Child Care Counts: Stabilization Payment Program Round 5 Información en español July 2024 – June 2025 The Child Care Counts: Stabilization Payment Program Round 5 is a 12-month payment program that runs July 2024 – June 2025. Once approved for payments, eligible providers may continue to receive ongoing monthly payments, providing the financial stability they need to stay open, to recruit and retain qualified staff, and to continue providing high-quality care for children. Looking for information on Round 4? Visit the Child Care Counts: Stabilization Payment Program Round 4 webpage. See below for more information including: Application/Update and Count Weeks for Round 5 Round 5 Overview See the Child Care Counts Calendar for future Count and Application Weeks. Need assistance? See the Contact Information accordion below. Round 5 (July 2024 – June 2025) Month Application/ Update Week Count Week Payment Letter Date Spending Deadline July 2024 7/20 - 8/4/24 7/7 - 7/20/24 8/16/24 12/14/24 August 2024 8/24 - 9/1/24 8/11 - 8/24/24 9/13/24 1/11/25 September 2024 9/28 - 10/6/24 9/15 - 9/28/24 10/18/24 2/15/25 October 2024 10/26 - 11/3/24 10/13 - 10/26/24 11/15/24 3/15/25 November 2024 11/16 - 11/24/24 11/3 - 11/16/24 12/6/24 4/5/25 December 2024 12/14 - 12/22/24 12/1 - 12/14/24 1/10/25 5/10/25 January 2025 1/25 - 2/2/25 1/12 - 1/25/25 2/14/25 6/14/25 February 2025 3/1 - 3/9/25 2/16 - 3/1/25 3/21/25 7/19/25 March 2025 4/5 - 4/13/25 3/23 - 4/5/25 4/25/25 8/23/25 April 2025 5/10 - 5/18/25 4/27 - 5/10/25 5/30/25 9/27/25 May 2025 5/31 - 6/8/25 5/18 - 5/31/25 6/20/25 10/18/25 June 2025 6/21 - 6/29/25 6/8 - 6/21/25 7/11/25 11/8/25 Latest Round 5 Updates 11/14/2024 November Application – Feedback Questions The November Child Care Counts: Stabilization Payment Program application will include a few new questions. This information will be used by DCF and policymakers to understand (1) the impact of the 50% reduction in Child Care Counts Stabilization Program payment amounts that started May 2023; and (2) the anticipated impact on your child care program and community if Child Care Counts funding ends in June 2025. This is also an opportunity for you to provide information to help inform potential future programs to support child care providers and strengthen programs. The information you provide will not be used for audit or sanctioning purposes and will not impact your program’s Child Care Counts funding amounts, licensing, YoungStar rating, or standing with DCF. Published results will not include your facility name or any other identifying information related to your child care program. Thank you for providing this important information, which will be shared with DCF leadership, the provider community, policymakers, and other early childhood stakeholders. These feedback questions will only be used for information gathering purposes. This information will not be used for audit purposes. There is no need to gather documentation for your answers Feedback results will not be published with your facility name, nor with any identifying information related to your child care. View the Feedback Questions to see what questions will be included in the November application. 7/15/24 December Application/Update Week Due to provider feedback, the December Application/Update and Count Weeks have been changed to avoid the holiday week. The Application and Count Weeks have shifted one week earlier. There is no change to the payment date or spending deadline for December. See the Child Care Counts Calendar for all Round 5 important dates. No Participation Deadline for Round 5 Due to updated federal guidance, we no longer need to implement a Participation Deadline for Round 5. This means that providers can apply during any application week throughout Round 5. This also means that payments for each month of Round 5 will be based on each month’s child and staff counts, and will not shift to a ‘fixed’ payment for the second half of the program. The previous participation deadline was November 2024. With this change, providers (including new providers and providers with additional locations) may apply during any Application Week in Round 5. 1/16/24 - Child Care Counts – Payment Information for Rounds 4 and 5 The Child Care Counts program was set to end in January 2024 until Governor Evers directed $170 million in emergency funding to continue the program. The Governor’s action means DCF has about $10 million available for Child Care Counts for each month of February 2024 through June 2025. To put this in context, we had about $12 million available for each month of Round 3 (May 2023 – Jan. 2024) as we were able to move about $2 million per month of federal underspend from other programs into Child Care Counts. Federal deadlines no longer allow us to move underspend. Therefore, we estimate that beginning with the first Round 4 payment on March 8, 2024, payment amounts will be about 80% of what they have been in Round 3. Actual payment amounts will vary depending on each provider’s program characteristics. Child Care Counts Historical Funding The information below shows approximately how much funding DCF has had to make Child Care Counts payments for each Round