as described by chapters 170-295170-296A, or 170-297 WAC; or


(ii) Meet the provider's state's licensing regulations, for providers who care for children in states bordering Washington. DSHS pays the lesser of the following to qualified child care facilities in bordering states:


(A) The provider's private pay rate for that child; or


(B) The DSHS maximum child care subsidy daily rate for the DSHS region where the child resides.


(b) Certified providers are exempt from licensing but certified by DEL, such as:


(i) Tribal child care facilities that meet the requirements of tribal law;


(ii) Child care facilities on a military installation; and


(iii) Child care facilities operated on public school property by a school district.


(c) New child care providers, as defined in WAC 170-290-0003, who are subject to licensure or are certified to receive state subsidy as required by chapter 43.215 RCW and as described by chapter 170-295170-296A, or 170-297 WAC, who received a subsidy payment for nonschool age child care on or after July 1, 2016, and received no such payments during the period July 1, 2015, through June 30, 2016, must:


(i) Enroll in the early achievers program within thirty days of receiving the initial state subsidy payment. A provider who fails to meet this requirement will lose eligibility to receive state subsidy payments for nonschool age child care.


(A) Out-of-state providers that provide care for children receiving Washington state child care subsidies are neither required nor eligible to participate in early achievers; and


(B) Out-of-state providers are not eligible to receive quality improvement awards, tiered reimbursement, or other awards and incentives associated with participation in early achievers.


(ii) Adhere to the provisions for participation as outlined in the most recent version of the Early Achievers Operating Guidelines. Failure to adhere to these guidelines may result in a provider's loss of eligibility to receive state subsidy payments nonschool age child care;


(iii) Complete level 2 activities in the early achievers program within twelve months of enrollment. A provider who fails to meet this requirement will lose eligibility to receive state subsidy payments for nonschool age child care;


(iv) Rate at a level 3 or higher in the early achievers program within thirty months of enrollment. If an eligible provider fails to rate at a level 3 or higher within thirty months of enrollment in the early achievers program, the provider must complete remedial activities with the department and rate at a level 3 or higher within six months of beginning remedial activities. A provider who fails to receive a rating within thirty months of enrollment or fails to rate at a level 3 or higher within six months of beginning remedial activities will lose eligibility to receive state subsidy payments for nonschool age child care; and


(v) Maintain an up to date rating by renewing their facility rating every three years and maintaining a rating level 3 or higher. If a provider fails to renew their facility rating or maintain a rating level 3 or higher, they will lose eligibility to receive state subsidy payments nonschool age child care.


(d) Existing child care providers who are subject to licensure or are certified to receive state subsidy as required by chapter 43.215 RCW and as described by chapter 170-295170-296A, or 170-297 WAC, who have received a subsidy payment for a nonschool age child in the period July 1, 2015, through June 30, 2016, must:


(i) Enroll in the early achievers program by August 1, 2016. A provider who fails to meet this requirement will lose eligibility to receive state subsidy payments for nonschool age child care;


(A) Out-of-state providers that provide care for children receiving Washington state child care subsidies are neither required nor eligible to participate in early achievers; and


(B) Out-of-state providers are not eligible to receive quality improvement awards, tiered reimbursement, or other awards and incentives associated with participation in early achievers.


(ii) Complete level 2 activities in the early achievers program by August 1, 2017. A provider who fails to meet this requirement will lose eligibility to receive state subsidy payments for nonschool age child care;


(iii) Rate at a level 3 or higher in the early achievers program by December 31, 2019;


(iv) If an existing provider fails to rate at a level 3 or higher by December 31, 2019, in the early achievers program, the provider must complete remedial activities with the department and rate at a level 3 or higher by June 30, 2020. A provider who fails to receive a rating by December 31, 2019, or fails to rate at a level 3 or higher by June 30, 2020, after completing remedial activities will lose eligibility to receive state subsidy payments for nonschool age child care; and


(v) Maintain an up-to-date rating by renewing their facility rating every three years and maintaining a rating level 3 or higher. If a provider fails to renew their facility rating or maintain a rating level 3 or higher, they will lose eligibility to receive state subsidy payments nonschool age child care.


(e) If a child care provider serving nonschool age children, as defined in WAC 170-290-0003, and receiving state subsidy payments for nonschool age child care has successfully completed all level 2 activities and is waiting to be rated, the provider may continue to receive a state subsidy pending the successful completion of the level 3 rating activity.


(f) DEL-contracted seasonal day camps have a contract with DEL to provide subsidized child care.


 

 


Clarifying Information


 


No Referral


A provider with a “no referral” status may continue to care for children currently receiving child care subsidies. The provider may not receive any new authorizations for child care subsidy while under this status.


 


Status 4


Status 4 is on the provider file. It is an indication that a serious, reported concern has been made on the ability, character or background of the provider. Providers with a Status 4 are not eligible to receive child care subsidy payments. Notice of Status 4 may be sent to the child care worker from the DEL licensor or the SSPS staff who have taken action on the provider’s status.


 


Out-of-State Providers


If the provider has not had a criminal history background check through their own state, a background check must be processed through Washington State and the BCCU.


 


The out of state provider is eligible for payment when DSHS has verified the background check as part of the state’s statutory requirements or when DSHS receives criminal history results from BCCU on all required applicants per WAC 170-290-0143.


 


School Age Child Care


Federal rules strictly forbid child care subsidy dollars being used to pay for education costs, such as tuition, for children in grades 1-12. This includes families that home school.


 


Public Preschools


WCCC may not pay for the hours a child attends part-day ECEAP or Head Start.


 


Full-day, full-year Head Start


If a child attends FULL-DAY, FULL-YEAR Head Start, all hours of approved activities for a consumer are paid by WCCC.


 


Center Exception


If the center provider cares for a child who is thirteen or older, the provider must have a child-specific and time-limited exception and the child must meet the special needs requirement according to WAC 170-290-0220.


 

 




WAC 170-290-0130 In-home/relative providers—Eligibility.


(1) To be eligible as an in-home/relative provider to care for children under WCCC, the applicant must be:


(a) Eighteen years of age or older;


(b) A citizen or legal resident of the U.S.; and


(c) Meet all of the requirements listed in WAC 170-290-0135.


 


(2) Additionally, eligible in-home/relative providers must:


(a) Meet all applicable background check requirements in part II of this chapter;


(b) Agree to provide care, supervision, and daily activities based on the child's developmental needs, including environmental, physical, nutritional, emotional, cognitive, safety, and social needs; and


(c) Bill only for actual hours of care provided. Those hours must be authorized by DSHS and used by the parent.


 


(3) The following eligible in-home/relative providers, except those providers residing with a disqualified person, may provide care in either their home or the child's home:


(a) Adult siblings that live outside the child's home;


(b) Extended tribal family members;


(c) Grandparents or great-grandparents; or


(d) Aunts or uncles, or great-aunts or great-uncles.


