Section M FAQ

Frequently Asked Questions for Child Care Providers

These FAQs are intended to provide quick answers to some of the most common questions that providers have. If you have a question that you feel is not covered, or you want more clarification, please contact AFS Child Care Subsidy at 405-521-3931 or by email at ChildCareContracts@okdhs.org.

1. How much does OKDHS pay child care providers?

DHS pays a wide variety of rates based on many factors such as type of facility (child care home or center), age of child, amount of care authorized and star rating. DHS rates can be found on the Appendix C-4-B, Child Care Provider Rate Schedule. More Information on Rates and Unit Types can be found in Section D of this handbook.

2. What if a parent does not swipe the Electronic Benefit Transfer (EBT) card when his or her child attends my facility?

If a parent fails to swipe the EBT card, you can charge the parent the approved DHS rate for that day. If the parent completes previous in and out swipes within 10 days of the date of attendance, you will have to reimburse the parent if he or she paid you for that day. More Information on the EBT system can be found in Section E of this handbook.

3. Is there a limit to the number of hours DHS will pay me for a child to be in care?

The part-time rate pays for care used 4 hours or less per day while the full-time rate pays for care used over 4 hours and up to 24 hours per day. More Information on Rates and Unit Types can be found in Section D of this handbook.

4. Can I charge parents more than what DHS pays or for specific fees?

By signing a Child Care Provider Contract, you agree to accept the rates paid by DHS. You cannot charge the parent any additional amounts including the difference between the DHS rate and your private pay rate. You also cannot charge fees for times when care is not provided, such as vacation or termination fees. Certain fees are allowed such as enrollment fees, transportation fees and activity fees as long as these fees are clearly posted and you charge non-DHS parents the same fees.

5. How will I know if a child has been approved to attend my facility?

When a child has been approved for child care at your facility, you will receive a Provider Notice of Action. This notice will tell you the effective date of the approval and the type of care authorized. The Point of Service (POS) machine will also tell you if care has been approved. If it has been approved, the swipes entered will be approved. If care has not been approved, the swipes will show as denied. The most effective way to verify a child’s eligibility is to log into the Electronic Benefit Transfer (EBT) Child Care Provider System, also known as the Provider Web or Portal. If you need assistance accessing or using the Provider Web once you have a contract, call (405) 521-3622. More Information on Understanding Client Eligibility can be found in Section C of this handbook.

6. I have a child in care that has turned age 13. Shouldn’t the care have ended the day before his 13th birthday?

Beginning October 1, 2016, policy has changed to allow children who turn age 13 during a 12 month eligibility period to continue receiving child care assistance until the next renewal.
Note: Children between ages 13-19 who are disabled and can’t appropriately care for themselves may also be eligible to receive continued care.

7. I know of a DHS client who no longer works yet continues to bring their child to child care and swipe their EBT card. Should I report this to someone?

Beginning October 1, 2016, policy has changed to allow 12 month eligibility periods for most families. Families are allowed to continue using child care at the current DHS-approved level even when the client loses their need factor during a 12 month eligibility period. You do not need to report this. For more information, see Section C of this handbook.

8. What do I need to do if I think a parent is using care fraudulently?

Contact the Office of Inspector General (OIG) at 1-800-784-5887 to report any fraud allegations. More Information on Who To Call can be found in Section K of this handbook.

9. Will I receive something from DHS to use for filing my income taxes?

The Electronic Benefits Transfer (EBT) contractor, Conduent, will send you a 1099 each January which documents all payments you received from DHS during the previous year. More Information on Taking Care of Business can be found in Section B of this handbook.

10. What do I need to do if my address and/or phone number changes?

Address and phone number changes need to be reported immediately to your local Child Care Licensing Specialist and the Electronic Benefits Transfer (EBT) contractor, Conduent. More Information on Who To Call can be found in Section K of this handbook.

11. What do I need to do if I change my business entity (ex: sole proprietorship to LLC)?

This would be considered an ownership change. All ownership changes must be reported to The Adult and Family Services (AFS) Child Care Subsidy Unit at (405) 521-3931 at least 30 days prior to the change taking effect. Business entity changes require a new license, stars and contract. More Information on Who To Call can be found in Section K of this handbook.

12. What do I need to do if I want to sell my child care business or buy an existing business that already has a contract?

This would be considered an ownership change. All ownership changes must be reported to the Adult and Family Services (AFS) Child Care Subsidy Unit at (405) 521-3931 at least 30 days prior to the anticipated date of sale of the business. Ownership changes require a new license, stars and contract. More Information on Who To Call can be found in Section K of this handbook.

13. What do I need to do if I change my banking information?

When you first get a Point of Service (POS) machine, you must give your bank account number where payments will be deposited to the Electronic Benefit Transfer (EBT) contractor, Conduent. If you change bank accounts, you must contact Conduent at 1-800-797-7474. More Information on Who To Call can be found in Section K of this handbook.