of the program. Rounds 1-2 (November 2021 – April 2023) - $21 million per month Round 3 (May 2023 – January 2024) - $12 million per month Rounds 4-5 (February 2024 – June 2025) - $10 million per month Note: During Rounds 4-5, the YoungStar Quality Adjustment program connected to Wisconsin Shares will also pay providers roughly $1.5 million per month Throughout the program, DCF has directed all available federal funding to Child Care Counts to support providers as fully as possible. DCF remains committed to the Child Care Counts Program and knows how impactful it has been for you during the last four years. How much will the payments be for Round 5? Payment amounts have not yet been determined. Payment amounts will be posted on the website each month, and indicated in Payment Letters. Can I receive both the Quality Incentive Per-Staff amount through Child Care Counts, AND the YoungStar Quality Adjustment payments? Yes. Eligible providers may receive both the Quality Incentive from Child Care Counts, as well as the YoungStar quality adjustment. In order to receive quality payments through the YoungStar quality adjustment system, providers must have either a 4 or 5 star rating, and be currently caring for children who receive Wisconsin Shares. How long is CCC funded for? DCF currently has funding for the Child Care Counts program through June 2025. When can I apply for Round 5? Providers may apply for Round 5 during any of the 12 Application Weeks. Overview of Round 5 Monthly Payments The Child Care Counts: Stabilization Payment Program Round 5 is a 12-month payment program that runs July 2024 – June 2025. Once approved for payments, providers will continue to receive ongoing monthly payments by continuing to meet eligibility requirements and adhering to the program terms and conditions. Required Child and Staff Records for Initial Application Verification documents must be uploaded with the initial Stabilization Round 5 application. Providers cannot submit an application without uploading the following documents: Program A – Child Attendance Records Program B – Staff Records (employment status, part/full-time status, and current wages/rate of pay), and Child Attendance Records (if they were not already uploaded for Program A) Required Monthly Updates Once approved for payments, providers must update/verify child and staff information and re-submit their application every month to maintain eligibility for ongoing payments. This is done during the Monthly Update Week. Spending Deadlines Child Care Counts: Stabilization Payment Program funds must be spent within 120 days of the date of the Payment Letter for the given month. Providers must keep documentation of how funds were spent. Open Providers Providers must be open and caring for children to be eligible for payments. There may be an exception to this requirement for providers temporarily closed due to COVID-19 exposure. Programs A and B There will still be both Program A and Program B for Child Care Counts. Program A payments will still be based on the number of children entered in the application, and include the same add-ons for eligible providers: Wisconsin Shares Add-on Amount: for each child included in the application who had a Wisconsin Shares Authorization during the Count Week. Program B remains focused on supporting staff compensation, while offering flexibility in the use of funds to support recruitment and retention. Program B will still consist of: Base-Per Staff amount: for each eligible staff listed in the application Quality Incentive Per-Staff amount: based on YoungStar Rating, for each eligible staff listed in the application Definition of Terms See below for definition of terms that are used to define different points in time, and how payments are determined for the Child Care Counts: Stabilization Payment Program Round 5. Definition of Terms – Points in Time Please see the Child Care Counts Calendar for all dates listed below. Providers can add reminders to their own calendars by clicking ‘add to my calendar.’ Application Week The time frame during which providers can apply for the Child Care Counts Stabilization Payment Program. This is when the Child Care Counts application is open and available in the Child Care Provider Portal Providers who have not previously submitted an application can apply during this time Providers who were ineligible, whose applications were previously denied, or who withdrew from the program may reapply during this time Monthly Update Week The time frame when providers who applied, and who were approved for the previous month, report any changes, or confirm child attendance and staffing. Once approved for funding, providers must update child attendance and staffing every month during this time For example, if a provider submitted their application and were approved in February, they must update child and/or staff information during the Monthly Update Week in March and each subsequent month Count Week The point in time for which child and staff information is collected for payment calculations. The Count Week is two weeks, or 14 days long The Count Week will be different for each month The Count Week will be specified in each