 


(4) All other eligible providers, including other family members, friends, neighbors, or nannies must provide care in the child's home only.


 


(5) The following persons are not eligible to provide in-home/relative care under part II of this chapter:


(a) The child's biological, adoptive, or step-parent;


(b) The child's legal guardian or the guardian's spouse or live-in partner;


(c) Another adult acting in loco parentis or that adult's spouse or live-in partner; or


(d) An individual who has a revoked child care license.


 


(6) WCCC consumers may have up to two in-home/relative providers authorized for payment during the consumer's eligibility period plus one back-up provider, either licensed or in-home/relative, also authorized to care for the consumer's children.


 


(7) WCCC consumers who choose in-home/relative care are responsible to monitor the environment and child care services they receive from their provider. WCCC consumers must ensure that their children who receive subsidized child care outside of their own home are current on all Washington state immunizations, unless exempt under department of health regulations.


 


(8) In-home/relative providers who are paid child care subsidies to care for children receiving WCCC benefits may not receive those benefits for their own children during the hours in which they provide subsidized child care. A child care provider who receives TANF benefits on behalf of a dependent child may not bill the state for subsidized child care for that same child.


 


(9) In-home/relative provider payments cannot begin prior to the receipt of all required background checks indicating no disqualifying information.


 


(10) WCCC consumers must be in an approved activity at application and reapplication and the requirements in WAC 170-290-0020 pertain for the in-home/relative provider to be eligible for subsidy payments.


 

 


Clarifying Information


 


Employment


FFN providers are considered to be employees of the WCCC consumers.


 


Consumer Residence and In-Home or Relative Child Care Providers


The consumer can live with the FFN provider who cares for the consumer’s child as long as the approved activities at application and reapplication are outside the provider’s home.


 

 






WAC 170-290-0135  In-Home/relative providers – Information provided to DSHS

 
 

(1) When a consumer chooses in-home/relative child care, the consumer and the provider must give DSHS the following information:


(a) The in-home/relative provider's legal name, address, and telephone number;


(b) A copy of the provider's valid Social Security card;


(c) A copy of the provider's photo identification;


(d) A completed, signed and dated background check form; and


(e) A completed WCCC provider application form, signed and dated by the consumer and the provider, in which they both attest that the provider is:


(i) Of suitable character and competence;


(ii) Of sufficient physical and mental health to be a safe child care provider and meet the needs of the children in care;


(iii) Able to work with the children without using corporal punishment or psychological abuse;


(iv) Able to accept and follow instructions;


(v) Able to maintain personal cleanliness;


(vi) Prompt and regular in job attendance; and


(vii) Informed about basic health practices, prevention and control of infectious disease, and immunizations.


 


(2) If DSHS requests it, the consumer and/or the provider must provide written medical or legal evidence that the in-home/relative provider is of sufficient physical and mental health to provide safe, reliable and developmentally appropriate child care services.


 


(3) The provider must give DSHS information as to whether an individual sixteen years of age or older living with the provider is a registered sex offender.


 

 


Clarifying Information


 


FFN Providers


Individuals with a documented disability must provide verification that they can perform the following requirements of caring for a child:


•        Pick up or hold a child.


•        Use a phone to call in an emergency.


•        Identify emergency situations.


•        Have a valid driver’s license if transporting the child.


•        Stay alert and responsive while caring for the child.


•        Provide age and developmentally appropriate guidance and activities for the child.


 

 




WAC 170-290-0138 In-home/relative providers—Responsibilities.


An in-home/relative provider must:


(1) Provide care, supervision, and daily activities based on the child's developmental needs;


 


(2) Report to DSHS within ten days any changes to their legal name, address or telephone number;


 


(3) Report to DSHS within twenty-four hours any pending charges or convictions they have;


 


(4) Report to DSHS within twenty-four hours any pending charges or convictions for anyone sixteen years of age and older who lives with the provider, including any person sixteen years of age or older who newly resides with the provider, when the provider cares for the child in the provider's home. Background checks must be completed for these persons as provided in WAC 170-290-0143;


 


(5) Report a revoked child care license;


 


(6) Bill only for actual hours of care provided. Those hours:


(a) Must be authorized by DSHS;


(b) Must be used by the consumer; and


(c) Can be claimed whether or not the consumer is present during the hours of care.


 


(7) Bill for no more than six children at one time during the same hours of care;


 


(8) Track attendance documenting the days and hours of care provided and keep records for five years:


(a) If paper attendance records are used, the provider must have the consumer sign and date the attendance records at least weekly, verifying the accuracy of the dates and times.


(b) Providers may use an electronic attendance system as provided in WAC 170-290-0139 to record attendance in lieu of a paper sign-in record;


 


(9) Repay any overpayments under WAC 170-290-0268; and


 


(10) Have at least one working telephone accessible in the home for incoming and outgoing calls during all times that subsidized child care is provided. The telephone must have 911 emergency services calling access.


 

 

 









WAC 170-290-0139  In-home/relative providers – Electronic attendance records – Records retention.

 
 

(1) In-home/relative providers must record attendance as provided in WAC 170-290-0138 (7).


 


(2) If an electronic system is used to record attendance, it must record either an electronic signature, swipe card, personal identification number (PIN), biometric reader, or similar action by the parent or designee when signing the child in and out of the in-home/relative provider's care.


 


(3) The electronic system selected must ensure the authenticity, confidentiality, integrity, security, accessibility, and protection against repudiation of the electronic records, and must be able to:


(a) Produce an authentic, verifiable written record for each transaction upon demand that complies with all legal and other requirements regarding the record's structure, content, and time of creation or receipt;


(b) Authenticate (prove the identity of) the sender of the record and ensure that the electronic record has not been altered;


(c) Uniquely identify each record;


(d) Capture an electronic record for each transaction conducted;


(e) Maintain the integrity of electronic records as captured or created so that they can be accessed, displayed, and managed as a unit;


(f) Retain electronic records in an accessible form for their legal minimum retention period;


(g) Search and retrieve electronic records in the normal course of business throughout their entire legal minimum retention period;


(h) Produce authentic copies of electronic records and supply them in useable formats, including hard copies, for business purposes and all public access purposes;


(i) Develop an approach to maintain the authenticity and integrity of electronically signed electronic records;


(j) Ensure that the electronic system performs in an accurate, reliable, and consistent manner in the normal course of business; and


(k) Limit system access to authorized individuals and for authorized purposes, and maintain physical and environmental security controls.


 


(4) Electronic attendance records must contain all of the information necessary to reproduce the entire electronic record and associated signatures in a form that permits the person viewing or printing the entire electronic record to verify:


(a) The contents of the electronic record;


(b) The method used to sign the electronic record, if applicable;


(c) The person signing the electronic record; and


(d) The date when the signature was executed.


