Child Care Counts: COVID-19 Response and Relief Payment Program - Closed Información en español Update to Child Care Counts Spring 2021 Response and Relief Payment Program, June 2022 DCF has identified approximately $2.5M in available unused funding from the Child Care Counts Payment Program. These funds are being redistributed to currently eligible providers who received funding for the Spring 2021 Response and Relief Payment Program A: Providing Safe, Healthy, and High-Quality Child Care Opportunities. Eligible providers can view their additional payment amount in the Child Care Provider Portal. Additional one-time payment amounts for eligible providers are as follows: $1,100 for Licensed Group Providers and Public School Programs $807 for Regulated (Licensed and Certified) Family Providers Child care providers qualify for an additional one-time payment from the Spring 2021 Child Care Counts: COVID-19 Response and Relief Payment Program if they meet the following criteria. The provider was eligible and received funds from the Spring 2021 Response and Relief Payment Program A: Providing Safe, Healthy, and High-Quality Child Care Opportunities The provider is eligible and regulated on the date that the payments were calculated (May 5, 2022) The provider is open, or if temporarily closed, will re-open by June 1, 2022. This additional payment will be reflected in the Payments Data webpage. Use of Funds Providers must use the additional payment according to the terms and conditions from the Spring 2021 Response and Relief Payment Program A. Spending Deadline This additional payment will have a revised spending deadline. For this payment only, the funds must be spent by September 30, 2022 on costs incurred between January 1, 2021 and September 30, 2022. More Information See Frequently Asked Questions section – Additional Payment – June 2022 below for more information. Spring 2021 The Wisconsin Department of Children and Families (DCF) is committed to continuing to support the demand for high-quality child care access for Wisconsin’s families by launching an additional round of Child Care Counts payments, which offers additional support for child care providers. Through the federal Coronavirus Response and Relief Supplemental Appropriations Act (CRRSA) of 2021, credited to the state’s Child Care and Development Block Grant award, an additional $60 million in funds are being directed toward supporting early care and education providers. The supplementary funds will allow DCF to conduct another round of supportive payments to early care and education providers. The Child Care Counts: COVID-19 Response and Relief Payment Program is designed to offset the continued impact of the pandemic on costs associated with providing early care and education. The latest round of funding will be distributed through two programs targeted at the current challenges early care and education providers are facing. Applications and program eligibility details will be available starting April 19, 2021, with the application window closing April 30, 2021 at 11:59 p.m. This will be the third payment program administered by DCF in response to the COVID-19 pandemic. To date, nearly $131 million has been paid to child care providers through the Child Care Counts payment programs. You can find detailed payment information on our Payments Data page. The original Emergency Payment Program delivered $51 million in funds to 2,712 providers statewide through three application periods from May 18 – July 10, 2020. The first round of the Supplementary Payment Program delivered nearly $30 million in funds to 2,682 providers statewide through one application period from September 9 – September 18, 2020. The second round of Supplementary Payments delivered nearly $50 million in funds during one application period October 26 – November 6, 2021. Application Period - April 19 - April 30, 2021 Payment Program A – Providing Safe, Healthy, and High-Quality Child Care Opportunities This program is intended to support the costs of maintaining or enhancing compliance status, quality level (YoungStar rating), and increasing health and safety practices. Funds will help ensure high-quality care is available across the state, specifically at younger ages where reasonable alternatives to child care do not exist. Payment Program B – Funding Staff Recruitment and Retention Efforts This program is designed to support the costs associated with recruiting and retaining high-quality staff. 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 grants as that term is defined in 45 CFR 72 and related federal regulations, and use of the word “grant” is incidental. Payment Program A - Providing Safe, Healthy, and High-Quality Child Care Opportunities Who Can Apply Regulated child care providers Licensed Group Centers Licensed Family Providers Certified Providers License-exempt Public School Programs Eligibility Requirements Must be open or will reopen by May 17, 2021 Must be regulated and in good standing as defined by DCF as of the date of application Must be regulated on 3/12/2021 Caring for children ages 0 through 12, or under 19 for children with disabilities Must be in compliance with background check requirements Must follow the health and safety administrative rules for child care providers as outlined by DCF Child Care Regulation and meet the requirements of any local orders Currently repaying any overpayment