The Office of Early Childhood’s Quality Improvement System is offering FREE training for Care 4 Kids home-based Licensed Family Providers and Unlicensed Providers. The free training includes:
- CPR training
- First Aid Certification
- Medication Administration
- DCF Mandated Reporter Training
- 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?
- Information on my invoice
- View an Electronic 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
- Retroactive Payment FAQs
- Retro Payment Calculation FAQ’s
- Sample Remittance Notice with Union Dues
- Sample Remittance Notice Without Union Dues
Program Change Information
- Care 4 Kids 2014 Program Changes FAQ
- Exempt Program Health and Safety Requirements
- Office of Early Childhood Provider Letter (Aug 2014)
- Office of Early Childhood Parent Letter (Aug 2014)
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 Office of Early Childhood (OEC) licensing requirements. For example:
- Licensed Day Care Centers, Group Day Care Homes and Family Day Care Homes
- Public or private school-based programs which are administered by the school and pass a health and safety inspection by the Office of Early Childhood Licensing Program.
- Municipal or town programs located in a school building which are administered by the municipality and pass health and safety inspection by the Office of Early Childhood Licensing Program.
- Care provided by a relative in the child’s home or in the relative’s home
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 Office of Early Childhood (OEC).
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 twelve 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 electronic invoice. The invoice lists the name of each child and the amount of care covered. To process payment, the provider must review and submit the invoice by the due date indicated.
Sample electronic invoice- View an Electronic Invoice Sample
Care 4 Kids will process the completed invoice and issue an electronic payment within 15 days. The program will also issue 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 Office of Early Childhood (OEC) 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 Office of Early Childhood (OEC) at 1-800-282-6063, or 860 509-8045 in the Greater Hartford area.
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 electronic invoice
Every month you will receive an electronic invoice from Care 4 Kids. The invoice must be reviewed and submitted by the due date listed on the invoice. Care 4 Kids will process your completed invoice and issue an electronic payment within 15 days. Care 4 Kids will not pay invoices received after the due date.
The electronic invoice lists the information we have for each child enrolled in your care during the service month:
- Certificate Details – details some of the information from your child care certificate such as: the family identification number, approved level of care, certificate start and end date, the total approved hours per month based on the parent’s activity and the child care schedule, the total approved days per month based on the parent’s activity and your monthly charge.
- Still in Care – the invoice automatically indicates Yes, child is still in care. If the child is no longer in your care or never attended, click on Edit on your electronic invoice to make changes.
- Actual Days – the number of days approved for the month. If you need to change the number of actual days attended, click on Edit on your electronic invoice.
- Actual Charge – the charge you reported on the latest Parent Provider Agreement form. If you need to change the actual charge, click on Edit on your electronic invoice.
- Additional Hours – if the child attended more hours than scheduled for the month, click on Edit on your electronic invoice and enter the number of additional hours the child attended your care for the month. If you charged the parent for the additional hours, enter the total charges for the additional hours for the month. The parent is responsible for the first 20 additional hours. Verification may be required.
Electronic Invoice Sample – View an Electronic Invoice Sample
The electronic invoice is available online through the existing Care 4 Kids provider portal. To access the portal click on Portal Login at the top right corner of the page.
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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 approve 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 contact Care 4 Kids 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).