application in the Child Care Provider Portal, and providers must update the child attendance and/or staffing records for this time period each month Payment Days The days when DCF issues payment for the month's Child Care Counts round. Definition of Terms – How Payments are Determined Spending Deadline All Child Care Counts Stabilization Payment Program funds must be spent within 120 days of the date of Payment Letter for the given month. Costs must have been incurred between July 1, 2024 and 120 days from the date of the payment letter. Per-Child Amount Program A payment amount for each child entered in the application for the Count Week. Wisconsin Shares Add-on Amount Program A payment amount given in addition to the Per-Child Amount for each child included in the application who had a Wisconsin Shares Authorization during the Count Week. Base Per-Staff Amount Program B payment amount for each eligible full-time/part-time staff listed in the application. Quality Incentive Per-Staff Amount Program B additional payment amount based on YoungStar star rating for each eligible full-time/part-time staff listed in the application. Payment Program A - Increasing Access to High-Quality Care Who Can Apply Regulated child care providers Licensed Group Centers Licensed Family Providers Licensed Day Camps Certified Providers License-exempt Public School Programs Eligibility Requirements Must be regulated and in good standing as defined by DCF during the Count Week, the Application Week, Monthly Update Weeks, and on Payment Days. Must be open and caring for children ages 0 through 12, or under 19 for children with disabilities, during the Count Week identified for each month. Must update child and staff information every month following initial application Must be in compliance with background check requirements. Must be in compliance with health and safety administrative rules for child care providers as outlined by DCF Child Care Regulation and meet the requirements of any local orders. If my program has an outstanding Wisconsin Shares, Partner Up!, or Child Care Counts overpayment, I must be in compliance with any DCF Finance Repayment Agreement. If there is no Agreement, I must be making regular monthly payments toward the debt. If my program has a debt referred to the Department of Revenue (DOR) for collection, I will not be considered in good standing until the debt is paid in full. Agree to the payment program Terms and Conditions. Allowable Use of Funds Payment Program A – Increasing Access to High-Quality Care funds must be used to support reasonable and necessary costs of maintaining or enhancing high-quality care, which include: Operating expenses, necessary to remain open, including, but not limited to mortgage payments, rent/space costs, utilities, insurance, business-related taxes, and payroll/benefits Expenses related to mitigating the risk of COVID-19, including but not limited to personal protective equipment (PPE) and supplies for cleaning and sanitation Materials/supplies for enhancing the program environment and curriculum, and social and emotional development supports Professional development and/or continuing education Additional costs to ensure high-quality programming Mental health services for children and employees Relief from copayments and tuition payments for families You are encouraged to prioritize families most in need of financial relief You may cover tuition and fees in excess of the amount paid by Wisconsin Shares Wisconsin Shares payments from families cannot be reimbursed Spending Time Frame Funds received each month under this program must be spent within 120 days of the date of Payment Letter for the given month Expenses cannot have already been funded by a prior DCF program or reimbursed by another state or federal fund source Costs must have been incurred between July 1, 2024 and 120 days from the date of the Payment Letter. Payment Program B - Funding Workforce Recruitment and Retention Who Can Apply Regulated child care providers Licensed Group Centers Licensed Family Providers Licensed Day Camps Certified Providers License-exempt Public School Programs Eligibility Requirements Must be regulated and in good standing as defined by DCF during the Count Week, the Application Week, Monthly Update Weeks, and on Payment Days. Must be open and caring for children ages 0 through 12, or under 19 for children with disabilities, during the Count Week identified for each month Must update child and staff information every month following initial application Must be in compliance with background check requirements Must be in compliance with health and safety administrative rules for child care providers as outlined by DCF Child Care Regulation and meet the requirements of any local orders If my program has an outstanding Wisconsin Shares, Partner Up!, or Child Care Counts overpayment, I must be in compliance with any DCF Finance Repayment Agreement. If there is no Agreement, I must be making regular monthly payments toward the debt. If my program has a debt referred to the Department of Revenue (DOR) for collection, I will not be considered in good standing until the debt is paid in full. Agree to the