and/or in compliance with any Wisconsin Shares or Child Care Counts overpayments that are owed Agree to payment program Terms and Conditions Allowable Use of Funds Payment Program A 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 or reopen, including but not limited to mortgage, rent/space costs, utilities, and payroll/benefits Personal Protective Equipment (PPE) Materials/supplies for cleaning and sanitation Materials/supplies for enhancing the program environment, curriculum, and family engagement activities Professional Development and/or continuing education Additional costs to ensure high-quality programming Spending Timeframe Funds received under the Response and Relief Spring 2021 Payment Program A must be spent by April 1, 2022, on expenses incurred between January 1, 2021 and April 1, 2022. Expenses cannot have already been funded by a prior program or reimbursed by another state or federal fund source. Payment Program B - Funding Staff Recruitment and Retention Efforts Who Can Apply Regulated child care providers Licensed Group Centers Licensed Family Providers Certified Providers License-exempt Public School Programs Eligibility Requirements Must be open or will reopen by May 17, 2021 Must be regulated and in good standing as defined by DCF as of the date of application Must be regulated on 3/12/2021 Caring for children ages 0 through 12, or under age 19 for children with disabilities Must be in compliance with background check requirements Must follow the health and safety administrative rules for child care providers as outlined by DCF Child Care Regulation and meet the requirements of any local orders Currently repaying any overpayment and/or in compliance with any Wisconsin Shares or Child Care Counts overpayments that are owed 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 by providing incentive pay or sign-on bonuses to current or future employees with approved background checks. Base amount must be used for staff recruitment or ongoing support for staff Staff recruitment efforts Training, continuing education, professional development Other ongoing support for retention of staff Per-staff amounts must be used to increase pay for all individuals that were listed on the application Bonus Wage Increase Spending Timeframe Funds received under the Response and Relief Spring 2021 Payment Program B must be spent by April 1, 2022, on expenses incurred between January 1, 2021 and April 1, 2022. Expenses cannot have already been funded by a prior DCF program or reimbursed by another state or federal fund source. How to Apply for Payments How to Prepare for Your Payment Application Please read these instructions to determine what information will be needed, and what you can do ahead of time to prepare for your payment application. Use this step-by-step guide to help you complete your application. These instructions provide step-by-step guidance on submitting your application for the two available payment programs. If you do not have access to the Child Care Provider Portal, you can request access and log in following these instructions. We recommend that you submit your application through the Child Care Provider Portal. This will allow you to see upcoming Payment Program opportunities and see the status of your applications. 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. Si necesita ayuda en español, por favor envíe un correo electrónico DCFDECECOVID19CCPayments@wisconsin.gov. How Payments are Determined Note: Payment amounts are subject to change based on available funding and applications received. When DCF crafted the Child Care Counts: COVID-19 Response and Relief Payment Program, we tried to anticipate the level of interest among providers. We set maximum payment amounts as listed below according to those estimates and the number of applications received in previous rounds. This page will be updated once the application period has closed and payment amounts have been adjusted to remain within the amount of funds available. Payment Program A: Providing Safe, Healthy, and High-quality Child Care Opportunities Payment Program A: Revised Payment Amounts Family Base $2,000 Base amount for regulated family providers (open and temporarily closed that will reopen by 5/17/21) Group Base $4,100 Base amount for licensed group providers and license-exempt public school programs (open and temporarily closed that will reopen by 5/17/21) Full-Time* $350 Per child amount for full-time child 0-2 years 11 months old Full-Time $240 Per child amount for full-time child 3-5 years 11 months old Full-Time $130 Per child amount for full-time child 6 years and older (under age 13 or under age 19 for children with disabilities) Part-time $250 Per child amount for part-time child 0-2 Years 11 months old Part-Time $140 Per child amount for part-time child 3-5 years 11 months old Part-Time $30 Per child amount for part-time child 6 years and older (under age 13 or under age 19 for children with disabilities) Disability $30 Per child amount for each child with a disability Cap $40,000 Program maximum amount allowed *Per-Child Amounts: Full-Time: 21 hours or more per week Part-Time: 20 hours or less per week Payment Program B: Funding Staff Recruitment and Retention Efforts Payment includes a base amount for staff recruitment and ongoing support for staff plus a per staff amount for retention for eligible individuals listed on the application