How Long Does It Take to Get Child Care Payment Assistance in Tennessee?

Navigating the world of child care can be challenging, especially for families who need financial support. Tennessee offers the Child Care Payment Assistance Program, also known as the Subsidized Child Care Program, to help eligible families with these costs. This program is designed to support various groups, including Families First participants, parents transitioning off Families First, working parents, parents in education programs, teen parents, and foster children. If you’re wondering about accessing this crucial support, a key question is: How Long Does It Take For The Care Program application to be processed and for assistance to begin?

This article provides a comprehensive guide to understanding the timeline of the Child Care Payment Assistance Program in Tennessee. While the exact processing time can vary, knowing the steps involved and factors that can influence the duration can help you prepare and manage expectations.

Who is Eligible for Child Care Payment Assistance?

Before diving into the timeline, it’s important to understand the eligibility criteria for the Child Care Payment Assistance Program. Eligibility is determined by the Tennessee Department of Human Services (TDHS) or the Department of Children’s Services (DCS) for foster children. The program supports several categories of families, including:

Smart Steps Program Applicants: Parents with children from six weeks old until kindergarten, working or in post-secondary education at least 30 hours a week, and whose income is below the 85th percentile of the State Median Income. Detailed income guidelines are available on the Income Eligibility and Parent Co-Pay Fee Table.
Teen Parents: High school or middle school mothers participating in the Teen Parent program and staying in school.
Families First Program Participants: Parents in the Families First program who require child care to fulfill work activities outlined in their personal responsibility plan.
Transitional Child Care Assistance Recipients: Parents whose Families First case has closed may receive assistance for up to 18 months if each parent works an average of 30 hours or more per week.
Non-Parental Guardians in Families First: Guardians needing child care for a related child, provided they work, train, or are in education for 30 or more hours weekly.

Understanding if you meet these criteria is the first step in the process.

Applying for Child Care Payment Assistance: A Step-by-Step Guide

The application process for Child Care Payment Assistance involves several key steps. Completing these accurately and providing all required documentation can significantly impact how long does it take for the care program application to be processed.

Application Submission: You can apply online through the One DHS Customer Portal. Alternatively, paper applications can be downloaded, completed, and submitted via fax, mail, or in person at your local TDHS office. Application forms are available in English, Spanish, Arabic, and Somali:
Document Verification: Submitting a complete application with all required verification documents is crucial. Incomplete applications will not be processed. Required documents typically include:
- Valid ID: For each parent/guardian (Driver’s License, State Issued ID, Voter’s Registration Card, I-94 Card, Passport).
- Verification of Current Residence: In the parent/guardian’s name (Rent/lease agreement, Mortgage receipt, Utility bill).
- Verification of Citizenship: For each child needing care (U.S. Passport, Certificate of U.S. Citizenship, Birth certificate, Hospital records, Report or Certificate of Birth Abroad of a U.S. Citizen).
- Verification of Relationship: (Birth Certificate, Marriage Certificate, Court Orders) for spouse/partner, siblings, and other children.
- Income Verification: For each parent/guardian (Check stubs for the last 8 weeks, Employer statement, Federal 1040 for self-employment, Award Letters, Self-Employment Reporting Form HS-3177, Employment Verification Form hs-3550, Child Support Verification).
- Verification of School/College Enrollment: (Current class schedule).
- Other Verifications: As requested by TDHS to determine eligibility.
Processing and Eligibility Determination: Once a complete application is submitted with all necessary documents, TDHS staff will review your application to determine eligibility. This is the stage where how long does it take for the care program application is most relevant. The processing time can vary based on the volume of applications and the complexity of each case.

Factors Influencing the Application Processing Time

While there isn’t a fixed timeframe for application processing, several factors can influence how long does it take for the care program assistance to begin:

Completeness of Application: Submitting a complete application with all required documents at the outset is the most significant factor in minimizing processing time. Incomplete applications will inevitably take longer as TDHS will need to request missing information.
Volume of Applications: The processing time can be affected by the overall volume of applications being handled by TDHS at any given time. Periods of high demand may lead to slightly longer processing times.
Complexity of the Case: Applications with straightforward documentation and clear eligibility are generally processed faster. Complex cases, such as those requiring additional verification or clarification, may take longer.
Communication with TDHS: Promptly responding to any requests for additional information from TDHS can help keep your application moving forward and reduce delays.

While it’s difficult to provide an exact average processing time, applicants should aim to submit a complete and accurate application to facilitate a smoother and potentially faster process. It is advisable to follow up with your local TDHS office if you have not heard back within a reasonable timeframe after submitting your application, especially if you have ensured all documentation was correctly provided.

Finding a Child Care Provider

Once you are deemed eligible for Child Care Payment Assistance, you will need to find a child care provider. Tennessee provides an online tool to help with this process: Find Child Care. You can search for providers by address, provider name, or county. Crucially, you can filter your search to find providers who “Accept Child Care Assistance Program,” ensuring they are part of the program network.

Understanding Your Co-Pay

If you qualify for assistance, you will have a co-payment amount to contribute towards child care costs. The exact amount is determined based on your income and the number of children in care. The co-pay chart provides an estimate. It is vital to pay your co-pay consistently and on time, as failure to do so can result in termination from the child care program.

Transferring Child Care Providers

If you need to change child care providers, you can request a transfer through your One DHS Customer Portal. Navigate to your ‘Benefits Dashboard,’ find ‘My Cases,’ and select ‘Change Provider.’ Families First recipients should contact their assigned Client Service Representative for transfer requests.

Additional Resources and Support

Tennessee offers numerous resources to support parents and families. You can find additional child resources here, including information on choosing a provider and child development. Safe sleep tips for babies are available here. You may also be eligible for other assistance programs listed here.

Questions?

For any questions regarding Child Care Payment Assistance, you can contact the One DHS Contact Center at 1-833-772-TDHS (8347) or submit an inquiry via the One DHS General Inquiry webform.

Customer Survey

Share your experience applying for child care payment assistance by completing the customer survey. Your feedback helps improve the program and service delivery.

While how long does it take for the care program application to be processed depends on various factors, understanding the process, preparing your documents thoroughly, and maintaining communication with TDHS are key steps to accessing this valuable support as efficiently as possible. The Child Care Payment Assistance Program is a vital resource for Tennessee families, and navigating the application with clear information can make the process less daunting.