Section S Covid-19 Emergency Subsidy Changes

DHS will waive copayments for all families who receive subsidies for April 1st 2020 through the end of May 2022. 

DHS has waived copayments for all families who receive subsidies for April 2020 through May 2022. 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. Use of the Provider Web and POS machine will indicate the $0 family share copayment.

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 May 2022.

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 May 2022. 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

  1. 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.
  2. 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.
  3. 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.

Additional absent days (minimum of 11 days attendance required each month) through May 2022

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 parent’s schedule 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 1st through May 2022, 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 May 2022.

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.

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 May 2022.  For children who need before and after school care, 4 swipes per day will be required.  There will not be any changes to absent day policies.  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 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.

Free Subsidized Child Care for Child Care Employees extended through May 2022

In an effort to provide relief to working families, Oklahoma Human Services (OKDHS) will be waiving income eligibility requirements and fully funding traditional child care 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. Qualified families currently using or interested in a traditional licensed child care provider should make application via OKDHSLive.org. Your child care program must accept child care subsidy in order for you to participate.
  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 verification documents are required to apply on OKDHSLive.org?

  1. Paystub received in the last 30 days for each employed parent.
  2. School schedule for each student parent.

What verification documents are required to apply 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 OKDHSLive.org (child care provided by a traditional licensed 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. 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. Once approved, you will receive a Notice of Action letter. This notice will tell you if your benefits were approved or denied. 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 assigned child care eligibility worker about your preference for getting an EBT card. You can request the card be mailed to you, or you can get one in person at your local county OKDHS office. You must watch an EBT training video via the internet or in an OKDHS office that explains how to use your card and your responsibilities before you get the card.
  2. Families who made application via Kith.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.

Virtual learning or distance learning fees

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

As always, contact us with any questions you may have about your subsidy contract:

You can also utilize Section K: Who To Contact of this handbook for other related questions.