Section L Glossary

Adult and Family Services (AFS):
administers all program benefits including child care subsidy.
Age:
child care may be approved for children under the age of 13. Children between the ages of 13 and 19 who meet the DHS definition of a child with disabilities or who are in the custody of DHS may receive child care benefits in certain situations. Payment at the next renewal after the child turns 13.  However, for a child with disabilities or a child under court supervision, payment stops at the next renewal after the child turns 19.
Application Processing:
DHS workers who determine eligibility for the Child Care Subsidy program are required to certify or deny applications within two working days after the client completes an interview and provides all eligibility information. The first day child care benefits are approved is the date the client completes an interview and provides all eligibility information and never earlier.
Audits and Investigations:
conducted by auditors or investigators from the DHS Office of Inspector General (OIG) to ensure that DHS is spending funds for child care properly. These audits and investigations also determine your compliance with your Child Care Provider Contract and will be conducted with or without prior notice to you. Refer to Section I, Audits and Investigations, for further information.
Authorization:
information entered by the client’s worker into the EBT system about a particular child’s eligibility for subsidized child care. This information is entered into the EBT system and is communicated to you through Provider Notice of Action notices sent through the mail. You can also verify this information on the Provider Web. The client also receives a notice with the same information. Refer to Section D, Rates and Unit Types, for further information.
Authorized Representative:
a person the client has named to act on his or her behalf for child care benefits. This person can file applications and complete the child care interview for the family. This person has his/her own EBT card with his/her name on it to check the children in and out of care at your facility. Neither you, as the child care provider, nor any of your employees can be an authorized representative for parents whose children attend your facility. Any place in this handbook where clients are mentioned in connection with the EBT check-in and check-out procedures also applies to authorized representatives. (If you have any concerns about unauthorized use of an EBT card, report the incident to AFS Child Care Subsidy immediately.) The client also receives a notice with the same information. Refer to Section C, Understanding Client Eligibility, for further information.
Child Care Claim (Manual Claim), Form 10AD121E (Adm-12S):
This claim form is used by child care centers and homes whenever an adjustment is requested due to extenuating circumstances. The provider must clearly document why attendance was not correctly recorded on the POS machine. These forms are available on the Provider Web. Refer to Section H, Payment Adjustments, for further information.
Child Care Provider Contract, Form 08CC001E:
the legal, binding written contract between DHS and the child care provider. It spells out the terms and conditions under which business will be conducted. A violation of the contract could result in cancellation so it is important you understand and agree to the terms of the contract before signing it. The approval and cancellation of child care contracts is handled by AFS Child Care Subsidy.
Child Care Eligibility/Co-payment Chart, Form 08AX005E (Appendix C-4):
shows the family share co-payment for a family based on adjusted gross income, and the number of people in the family. It also shows the initial entry income threshold for new applications and the higher exit income threshold for ongoing eligibility.
Child Care License:
a child care provider must be approved for a child care license or permit through DHS Child Care Services (CCS) before caring for children. A provider must be licensed or permitted before he or she can apply for a child care contract.
Child Care Provider Rate Schedule, Form 08AX006E (Appendix C-4-B):
shows the different rates paid by DHS to providers. The rates are determined by the star status of the facility, setting in which child care is provided (home or center), child’s age, and unit type approved.
Client:
the parent, guardian, foster parent or caretaker responsible for the child. This is the person who applies and is approved for subsidized child care benefits.
Co-Payment:
the family’s share of money paid to the child care provider by a client. Co-payments are for all children in the family using the same case number; it is not per child. Amounts are determined by the family’s income as shown on the Child Care Eligibility/Co-payment Chart, Form 08AX006E. This co-payment will also show on the Provider Notice of Action, the EBT Point-of-Service (POS) machine receipts and reports, and the Provider Web. Refer to Section F, Co-payments, for further information.
Corrective Action:
in some instances, your facility may be placed on a corrective action plan instead of cancelling your contract. You will be notified of the terms of the corrective action in writing. The terms must be completed in the time frame requested, or your contract may be cancelled.
County Office:
local DHS office where clients can apply for benefits.
Electronic Benefits Transfer (EBT):
Oklahoma’s system for tracking time and attendance and paying child care providers. Providers who wish to receive subsidy payments must use the EBT system. Refer to Section E, EBT, for further information.
EBT Receipts and Reports:
this is the information you can obtain from your POS machine and/or Provider Web to check attendance and payment information. Refer to Section E, EBT, for further information.
Electronic Settlement:
payments made directly to a checking or savings account through the electronic transfer of funds. The EBT system requires that all providers have an account set up at a financial institution in order to participate in the child care subsidy program. DHS does not require that the financial account be in the name of the provider. If you do not have an account and do not plan to get one, you can instruct DHS to deposit your electronic settlement to another account. DHS is not responsible for problems that might arise if you choose to have payments deposited into someone else’s account.
Finance Division Electronic Payment Systems (EPS):
oversees the operation of the EBT Child Care system and handles the processing of all payments including any manual claims.
Office of Inspector General (OIG):
conducts audits and investigations of child care facilities and clients who receive child care benefits.
Oklahoma Child Care Services (CCS):
administers licensing and the Stars program.
Overpayment:
money paid to you that you were NOT entitled to receive and must be paid back to DHS. Established overpayments are typically withheld from future child care payments.
Payment Made by a Third Party:
amount of the child care costs that someone besides the client pays directly to you that is in addition to the family share co-payment. This person is usually the non-custodial parent, an employer or other relative. In some instances the third party is only paying you a portion of the custodial parent’s family share co-payment. Refer to Section F, Co-payments, for further information.
Point of Service (POS) Machine Functions:
detailed information about how to use the system, read the “EBT Day Care Provider Operation’s Manual” which can be obtained by contacting Conduent at 1-800-797-7474.
Provider Help Desk:
operated by the EBT contractor, Xerox Conduent, and is responsible for any problems with the EBT equipment. The number is 1-800-647-8533.
Provider Notice of Action:
written notice you will receive on all case actions for your facility each day. More information can be found in Section C, Understanding Client Eligibility. The information contained in a notice can also be verified on the Provider Web.
Provider Web (EBT Child Care Provider System):
the web site where you can obtain attendance and payment information. If you are having issues accessing the web site contact the EBT Help Desk for Technical Assistance and Password Problems: 1-800-647-8533.
Rate/Unit Types:
determine the amount a provider will be paid for each authorization. The appropriate rate/unit type is determined by the family’s worker based on the parent’s work, school, or training schedule. When the parent loses their job or stops attending school or training during the eligibility period, they may continue to use care at the same level until the next redetermination.
The different unit/rate types are:

  • Part-time Daily
  • Full-time Daily
  • Blended
  • Weekly
  • Special Needs

See Appendix C-4-B and Section C, Understanding Client Eligibility, for more information about rate/unit types.

Stars (Reaching for the Stars program):
Oklahoma’s quality child care ratings system.
Worker (also known as Social Services Specialist):
a DHS staff member at the local county office responsible for processing and managing a client’s child care benefits. This is the first person you should contact when inquiring about the status of a child’s authorization.
Conduent:
the EBT contractor for the Child Care Subsidy program.