Frequently Asked Questions for Child Care Providers
1. What do I need to do if I want to be paid by DHS to take care of children?
In order to receive subsidy payments from the Oklahoma Department of Human Services (DHS) for caring for children, you must have a child care permit or license and a contract. Child Care Services (CCS) handles the permits and licenses for child care homes and centers. The Adult and Family Services (AFS) Child Care Subsidy Unit handles contracts for payment.
2. How do I get a contract?
The publication, Obtaining a Contract with DHS for Child Care Subsidy Payments, explains the steps that need to be taken.
3. What training is required to get a contract?
The required training is only available online. You can access the training by clicking on the following link, Orientation to Child Care Subsidy Contracts.
4. How much does DHS pay child care providers?
DHS pays a wide variety of rates based on many factors such as type of facility (child care home or center), age of child, amount of care authorized and star rating. DHS rates can be found on the Appendix C-4-B Child Care Provider Rate Schedule.
5. How do I get paid by DHS?
Once you have a child care subsidy contract Obtaining a Contract with DHS for Child Care Subsidy Payments you must use the Electronic Benefit Transfer (EBT) attendance tracking and payment system. You will receive a Point of Service (POS) machine to keep in your facility. When a family is approved for child care subsidy benefits, they are issued an EBT card. Families use this EBT card to record their child's attendance by swiping it in the POS machine. These swipes tell DHS how much to pay you for the care you provided. Payments are made on a weekly basis, two weeks in arrears. The payments are electronically deposited into your bank account.
6. How do I get a Point of Service (POS) machine?
Once you are approved for a contract and have at least one child authorized by DHS to attend your facility, you can request a POS machine from the Electronic Benefits Transfer (EBT) contractor, Conduent, at 1-800-797-7474. You must maintain an analog land line phone for the POS machine to work.
7. What if a parent does not swipe the Electronic Benefit Transfer (EBT) card when his or her child attends my facility?
If a parent fails to swipe the EBT card, you can charge the parent the approved DHS rate for that day. If the parent completes previous in and out swipes within 10 days of the date of attendance, you will have to reimburse the parent if he or she paid you for that day.
8. Is there a limit to the number of hours DHS will pay me for a child to be in care?
The part-time rate pays for care used 4 hours or less per day while the full-time rate pays for care used over 4 hours and up to 24 hours per day.
9. Can I charge parents more than what DHS pays or for specific fees?
By signing a Child Care Provider Contract, you agree to accept the rates paid by DHS. You cannot charge the parent any additional amounts including the difference between the DHS rate and your private pay rate. You also cannot charge fees for times when care is not provided, such as vacation or termination fees. Certain fees are allowed such as enrollment fees, transportation fees and activity fees as long as these fees are clearly posted and you charge non-DHS parents the same fees.
10. How will I know if a child has been approved to attend my facility?
When a child has been approved for child care at your facility, you will receive a Provider Notice of Action. This notice will tell you the effective date of the approval and the type of care authorized. The Point of Service (POS) machine will also tell you if care has been approved. If it has been approved, the swipes entered will be approved. If care has not been approved, the swipes will show as denied. The most effective way to verify a child's eligibility is to log into the Electronic Benefit Transfer (EBT) Child Care Provider System, also known as the Provider Web or Portal. If you need assistance accessing or using the Provider Web once you have a contract, call (405) 521-3622
11. What do I need to do if I think a parent is using care fraudulently?
Contact the Office of Inspector General (OIG) at 1-800-784-5887 to report any fraud allegations.
12. Will I receive something from DHS to use for filing my income taxes?
The Electronic Benefits Transfer (EBT) contractor, Conduent, will send you a 1099 each January which documents all payments you received from DHS during the previous year.
13. What do I need to do if my address and/or phone number changes?
Address and phone number changes need to be reported immediately to your local Child Care Licensing Specialist and the Electronic Benefits Transfer (EBT) contractor, Conduent.
14. What do I need to do if I change my business entity (ex: sole proprietorship to LLC)?
This would be considered an ownership change. All ownership changes must be reported to The Adult and Family Services (AFS) Child Care Subsidy Unit at (405) 521-3931 at least 30 days prior to the change taking effect. Business entity changes require a new license, stars and contract.
15. What do I need to do if I want to sell my child care business or buy an existing business that already has a contract?
This would be considered an ownership change. All ownership changes must be reported to the The Adult and Family Services (AFS) Child Care Subsidy Unit at (405) 521-3931 at least 30 days prior to the anticipated date of sale of the business. Ownership changes require a new license, stars and contract.
16. What do I need to do if I change my banking information?
When you first get a Point of Service (POS) machine, you must give your bank account number where payments will be deposited to the Electronic Benefit Transfer (EBT) contractor, Conduent. If you change bank accounts, you must contact Conduent at 1-800-797-7474.