Child Care Assistance Program processes and tasks

The Child Care Assistance Program (CCAP) provides financial assistance to help families with low incomes pay for child care so that parents may pursue employment or education leading to employment, and that children are well cared for and prepared to enter school. Our partners and providers in this program provide child care for more than 22,000 children every month.

Reimbursement

Registering as a child care provider
- Contact the family’s local county or Tribal social service agency and request a provider registration packet.
- Complete a Provider Registration and Acknowledgement form based on provider type:
- Return the completed form to the county or Tribal agency responsible for administering the Child Care Assistance Program where the family lives.
- Other registration forms include:
  - Child Care Provider's Responsibilities and Rights DHS-4079 (PDF)
  - Notice of Privacy Practices for Child Care Providers DHS-3985 (PDF)
  - W-9 Request for Taxpayer Identification Number and Certification (available from the Internal Revenue Service website).
- Report provider registration changes using CCAP Provider Registration Change Form DHS-7196 (PDF).
Billing and receiving payments
- After the family is authorized to receive assistance, and the provider is registered, the CCAP agency will send the provider a Service Authorization listing the number of hours of care approved for each child, the maximum rates for each child and the family's co-payment amount.
- Within 60 days of the last date of care, providers must submit all bills.
- For instructions on how to bill and other information, see the Minnesota Child Care Assistance Program (CCAP) Provider Guide DHS-5260 (PDF).
- If providers lose a check, a check is damaged, or if payment is sent but not received, they must send a completed Affidavit of Failure to Receive Warrant - Vendors/Payees DHS-1609A (PDF) to the agency that issued the payment. Child Care Assistance Program workers have this form as well.
Reauthorization of Child Care Assistance Program providers
- Providers must complete the provider registration process and be reauthorized every two years
Maximum reimbursement rates
- The Child Care Assistance Program pays the provider's charge or, if less, the applicable maximum hourly, daily or weekly care rate.
- Rates differ by county, provider type and age of children.
- Maximum rates for providers are listed in CCAP Standard Maximum Rates - No Quality Differential DHS-6441E (PDF).
- Maximum rates for providers with certain accreditations or credentials or a three-star Parent Aware ratings are published in CCAP 15 Percent Quality Differential Maximum Rates DHS-6442E (PDF).
- Maximum rates for providers with a four-star Parent Aware ratings are published in CCAP 20 Percent Quality Differential Rates DHS-6824C (PDF).
- FAQ: Maximum Rate and Registration Fee changes (DHS-7268B) (PDF)
Earn higher rates through accreditation or credentials
- The Child Care Assistance Program can pay up to 15 percent above the program’s standard maximum rate, but not more than the provider’s charge, if providers submit proof that they hold certain current early childhood development credentials or are accredited by an approved organization. Use the CCAP Quality Differential Rate Request Form DHS-4795 (PDF) to identify qualifying credentials and/or accreditations, and request the higher rate.
- CCAP 15 Percent Quality Differential Maximum Rates DHS-6442E (PDF) lists the reimbursement rates for providers who hold certain accreditations or credentials or have a three-star Parent Aware rating.
- CCAP 20 Percent Quality Differential Rates DHS-6824C (PDF) lists the reimbursement rates for providers who have a four-star Parent Aware rating.
Weekly authorization to high-quality providers
- Some children attending high quality providers can be authorized for more hours and their providers can be paid up to the applicable weekly maximum rate, not to exceed the provider’s charge.
- This policy is designed to support consistent care schedules for young children attending high quality care and allow for higher assistance payments.
- The Child Care Assistance Program (CCAP) Weekly Authorization to High Quality Providers DHS-6954 (PDF) provides more information.
Special needs rates
- The Child Care Assistance Program can pay a higher rate for children with special needs if they requires a higher level of care for their age due to a physical, behavioral or medical disability.
- Disabilities must be documented, and providers must explain why children needs a higher than normal level of care, what their extra costs are and what steps they have taken to meet those needs.
- The parent and provider must complete the CCAP Special Needs Rate Variance Request DHS-4194 (PDF), include proof of the child’s special needs and submit the form to the child’s assistance worker to request a higher rate of pay.

Provider requirements

Licensing requirements
- Most centers providing child care must be licensed, but there are some exceptions. License Exempt Provider Registration and Acknowledgment DHS-5191 (PDF) lists some types of child care that do not have to be licensed. Program licensing requirements are found in Minnesota Statutes 245A.03.
- Generally, a person providing child care must be licensed but there are some exceptions. Child care provided by a relative to only related children and/or child care provided to children from one family that is not related to the provider does not need to be licensed.
- See the Minnesota Child Care Assistance Program (CCAP) Child Care Provider Guide DHS-5260 (PDF) for more information.
Meet Child Care Assistance Program requirements

Family eligibility for the Child Care Assistance Program

Providers may need to know how families apply for, and receive, child care assistance.

Application process for families to receive child care assistance
There are three ways to apply for child care assistance:
- Fill out the Minnesota Child Care Assistance Program Application DHS-3550 (PDF). Mail or bring the completed form to the county or Tribal human services office, or local contracted agency. The application is available in Hmong, Russian, Somali, Spanish and Vietnamese.
- Fill out the Combined Application – Child Care Addendum DHS-5223D (PDF) form if also applying for cash, and/or food assistance. Mail or bring the completed form to the county or Tribal human services office, or local contracted agency.
- Apply online at MNbenefits.mn.gov.
Family eligibility for CCAP and copayments
- Applicants must have a gross annual income that is at or below the entrance level to qualify for child care assistance. Families then remain eligible if their income is at or below the exit limit.
- A family's gross income can be reduced by allowing for certain verified deductions, such as child support paid out, and medical and dental premiums.
- Most families have to pay a portion of the child care cost. This portion is called a copayment and is based on the family’s size and gross annual income.
- CCAP Copayment Schedules DHS-6413L-ENG (PDF) specifies the entrance level, exit level, and biweekly copay amounts by household size.
Waiting list
- Some counties and tribes have a waiting list for Basic Sliding Fee Child Care. Counties and Tribes receive a set amount of money to use annually, and Basic Sliding Fee Child Care is provided on a first-come, first-serve basis until funds run out. Applicants are put on a waiting list until more funds become available.
- An updated waiting list by county (PDF) is posted monthly.