with an approved background check. Payment Program B: Revised Payment Amounts Family Base $800 Base amount for regulated family providers (open and temporarily closed that will reopen by 5/17/21) Group Base $2,300 Base amount for licensed group providers and license-exempt public school programs (open and temporarily closed that will reopen by 5/17/21) Full-Time Staff $1,250 Per full-time (21 hours or more per week) staff member listed on payroll Part-Time Staff $750 Per part-time (20 hours or less per week) staff member listed on payroll Cap $40,000 Program maximum amount allowed The staff add-on is not to be used for volunteers or for household members who are not on staff and not actually caring for children. Frequently Asked Questions Please read through the frequently asked questions before contacting DCF for assistance. Many answers to your questions may be available here. Additional Payment - June 2022 I received an email/payment letter indicating that I am receiving an additional payment from the Spring 2021 Response and Relief Payment Program. Do I need to do anything to receive this funding? No. You do not need to take any additional action. Your payment will be sent via the same method as your other Child Care Counts Payments, either through ACH direct deposit, or by check. I did not receive an additional payment. Why not? All currently eligible providers will automatically receive the additional payment. In order to receive the additional payment, providers must: Have been eligible and approved for Payment Program A during the application period April 19 – April 30, 2021 Be eligible and regulated at the time of the additional payment (June 2, 2022) I do not want to receive this additional payment. How do I return the funds? If you wish to return the funds, please 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 being returned: Bureau of Child Care Subsidy Administration Attention: Operations Program Associate PO Box 8916 Madison, WI 53708-8916 The spending deadline for the Spring 2021 Response and Relief payments has already passed. How long do I have to spend these funds? The spending timeframe has extended for this one-time additional payment. For this additional payment only, the funds must be spent by September 30, 2022 on costs incurred between January 1, 2021 and September 30, 2022. Is this additional payment for Program A or Program B? The additional payment is for Program A only. The funds must be used according to the Payment Program A Terms and Conditions. What can the additional payment be used for? The additional payment must be used on allowable expenses for Program A, according to the Terms and Conditions of the Spring 2021 Response and Relief Payment Program. What is the funding source for this additional payment? This payment was distributed using Coronavirus Response and Relief Supplemental Act (CRRSA) funds. Will I receive a revised 1099 for 2021, since this payment is from the 2021 Payment Program? No. This payment is being issued in 2022, and will be included in 2022 tax documents along with any other payments you may receive. General Questions The last round of the Supplementary payment program had a requirement for 1/3 of children under age 6 in order to be eligible for payments. Does this Response and Relief program have the same requirement? No, the Spring 2021 Response and Relief program does not have the same age requirements. All eligible providers, as outlined by the program details and Terms and Conditions, are encouraged to apply even if they do not have 1/3 of children under the age of 6. Who is eligible to apply for Payment Program A? Regulated (licensed, certified, or public school license-exempt) child care providers that are currently or will continue to provide care to children. See additional eligibility and requirements for Program A. Who is eligible to apply for Payment Program B? Regulated (licensed, certified, or public school license-exempt) child care providers that are currently or will continue to provide care to children. See additional eligibility and requirements for Program B. I am temporarily closed, and I do not plan to reopen by 5/17/21. Should I still apply? No. If you know that you are unable to reopen by 5/17/21, you are ineligible to apply for these payment programs. Can I apply for more than one program during the application period? Yes - Child care programs that were open on 3/12/21 or temp closed and will reopen by 5/17/21 can apply for both Payment Programs A and B. Payment Program A is intended to support necessary and reasonable costs of maintaining or enhancing compliance status, quality level, and increasing health and safety practices. Child care providers that were open on 3/12/21 or closed and will reopen before 5/17/21 can apply. Providers who were open can also receive funds for each child who attended between 3/7/21 – 3/13/21. Payment Program B is to support necessary and reasonable costs associated with recruiting and retaining high-quality staff. Providers can receive a base amount to help with staff recruitment and ongoing support for staff. Providers can also receive a staff add-on amount (paid back to the employee as a bonus or wage increase) for each staff member listed on the application with an approved background check. The staff add-on is not intended for household members who do not care for children or for volunteers. Example scenarios A program