 


(5) As used in this section:


"Electronic record" means a record generated, communicated, received, or stored by electronic means for use in an information system or for transmission from one information system to another.


"Electronic signature" means a signature in electronic form attached to or logically associated with an electronic record including, but not limited to, a digital signature. An electronic signature is a paperless way to sign a document using an electronic sound, symbol, or process, attached to or logically associated with a record, and executed or adopted by a person with the intent to sign the record.


"Sign" includes signing by physical signature, if available, or electronic signature.


 

 

 


 



WAC 170-290-0140  In-home/relative providers- Ineligibility

 
 

DSHS does not pay for the cost of child care provided by an in-home/relative provider if:


(1) The provider does not meet the requirements listed in WAC 170-290-0130170-290-0135, and 170-290-0138;


 


(2) The provider has been convicted of, or has charges pending for crimes on the DEL director's list in WAC 170-06-0120;


 


(3) DSHS has not received all background check results under WAC 170-290-0143(1) and 170-290-0150; or


 


(4) DSHS determines a consumer's provider is not of suitable character and competence or of sufficient physical or mental health to meet the needs of the child in care, or the consumer's child may be at risk of harm by this provider, as indicated by information other than conviction information. When reviewing information about incidents, issues, reports, and findings DSHS will consider:


(a) Recency;


(b) Seriousness;


(c) Type;


(d) Frequency; and


(e) Relationship of the information obtained to the direct care of a child, including but not limited to, impacts to the child's environmental, physical, nutritional, emotional, cognitive, safety, and social needs.


 

 


Clarifying Information


 


The provider is not eligible for any child care subsidy payments before the date DSHS receives background check results. Payment will not be made or authorized for any day prior to the date all required background check results are received and approved. 


 


The "received date" is the date DSHS receives the information from the Washington State Patrol.


 

 










WAC 170-290-0143  In-home/relative providers—Background checks—Required persons

 
 

(1) A background check must be completed for:


(a) All in-home/relative providers who apply to care for a WCCC consumer's child; and


(b) Any individual sixteen years of age or older who is residing with a provider when the provider cares for the child in the provider's own home where the child does not reside.


 


(2) A background check must be completed for individuals listed in subsection (2) (a) and (b) of this section at least every two years.


 


(3) Additional background checks must be completed for individuals listed in subsection (2) (a) and (b) of this section when:


(a) Any individual sixteen years of age or older is newly residing with a provider when the provider cares for the child in the provider's own home where the child does not reside;


(b) DSHS has a valid reason to check more frequently;


(c) An in-home/relative provider applies to provide care for a family, such as when:


(i) A thirty day break in service occurs to the current consumer;


(ii) There is a thirty day break in consumer eligibility; or


(iii) A provider is currently providing care and there are no prior background results for this provider.


 


(4) DSHS does not need to request a new background check for an individual in subsection (1)(a) or (b) if:


(a) DSHS has results that were received no more than ninety days prior to the current requested start date of care; and


(b) The results indicate there is no record.


 

 


Clarifying Information


 


Non-Conviction Information


The provider’s non-conviction information cannot be disclosed to the consumer unless the provider has signed a release of information.


 


Frequency of Background Checks


•        The approved background check is good for 90 days from the date of approval for families that may request the provider.


•        A provider is not required to have a new background check when the family has a break of less than 30 days in child care with the approved provider as long as the results were received within the past 2 years.


 



 

 



WAC 170-290-0145 In-home/relative providers—Background checks—Reasons and notification

 
 

(1) DSHS requires background checks to:


(a) Help safeguard the health, safety, and well-being of children;


(b) Reduce the possible risk of harm from persons who have been convicted or have charges pending of certain crimes having access to WCCC children; and


(c) Help consumers make informed decisions about individuals who have access to their children.


 


(2) DSHS notifies the WCCC consumer, after receiving the results of the background checks, if the consumer's chosen provider is an eligible provider under the WCCC rules.


 


(3) DSHS also notifies the consumer of the following results from the completed background checks:


(a) No background information is found given current sources of information;


(b) Background information is found, but the information will not disqualify the individual being checked; or


(c) Background information is found that disqualifies the individual being checked.


 

 



 

 



WAC 170-290-0150  In-home/relative providers—Background checks—Included information and sources

 
 

(1) DSHS obtains background information, at a minimum, from the Washington state patrol under chapter 10.97 RCW and RCW 43.43.830 through 43.43.837 via the background check central unit (BCCU).


 


(2) The background information includes, at a minimum, criminal convictions and pending charges. Additional sources may include:


(a) Child/adult protective service case information;


(b) Civil judgments, determinations, or disciplinary board final decisions of abuse or neglect;


(c) Other states and federally recognized Indian tribes;


(d) The department of corrections and the courts;


(e) The individual being checked, if that individual self-discloses information; and


(f) Law enforcement records of convictions and pending charges in other states or locations if reports from credible community sources indicate a need to investigate another state's records.


 

 

 






WAC 170-290-0155  In-home/relative providers—Background checks—Subsequent steps

 
 

After DSHS receives the background information, DSHS:


(1) Compares the background information with convictions of, or charges pending for crimes on the DEL director's list in WAC 170-06-0120;


 


(2) Reviews the background information using the following rules:


(a) DSHS gives the same weight to a pending charge for a crime as a conviction;


(b) If the conviction has been renamed, DSHS gives the same weight as the previous named conviction. For example, larceny is now called theft;


(c) DSHS gives convictions whose titles are preceded with the word "attempted" the same weight as those titles without the word "attempted"; and


(d) DSHS does not consider the crime a conviction for the purposes of WCCC when:


(i) It has been pardoned; or


(ii) A court of law acts to expunge, dismiss, or vacate the conviction record.


(3) Notifies the consumer whether or not the provider has been disqualified for WCCC;


 


(4) Allows the consumer to decide character and suitability of the provider when an individual is not automatically disqualified due to the background information from the record of arrests and prosecutions (RAP) sheet or other information available to DSHS; and


 


(5) Denies or stops payment when the background information disqualifies the individual being checked.


 

 

 






WAC 170-290-0160  In-home/relative providers—Background checks—Disqualified providers

 
 

(1) DSHS permanently disqualifies the person as an in-home/relative provider for WCCC if:


(a) The provider or an individual listed in WAC 170-290-0143(2) has a background containing a permanently disqualifying conviction for crimes on the DEL director's list in WAC 170-06-0120(1); or


(b) Care takes place in the provider's home where the child does not reside and the provider knowingly gives DSHS incorrect or misleading information or withholds information as to whether an individual sixteen years of age or over living with the provider is a registered sex offender.


