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Child Care Assistance - Become a Subsidy Vendor

The Virginia Department of Social Services (VDSS), in partnership with the local departments of social services, administer the Child Care Subsidy Program which provides financial assistance to eligible families to help pay a portion of the cost of child care so parents or guardians can work or participate in education or training programs. Program services are child-centered and family focused and support the broader objective of strengthening families' goals of self-sufficiency and enrolling children in quality early childhood programs.

Child Care Providers that participate in the Child Care Subsidy Program, and serve children enrolled in the program are referred to as "Subsidy Vendors" and partner with VDSS to carry out the objectives of the program.

How to Become a Child Care Subsidy Program Vendor

The Child Care Subsidy Program provides financial assistance to eligible families to help pay for the cost of child care so they can work or attend educational or training programs. The Child Care Subsidy Program services are child-centered and family-focused and support the broader objective of strengthening families' goals of economic self-sufficiency and quality early childhood programs for their children. Participating families may select any legally operating child day care facility approved to participate in the program.

CHILD CARE SUBSIDY PROGRAM VENDOR APPROVAL PROCESS

Child Care Subsidy Program Orientation

 Step 1   Attend the Child Care Subsidy Orientation - Contact Child Care Aware to be enrolled. This orientation is free and offered twice a month. Participants will receive technical assistance with application and form completion. Applicants are strongly encouraged to attend prior to submitting the New Vendor Application Packet.

New Vendor Application Packet

 Step 2   Complete, date, and sign the Child Care Subsidy Program Vendor Application and New Vendor Application Packet Checklist.

 Step 3   Attach required documentation listed below and submit with the enrollment application:

  1. Documentation of operating status - Examples of operating status are:
    1. Certificate of Registration or
    2. Exemption Letter or
    3. License or
    4. Permit
  2. IRS Documentation: Form W-9 - Be sure the social security number (SSN) or FEIN and name of the child care facility are correct. This should be the same filing information reported to the IRS.
  3. IRS Documentation: Supporting Documentation for Form W-9 - Examples of supporting documentation are:
    1. copy of social security card (SSN), or
    2. IRS Notification Letter 147C, or
    3. IRS Notification Letter SS-4
  4. Professional Development Certificate of Completion of VA Preservice Training for Child Care Staff. The Program Director/Owner or designee must complete and submit a certificate with the New Vendor Application Packet.

VERY IMPORTANT: Additional documentation may be required based upon your program's category of care. Review the chart and submit all additional documentation with the New Vendor Application Packet.

All incomplete applications will be denied.

Subsidy Monitoring Inspection

 Step 4   All applicants are required to undergo a subsidy monitoring inspection prior to approval and once annually, thereafter.

Once the completed New Vendor Application Packet is received, the applicant will be contacted by a licensing representative from the Division of Licensing Programs and an initial subsidy monitoring inspection will be scheduled within 30 days of referral by the Child Care Subsidy Program staff.

Inspection requirement resources are available. All subsidy inspection results are posted.

Note: Child care programs approved under local ordinance have additional inspection requirements.

Subsidy Vendor Approval

 Step 5   After receipt of (a) a completed New Vendor Application Packet and subsidy monitoring inspection results, the applicant will either be approved or denied. Child care providers will be notified by letter or email of their approval or denial within 45 days.

Vendor Agreement

The Vendor Agreement is the contract between the Virginia Department of Social Services and the approved Child Care Subsidy Program vendor for the provision of child care services.

If approved, an electronic Vendor Agreement will be emailed. The vendor shall review the agreement, accept all terms, and electronically sign the agreement before returning it to the Child Care Subsidy Program.

Local departments of social services will use the completion of the Vendor Agreement as verification of the vendor's participation in the Child Care Subsidy Program. The date of the signed Vendor Agreement is the effective date of approval for the subsidy vendor.

Note: A vendor cannot be reimbursed for services provided until a signed Purchase of Service Order (POSO) dated within the start and end dates of the Vendor Agreement has been created by a local department of social services.

Once approved by the Child Care Subsidy Program, if the child care facility's Director/Owner changes, subsidy payment will be suspended until a new owner applies and is approved by the Program.

The Child Care VA site combines a wealth of knowledge in a variety of areas including licensing, legislation, child care options and guidance, search tools and much more.

Subsidy Vendor Resources

Module 1: The Basics
Module 2: Authorizations & Attendance
Module 3: Payment Reports & Details

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