was open and caring for children for a period of time AND was temporarily closed due to COVID-19 for a period of time can apply for Programs A & B. I applied for a previous round of Child Care Counts funding. Do I have to submit a new application for Payment Programs A & B? Yes, you must submit new applications for this new round of funding. If you applied before, much of your information will be copied into the current application. Please review all information that is automatically filled in on the application to make sure it is accurate, and update it as needed. What happens after I submit my application? The review period will take five (5) business days from the last day of the application period (April 30, 2021). You will be notified via email when payment letters are available. When you receive the email that the review period is complete, you will be instructed to log in to the Provider Portal to view your payment letter. If you do not have access to the Provider Portal, email DCFDECECOVID19CCPayments@wisconsin.gov for assistance. How was my payment amount determined? Calculation of payments was based on available funding and used base amounts to equitably distribute payments using program criteria. Refer to the information in the How Payments are Determined accordion below for more details. Application Questions How do I/where do I enter information for my application? You can enter your Child Care Counts applications through the Child Care Provider Portal. Please see the How to Prepare manual for instructions on how to get access to the Child Care Provider Portal. Once you have access, please see this Application Instructions manual for additional information on how to enter your application into Child Care Provider Portal. Do I count the children who were enrolled or only those who attended? You will enter the total number of children who attended at least one day between 3/7/21 and 3/13/21 and add each child on the Add Child page. On the Add Child page, you will see a checkbox to indicate if they attended the center the week of 3/7/21 – 3/13/21. Mark "yes" if they attended at all during the week of 3/7/21 – 3/13/21. If they did not attend during that time, mark "no". I was not regulated on March 12, but I am currently regulated. Can I apply for funds from the Response and Relief Payment Program A and B? No, if you were not regulated on 3/12/21, you are not eligible to apply. This funding period uses the date of 3/12/21 to confirm the providers regulatory category. If you are newly regulated provider, you must have been regulated as of 3/12/21 as well as the date of the payment program application. If you do not meet this requirement, please understand that the department plans to issue additional funds in the summer of 2021. Please continue to read the updates on the listserv to find out when you can apply. Sign up for the listserv. I did not have any children in attendance on 3/12/21. Can I still apply? For example, I am a family provider, and all of the children were out sick at the same time during the week of 3/7/21 – 3/13/21. Yes, if you did not have any children in attendance on 3/12/21 you can still apply. You will just enter “0” for the number of children who attended between 3/7/21 – 3/13/21. Can I apply for both Program A and Program B? I do not have any additional staff to enter for program B. YES – you can still apply for both programs. If you are a family provider, be sure to enter yourself in the staff list. I submitted my application, but I need to make a correction. Can I fix it? Yes, you can make changes to your application until the application period closes at 11:59 p.m. on Friday, April 30, 2021. Applications cannot be modified after the application period closes. What if I can’t comply with the Terms and Conditions? You must email DCFDECECOVID19CCPayments@wisconsin.gov to discuss the details of your situation. You may need to return the funds that you received if you are unable to meet the Terms and Conditions of the payment program. How many providers applied for payments and how much was paid out? Data on provider payments from past Child Care Counts funding can be accessed online and will be updated to include Child Care Counts: Covid-19 Response and Relief Payment Program amounts after payments have been determined. Are child care providers required to follow health and safety guidelines in order to apply for the Child Care Counts: COVID-19 Supplementary Payment Program? Child care providers must follow DCF Child Care Regulation health and safety administrative rules in order to apply for Child Care Counts: COVID-19 Response and Relief Payment Program. We had two teachers out sick that week and some of our on-call staff did not work/were not scheduled that week. Should these teachers be excluded? If a staff member was out ill, on vacation, or was otherwise not scheduled during the funding period (3/7/21 – 3/13/21), but they are a current employee and on payroll, they can still be added to the application for Program B. The intention of the per-staff funding is to help retain current employees. How do local orders impact the reopen by 5/17/21 timeline? Providers must agree to the Terms and Conditions that they will reopen by 5/17/21. If a program is unable to reopen by 5/17/21, they must send an email to DCFDECECOVID19CCPayments@wisconsin.gov. I was closed on 3/12/21 for a vacation day (or other similar closure