 


(2) If the conditions in WAC 170-290-0167 (1) (a) and (b) are met, the disqualifying background of an individual sixteen years of age or over living with the provider may not permanently disqualify the provider. This subsection does not apply to subsection (1) (b) of this section.


 

 

 






WAC 170-290-0165  In-home/relative providers—Background checks—Other disqualifying information

 
 

(1) DSHS can disqualify a consumer's in-home/relative provider if the individual being checked has a background containing information other than conviction information that DSHS determines:


(a) Makes the individual not of suitable character and competence or of sufficient physical or mental health to meet the needs of the child in care; or


(b) Puts the consumer's child at risk for harm.


 


(2) If an individual being checked has a background containing a five-year disqualifying conviction for crimes on the DEL director's list in WAC 170-06-0120(2), the consumer's provider is disqualified as an in-home/relative provider for WCCC for five years after the conviction date.


 


(3) If an individual being checked has:


(a) A conviction listed in subsection (2) of this section, and it has been more than five years; or


(b) Any conviction other than those crimes on the DEL director's list in WAC 170-06-0120, DSHS allows the consumer to determine the provider's character, suitability, and competence by reviewing important information such as the:


(i) Amount of time that has passed since the conviction;


(ii) Seriousness of the crime that led to the conviction;


(iii) Individual's age at the time of conviction;


(iv) Individual's behavior since the conviction;


(v) Number and types of convictions in the individual's background; and


(vi) Individual's verification, if any, of successful completion of all court-ordered programs and restitution.


 


(4) If conditions in WAC 170-290-0167 (1)(a) and (b) are met, the disqualifying background of an individual sixteen years of age or over living with the provider may not disqualify the provider.


 

 

 






WAC 170-290-0167 In-home/relative providers—Background checks—Disqualified person living with the provider.

 
 

(1) If a consumer's in-home/relative provider is disqualified based only on the disqualifying background of a person living with the provider, then:


(a) Child care is allowed only in the child's home away from the disqualified individual, regardless of whether or not the provider meets the other qualifications listed in WAC 170-290-0130; and


(b) The consumer and provider sign an agreement with DSHS stating that:


(i) Care will occur only in the child's home; and


(ii) There is no contact between the child and disqualified person during child care hours.


 


(2) The consumer may also choose to select a licensed child care center or family child care home provider, or submit an application for a different in-home/relative provider.


 


(3) If DSHS becomes aware that the consumer and provider are not meeting the conditions in subsection (1)(a) and (b) of this section:


(a) DSHS may terminate payments without notice as provided under WAC 170-290-0015; and


(b) The consumer may be subject to an overpayment under WAC 170-290-0271.


 

 

 


Subsidy Rates and Fees


 






WAC 170-290-0180  WCCC subsidy rates—Effective date

 
 

 


State child care subsidy rates (full-day, half-day and hourly) in part II of this chapter are effective on July 1, 2009, and are subject to legislative change.


 

 


Clarifying Information


 


Provider’s Customary Rate


• If a provider offers sliding fee scale rates or offers free child care as part of a benefits package, the state must compare the maximum state rate and the rate charged to the family. The lesser of the two rates will be paid.


• If a consumer receives child care at no cost as a benefit of their employment, the consumer is not eligible for WCCC benefits.


 


Age Changes


When a child’s age changes to the next age group, the effective date of the rate change is the first day of the following month.


 


Provider Rate Changes


Providers report their rates to DSHS by phone, on-line, or on the WCCC application with DSHS annually by September 1 each year. Providers must also update rate changes as they occur throughout the rest of the year


 

 










WAC 170-290-0190 WCCC authorized and additional payments—Determining units of care.


(1) DSHS may authorize and pay for the following:


(a) Full-day child care to licensed or certified facilities and DEL contracted seasonal day camps when a consumer's children need care between five and ten hours per day;


(b) Half-day child care to licensed or certified facilities and DEL contracted seasonal day camps when a consumer's children need care for less than five hours per day;


(c) Hourly child care for in-home/relative child care;


(d) Full-time care when the consumer participates in one hundred ten hours or more of approved activities per calendar month based on the consumer's approved activity schedule. Full-time care means the following:


(i) For licensed care or certified facilities, twenty-three full-day units if the child needs five or more hours of care per day, or thirty half-day units if the child needs fewer than five hours of care per day; and


(ii) Two hundred thirty hours for in-home/relative child care;


(e) A registration fee (under WAC 170-290-0245);


(f) A field trip fee (under WAC 170-290-0247);


(g) Special needs care when the child has a documented need for a higher level of care (under WAC 170-290-0220170-290-0225170-290-0230, and 170-290-0235); and


(h) A nonstandard hours bonus under WAC 170-290-0249.


 


(2) Beginning September 1, 2016, and applicable to school-age children, DSHS will authorize and pay for child care as follows:


(a) DSHS will automatically increase half-day authorizations to full-day authorizations beginning the month of June when the child needs full-day care; and


(b) DSHS will automatically decrease full-day authorizations to half-day authorizations beginning the month of September unless the child continues to need full-day care during the school year until the following June. If the consumer's schedule has changed and more care is needed, the consumer must request an increase, and DSHS will verify the need for increased care. DSHS will send the consumer notification of the decrease as stated in WAC 170-290-0025;


 


(3) DSHS may authorize up to the provider's private pay rate if:


(a) The parent is a WorkFirst participant; and


(b) Appropriate child care, at the state rate, is not available within a reasonable distance from the approved activity site.


"Appropriate" means licensed or certified child care under WAC 170-290-0125, or an approved in-home/relative provider under WAC 170-290-0130.


"Reasonable distance" is determined by comparing what other local families must travel to access appropriate child care.


 


4) DSHS authorizes overtime care if:


(a) More than ten hours of care is provided per day (up to a maximum of sixteen hours a day); and


(b) The provider's written policy is to charge all families for these hours of care in excess of ten hours per day.


 


(5) In-home/relative providers who are paid child care subsidies to care for children receiving WCCC benefits cannot receive those benefits for their own children during the hours in which they provide subsidized child care.


 

 


Clarifying Information


 


Flexible Schedules


Establish a typical or average number of weekly hours for the consumer’s work or approved activities, and multiply by 4.3 to get the monthly total hours.


School-Age Child Care When the Consumer’s Approved Activities are Less Than 110 Hours Per Month


•        When five days of school-age child care is needed weekly during the school year, authorize 30 half-day units (HDUs) per month.


•        When fewer than five days of school-age child care is needed weekly during the school year, authorize the HDUs needed. Add five additional half-day units to cover early release and school closure days.


 



 

 


 



WAC 170-290-0200 Daily child care rates—Licensed or certified child care centers and DEL contracted seasonal day camps

 
 

(1) Base rate. DSHS pays the lesser of the following to a licensed or certified child care center or DEL contracted seasonal day camp:


(a) The provider's private pay rate for that child; or


(b) The maximum child care subsidy daily rate for that child as listed in the following table:











           

 

 

Infants


(One month - 11 mos.)