payment program Terms and Conditions. Allowable Use of Funds Payment Program B funds must be used to support necessary and reasonable costs associated with recruiting and retaining high-quality staff. Base Per-Staff Amount must be used toward the goal of maintaining or increasing existing compensation (wages, bonuses, or benefits) for each staff person included in that month’s Count Week Quality Incentive Per-staff Amount must be used toward one or more of the following: wages, bonuses, benefits, recruiting, professional development, staff trainings, scholarships, or other continuing education expenses Spending Time Frame Funds received each month under this program must be spent within 120 days of the date of Payment Letter for the given month. Expenses cannot have already been funded by a prior program or reimbursed by another state or federal fund source. Costs must have been incurred between July 1, 2024, and 120 days from the date of the Payment Letter. How Payments are Determined Each month, information will be posted on the How Payments are Determined page to inform providers about how payments were determined for that particular time period. Frequently Asked Questions (FAQs) Please read through the Frequently Asked Questions for more information. How to Apply Applications for the Child Care Counts: Stabilization Payment Program must be submitted through the Child Care Provider Portal. Child Care Counts Application Guide The Child Care Counts Application Guide provides step-by-step instructions on submitting your application for the two available payment programs. Child Care Provider Portal If you do not have access to the Child Care Provider Portal, you can request access and log in following these instructions. The instructions are also available in this short video. If you are unable to gain access to the Provider Portal, or choose not to, you may submit your application over the phone with a DCF representative. Please email DCFDECECOVID19CCPayments@wisconsin.gov and include your name, facility name, provider number, and the best time to reach you. If you are unable to email, you may call and leave your details at 608-535-3650. Please note that email is recommended for faster response. Support Center hours are 8 a.m. - 4:30 p.m. Monday through Friday. Si necesita ayuda en español, por favor envíe un correo electrónico DCFDECECOVID19CCPayments@wisconsin.gov. Resources - Videos, Guides, and Tools These resources will help you gain access to the Child Care Provider Portal, register with FIS for direct deposit, upload required documents, submit your Child Care Counts application, and more. Application Resources Submitting Your Child Care Counts Application The guide and Child Care Counts Stabilization Application video provide step-by-step instructions on submitting your application in the Child Care Provider Portal. Update Guides The update Guide and update Video show step-by-step instructions for updating and re-submitting your application during monthly Update Weeks. Uploading Documents to the Child Care Provider Portal Check out the Uploading Documents to the Child Care Prover Portal Guide and Uploading Files video with instructions on uploading documents. Modifying a Submitted Application This video explains how to modify a submitted application (before the deadline). Temporary Closure Guide See the Temporary Closure guide for instructions on entering temporary closures in the Child Care Counts Application. Provider Portal Resources Accessing the Child Care Provider Portal See the Accessing the Child Care Provider Portal guide and Accessing the Child Care Provider Portal video for instructions on how to request access and log in to the Child Care Provider Portal. Audit Resources Child Care Counts Audit and Overview Training Video This is a general overview of the Audit and Review Process. The audio is in English, but Spanish closed captions are available. Child Care Counts Audit Process Flowchart Step-by-step overview of the DCF Child Care Counts audit process. Spending and Verification Quick Reference Guides - Round 5 Program A Round 5 and Program B Round 5 Spending Tool Resources Spending Tool Resources – For Round 5: July 2024 - June 2025 The Spending Tool is recommended for organizing and tracking how you spend your Child Care Counts Stabilization Payment Program Round 5 funds. You can now choose from a spreadsheet that you can use in Microsoft Excel or Google Sheets, or a document that you can print out or use in Microsoft Word or Google Docs. Download the Spending Tool Excel Spreadsheet to organize your expenses with built in calculations. Download the Spending Tool Word Document to print or use in in a different format. Other Resources Finding Total Child Care Counts Payment Amounts View this step-by-step walkthrough of finding a facility's total Child Care Counts payment amounts for each payment program. Employment and Wage Verification for Family Providers This form can be completed by family providers to verify employment and wages. This can be used for owner/operator, and for staff of the family provider, too. Online Calendar View this online calendar for important dates related the to the Child Care