reason). Can I still apply? How do I answer the questions about if I was open on 3/12/21 and temporary closures? Yes, you can still apply. If your program was in open status (as opposed to temporarily closed) you should answer YES for the question “Was your facility open on 3/12/21” under the heading “Tell us if your program is opened or closed due to COVID-19.” A closure due to, for example: long weekend, vacation day, etc. is not a temporary closure. Additionally, this type of closure should not be entered as a temporary closure on the Temporary Closure page. I’m not sure how to answer the question “did your facility serve children from tribal communities.” Select “yes” if either the child and/or one or more of the biological parents is affiliated with a tribe or tribal community. This can be regardless of whether they reside on tribal land or not. My location was closed during the week of 3/7/21 – 3/13/21. How do I enter the staff work status? If your location was closed during the funding period, please indicate the status of the employee (part-time/full time) prior to closure. I do not technically pay myself, so how do I fill out the staff section for myself? If you are a licensed or certified family provider, you will add yourself as a staff member in the staff section. What is considered full time or part-time for staff work time and children hours enrolled? Full-time and part-time hour designations are the same for staff work time and children hours enrolled: Full time: 21 hours or more per week Part-time: 20 hours or less per week **Employees can be entered as full-time at one location or part-time at up to two locations (if applicable). When will I receive my payment? If you are registered with FIS, it may take up to seven (7) business days from the date of your payment letter. If you are not registered with FIS, it may take up to 14 business days from the date you complete your W-9. If you are not registered with FIS, you will receive instructions on submitting your W-9 with your payment letter. If you are not registered with FIS, you are encouraged to do so in order to receive your payment faster. Why did I not receive a payment up to the maximum amount for Payment Program A or Payment Program B? -or- My payment amount does not match up according to the calculations. Why not? There are some factors that could cause your payment amount to differ such as staff/child part-time or full time schedules, children not listed as attending for the week of 3/7/21- 3/13/21, and ineligibility of staff because of an incomplete background check. Financial Questions (FIS, Taxes, 1099 Information) Are the payments taxable? All payment programs are taxable income. For further questions on how these funds impact your tax situation, please consult with a CPA or tax attorney. Are the Child Care Counts funds considered grants and subject to the State Single Audit? Funds received from the Child Care Counts Payment Program are not considered a grant, so they are not subject to the State Single Audit. All Child Care Counts funding (Emergency Payment Programs, Supplementary Payment Programs, and Response and Relief Programs) is subject to review by DCF to ensure compliance with the Terms and Conditions of the program, so we require that you keep records of how all Child Care Counts funds were spent in case of a DCF financial review. I am already registered with FIS. Is there anything I need to do? If you are already registered with FIS, please verify you can answer the four items below with ‘yes’: Current bank account is on file with FIS Bank account on file is your business account Bank account name matches the business name on file with FIS Business has not gone through any other name or business changes recently without updating information on file with FIS and your bank If any of the four questions above are answered “no,” please follow the bank change instructions below: You must update your bank account information with FIS in order to receive your payment. Please see these instructions to update your bank account information with FIS. Before submitting the bank change form, please double check these four items: Verify both new and old account* were submitted on the form Verify a voided check or bank letter is included with the form Verify voided check or bank letter has the same information as the bank account information *If the old account information is unknown, contact the DCF by emailing: DCFDECECOVID19CCPayments@wisconsin.gov and tell them you don’t know your old bank account information, DCF will reply with next steps. If you do not receive funds in your bank account 10 days from the date of your payment letter, email or call FIS Merchant Services and ask for the status of the payment to your bank account: Merchant.Services.Support@fisglobal.com OR 1-800-894-0050. It may take up to 5 business days to receive a response from Merchant Services. If you do not hear back from FIS Merchant Services or they do not resolve your issue, please email: DCFDECECOVID19CCPayments@wisconsin.gov. I am already registered with FIS, but my bank account information has changed. What do I do? You must update your bank account information with FIS in order to receive your payment into the correct bank account. Please fill out the Provider Bank Information Form and send to FIS Merchant Services via email: Merchant.Services.Support@fisglobal.com, fax: 1-414-341-7085, OR