Section S Covid-19 Emergency Subsidy Changes
DHS will waive copayments for all families who receive subsidies for April 1st through the end of December 2020.
DHS will waive copayments for all families who receive subsidies for April through December 2020. Provider payments have been adjusted. If a copayment has been collected from a family for the month of April, a refund or credit to the account of the family is required. The Provider Web and the POS machine will show $0 family share copays.
If a copayment has been collected by the provider for the month of April, a refund or credit to the account of the family is required. The waiving of copayments is being processed in the EBT system.
- Payment adjustments have been processed with the adjustment included with the payment made 05/05/2020. You can view this information on the Provider Web on your payment report. If you have any questions about the payment you should contact Finance at 405-521-3622.
- It is up to the parent if they want a refund or a credit. If they choose a refund, the provider has 7 days to return the money.
- Providers will only be paid for the days actually swiped. We do not pay for days not swiped except as they are eligible for absent pay.
- If a parent paid the copay amount and did not bring their children during the month, the provider is required to refund that money back to the parent/custodian. The provider can only charge for days actually attended.
Place holding fees may no longer be charged to or accepted from families who receive subsidies effective immediately.
Refunds on any place holding fees that have been collected prior to April 15th, 2020 are not required.
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 C: Understanding Client Eligibility.
Additional $5/day added for each day of care for each child for April 1st through the end of December 2020.
Oklahoma Human Services (OKDHS) is temporarily increasing the daily subsidy rate by $5 per eligible child for the months of April 1st through the end of December 2020. This additional $5 per day of care will be automatically added for each child in addition to the already authorized amounts.
Temporary moving of POS machines.
Guidance on recording attendance on POS machines during COVID-19
- Please remember you have some flexibility in how often parents must swipe. Parents have up to 10 days from the date of attendance to record swipes. You can set up a plan to stagger the days in which parents complete swipes.
- You have permission to disconnect the POS machine from the phone line and move the machine to an external location where parents can record swipes. However, the machine must be plugged into an electrical source. This will allow for the swipes to be stored in the machine. When you plug the machine back into the phone line the swipes will transmit. For example, if parents are required to pick up children at their vehicles, you can use an extension cord to allow for swipes outside.
- You have permission to move the POS machine to an office or some other space where care is not provided. If there is not a phone line in the alternate space, you can store the swipes on the machine as long as there is an electrical source.
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.
One-time adjustment for absent day payments.
For child care provided during March 2020, OKDHS is making a one-time adjustment to eligible providers for children with Weekly authorizations who did not have enough days to receive the absent pay. That is 16 full-time days for March. An additional 3 absent days will be added to the calculation. A child will now only need to have attended 13 full-time days (4 or more hours) in March to be eligible for absent day payments. Reimbursement will be issued by direct deposit into your facility’s bank account by the end of April, 2020. No action is required by the provider. You are not required to complete a manual claim form or contact anyone at DHS to receive the reimbursement. DHS is continuing to monitor the situation and evaluating adjustments for care provided during April, 2020. 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.
These payments have been processed. If you have any questions about the payment you should contact Finance at 405-521-3622.
Effective April 1st
Rate increased for 1 star, 3 star and Special Needs. (1+ and 2 star were not included as they were previously issued increases when these other groups were not).
Rate increases for child care subsidy were approved and will be effective 04/01/2020. You can view the new C-4-B Child Care Provider Rate Schedule online.
More information on the Special Needs Rate can be found in Section D: Rates and Unit Types.
Effective April 1stthrough the fall semester 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 the fall semester.
You can find more information about Weekly Rates and absent day payments in Section D: Rates and Unit Types.
Weekly authorization information is also available on the C-4-B Child Care Provider Rate Schedule.
Child Care Stabilization Funds
On July 30th, Governor Kevin Stitt and Human Services Secretary Justin Brown announced that approximately $9.6 million in CARES Act Coronavirus Relief Funds (CRF) will be awarded to childcare centers across Oklahoma to support the industry’s efforts to deliver safe, essential services during the COVID-19 pandemic.
“Childcare workers have been on the front lines of delivering stable care for Oklahoma’s children throughout this pandemic, and their ability to safely provide services will be a critical component in reviving Oklahoma’s economy,” said Governor Stitt. “This supplemental funding will help stabilize the childcare industry as it continues to provide a critical resource for our state in the days and months ahead.”
The Oklahoma Department of Human Services (OKDHS) will deliver the one-time funds as Child Care Quality and Sustainability Payments to childcare providers who have maintained active status between March 15th and May 1st. Payment amounts will be tiered based on OKDHS’s Reaching for the Stars Quality Rating and Improvement System program.
|Quality Rating||Home Daycares||Daycare Centers|
“A fully-functional, high-quality childcare sector is critical to the success of Oklahoma’s children and families. That is even more true today as we continue to navigate the COVID-19 crisis,” said Secretary Brown. “This infusion of CARES Act funding will help ensure the future sustainability of the industry, ultimately providing critical resources to parents and caregivers during this difficult time. We are grateful to Governor Stitt for his leadership on this issue.”
Childcare providers will not be required to submit an application. Payments will be disbursed to licensed providers automatically based on their Star rating and active status by September 15, 2020.
As always, contact us with any questions you may have about your subsidy contract:
- New Contracts Email
- Contract Questions
- Child Care Subsidy Payments Handbook
- Child Care Contracts Orientation Training
You can also utilize Section K: Who To Call of this handbook for other related questions.