Toddlers


(12 - 29 mos.)

Preschool


(30 mos. - 6 yrs not attending kindergarten or school)

School-age


(5 - 12 yrs attending  kindergartenor school)

Region 1

Full-Day


Half-Day

$32.10


$16.05

$27.00


$13.50

$25.50


$12.75

$24.02


$12.01

Spokane County

Full-Day


Half-Day

$32.84


$16.42

$27.62


$13.81

$26.10


$13.05

$24.58


$12.29

Region 2

Full-Day


Half-Day

$32.44


$16.22

$27.06


$13.53

$25.10


$12.55

$22.20


$11.10

Region 3

Full-Day


Half-Day

$42.92


$21.46

$35.78


$17.89

$30.92


$15.46

$30.02


$15.01

Region 4

Full-Day


Half-Day

$49.94


$24.97

$41.70


$20.85

$35.00


$17.50

$31.52


$15.76

Region 5

Full-Day


Half-Day

$36.62


$18.31

$31.52


$15.76

$27.74


$13.87

$24.62


$12.31

Region 6

Full-Day


Half-Day

$36.02


$18.01

$30.92


$15.46

$27.00


$13.50

$26.42


$13.21

 


(Chart effective 07/01/16)


 


(i) Centers in Clark County are paid Region 3 rates.


(ii) Centers in Benton, Walla Walla, and Whitman counties are paid Region 6 rates.


 


(2) The child care center WAC 170-295-0010 and 170-295-0050 allows providers to care for children from one month up to and including the day before their thirteenth birthday. The provider must obtain a child-specific and time-limited exception from their child care licensor to provide care for a child outside the age listed on the center's license. If the provider has an exception to care for a child who has reached the child’s thirteenth birthday, the payment rate is the same as subsection (1) of this section, and the five through twelve year age range column is used for comparison.


 


(3) If the center provider cares for a child who is thirteen or older, the provider must have a child-specific and time-limited exception and the child must meet the special needs requirement according to WAC 170-290-0220.


 

 



 

 


 



WAC 170-290-0205  Daily child care rates—Licensed or certified family home child care providers

 
 

(1) Base rate. DSHS pays the lesser of the following to a licensed or certified family home child care provider:


(a) The provider's private pay rate for that child; or


(b) The maximum child care subsidy daily rate for that child as listed in the following table.










   

Infants


(Birth - 11 mos.)

Enhanced


Toddlers


(12 - 17 mos.)

Toddlers


(18 - 29 mos.)

Preschool


(30 mos. - 6 yrs not attending kindergarten or school)

School-age


(5 - 12 yrs attending


kindergarten or school)

Region 1

Full-Day


Half-Day

$29.62


$14.81

$29.62


$14.81

$25.76


$12.88

$23.78


$11.89

$21.14


$10.57

Spokane County

Full-Day


Half-Day

$30.32


$15.16

$30.32


$15.16

$26.36


$13.18

$24.32


$12.16

$21.60


$10.80

Region 2

Full-Day


Half-Day

$30.66


$15.33

$30.66


$15.33

$26.66


$13.33

$24.44


$12.22

$22.46


$11.23

Region 3

Full-Day


Half-Day

$41.98


$20.99

$41.98


$20.99

$35.54


$17.77

$35.54


$17.77

$28.80


$14.40

Region 4

Full-Day


Half-Day

$53.30


$26.65

$53.30


$26.65

$44.42


$22.21

$39.98


$19.99

$31.68


$15.84

Region 5

Full-Day


Half-Day

$36.34


$18.17

$36.34


$18.17

$31.60


$15.80

$26.66


$13.33

$22.46


$11.23

Region 6

Full-Day


Half-Day

$32.68


$16.34

$32.68


$16.34

$28.42


$14.21

$26.66


$13.33

$25.10


$12.55

 


(Chart effective 07/01/16)


 


(2) The family home child care WAC 170-296A-0010 and 170-296A-5550 allows providers to care for children from birth up to and including the day before their thirteenth birthday.


 


(3) If the family home provider cares for a child who is thirteen years of age or older, the provider must follow WAC 170-296A-0050 and 170-296A-5625 and the child must meet the special needs requirement according to WAC 170-290-0220.


 


(4) DSHS pays family home child care providers at the licensed home rate regardless of their relation to the children (with the exception listed in subsection (5) of this section). Refer to subsection (1) and the five through twelve year age range column for comparisons.


 


(5) DSHS cannot pay family home child care providers to provide care for children in their care if the provider is:


(a) The child's biological, adoptive or step-parent;


(b) The child's legal guardian or the guardian's spouse or live-in partner; or


(c) Another adult acting in loco parentis or that adult's spouse or live-in partner.


 

 


Clarifying Information


 


The provider may not bill for WCCC subsidies if the provider also receive TANF on behalf of the child as an in-loco parentis or a non-needy relative caregiver.


 


If the consumer is employed by the licensed family home, WCCC will not pay for the consumer’s child to be in care with that provider during those hours the consumer is working in the licensed family home.


 



 

 



   
 

WAC 170-290-0210 Tiered reimbursement and quality improvement awards.


(1) Starting September 1, 2013, providers receiving payment under the WCCC program will receive a two percent increase in the subsidy rate, calculated on the base rate, for enrolling in level 2 in the early achievers program. Providers must complete level 2, advance to level 3 within thirty months, and maintain a level 3 rating in order to maintain this increase.


 


(2) Quality improvement awards, as described by chapter 43.215 RCW, are reserved for early achievers participating providers offering programs to an enrollment population consisting of at least five percent of nonschool age children receiving a state subsidy.


(a) Qualifying state subsidy programs include working connections child care (WCCC), seasonal child care (SCC), children's administration (CA) child care programs, homeless child care program (HCCP), ECLIPSE and medicare child care programs. Other qualifying programs may include those supported by municipalities, colleges or universities, local school districts, or federally recognized tribal organizations.


(i) Participants providing homeless child care program, ECLIPSE, or medicaid services must present DEL with information indicating that services were provided under these programs.


(ii) Participants providing subsidized child care supported by municipalities, colleges or universities, local school districts, or federally recognized tribal organizations must present DEL with information indicating that services were provided under these programs.


(b) Percent subsidy calculations are derived from a monthly average of the number of children receiving state subsidy divided by the monthly average licensed capacity of a specific provider over a twelve-month period.


(i) The twelve-month period utilized for the above calculation will include the twelve months prior to the formal release of a facility's early achievers rating.


(ii) Facilities must have provided care at least one day in a given month for that month to be utilized in the above calculation.


