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Westchester County Department of Social Services
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County Social Services
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Adult, Child and Family Services
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Day Care Services
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About DSS
- Information Sent
Child Care Assistance Services
Program Eligibility Criteria
Families are eligible for Child Care Assistance under the six child care programs described here in English or Spanish when such care is not otherwise available from a legally responsible relative or caretaker of the child in need of child care and child care is a necessary part of a plan for self-support.
For two-parent or two-caretaker households, each parent or caretaker must meet at least one of the eligibility criteria.
Call (914) 995-6521 or (914) 995-6522 for more information. The Child Care Assistance office is located at 10 County Center Rd., 2nd Fl., White Plains, NY 10607. The hours are Monday through Friday, 9 a.m. to 5 p.m. Closed for legal holidays.
Financial Eligibility Criteria
If you are applying for Child Care Assistance, your family's income would need to be at or below 85% of NYS Income Standard for a family of your size in order for your family to be financially eligible for a subsidy.
If/when your family's income exceeds 85% SMI NY, your assistance will be closed due to "excess income".
Westchester Works Scholarship
If your family income is between 85% SMI and 500% of the poverty level, you can apply for the Westchester Works Scholarship.
For more information about the scholarship, visit the Child Care Westchester website, or call (914) 761-3456 x140 or email .
Other Eligibility Criteria
Subsidy may be available for children aged from six weeks through age 13 or 18 if the child has certain disabilities. Children receiving subsidy must be a citizen or have qualified immigration status.
The parent or caretaker relative must require child day care in order to work, facilitate employment or to pursue a necessary and approved plan of self-support. Subsidy is also available to cover short-term term emergencies.
Child care subsidy is available for some Kinship, Preventative and Child Article 10 placement situations.
How much will I have to contribute toward the cost of day care?
- Calculate your gross household income from all sources.
- Subtract the 100 percent poverty level income for the service unit size.
- Multiply the remainder by 0.01.
- Divide the last amount by 52. This is the parent share that you must pay each week to the day care provider toward day care asisstance.
- Formula for Determining Family of Share:
Family's Actual Annual Gross income minus the New York State Income Standard (100%) x 10%
Divided by 52 weeks = Weekly Family Share
- Formula for Determining Family of Share:
Family Share Obligations are an income deductible for SNAP benefits. Notify your SNAP worker if you have a Family Share and get your deduction.
Applying for Child Care Assistance
Or request an application package by calling (914) 995-6521 or (914) 995-6522 or by visiting any DSS District Office at:
Child Day Care Assistance Program
Attention: New Applications
10 County Center Road, 2nd Floor
White Plains, NY 10607
Requests for applications may also be faxed to (914) 813-4309.
The Child Care Assistance Unit open from 9 a.m. to 5 p.m., Monday through Friday, and closed on legal holidays.
Where to Find a Provider
Contact the Child Care Council of Westchester at (914) 761-3456 for a list of qualified providers in your area.
Information for Providers of Child Care
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.
Forms
Applications
Application for Child Care Assistance (Form OCFS-6025)
Solicitud de Asistencia para Cuidado Infantil (Form OCFS-6025-S)
Request an application package by calling (914) 995-6521 or (914) 995-6522
Please review the booklets listed below to find out what you should know about an applicant's rights and responsibilities:
Your Rights and Responsibilities Booklet 1 (4148A)
Your Rights and Responsibilities Booklet 1 (Spanish) (4148A)
Your Rights and Responsibilities Booklet 2 (4148B)
Your Rights and Responsibilities Booklet 2 (Spanish) (4148B-SP)
Your Rights and Responsibilities Booklet 3 (English) (4148C)
Your Rights and Responsibilities Booklet 3 (Spanish) (4148C-SP)
Self-Employment Form
Child Care Subsidies Work Schedule
Shelter Verification
Landlord Statement
Parent Share Letter
Legally Exempt Provider Enrollment Form
Form 536 Childcare Provider Form
Form 536 Spanish Childcare Provider Form (Spanish Version)
The Child Care Provider Form 536 is required to establish or change an authorized child care schedule <Need Link>
Vendor Data Profile for DCC, GFDC, SACC, G(N)UA & FC providers
Vendor Profile Data - Legally Exempt
Vendor Contact Information Required
Westchester County Day Care Payment Processing Daily Attendance Record
Effective January 2020, Westchester County Department of Social Services Payment Processing Unit stopped mailing the child care rosters to Day Care Providers. Day Care Providers are required to enter attendance into CCTA, or if they are unable to access CCTA to submit attendance records using the official Day Care Daily Attendance Form 2165.
In the event of disputes or discrepancies, providers are urged to maintain sign in and out (electronic or hand written) attendance. If the provider cannot support the claim, the parent’s statement will prevail and payment cannot be issued.
The following are two versions of the Daycare Daily Attendance Record Form 2165 that Day Care Providers must complete and submit on a monthly basis:
• attendance record in pdf format
• attendance record in Microsoft Excel
AFFIDAVIT OF LOST/STOLEN CHECKS [VENDOR/ASSOCIATED NAME]