- Who can be a Care 4 Kids child care provider?
- How much will I receive from Care 4 Kids?
- How will I get paid?
- How do I become a licensed child care provider?
- How do I contact Care 4 Kids?
- Employment Verification Letter
- Information on my invoice
- View an Invoice Sample
- What does Child Attendance mean in my invoice?
- What is a Remittance Advise Notice?
- Information on IRS forms
- Up to Date Payment Information
Who can be a Care 4 Kids child care provider?
Families choose the child care provider they want for their children. Care 4 Kids can help pay for care arrangements that meet the CT Department of Public Health licensing requirements. For example:
- Licensed Day Care Centers, Group Day Care Homes and Family Day Care Homes
- Public or private school before and after school programs which are administered by the school
- Municipal or town programs located in a school building which are administered by the municipality
- Care provided in the child’s home
- Care provided by a relative and in the relative’s home
- Care in the home of a non-relative for less than 3 hours per day
There are some limits on who can be a child care provider in Care 4 Kids. The following people cannot be paid as a provider:
- a parent of the child needing care;
- a spouse of the child’s parent;
- a sister or brother of the child needing care who is living in the home; or
- a parent of a minor parent.
If you have questions regarding specific family situations, call Care 4 Kids at 1-888-214-KIDS (5437).
All licensed providers and the people who work for them must comply with regulations from the CT Department of Public Health (DPH).
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How much will I receive from Care 4 Kids?
The amount Care 4 Kids pays is decided at the time the certificate is created. A number of different factors are used to determine the payment rate and the Family Fee.
For the family, Care 4 Kids looks at:
- the parents’ work or training schedule;
- the age of the child;
- the hours of care the child needs;
- if the child has special needs; and
- the family’s countable income.
Then, before figuring out the payment amount, Care 4 Kids also identifies:
- where the provider is located in the state;
- the type of provider; and
- if the provider is accredited.
Families in Care 4 Kids are sent a separate Child Care Certificate for each child in the family who is eligible for payment. The child care provider is also sent a copy of the Certificate.
The Child Care Certificate covers a specific period of time, up to eight months. However, if there are any changes made in the family schedule or the child care arrangements (change in hours, for instance), parents and providers need to call Care 4 Kids, 1-888-214-KIDS (5437), to report these changes. A new Child Care Certificate will then be issued that shows these changes, as long as the child remains eligible for payment.
Working families in Care 4 Kids are required to pay a Family Fee. This fee is set by the program and is listed on the Child Care Certificate. Also, Care 4 Kids may not cover all of the provider’s charges for child care. The family is responsible for the Family Fee and all child care charges not covered by the program. In both of these cases, the parent pays the provider directly for these charges.
How will I get paid?
Every month child care providers receive a Care 4 Kids Invoice. The Invoice lists the name of each child and the amount of care covered. The provider must review and complete the Invoice, sign it and send it back to Care 4 Kids for payment.
Care 4 Kids reviews the returned invoice as soon as it is received. The program will issue an electronic payment with a Remittance Advice Notice that explains the payment amount.
For answers to questions about payment, call 1-888-214-KIDS (5437).
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How do I become a licensed child care provider?
The State of Connecticut’s Department of Public Health (DPH) licenses child care providers. There are a number of different categories for providers, including:
- Family Day Care Home
- Group Day Care Home
- Day Care Center
To get more information on licensing call the Department of Public Health (DPH) at 1-800-282-6063, or 860 509-8045 in the Greater Hartford area. Or click here for a direct link to the DPH website.
Providers who are accredited can receive higher payment. Care 4 Kids recognizes accreditation from the following national organizations:
- National Academy of Early Childhood Programs/National Association for the Education of Young Children;
- National Family Day Care Home Association; and
- Council on Accreditation Services for Families and Children, Inc.
To get more information on accreditation call Connecticut Charts-a-Course at 1-800-832-7784.
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How do I contact Care 4 Kids?
It’s easy to get help and the answers to all your questions. You can call 1-888-214-KIDS (5437) and talk with a Care 4 Kids representative from 8 am – 5 pm Monday-Friday, or from 8 am – 6 pm on Thursday.
Information on my invoice
Every month you receive an invoice from Care 4 Kids. The invoice must be completed, signed, dated and returned by the due date listed on the invoice. Care 4 Kids will process your properly completed invoice and issue an electronic payment within 15 days. Submitting an incomplete invoice will delay payment. Remember, you must return the completed invoice by the due date listed in the upper left side of the form. Care 4 Kids will not pay invoices received after the due date.
The left side of the invoice lists the information we have for each child enrolled in your program during the service month:
- Approved Hours – the hours approved for the month based on the parent’s activity and the child care schedule.
- Approved Days – the number of days approved for the month.
- Monthly Charge – the charge you reported on the latest Parent Provider Agreement form.
The right side of the invoice contains the information you must provide:
- Days Attended – from your attendance records, fill in the actual number of days that the child attended your program. If the child was absent for the whole month, enter zero days.
- Actual Charge – fill in the actual amount you charged the parent. If the child did not attend and you did not charge, enter zero.
- Extra Hours – if the child attended more hours than scheduled, list the number of extra hours the child attended care.
- Charge for Extra Hours – if you charged the parent for the extra hours, list the additional charges.
- Child is No Longer in Care – Check this column if the child has left your program.
- Last Day of Care – if the child no longer attends your program, fill in the last date the child attended.
What Does Child Attendance mean in my invoice?
You are required to keep accurate attendance records for each child in your care, and to maintain the records on-site for at least one year. Your monthly Care 4 Kids invoice asks you to fill in the actual number of days each child attended your child care program. Failure to report correct information on your invoice may result in payment errors and lead to the collection of overpayments.
What is a Remittance Advise Notice?
The notice explains the payment amount for each child. If a payment is not correct, you may request an adjustment within 30 days of the receipt of the payment. Please call your provider liaison if you think your payment is not correct.
Information on IRS forms
Before you began receiving payments from Care 4 Kids you were required to complete an IRS W-9 Form for federal tax purposes. Every January, Care 4 Kids issues a 1099 Miscellaneous Form that reports the amount paid to you during the previous year. It is your responsibility to report this income to the IRS. Please notify Care 4 Kids if your business name or tax identification number has changed
Up to Date Payment Information
Care 4 Kids can now provide automated payment information for your last five payments by calling 1-888-214-5437 and selecting the provider option to access the automated payment information line. You will need your Care 4 Kids provider Identification Number (ID) and your Personal Identification Number (PIN) to access your payment information. Your PIN number is the last four digits or your social security number or Federal Employer Identification Number (FEIN).