What Does the Child Care Assistance Program Do? Understanding Subsidized Childcare

Navigating the costs of childcare can be a significant challenge for many families. Fortunately, the Child Care Assistance Program, also known as the subsidized child care program, offers crucial support to eligible families. This program is designed to provide financial aid to help families afford quality childcare, enabling parents to work, attend school, or participate in job training. But What Does The Child Care Assistance Program Do exactly? This guide will break down the essentials of the program, particularly focusing on the Child Care Certificate Program, to give you a clear understanding of its benefits, eligibility, and how it can support your family.

Eligibility for Child Care Assistance

Understanding who qualifies for child care assistance is the first step in accessing this valuable resource. The Child Care Certificate Program in Tennessee prioritizes support for specific groups of families to ensure that those who need it most can receive help.

Who Can Receive Child Care Payment Assistance?

The program primarily serves:

Parents in the Smart Steps Program: This is a key component aimed at supporting working families with young children. If you are a parent with children from six weeks old until kindergarten age, and your income falls below the 85th percentile of the State Median Income, you may be eligible. To qualify under this category, parents must be working, enrolled in a post-secondary education program, or a combination of both, for an average of 30 hours or more per week. You can find the specific income limits on the Income Eligibility and Parent Co-Pay Fee Table, looking at the 85.0% line that corresponds to your household size.
Teen Parents in School: Recognizing the importance of education for young parents, the program supports high school or middle school mothers who are actively enrolled in school through the Teen Parent program.
Families First Program Participants: For families participating in the Families First program, child care assistance is available to enable parents to fulfill the work activities outlined in their personal responsibility plan. This support is crucial for helping families move towards self-sufficiency.
Parents Transitioning Off Families First: To support sustained independence, families whose Families First case has recently closed can receive transitional child care assistance for up to 18 months. This transitional support is available if each parent works an average of 30 hours or more per week, helping to maintain stability as they adjust to life after Families First benefits.
Non-Parental Guardians in Families First: In cases where non-parental guardians are part of the Families First program and are caring for a related child, child care assistance is available. Eligibility requires the guardian to be engaged in an average of 30 or more hours per week of work, training, or education.

It’s important to note that for children in foster care, eligibility is determined by the Department of Children’s Services (DCS) staff, while for all other categories, the Department of Human Services (TDHS) staff assesses eligibility.

Specific Eligibility Criteria

Beyond the categories mentioned above, some general criteria apply to most applicants:

Age of Children: The program primarily focuses on providing care for younger children, specifically from six weeks of age up to kindergarten.
Work or Education Requirements: A significant component of eligibility for many categories is the requirement for parents to be working or attending school. The common benchmark is an average of 30 hours per week of combined work and/or post-secondary education.
Income Limits: Income eligibility is a key factor, particularly for the Smart Steps program. The income threshold is set at the 85th percentile of the State Median Income, ensuring that assistance is directed to families with genuine financial need. Refer to the Income Eligibility and Parent Co-Pay Fee Table for detailed information related to household size and income limits.

Understanding these eligibility requirements is crucial in determining if the Child Care Assistance Program is the right resource for your family.

How to Apply for Child Care Assistance

Applying for child care assistance is designed to be as straightforward as possible, with multiple options available to suit different preferences and circumstances.

Step-by-Step Application Guide

There are two primary methods to apply for child care payment assistance: online and by paper application.

Apply Online: The most convenient method is through the One DHS Customer Portal. This online portal allows you to submit your application electronically, track your application status, and manage your case details once you are enrolled. Clicking the link will take you directly to the portal where you can begin your application process.
Apply via Paper Application: If you prefer to apply using a paper application, you can download the necessary forms and submit them via mail, fax, or in person at your local TDHS office. Paper applications are available in multiple languages to ensure accessibility for all families.

Crucially, regardless of whether you apply online or via paper, ensure you submit all required verification documents with your application. Incomplete applications will not be processed until all necessary documentation is provided.

Required Documents for Application

To successfully process your application and determine eligibility, you will need to provide certain documents. Organizing these documents beforehand can streamline the application process. The common categories of required documents include:

Valid ID: For each parent or guardian residing in the home, you will need to provide at least one form of valid identification. Acceptable forms include:
- Driver’s License
- State Issued ID
- Voter’s Registration Card (Tennessee)
- I-94 Card
- Passport
Verification of Current Residence: You must provide at least one document in the parent/guardian’s name to verify your current address. Acceptable documents include:
- Rent/lease agreement
- Mortgage receipt
- Utility bill
Verification of Citizenship: For each child needing care, you will need to provide proof of U.S. citizenship. Acceptable documents include:
- A U.S. Passport
- A Certificate of U.S. Citizenship (DHS Forms N-560 or N-561)
- A birth certificate
- Hospital, clinic, or doctor records
- A Report or Certificate of Birth Abroad of a U.S. Citizen
Verification of Relationship: You may need to provide documents to verify relationships, such as:
- Spouse/partner/other parent (Marriage Certificate, Court Orders, etc.)
- Sibling (Birth Certificate, Court Orders, etc.)
- Other children who may receive assistance due to custody or birth (Birth Certificate, Court Orders, etc.)
Income Verification: Income verification is essential to determine financial eligibility. For each parent/guardian residing in the home, you will need to provide at least one of the following:
- Check stubs for the most recent eight (8) weeks for each employed parent/guardian/spouse
- Employer statement on company letterhead, signed and dated (if within eight (8) weeks of employment or if hours or wage have changed recently)
- Federal 1040 (ONLY for self-employment verification, most recent year)
- Award Letters (e.g., for Social Security benefits)
- Self-Employment Reporting and Verification Form HS-3177
- Child Care Certificate Program Verification of Employment Form hs-3550
- Child Support Verification (court order, payment records)
Verification of School/College Attendance/Enrollment: If you are applying based on enrollment in education, you will need to provide:
- Current class schedule per semester/quarter – registration and attendance must be verified.
Other Verifications: Be prepared to provide any other documentation requested by the Department of Human Services to determine your eligibility.

If you are a Family First recipient, you may already be eligible for child care assistance. Contact your assigned Client Service Representative for specific guidance.

Finding a Child Care Provider

Once you are deemed eligible for child care assistance, the next step is to find a suitable child care provider. The state provides resources to help you in this process.

Locating Approved Childcare Providers

The Find Child Care tool is an excellent resource to locate child care providers in your area. This online tool allows you to search for providers by address, provider name, or county. A particularly useful feature is the ability to filter providers by selecting the “Accepts Child Care Assistance Program” option. This ensures that you are looking at providers who are approved to accept child care payment assistance, simplifying your search and ensuring a smooth process once you are approved for the program.

Understanding Your Co-Pay

While the Child Care Assistance Program significantly reduces the cost of childcare, families are typically required to contribute a portion of the cost through a co-payment.

Parent’s Payment Responsibilities

The amount you will be required to pay as your co-pay is determined based on your income and the number of children you will have in child care. The co-pay chart provides an estimate of your potential payment based on these factors. Once your eligibility is confirmed, you will receive a notice detailing the exact co-pay amount you are responsible for.

It is crucial to pay your co-pay amount consistently and on time. Failure to make payments can result in the termination of your child’s enrollment in the child care program by the provider. Maintaining timely payments ensures uninterrupted child care services.

You can also review the Current State Rate and QRIS Rating Bonus Table for information on how providers are reimbursed and quality rating bonuses.

Transferring Child Care Providers

Circumstances may arise where you need to transfer your child to a different child care provider. The Child Care Assistance Program facilitates this process to ensure continuity of care.

How to Change Providers

If you need to transfer your child to a different Child Care Center, you can easily request a transfer through your One DHS Customer Portal account. After logging in, navigate to the ‘Benefits Dashboard’ from the top menu, scroll to the ‘My Cases’ section, and select ‘Change Provider’ to access and complete the transfer request form.

For Families First recipients, it is recommended to contact your assigned Client Service Representative for guidance on transfer requests to ensure a smooth and coordinated process.

Additional Resources for Parents

Beyond financial assistance, the state offers various resources to support parents in making informed decisions about child care and child development.

Helpful Resources and Support

The resources for parents page offers a wealth of information. Here, you can learn more about:

Choosing the right child care provider
Different types of child care providers available in the State
How the State assesses and rates child care providers to ensure quality

Additionally, you can find valuable information on the importance of regular checkups and developmental screenings for children, contributing to their healthy growth and development.

For specific guidance on infant safety, particularly concerning sleep practices, resources on safe sleep for babies are available here.

Furthermore, if you are exploring child care payment assistance, you might also be eligible for other support programs. A comprehensive list of programs that can assist with various needs is available in these resources.

Questions and Support

Navigating assistance programs can sometimes bring up questions. Support is readily available to address any queries you may have regarding the Child Care Assistance Program.

Contacting the Child Care Assistance Program

For parents or guardians currently receiving child care payment assistance, any questions can be directed to the One DHS Contact Center. You can reach them at 1-833-772-TDHS (8347). Alternatively, you can submit your inquiries via the One DHS General Inquiry webform, accessible by clicking here.

Share Your Feedback

Your feedback is valuable in improving services. If you have applied for child care payment assistance, please take a moment to share your experience by completing the customer survey available here.

Conclusion

The Child Care Assistance Program serves as a vital resource, ensuring that eligible families have access to affordable, quality childcare. By understanding what the child care assistance program does, you can determine if it’s the right support for your family’s needs. From enabling parents to pursue work or education to providing safe and nurturing environments for children, the program plays a crucial role in supporting families and communities. If you believe you may be eligible, exploring the application process is a worthwhile step towards securing the assistance you need.