 

 

 






WAC 170-290-0220  Special needs rates—Qualification and required documentation

 
 

(1) Qualification. To qualify for a special needs rate in addition to the base rate, the consumer must request a special needs review for the child. The child must either:


(a) Be thirteen up to nineteen years of age and be under court supervision; or


(b) Be less than nineteen years of age and have a verified physical, mental, emotional, or behavioral condition that requires a higher level of care needed in the child care setting.


 


(2) Required documentation. The documentation must:


(a) Support the severity of the condition and level of care required to meet that child's need;


(b) Describe the child's additional needs above the daily routine care required under chapter 170-295, 170-296A, or 170-297 WAC, for child care providers who are licensed or certified, or WAC 170-290-0130 and 170-290-0138 for child care providers who provide in-home/relative care;


(c) Address relevant areas, such as ambulatory assistance, feeding, hygiene assistance, communication, or behavior as applicable and as needed by the child;


(d) Include the DEL special needs request form, one completed separately by the consumer and the provider; and


(e) Have the child's condition and need for higher level of care verified by an individual who is not employed by the child care facility nor a relative of the provider or the child's family, and is either a:


(i) Health, mental health, education or social service professional with at least a master's degree; or


(ii) Registered nurse;


(f) Include one or more of the following completed forms from a person listed in (e) of this subsection:


(i) Medical or psychological reports from a mental health professional;


(ii) Medical reports or statements from a medical health profession;


(iii) Individualized education plan (IEP);


(iv) Individual health plan (IHP);


(v) Individual family service plan (IFSP);


(vi) Basic health records from his or her health care provider;


(vii) Comprehensive assessments from a mental health professional.


 


(3) Special needs review.


(a) DSHS processes all Level 1 special needs cases.


(b) DEL and DSHS jointly review Level 2 special needs cases.


(c) DEL and DSHS jointly review special needs request for children thirteen years of age through nineteen years of age.


(d) All requests for Levels 1 and 2 special needs additional rates are decided within fifteen consecutive days of the initial request. The fifteen-day time limit begins on the day after the date that the consumer and provider provide all of the required verification for that case as provided in this section.


(e) The provider will be notified of the approval or denial of a Level 2 special needs additional rate request within fourteen calendar days of the decision.


 


(4) Purpose of special needs rate. WCCC does not pay for the provider's training needs to care for a specific child or for the child's equipment needs while in the child care setting. The special needs rate is for care provided in addition to the daily routine care required under chapter 170-295170-296A, or 170-297 WAC, for child care providers who are licensed or certified, or WAC 170-290-0130 and 170-290-0138 for child care providers who provide in-home/relative care.


 

 

 






WAC 170-290-0225  Special needs rates—Licensed or certified child care facilities and seasonal day camps

 
 

(1) In addition to the base rate for licensed or certified child care facilities and seasonal day camps listed in WAC 170-290-0200, DSHS may authorize the following additional special needs daily rates which are reasonable and verifiable as provided in WAC 170-290-0220:


(a) Level 1. The daily rate listed in the table below:









   

Infants


(One month -


11 mos.)

Toddlers


(12 - 29 mos.)

Preschool (30 mos. - 6 yrs not attending kindergarten or school)

School-age (5 - 12 yrs attending kindergarten


or school)

Region 1

Full-Day


Half-Day

$7.30


$3.65

$6.14


$3.07

$5.80


$2.90

$5.45


$2.73

Region 2

Full-Day


Half-Day

$7.36


$3.68

$6.15


$3.08

$5.70


$2.85

$5.05


$2.52

Region 3

Full-Day


Half-Day

$9.75


$4.88

$8.13


$4.06

$7.02


$3.51

$6.82


$3.41

Region 4

Full-Day


Half-Day

$11.35


$5.67

$9.48


$4.74

$7.95


$3.98

$7.16


$3.58

Region 5

Full-Day


Half-Day

$8.32


$4.16

$7.16


$3.58

$6.30


$3.15

$5.59


$2.80

Region 6

Full-Day


Half-Day

$8.18


$4.09

$7.02


$3.51

$6.14


$3.07

$6.00


$3.00

 


(i) Centers in Clark County are paid Region 3 rates;


(ii) Centers in Benton, Walla Walla, and Whitman counties are paid Region 6 rates;


(b) Level 2. A rate greater than Level 1, not to exceed $15.89 per hour.


 


(2) If a provider is requesting one-on-one supervision or direct care for the child with special needs the person providing the one-on-one care must:


(a) Be at least eighteen years of age;


(b) Meet the requirements for being an assistant under chapter 170-295 WAC;


(c) Maintain daily records of one-on-one care provided, to include the name of the employee providing the care.


 


(3) If the provider has an exception to care for a child who is age thirteen years or older and has special needs according to WAC 170-290-0220, DSHS authorizes the special needs payment rate as described in subsection (1) of this section using the five through twelve year age range for comparison.


 

 

 





WAC 170-290-0230  Special needs rates—Licensed or certified family home child care providers



 
 

(1) In addition to the base rate for licensed or certified family home child care providers listed in WAC 170-290-0205, DSHS may authorize the following additional special needs daily rates which are reasonable and verifiable as provided in WAC 170-290-0220:


(a) Level 1. The daily rate listed in the table below:









   

Infants


(Birth - 11 mos.)

Toddlers


(12 - 29 mos.)

Preschool (30 mos. - 6 yrs not


attending kindergarten


or school)

School-age (5 - 12 yrs


attending kindergarten


or school)

Region 1

Full-Day


Half-Day

$6.00


$3.00

$5.40


$2.70

$5.40


$2.70

$4.80


$2.40

Region 2

Full-Day


Half-Day

$6.00


$3.00

$5.70


$2.85

$5.10


$2.55

$5.10


$2.55

Region 3

Full-Day


Half-Day

$8.70


$4.35

$7.50


$3.75

$6.60


$3.30

$6.00


$3.00

Region 4

Full-Day


Half-Day

$9.00


$4.50

$8.90


$4.45

$7.50


$3.75

$7.20


$3.60

Region 5

Full-Day


Half-Day

$6.60


$3.30

$6.00


$3.00

$5.70


$2.85

$5.10


$2.55

Region 6

Full-Day


Half-Day

$6.60


$3.30

$6.00


$3.00

$6.00


$3.00

$5.70


$2.85

 


(b) Level 2. A rate greater than Level 1, not to exceed $15.89 per hour.


 


(2) If the provider has an exception to care for a child who:


(a) Is age thirteen years or older; and


(b) Has special needs according to WAC 170-290-0220, DSHS authorizes the special needs payment rate as described in subsection (1) of this section using the five through twelve year age range for comparison.