the mailing address listed at the top of the form. For more information follow these ebtEdge Provider Portal Instructions. I am already registered with FIS, but I am locked out of my account. Can I still receive my payment through FIS? Yes – as long as your bank account information has not changed, you will still receive your payment via automatic deposit to your bank account through FIS. You can check the status of your payment in the DCF Provider Portal. I am having trouble with my FIS registration or my account, and I cannot get through to FIS customer service over the phone. Please refer to ebtEDGE Provider Portal Instructions for additional help with your FIS account. You can email FIS: Merchant.Services.Support@fisglobal.com. FIS is currently experiencing long wait times, it may take up to 5 business days for a response to voicemail or email. If you need to contact FIS, you may want to try calling during an off-peak time. If you have tried all the steps and still cannot get access to ebtEDGE, or need help resolving your FIS issue, email DCFDECECOVID19CCPayments@wisconsin.gov for additional assistance. Will I receive a 1099? If you receive Child Care Counts payments via ACH Transfer (from FIS), you will receive a 1099-K from FIS. This will include other payments that were made to you from the Wisconsin Shares program. If you receive Child Care Counts payments via check from DCF, and if the payment amount was less than $600, you will not receive a 1099 from the State of Wisconsin. You should consult your tax advisor for guidance on how to include the payment on your taxes. If you receive Child Care Counts payments via check from DCF, and if the payment amount was more than $600, you will receive a 1099-NEC from the State of Wisconsin. If you received BOTH ACH transfer payment AND payment by check, you will receive a 1099-K from FIS for all electronic payments AND a 1099-NEC from the State of Wisconsin for check payment(s). All payments made to you via ACH transfer from FIS will be on one 1099. If you paid Child Care Counts funding back to the state, this adjustment will not be included in the 1099-K. You should consult your tax advisor for guidance on how to include the adjustment on your taxes. If you paid Wisconsin Shares subsidy funds back to DCF due to a Voluntary Repayment Agreement (VPA), these adjustments will not be included on your 1099-K from FIS. You should consult your tax advisor for guidance on how to include the adjustment on your taxes. Use of Funds Is there a time limit on when I have to spend the funds? Yes – In order to conform with Federal and State compliance requirements, funding from the Spring 2021 Child Care Counts Response and Relief program must be spent by April 1, 2022 on expenses incurred between 1/1/21 and 4/1/22. April 1, 2022 – Funds must be spent January 1, 2021 – April 1, 2022 – funds can be spent on expenses incurred during this timeframe How can I spend these funds? Program A funds can be spent on the following to support necessary and reasonable costs of maintaining or enhancing high-quality care: Operating expenses necessary to remain open, including but not limited to: Mortgage, rent/space costs Utilities Payroll/benefits Personal Protective Equipment (PPE) Materials/supplies for cleaning and sanitation Materials/supplies for enhancing the program environment, curriculum and family engagement activities Professional development and/or continuing education Additional costs to ensure high-quality programming Program B funds can be spent to support necessary and reasonable costs of recruiting and retaining high-quality staff as follows: Awarded per-staff funds must be used to increase pay (in the form of a bonus or wage increase) to all individuals listed on the application Awarded base pay funds must be used toward staff recruitment or ongoing support for staff. Recruitment efforts, sign-on bonuses Professional development Continuing education Training All Response and Relief funds, Program A and B, must be spent by April 1, 2022 on expenses incurred between January 1, 2021 and April 1, 2022. Can I use Program A funds for structural modifications, facility repairs, or for a building project at my facility? Program A funds can be used for minor renovations but cannot be used for major renovations. Major renovation is defined as: (1) structural changes to the foundation, roof, floor, exterior or load-bearing walls of a facility, or the extension of a facility to increase its floor area; or (2) extensive alteration of a facility such as to significantly change its function and purpose, even if such renovation does not include any structural change. For example, building a new entrance to better align with CDC health and safety recommendations during drop off/pick up would likely constitute a structural change and would likely not be allowable. However, adding plexi-glass barriers to an existing entry way or entrance would likely be allowable. I received funds from the Response and Relief Payment Program B that are supposed to go to specific teachers that no longer are employed at my program. What can I do with these funds? In order to comply with the terms and conditions of Payment B - Funding Staff Recruitment and Retention Efforts, you must equitably distribute funds to current employees that were included in the application according to their full-time or part-time status. For example, full-time employees