Counts: Stabilization Payment Program. You can add dates to your personal calendar using this tool. Request for Review This document is recommended when requesting a review of a Child Care Counts denial. See Denials and Review Process section of the Frequently Asked Questions for more information How to Change Video Closed Captions from English to Spanish The closed captions guide provides instructions on how to change video closed captions from English to Spanish. Note: The voiceover will remain in English. Remittance Slip - Voluntary Child Care Counts Stabilization Repayment Form If a provider is unable to spend a Child Care Counts payment within the spending time frame, unused Child Care Counts funds must be immediately returned to DCF. Remember, Child Care Counts funding can be used to cover eligible expenses incurred between January 1, 2023, and 120 days from the date of the Payment Letter. Providers can look back at their costs to identify where these funds can be used. For immediate return of Child Care Counts funds, mail a personal check, cashier’s check, or money order to the address below with the Provider Name, Provider #, Location #, and the Child Care Counts Round, and program being returned. Please include this remittance slip with your payment: Bureau of Child Care Subsidy Administration Attention: Operations Program Associate PO Box 8916 Madison, WI 53708-8916 FIS Resources FIS Guide The FIS Guide provides information on how to set up an account with Fidelity National Information Services (FIS). You will also find guidance on how to update your bank account information and reset your password. If you are approved for Child Care Counts payment and want to receive your payment faster through direct deposit (ACH), it is recommended that you register with FIS if you do not already have an account set up. If you are an existing provider currently receiving ACH payments and you need to update your bank account information, please contact FIS Merchant Services at Merchant.Services.Support@fisglobal.com, or 1-800-894-0050 for a Bank Change Form. If you do not have an account with FIS, it will take longer for your Child Care Counts payments to reach you, as they will be sent by check from DCF. If you have any questions about registering with FIS, please contact the Child Care Counts Support Center for assistance. If you need help or have questions about the Child Care Counts payment program, please contact the Child Care Counts Support Center at DCFDECECOVID19CCPayments@wisconsin.gov. If you are unable to email, you may call and leave a detailed message at 608-535-3650. Support Center hours are 8 a.m. - 4:30 p.m. Monday through Friday. PLEASE NOTE: Email is recommended for a faster response. When contacting the Support Center, please include your name, facility name, provider number, and detailed question. Audit and Review Process Child Care Counts Audit and Overview Training Video This is a general overview of the Audit and Review Process. The audio is in English, but Spanish closed captions are available. Child Care Counts Audit Process Flowchart Step-by-step overview of the DCF Child Care Counts audit process. Upload Guide and Upload Video Instructions on how to upload documents in the Child Care Provider Portal. Spending Tool Excel Spreadsheet and Spending Tool Training Video This tool is recommended for organizing and tracking how you spend your Child Care Counts funds. Accessing the Child Care Provider Portal Guide and Video These two resources provide instructions on how to access the Child Care Provider Portal. Terms and Conditions for the Child Care Counts Stabilization Payment Program. DCF conducts monitoring and audits of the Child Care Counts Program. What does monitoring include? Monitoring: DCF requires providers to enter names of children attending and staff employed in their applications. These names must be updated each month to reflect children attending and staff currently working to provide care. Child/staff information will be saved and tracked for changes each month. Documentation: DCF also requires providers to upload attendance documentation and staff employment details during their initial application. While uploads are not required each month, adding a significant number of new children will require additional records to verify those children are attending. To add staff, providers must adhere to the Child Background Check requirements in order to add those employees to the Child Care Provider Portal staff list. DCF Audits: DCF Audits are conducted for all Child Care Counts programs. This process includes an audit of application details, uploaded documentation, and request for documentation to show how the funds were spent. The audit process is used to confirm that providers were awarded accurate funding and to verify that the funds were used as outlined by the Terms and Conditions. The discovery of misapplied funds, inaccurate reporting, or failure to submit documents may result in an overpayment. DOA Reviews: The Department of Administration (DOA) must also conduct reviews of the Child Care Counts program. They will assess the details of applications, uploaded documentation, calculation