 


(3) If a provider is requesting one-on-one supervision/direct care for the child with special needs, the person providing the one-on-one care must:


(a) Be at least eighteen years of age;


(b) Meet the requirements for being an assistant under chapter 170-296A WAC; and


(c) Maintain daily records of one-on-one care provided, to include the name of the employee providing the care.


 

 

 






WAC 170-290-0235 Special needs rates—In-home/relative providers

 
 

(1) In addition to the base rate as provided in WAC 170-290-0240(1), the state may authorize the following additional special needs rate:


(a) Level 1. Sixty-two cents per hour; or


(b) Level 2. A rate greater than Level 1, but not to exceed $9.41 per hour.


 


(2) If other children in the home are also authorized for in-home/relative care with the same provider, under WAC 170-290-0240:


(a) The child who needs the greatest number of hours of care will be authorized the greater base rate; and


(b) Each additional child in the family will be authorized the lower base rate.


 

 

 






WAC 170-290-0240  Child care subsidy rates—In-home/relative providers

 
 

(1) Base rate. When a consumer employs an in-home/relative provider, DSHS pays the lesser of the following to an eligible in-home/relative provider for child care:


(a) The provider's private pay rate for that child; or


(b) The maximum child care subsidy rate of two dollars and forty-seven cents per hour for the child who needs the greatest number of hours of care and two dollars and forty-four cents per hour for the care of each additional child in the family.


 


(2) DSHS may pay above the maximum hourly rate for children who have special needs under WAC 170-290-0235.


 


(3) DSHS makes the WCCC payment directly to a consumer's eligible provider.


 


(4) When applicable, DSHS pays the employer's share of the following:


(a) Social Security and medicare taxes (FICA) up to the wage limit;


(b) Federal Unemployment Taxes (FUTA); and


(c) State unemployment taxes (SUTA).


 


(5) If an in-home/relative provider receives less than the wage base limit per family in a calendar year, DSHS refunds all withheld taxes to the provider


 

 


 


Clarifying Information


 


FFN rates


If a consumer is using more than one FFN provider, each provider is eligible for the maximum FFN rate for one child.


 

 






WAC 170-290-0245  Registration fees

 
 

(1) DSHS may pay licensed or certified child care providers and DEL contracted seasonal day camps a registration fee when:


(a) A child is first enrolled by the consumer for child care with a provider;


(b) A consumer enrolls their child with a new child care provider during their eligibility period; or


(c) A child has more than a sixty-day break in child care services with the same provider, and it is the provider's policy to charge all parents this fee when there is a break in service.


 


(2) A registration fee will be paid only once per calendar year for children who are cared for by the same provider, even if the provider receives subsidy payments under different subsidy programs during this time period for the enrolled children, unless there is a break of sixty days or more as provided in subsection (1)(c) of this section.


 

 


Clarifying Information


The child does not need to attend in order for the provider to bill for the registration fee.


 

 






WAC 170-290-0247 Field trip/quality enhancement fees.

 
 

(1) DSHS pays licensed or certified family home child care providers a monthly field trip/quality enhancement fee up to thirty dollars per child or the provider's actual cost for the field trip, whichever is less, only if the fee is required of all parents whose children are in the provider's care. DEL-licensed or certified child care centers and school-age centers are not eligible to receive field trip/quality enhancement fee.


 


(2) The field trip/quality enhancement fee is to cover the provider's actual expenses for:


(a) Admission;


(b) Enrichment program and/or ongoing lessons;


(c) Public transportation or mileage reimbursement at the state office of financial management rate for the use of a private vehicle;


(d) The cost of hiring a nonemployee to provide an activity at the child care site in-house field trip activity; and


(e) The purchase or development of a prekindergarten curriculum.


 


(3) The field trip/quality enhancement fee shall not cover fees or admission costs for adults on field trips, or food purchased on field trips.


 

 


Clarifying Information


 


The field trip/enhancement fee covers special activities, such as:


•        Admission costs to places such as zoo, museum, movies, swimming pools


•        Enrichment programs and ongoing lessons such as language classes, gymnastics,


•        swimming lessons


•        Public transportation or mileage reimbursement at the OFM Rate


•        Cost of hiring a non-employee such as clowns, pony rides, music performances


•        The purchase of a pre-kindergarten curriculum


•        Provider developed and DEL approved curriculum


 

 






WAC 170-290-0249  Nonstandard hours bonus

 
 

(1) A consumer's provider may receive a nonstandard hours bonus (NSHB) payment of fifty dollars per child per month for care provided if:


(a) The provider is licensed or certified;


(b) The provider provides at least thirty hours of nonstandard hours care during one month; and


(c) The total cost of the NSHB to the state does not exceed the amount appropriated for this purpose by the legislature for the current state fiscal year.


 


(2) Nonstandard hours are defined as:


(a) Before 6 a.m. or after 6 p.m.;


(b) Any hours on Saturdays and Sundays; and


(c) Any hours on legal holidays, as defined in RCW 1.16.050.


 

 


Clarifying Information


 


Nonstandard Hours During The Month


The nonstandard hours must occur over the course of a calendar month. These hours must occur within an authorization period.


 

 






WAC 170-290-0250  Eligible provider capacity and payment

 
 

(1) DSHS may pay:


(a) Licensed and certified providers for authorized care up to the provider's licensed capacity as determined under WAC 170-297-5625170-295-0080, or 170-296A-5700, as appropriate; and


(b) In-home/relative providers for authorized care up to a maximum of six eligible children as provided in WAC 170-290-0138(6).


 


(2) Licensed providers may not bill the state for more than the number of children they have in their licensed capacity and who are authorized to receive child care subsidies.


 


(3) A violation of subsection (2) of this section may:


(a) Result in the immediate suspension of the provider's subsidy payments; and


(b) Establish a provider overpayment as provided in WAC 170-290-0268.


 

 


Clarifying Information


 


Capacity Limits and Termination of Payments


Terminate payment for subsidized care that places the provider over the maximum capacity limits.


 


Overpayments for Violating Capacity Limits


Issue an overpayment notice only for the children that place the provider over the capacity limit.


 

 


Payment Discrepancies


 






WAC 170-290-0266 Payment discrepancies—Generally

 
 

(1) Payment discrepancies include both underpayments and overpayments.


 


(2) For providers or consumers not covered under WAC 170-290-0267 through 170-290-0275, payment discrepancies are subject to chapter 388-410 WAC.


 


(3) For providers covered under the collective bargaining agreement, all other payment discrepancy issues are covered under WAC 170-290-0275.


 

 


 

 

 






WAC 170-290-0267  Payment discrepancies—Provider underpayments

 
 

(1) Underpayments to a provider occur if DSHS pays less than the amount the provider is eligible to receive.


 


(2) Underpayment requests will only be considered by DSHS if the provider submitted the original invoice for payment to DSHS no later than twelve months after the date of service.


