Section N Covid-19 Changes

DHS will waive copayments for all families who receive subsidies for April 1^st 2020 through the end of September 2023.

If a copayment has been collected from a family for anytime since April 1, 2020, a refund to the family is required. The Provider Web and the POS machine will show $0 family share copays.

In order to complete this change, copayments are being waived on the payment EBT system. Notice of Action letters will show a copayment, based on case information. This is for reference purposes for the family as to what their copayment will be when collected again in the future.

Additional absent days (minimum of 11 days attendance required each month) through September 2023

Starting February 2021 absent days were increased.

When a child qualifies for the weekly unit type, OKDHS may pay for some days the child is absent from care. To qualify for the weekly unit type, the authorization must require more than four hours of care each day and at least 11 days and no more than 23 days per month. The child MUST attend the minimum number of 11 full-time days before OKDHS pays an absent day payment. When the child does not attend the minimum number of full-time days for that calendar month, OKDHS pays only for the days the child attended.

OKDHS pays the weekly unit type at the full-time daily rate for the number of days the child attends more than four hours. Absent day payments are included in the payment received after the tenth day of the following month.

Effective April 1^st through September 2023, all blended rates will be coded as weekly rates

All blended rates will be coded as weekly rates.

All child care authorizations that are coded as Blended rates (both traditional and extended calendar rates) will be automatically switched and paid at Weekly rates beginning 04/01/2020 through June 2023.

You can find more information about Weekly Rates and absent day payments in Section C: Rates and Unit Types.

Weekly authorization information is also available on the C-4-B Child Care Provider Rate Schedule.

School age children who attend part-time will be reimbursed at a full time rate.

To assist child care providers, school age children who attend part-time will be reimbursed at a full time rate through June 2023.  For children who need before and after school care, 4 swipes per day will be required. Children must attend the minimum number of full time days in the month in order to receive absent day payments.  (Part-time days paid at a full time rate do not count towards the minimum number days required for absent day payments.)  Accurate time and attendance must continue to be recorded on the POS machine or the ECC Connect mobile app in order to prevent an overpayment.

Providers have the option of only requiring an “in” swipe on those days that part-time before and after school care is needed.  Part-time is 4 hours or less per day.  These part-time days will pay at the full time rate.  However, you still have the option to require 4 swipes if you choose.

Use the Provider Web to ensure attendance has been recorded correctly.

All School-age children attending 4 hours or less per day may use ONE attendance “IN” entry (with no out entry) for correct payment. Or the actual times in and out may be used indicating only the actual time in child care.

If the school-age child needs more than 4 hours of care in a day, the actual time in child care must be entered (Ex. arrival 6:46AM in, leave care for school 8:15AM out, and arrival back in care 2:00PM in, 6:17PM out for the day) for the correct provider payment.

Additional $5/day added for each day of care for each child for April 1^st through the end of September 2023.

Oklahoma Human Services (OKDHS) is temporarily increasing the daily subsidy rate by $5 per eligible child for the months of April 1^st through the end of June 2023. This additional $5 per day of care will be automatically added for each child in addition to the already authorized amounts. The Provider Web authorization information will include this $5/day addition in the payment amounts.

Subsidized Child Care income waiver for Child Care Employees extended through September 2023

In an effort to provide relief to working families, Oklahoma Human Services (OKDHS) will be waiving income eligibility requirements for traditional child care subsidy and kith.care for employees of licensed child care programs.

Child care employees who already receive subsidized child care do not need to apply for this program. Your benefits will continue.

How do I apply? (Please note there are two separate programs being offered.)

1. Families currently using or interested in a traditional licensed and contracted child care provider should make application via OKDHSLive.org.
   • A paystub verifying status as a child care employee, and informing the caseworker during the interview may be needed. All other eligibility factors must still be met.
2. Qualified families seeking a provider to offer child care within their own home should apply via kith.care, but should pay attention to the FAQ information at the bottom of the website, including information about who can be approved as the in-home caregiver.

What documents are required on Kith.care?

1. Paystub received in the last 30 days for each parent.
2. The chosen caregiver must provide proof of CPR certification and pass a background check.
   1. Pay attention to the FAQ information at the bottom of the website, including information about who can be approved as the in-home caregiver.

How will I know when I’m approved?

1. Families who made application via org(child care provided by a traditional licensed and contracted child care provider) will be contacted by an OKDHS child care eligibility worker, typically by phone, and may be asked some additional eligibility questions, or be requested to provide additional verification documents. Inform the case worker during the interview you are a child care employee requesting the income waiver. If you are eligible, your child care eligibility worker must approve your application within two working days of completing an interview and receiving all necessary verification from you. If approved, you will need to get an EBT card to track the days and times your child attends child care in order for your provider to get paid. Please speak to your caseworker about your preference for getting an EBT card either in person at an office or by mail.
2. Families who made application via care(child care provided in your own home) should receive confirmation of their approval within one business day.

Please remember:

1. Employees of a licensed family child care home are not eligible to receive subsidies for their children to attend the home in which they work.
2. Owners of a licensed center or family child care home are not eligible to receive subsidies for their children to attend the program they own.

Place holding fees may not be charged

Place holding fees, or other fees for care not given, are still not allowable fees.

Virtual learning or distance learning fees

Fees associated with distance or virtual learning are not allowable for families who receive child care subsidies.

Families receiving subsidies may continue to use child care even if working from home or have lost employment.

Child Care is both a work support for parents and a child development program, thus quality, stable placements in which children can continue to grow and learn are critical.  More information on client eligibility can be found in Section B: Understanding Client Eligibility.

Remember: A provider is still to never be in possession of a client’s EBT card or PIN.

Please ensure that even with the temporary move of POS machines, that they are connected to a land line periodically so that attendance information can be transmitted to allow for timely payments to continue. You can always check this transmission on the Provider Web.