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How clients use Child Care Subsidy benefits

Under Child Care Subsidy Policy, clients receive subsidized child care based on how they meet eligibility factors and in accordance with their child care plan.

Once eligible, the client uses benefits by

  1. taking any approved children to the approved child care provider,
  2. if required, paying the family’s copayment to the child care provider, and
  3. swiping attendance using the electronic benefit transfer (EBT) card.

Providers

Under Child Care Policy, once eligible, clients receive subsidized care at licensed and contracted child care providers. Clients may identify these providers by using the Oklahoma Child Care Locator. When the client chooses an ineligible provider, tell the client that this provider is not eligible, and give the client a list of contracted providers in the area where he or she wants care. When a client chooses a provider with a pending DHS contract, inform the client that you cannot approve subsidized care until DHS approves the contract; DHS will not pay for any child care used before the contract’s approval date.

The PCI IMS transaction shows when DHS approves a contract. PCI <space> contract # <enter>.

Copayment

Depending on their countable income, the household may be responsible for a copayment. The provider is responsible for collecting this copayment on the first day a child attends each month. DHS does not prorate the copay.

DHS pays the provider the contracted rate for the cost of care not covered by the copayment. When the household owes a copayment, the copayment amount is applied to the cost of any care a child uses before DHS pays for care. For example, if the copayment is $200 and the DHS rate is $25 per day, DHS will start paying the provider on the 9th day the child attends.

When the client pays his or her copayment and then does not use that much care, the provider must reimburse the client. When provider refuses to reimburse the client, notify Child Care Subsidy.

EBT Card

Each applicant or authorized representative must watch the EBT training video prior to receiving an EBT card. DHS only issues two EBT cards per household. This means, in a two parent or two caretaker household, the other parent or caretaker is usually issued the second EBT card. It also means, when the client appoints an authorized representative, DHS may provide one card for the client and one card for the authorized representative.

DHS pays the provider for the days and hours the household’s parent(s) and caretaker(s) meet(s) an approved need. DHS uses the EPPIC system to track the days and hours a child attends child care.

The client must swipe his or her EBT card at the provider’s point-of-service machine to record attendance. Advise the client to swipe a child’s attendance in real time. When it is not possible, the client may swipe for up to the previous 10 days (the current day and the previous 9 calendar days). If the client fails to record attendance or resolve error messagesfor every day care is used, DHS will not pay for those days.

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