 

 

 






WAC 170-290-0268  Payment discrepancies—Provider overpayments

 
 

(1) An overpayment occurs when a provider receives payment that is more than the provider is eligible to receive. Provider overpayments are established when that provider:


(a) Bills and receives payment for services not provided;


(b) Bills without attendance records that support their billing;


(c) Bills and receives payment for more than they are eligible to bill;


(d) With respect to license-exempt providers, bills the state for more than six children at one time during the same hours of care; or


(e) With respect to licensed or certified providers:


(i) Bills the state for more than the number of children they have in their licensed capacity; or


(ii) Is caring for a WCCC child outside their licensed allowable age range without a DEL-approved exception; or


(f) With respect to certified providers caring for children in a state bordering Washington:


(i) Is determined not to be in compliance with their state's licensing regulations; or


(ii) Fails to notify DSHS within ten days of any suspension, revocation, or change to their license.


 


(2) DEL or DSHS may request documentation from a provider when preparing to establish an overpayment. The provider has fourteen consecutive calendar days to supply any requested documentation.


 


(3) Providers are required to repay any payments that they were not eligible to receive.


 


(4) If an overpayment was made through departmental error, the provider is still required to repay that amount.


 

 

 






WAC 170-290-0269  Payment discrepancies—Consumer underpayments

 
 

If a copayment amount determined by DSHS for a consumer results in an underpayment, the consumer may request reimbursement within three years of the date of child care service, if the consumer:


(1) Meets all WCCC eligibility requirements during the time the consumer is claiming an underpayment; and


 


(2) Verifies all copayments made by the consumer to the provider during the time for which the consumer is claiming an underpayment.


 

 

 








WAC 170-290-0271  Payment discrepancies—Consumer overpayments

 
 

(1) DSHS establishes overpayments for past or current consumers when the consumer:


(a) Received benefits when the consumer was not eligible;


(b) Was determined eligible at application or reapplication based on the consumer's participation in an approved activity and used benefits while never participating in said activity;


(c) Failed to report changes under the requirements of WAC 170-290-0031 to DSHS resulting in an error in determining eligibility, amount of care authorized, or copayment;


(d) Used a provider that was not eligible per WAC 170-290-0125;


(e) Received benefits for a child who was not eligible per WAC 170-290-0005170-290-0015 or 170-290-0020;


(f) Failed to enter their approved activity at the end of the fourteen-day wait period;


(g) Failed to have TANF approved and enter an approved WorkFirst activity; or


(h) Failed to return, by the sixtieth day, the requested income verification of new employment as provided in WAC 170-290-0012.


 


(2) DEL or DSHS may request documentation from a consumer when preparing to establish an overpayment. The consumer has fourteen consecutive calendar days to supply any requested documentation.


 


(3) Consumers are required to repay any benefits paid by DSHS that they were not eligible to receive.


 


(4) If an overpayment was made through departmental error, the consumer is still required to repay that amount.


 


(5) If a consumer is not eligible under WAC 170-290-0030 through 170-290-0032 and the provider has billed correctly, the consumer is responsible for the entire overpayment, including any absent days.


 

 


Clarifying Information


 


Determining Consumer Income When Calculating an Overpayment


WAC 170-290-0065 allows staff to choose the method in calculating income. When an overpayment is processed, Office of Fraud and Accountability (OFA) should use the same method as chosen and documented by the worker.


 


Consumers will not receive an overpayment for care used or billed during the 10 day advance notice period when changes are reported and processed timely.


 



 

 



WAC 170-290-0275  Payment discrepancies—Providers covered under collective bargaining

 
 

(1) This section applies to any provider covered under the collective bargaining agreement.


 


(2) For in-home/relative and licensed family home child care providers, disputes regarding underpayments shall be grievable.


 


(3) Beginning July 1, 2007, there are different time frames for how far back a payment discrepancy may be corrected. The time frames, as provided in this subsection are based on:


(a) When services were provided;


(b) When the request for the underpayment was made; and


(c) The type of provider: Family home or in-home/relative provider.


 


(4) Family home and in-home/relative providers must submit a claim for payment no later than twelve months after the date of service. "Submitting a claim for payment" means turning the original invoice in to DSHS for services no later than twelve months after the date of service. If the claim for payment is made within the twelve-month period, the time limits for correcting payment errors are:


(a) Two years back if the error is on rates paid by age and/or region, unless discovered by a federal audit. This means the provider has up to two years after the date of service to ask for a corrected payment; or


(b) Three years back if the error was for any other reason, including those discovered by a federal audit. This means the provider has up to three years after the date of service to ask for a corrected payment.


 

 

 


Administrative Hearings


 








WAC 170-290-0280 Right to request an administrative hearing.

 
 

(1) WCCC consumers have a right to request a hearing under chapter 388-02 WAC on any action affecting WCCC benefits.


 


(2) Licensed or certified child care providers or in-home/relative providers may request hearings under chapter 388-02 WAC only for WCCC overpayments.


 


(3) To request a hearing, a consumer, the licensed/certified provider, or in-home/relative provider:


(a) Contacts the DSHS office which sent them the notice; or


(b) Writes to the office of administrative hearings, P.O. Box 42489, Olympia, WA 98504-2489; and


(c) Makes the request for a hearing within:


(i) Ninety days of the date a decision is received for consumers; or


(ii) Twenty-eight days of the date a decision is received for providers.


 


(4) The office of administrative hearings administrative law judge enters initial or final orders as provided in WAC 388-02-0217. Initial orders may be appealed to a DSHS review judge under chapter 388-02 WAC.


 


(5) To request a hearing under the seasonal child care program, see WAC 170-290-3860 and 170-290-3865.


 

 


Clarifying Information


 


Verbal Request


A consumer’s verbal request for an administrative hearing may be accepted by any DSHS employee.


 



 

 



WAC 170-290-0285 Receipt of WCCC benefits pending the outcome of an administrative hearing


(1) A consumer may receive WCCC benefits pending the outcome of a hearing if he or she requests the hearing:


(a) On or before the effective date of an action; or


(b) No more than ten days after DSHS sends the consumer a notice of adverse action.


As used in this section, "adverse action" means an action to reduce or terminate a consumer's WCCC benefits.


 


(2) If a consumer loses a hearing, any WCCC benefit that a consumer uses between the date of the adverse action and the date of the hearing decision is an overpayment to the consumer.


 


(3) A consumer may not receive WCCC benefits pending the outcome of a hearing if he or she requests payment to a provider who is not eligible under WAC 170-290-0125.


 


(4) A consumer may receive WCCC benefits for another eligible provider, pending the outcome of the hearing.

 
 

 

 


Clarifying Information


 


Eligibility for Benefits


The consumer is eligible for WCCC benefits through the end of the current certification period providing WAC 170-290-0285 (1) (a) or (b) is met.