should receive $1,400 and part-time employees $900. If an employee is no longer on payroll at your facility, the per-staff amount awarded for that individual can be used at your discretion to support recruitment and retention efforts for existing or future employees. Those funds do not have to be returned as long as they are used for existing or future employees by April 1, 2022. Example scenarios: I plan to hire another staff member to replace them. These funds can be used as a sign-on bonus or for other recruitment efforts. I am fully staffed, and do not anticipate any recruitment needs in the foreseeable future. These funds can be distributed among existing staff at your discretion in the form of a bonus or wage increase. Can the Child Care Counts funds be used to cover the payroll taxes associated the bonus payment to staff? Payroll taxes would be considered an allowable expense under Program A. What does the base amount and per staff amount mean for Program B: Funding Staff Recruitment and Retention Efforts? Payments for Program B will include a base amount and per staff amount. The base amount is to be used for staff recruitment and ongoing support for staff. The per staff amount will be calculated for each staff member with an approved background check and dependent on full time or part-time work status. This amount is to be paid directly to each staff member that was listed on the application. Family child care providers are eligible for the base amount plus a per staff amount, even if there is only one teacher/provider. Need Help? If you need help or have questions about the Child Care Counts payment program, please contact the Child Care Counts Call Center at DCFDECECOVID19CCPayments@wisconsin.gov. If you are unable to email, you may call and leave a detailed message at 608-535-3650. PLEASE NOTE: Email is recommended for a faster response. When contacting the call center, please include your name, facility name, provider number, and detailed question. Terms and Conditions Read the Terms and Conditions of the Child Care Counts: COVID-19 Response and Relief Program - Spring 2021. * DCF issued an additional payment in June 2022 using Coronavirus Response and Relief Supplemental Act (CRRSA) funds to providers who were eligible for the Spring 2021 Response and Relief Payment Program. This additional payment will have a revised spending deadline. For this additional payment only, the funds must be spent by September 30, 2022 on expenses incurred between January 1, 2021 and September 30, 2022. Audit and Review Process What does Child Care Counts monitoring, audit, and review mean? Monitoring: DCF requires providers to enter names of children attending and staff employed in their applications. This information will be monitored to ensure that the correct information was entered into the Child Care Counts application. 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. 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 Child Care Counts funds were spent. Providers must show that the funds were spent within spending 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: Documentation requested Date when the documentation 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 have a minimum 2-week time frame to submit required documentation. This documentation is expected to be uploaded to the Child Care Provider Portal. Once all requested documentation has been received, the audit or review can begin. This review process takes approximately 30-90 days. How does DCF select providers or applications to audit? DCF will pull 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 US 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. This timeframe 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 Child Care Counts 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 the issuance of an overpayment. What do I submit to show how I spent the funds? Examples of documentation include, but are not limited to: Mortgage/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 services Materials and supplies for enhancing the program environment, curriculum, and family engagement activities Educational supplies and learning materials How do I submit documentation? Documentation must be uploaded to the Program Integrity Documents section of the Child Care Provider Portal. See the Upload Guide and Upload Video to assist with the upload process. What if I am not able to spend the funds by April 1, 2022? If a provider is unable to spend a Child Care Counts payment within the required 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, 2021 and April 1, 2022. 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 being returned: Bureau of Child Care Subsidy Administration Attention: Operations Program Associate PO Box 8916 Madison, WI 53708-8916 I received a Child Care Counts Overpayment Notice. What does this mean? If you receive an Overpayment Notice, this means that you were overpaid Child Care Counts funds and these funds must be returned to DCF. This notice will indicate the amount of the overpayment and include a remittance slip and instructions for sending your payment. The Child Care Counts overpayment may be due to any of the following: Inaccuracies in the application Failure to submit the requested documentation Information received to support spending did not comply with the Terms and Conditions of the respective Child Care Counts program.
