How do I Become a Child Care Provider?
The NYS Office of Children and Family Services provides support for people and organizations that are interested in starting child day care programs in their communities. Any child care program that serves three or more children for more than three hours a day on a regular basis must obtain a license or registration. Providers caring for fewer children or relatives can also apply for licensure. Westchester will only subsidize care by licensed or registered providers and only during the period they are licensed. Visit the New York State Office of Children and Family Services website for more information.
To Become a Provider-Enrollment Applications
Contact the Child Care Council of Westchester at (914) 761-3456. Enrollment forms are also available at any DSS District Office or from the Child Care Assistance program. Send completed enrollment forms to the Child Care Council of Westchester.
Payment
18 NYCRR section 415.4(c)(9)(i) was amended changing the time frame for a district to process claims to 21 calendar days from receipt of complete documentation of claim.
In addition to the family being determined eligible for child care assistance, the child care provider(s) must have a Vendor account with Westchester County Department of Social Services (DSS) before child care services can be authorized by WCDSS and payment can be made to the child care provider(s).
- If your provider already has an vendor account with Westchester County DSS, child care services can be authorized quickly once your eligibility has been determined. DSS will make payment for authorized child care only. If your child receives Child Care Services before or after the authorization period or for more days/hours than authorized by DSS, you will be solely responsible for payment for these services.
- If your provider does not already have a vendor account with Westchester County DSS, the provider will need to submit a "W-9 Form" <Need Link> with their name, address, and Federal Identification Number or Social Security Number, whichever is applicable.
- The provider will also need to complete a Rate Sheet also known as a Vendor Data Profile (VDP) <Need Link>stating what rates they change for child care services. If they change their rates in the future, they are responsible for sending an updated vendor data profile to the WCDSS Child Care Assistance Office. We do not backdate payments or payment rates.
- Providers may be eligible for up to a 15% differential for care outside traditional hours.
- Providers may be eligible for a 10% differential for care.
- Nationally accredited programs may be eligible for a 5% differential for care.
- LE providers may be eligible for an enhanced rate if they attain a minimum number of training hours. Contact Child Care Council of Westchester.
- Provider may be eligible for reimbursement of meals and snacks serve in the course of care. Contact Child Care Council of Westchester regard the CACP Program.
Note:
- DSS cannot pay rates that exceed the published NYS Child Care Market Rates for Westchester County or the rates the provider charges their private-paying clients, whichever is LOWER. <Insert market rate chart>
- When completing the <Insert Provider Form> the provider must enter the rates they would charge for each age group and level of care shown (i.e. Hourly, Part-Day, Daily, Weekly) even if the provider will only be providing child care for a single child. Failure to do so will result in the rate sheet being returned to the provider for completion, thereby delaying the authorization of child care services with the provider.
- Rates will be paid in accordance to the Section 415.9. Rates in the New York Regulations Title 18. Department of Social Services Chapter II. Regulations of the Department of Social Services Subchapter C. Social Services Article 2. Family and Children's Services Part 415. Child Care Services. This includes but is not limited to the part-day rates also must be applied for children who are attending pre-kindergarten, kindergarten or higher grade and who are provided care before and/or after school for less than three hours per day by day care centers or school-age child care programs that do not charge on an hourly basis.
Once the Department receives all required documentation and establishes a vendor account, child care services can be authorized. DSS will make payment for authorized child care only. If a child receives child care service before or after the authorization period or for more days/hours than authorized by DSS, their legally responsible family member(s)/guardian will be solely responsible for payment for these services.
if the provider fails to complete the Vendor Account process, the Department cannot authorize child care services with, nor make payment to, the provider. If the child received child care services from the provider without DSS authorization, the family/guardian will be fully responsible for any child care costs incurred.
Child Care Providers will be paid directly by the Department of Social Services on a monthly basis based on the days/ hours of care authorized by DSS, the rate established by DSS, and the attendance sheets signed by the parent/caretaker attesting that the child received child care services.
Exception: In the case of enrolled "Informal In Home Child Care Providers", payment will be sent to the parent/caretaker and it is the responsibility of the parent/caretaker to pay the provider. (Note: The failure of a parent / caretaker to pay the provider may result in closing of the child assistance case.)
To dispute payments or inquire above missing payments or lower than expected payment amounts: submit a Child Care Provider Payment Resolution Request.
You may also e-mail completed and signed forms.
Or mail the form to:
Child Care Assistance Program
Attention: Child Care Provider Liaison
10 County Center Road, 2nd Floor
White Plains, NY 10607
Or fax the request form to (914) 813-4309.
Call the Child Care Assistance Office at (914) 995-6521 for more information.