of awards, and spending of the funds. These reviews are conducted to ensure that DCF has outlined a consistent program that follows federal regulations. DCF must also provide records for funds awarded and funds collected from overpayments to ensure the balance of funds is accurate and current. LAB Reviews: The Legislative Audit Bureau (LAB) will also conduct reviews of the Child Care Counts program. They will monitor the program design, application details, upload of documents, request additional documents, review of the DCF audit and overpayment process, and tracking of funds. This review ensures that DCF upholds the integrity of the program. You can find dates and information for all rounds of Child Care Counts on the Child Care Counts Payment Program Overview page. What does a DCF Child Care Counts audit include? DCF Child Care Counts Audits have two parts: Eligibility review: DCF will review application details and verify the uploaded documents support those application details. Additional records may be requested. If it is discovered that children or staff were not eligible or could not be verified, as outlined in the Terms and Conditions, these discrepancies may result in an overpayment. Allowable Expenses review: DCF will request documentation to verify how the funds were spent. Providers must show that the funds were spent within the 120-day time frame, and verify that the expenses meet the guidelines for each program outlined in the Terms and Conditions. Unspent funds or failure to provide adequate receipts may result in an overpayment. How will I be notified if I am selected for any type of audit or review? All providers who participate in the Child Care Counts program are subject to a DCF audit, DOA review, or LAB review. Providers who are selected for an audit or review will receive a written notice. This notice will indicate who is conducting the review or audit. It will also include details on: Information requested Date when the information must be submitted by Where and how to submit the requested documentation Contact number for additional questions or assistance How long does a Child Care Counts audit or review take? Providers are provided a minimum 2-week time frame to submit required documentation. This documentation is expected to be uploaded to the Provider Portal. Once the documentation is complete, the audit or review can begin. This review process takes approximately 30-90 days. How does DCF select providers or applications to audit? The DCF audit includes a random 3% sample of submitted applications for audit or review. Providers will receive a written notice of review or audit in the Child Care Provider Portal and sent by U.S. Mail. Note: A single provider may be selected for more than one audit or not at all. Each time a random sample is pulled, it will include all providers who submitted applications. Providers who were already audited or reviewed may be selected again. What additional information may be requested? Each review or audit will look at information for a specific time frame, which will be indicated in the review notice. Documents requested for the identified time frame may include: Attendance records Staff records and details Receipts for funds spent How long should I keep records related to my application? According to the Terms and Conditions, DCF reserves the right to request documentation of use of this funding for review or audit purposes up to five (5) years after you have received the funds. Note: Even if you are revoked, suspended, denied, voluntarily close your facility, or change ownership, access to Child Care Counts-related records may be requested and must be supplied. Failure to provide documentation in the 5-year review period may result in an overpayment of those funds. What do I submit to show how I spent the funds? Examples of documentation include, but are not limited to: Rent/space cost statements Utility statements Payroll and benefits records Documentation of relief of tuition or copayment for families Expenditures for mental health supports for families, staff, and children Original invoices and/or receipts for purchases of materials/supplies including, but not limited to: PPE, cleaning and sanitation supplies, and all other materials and services related to mitigating the risk of COVID-19 Materials and supplies for enhancing the program environment and/or curriculum, and social and emotional development supports Educational supplies and learning materials How do I submit documentation for an audit? Documentation must be uploaded to the Program Integrity Documents section of the Child Care Provider Portal. Log into the Child Care Provider Portal and access the COVID-19 Payments Page Select the Month and Program (as indicated in your Audit Notice; for example, November Program A) Select the Program Integrity Documents section Choose the appropriate description in the drop-down options for the type of documentation that is being submitted The options listed in the dropdown are as follows: Program A Program A – Additional Costs Ensuring High-Quality Programming Program A – Attendance Records Program A – Copayment/Tuition Relief Program A – Mental Health Services