What is the Child Care Assistance Program? A Comprehensive Guide for Parents

Navigating the world of child care can be challenging, especially when considering the costs involved. Fortunately, for many families, help is available through programs like the Child Care Assistance Program. Understanding what this program is, who is eligible, and how to apply can be a crucial step for parents seeking affordable and quality child care. This guide will provide you with a comprehensive overview of the Child Care Assistance Program, often referred to as the Subsidized Child Care Program or the Child Care Certificate Program, and how it can support families in need.

Understanding the Child Care Assistance Program

The Child Care Assistance Program is designed to provide financial aid to eligible families to help cover the costs of child care. This support ensures that parents can work, attend school, or participate in job training while knowing their children are in safe and nurturing environments. In Tennessee, this program is primarily administered by the Department of Human Services (TDHS) and the Department of Children’s Services (DCS) for children in foster care. This assistance is not just beneficial for families but also contributes to the broader community by supporting workforce participation and early childhood development.

Who is Eligible for Child Care Assistance?

Eligibility for the Child Care Assistance Program varies depending on specific state guidelines and program criteria. Generally, the program aims to support families with the greatest need. In Tennessee, several categories of families may be eligible for child care payment assistance. These include:

Parents in the Smart Steps Program: This program supports parents with children from six weeks old up to kindergarten age. To qualify, parents’ income must be below the 85th percentile of the State Median Income. They must also be working, enrolled in a post-secondary education program, or a combination of both for an average of 30 hours or more per week.
Teen Parents in Education: High school or middle school mothers participating in the Teen Parent program and staying in school are eligible for assistance.
Families First Program Participants: Parents participating in the Families First program may receive child care assistance to enable them to fulfill the work activities outlined in their personal responsibility plan.
Transitional Support for Former Families First Participants: Families who have transitioned off the Families First program may continue to receive child care assistance for up to 18 months, provided each parent works an average of 30 hours or more per week.
Non-Parental Guardians in Families First: Non-parental guardians within the Families First program who require child care for a related child are eligible if the guardian works, trains, or attends educational programs for an average of 30 or more hours weekly.

It’s important to note that these eligibility criteria are specific to Tennessee and may vary in other states. Always check the specific requirements of your state’s Child Care Assistance Program.

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

Applying for Child Care Assistance typically involves a straightforward process, although it’s crucial to ensure you provide all necessary documentation to avoid delays. Here’s how you can apply in Tennessee:

How to Apply

The Tennessee Department of Human Services offers multiple convenient ways to apply for Child Care Payment Assistance:

Online Application: The most efficient method is to apply online through the One DHS Customer Portal. This portal allows you to submit your application and manage your case digitally.
Paper Application: If you prefer a paper application, you can download the forms in English, Spanish, Arabic, and Somali from the TDHS website. You can then fax, mail, or deliver the completed application to your local TDHS office.

Important: Regardless of how you apply, ensure you submit all required verification documents with your application. Incomplete applications will not be processed until all necessary information is provided.

Required Documents for Application

To determine eligibility and process your application efficiently, you will need to provide certain documents. These typically include:

Valid ID: For each parent/guardian residing in the home, you must provide at least one form of valid identification such as a Driver’s License, State Issued ID, Passport, or Voter’s Registration Card.
Verification of Current Residency: Proof of current residence, such as a rent/lease agreement, mortgage receipt, or utility bill in the parent/guardian’s name.
Verification of Citizenship (for children needing care): Documentation confirming the child’s U.S. citizenship, such as a U.S. Passport, Birth Certificate, or Certificate of U.S. Citizenship.
Verification of Relationship: Documents like Birth Certificates, Marriage Certificates, or Court Orders to verify relationships between spouses/partners, siblings, and other children who may receive assistance.
Income Verification: Provide income verification for each parent/guardian in the household. This can include recent check stubs (covering the last eight weeks), employer statements, federal 1040 forms (for self-employment), award letters, or child support verification. You may also utilize specific forms like the Self-Employment Reporting and Verification Form HS-3177 or the Child Care Certificate Program Verification of Employment Form hs-3550 .
Verification of School/College Enrollment (if applicable): If you are applying based on enrollment in education, you’ll need to provide a current class schedule per semester/quarter verifying registration and attendance.
Other Verifications: Be prepared to provide any additional documentation requested by TDHS to determine your eligibility.

Special Note for Families First Recipients: If you are currently receiving Families First benefits, you may already be eligible for child care assistance. Contact your assigned Client Service Representative for detailed information.

Finding and Managing Child Care

Once you are approved for Child Care Assistance, the next step is finding a suitable child care provider and understanding how the program works with your chosen provider.

Finding a Child Care Provider

The TDHS provides an online tool to help you locate child care providers in your area. You can use the Find Child Care search tool to find providers by address, provider name, or county. A helpful feature is the ability to filter providers who “Accept Child Care Assistance Program,” making it easier to find participating facilities.

Understanding Your Co-Pay

While the Child Care Assistance Program helps significantly reduce child care costs, families are typically required to contribute a co-payment. The exact amount you will need to pay is determined based on your income and the number of children in care. The co-pay chart provides an estimate of your potential payment. It’s crucial to pay your co-pay amount consistently and on time, as failure to do so may result in the termination of your child’s care by the provider.

Transferring Child Care Providers

If you need to change child care providers, you can request a transfer through your One DHS Customer Portal. Log in to your account, navigate to the ‘Benefits Dashboard,’ and select ‘Change Provider’ in the ‘My Cases’ section to complete the transfer request form.

For Families First recipients: Contact your Client Service Representative for assistance with transfer requests.

Additional Resources and Support

Navigating child care and related resources can be overwhelming. Here are some additional resources that may be helpful:

Helpful Resources for Parents

The TDHS website offers a range of resources for parents, including information on choosing the right child care provider, understanding different types of child care, and learning about the state’s child care provider assessment system. You can find these resources here. Additionally, you can find valuable information on safe sleep practices for babies here.

Exploring Other Assistance Programs

Families eligible for Child Care Assistance may also qualify for other support programs. A quick reference guide to various resources and services is available here.

Questions and Contact Information

If you have questions or need assistance with the Child Care Payment Assistance program, you can contact the One DHS Contact Center at 1-833-772-TDHS (8347). You can also submit inquiries through the One DHS General Inquiry webform by clicking here.

Conclusion: Empowering Families with Child Care Assistance

The Child Care Assistance Program is a vital resource for families, providing crucial financial support to access quality child care. By understanding the eligibility criteria, application process, and available resources, parents can effectively utilize this program to ensure their children receive the care they need while pursuing work or education opportunities. If you believe you may be eligible, exploring the Child Care Assistance Program is a worthwhile step towards securing affordable and reliable child care for your family.

We encourage you to take a moment to provide feedback on your experience applying for child care payment assistance through the Customer Survey. Your feedback helps improve these essential services.