Program A – Mitigating Risk of Covid-19, Supplies, Materials Program A – Operation Expenses Program A – Professional Development/Continuing Education Spending Tool Program B Program B – Quality: Professional Development and Recruitment Program B – Quality: Existing Payroll, Wage Increase, Bonus, Benefits Program B – Staff Base: Wages, Bonus, Benefits Program B – Employee Payroll Records Spending Tool See the Upload Guide and Upload Video to assist with the upload process. I’m not sure which category to select when submitting my documentation. Can I change the category I selected, or will I be penalized for selecting the incorrect category? No. You cannot change the category description once you have uploaded documentation. You will not be penalized for uploading documentation to the incorrect category. These descriptions and categories are designed to assist providers in with the document upload process. What if I upload the wrong documentation, upload incomplete information, or fail to upload additional information? Someone from DCF will be in contact to inform you of an error and will request you to upload the required documents. Your response will be time sensitive to ensure an overpayment is not assessed. If you discover this upload error, you can upload the correct document into your portal at any time. You will not be able to remove any document uploaded in error. You may contact the Child Care Counts Support Center with questions. What if I am not able to spend the funds in the 120 days? If a provider is unable to spend a Child Care Counts payment within the spending time frame, unused Child Care Counts funds must be immediately returned to DCF. Remember, Child Care Counts funding can be used to cover eligible expenses incurred between July 1, 2024, and 120 days from the date of the payment letter. Providers can look back at their costs to identify where these funds can be used. For immediate return of Child Care Counts funds, mail a personal check, cashier’s check, or money order to the address below with the Provider Name, Provider #, Location #, and the Child Care Counts Round, and program being returned. Please include this remittance slip with your payment. Bureau of Child Care Subsidy AdministrationAttention: Operations Program AssociatePO Box 8916Madison, WI 53708-8916 Overpayments How is a Child Care Counts Overpayment established? DCF will review your application, supporting documentation, and funds your facility was awarded. Any discrepancies of children or staff reported will be determined as misapplied funds and will need to be returned. This will result in a Child Care Counts Overpayment. Documentation must clearly outline that the funds were spent within the 120-calendar day time frame and in accordance with the Terms and Conditions. Failure to provide or lack of supportive documentation for allowable expenses will result in a Child Care Counts Overpayment. How will I be notified of a Child Care Counts Overpayment? DCF will upload a Child Care Counts Overpayment Notice into your documentation tab in the Child Care Provider Portal. This notice will also be physically mailed to your facility. The notice will include: If the overpayment is for Program A, B, or both What months resulted in an overpayment How much is owed 30 days to repay Instructions on how to repay Consequence of not repaying How do I repay my Child Care Counts Overpayment? The Child Care Counts Overpayment Notice will include instructions on how to pay and where to send payment to. It is also important to include the remittance slip included in your notice when you send your payment. This will ensure that DCF can apply payment to this debt. Bureau of Child Care Subsidy Administration Attention: Operations Program Associate PO Box 8916 Madison, WI 53708-8916 It is important to note failure to address this overpayment will impact you receiving future Child Care Counts payments. Providers must enter into repayment and stay current on payments. What happens if I cannot pay my Child Care Counts Overpayment? Failure to take action to resolve this overpayment will result in future denial of Child Care Counts payments. If you cannot pay the debt in full, you may contact the Bureau of Finance to set up a repayment plan. Child Care Counts eligibility requires that providers are in active and current repayment. Contact the DCF Bureau of Finance to discuss repayment options: 608-422-7550. Terms and Conditions Read the Terms and Conditions of the Child Care Counts: Stabilization Payment Program Round 5. Términos y condiciones. Contact Information If you need any assistance, please contact the Child Care Counts Support Center. Child Care Counts Support Center DCFDECECOVID19CCPayments@wisconsin.gov 608-535-3650 When contacting the Support Center, please include your name, facility name, provider number, and detailed question. Support Center hours are 8 a.m. - 4:30 p.m. M-F. IMPORTANT NOTICE The Child Care Counts programs are time-limited payment programs designed to provide assistance to child care providers in response to the COVID-19 public health emergency. They are not subawards as that term is defined in 45 CFR 75 and related federal regulations.
