Child Care Counts: Stabilization Payment Program Round 3

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 3.

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.

• Application Weeks for Round 3 are in May, June, July, and August
• 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 (May - August 2023)
• 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 May, they must update child and/or staff information during the Monthly Update Week in June 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 2 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 Review Days

The days when DCF reviews applications and updates to ensure the provider remains eligible for payments.

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 January 1, 2023 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.

Inclusive Birth to 3 Pilot Add-on Amount

Program A payment amount given in addition to the Per-Child Amount for each child included in the application who is participating in the Inclusive Birth to 3 Child Care Pilot.

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.

There are some changes for the Child Care Counts: Stabilization Payment Program Round 3. See below for some highlights of what is the same, and what is different for Round 3 of the Stabilization Payment Program.

What is the Same for Round 3?

Monthly Payments 

The Child Care Counts: Stabilization Payment Program Round 3 is a nine-month payment program that runs May 2023 through January 2024. 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 

Certain verification documents must be uploaded with the initial Stabilization Round 3 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 in the Child Care Provider Portal. 

Providers may be required to submit additional verification documents at any point. If this is required, a message will display in the application in the Child Care Provider Portal, indicating that new documentation is required. 

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. Costs must have been incurred between January 1, 2023 and 120 days from the date of the Payment Letter. 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.  

Program B – Expanded Allowable Use of Funds 

The focus of Program B remains on supporting staff compensation, while offering flexibility in the use of funds to support recruitment and retention. Program B will still consist of a Base-Per Staff amount, and for programs participating in YoungStar, a Quality Incentive Per-Staff amount. 

Base Per-Staff Amount 

The Program B Base Per-Staff funds can be used to cover existing payroll toward the goal of maintaining or increasing existing compensation. 

Quality Incentive Amount 

Use of funds from the Program B Quality Incentive Per-Staff amount are not restricted to staff with an approved DCF background check. 

This means that funds can be used for vendors and services provided to the child care program who are not required to have an approved DCF background check (for example, a training or professional development service, or a recruitment or advertising agency). 

Inclusive Birth to 3 Pilot Add-On Amount 

The Program A add-on amount for providers caring for children who are participating in the Inclusive Birth to 3 Child Care Pilot remains available during Round 3. This additional amount will be added automatically to eligible providers payments, and providers do not need to include any additional information in their application.     
 

What’s New for Round 3?

Changes to Allowable Use of Funds 

There are several changes to the allowable use of funds. See below for highlights, and read the Round 3 Terms and Conditions for full details. 

Tuition and Fee Reimbursement: Due to the federal requirements for the Round 3 fund source, tuition and fees may only be reimbursed for families who receive Wisconsin Shares. Providers may cover tuition and fees in excess of the amount paid by Wisconsin Shares. Wisconsin Shares payments to families cannot be reimbursed. NOTE: This is a change in the use of funds only. Providers will continue to receive the Per-Child Amount for all children in attendance during Count Week, including children who receive Wisconsin Shares and children who do not receive Wisconsin Shares. Providers cannot use Child Care Counts funds to reimburse families who do not receive Wisconsin Shares.

Mortgage Payments: Program A funds may not be used for mortgage payments. This is due to the federal requirements for the Round 3 funding source. Per the federal requirements, funds may not be used for purchase or improvement of land. Purchase includes all costs associated with a purchase of real estate including, down payments, mortgages, points, appraisal fees, and closing costs.

Staff Compensation: The Base Per-Staff amount for each staff person included in that month’s Count Week must be used toward the goal of maintaining existing compensation (wages, bonuses, or benefits). Maintaining compensation is still recommended, but is not required. 

Discontinuation of Non-Standard Hours Add-On  

Due to program funding, the Non-Standard Hours Add-On for Program A will not be included in Round 3.   

New Participation Deadline  

Providers must be approved for funding during one of the first 4 months to be eligible for future payments. The program’s funding will not allow for providers to join the program after the August 2023 payment round.   

If you wish to participate in Child Care Counts Stabilization Round 3, you must submit an application and be approved for payment during at least one of the May, June, July, or August 2023 payment rounds.  

Expanded Update Week

Based on feedback from providers, the monthly Update Week has been expanded from 5 days to 9 days to allow providers more time to update their applications.

Note: The initial Round 3 Application period in May 2023 is two weeks long (5/20 – 6/4) to allow additional time for the initial application and document uploads.

Preparing for the end of COVID-Relief Funding

The Child Care Counts: Stabilization Payment Program was created with federal COVID-relief funding. These are time-limited funds with specific deadlines.  

DCF has been able to award over $330M to Wisconsin child care providers with federal COVID-relief funding since May 2020. We have heard from the provider community about the positive impacts of this program and are committed to remaining transparent about its future.  

The future of Child Care Counts is uncertain. The program’s budget will become clear following the State of Wisconsin’s biennial budget process.

Will I still receive Child Care Counts payments? 

Yes. All currently eligible providers will continue to receive Child Care Counts funding through January 2024 as long as you continue to meet the eligibility requirements for participation. 

Will the Child Care Counts payments be the same amount? 

Payments will decrease beginning with the May 2023 payment round (June 16 payment date) due to the limited federal funding available. For Round 3, there is approximately 50% of the federal funding that was available in earlier rounds. Currently, there is no federal funding for future rounds.

However, ongoing funding has been proposed as part of Wisconsin’s biennial budget. This would restore funding over the next two years and establish Child Care Counts as a permanent, ongoing payment program.

If there is funding allocated to Child Care Counts in the biennial budget, it is possible that payment amounts could increase for the remainder of Round 3. All potential future rounds for Child Care Counts will depend on the final investment to Child Care Counts in the biennial budget. Final biennial budget decisions are expected to be made during the summer 2023.

When will payments decrease? 

Payments will decrease beginning with the May 2023 payment round (June 16 payment date) due to the limited federal funding available. For Round 3, there is approximately 50% of the federal funding that was available in earlier rounds. Currently, there is no federal funding for future rounds.

However, ongoing funding has been proposed as part of Wisconsin’s biennial budget. This would restore funding over the next two years and establish Child Care Counts as a permanent, ongoing payment program.

If there is funding allocated to Child Care Counts in the biennial budget, it is possible that payment amounts could increase for the remainder of Round 3. All potential future rounds for Child Care Counts will depend on the final investment to Child Care Counts in the biennial budget. Final biennial budget decisions are expected to be made during the summer 2023.

What is the expected amount of the decrease? 

Current federal funding will support a total monthly payment amount of about $10M, about half of what was available in prior rounds. The amount individual providers receive will depend on the structure of their program. Things that could impact your calculation include number and ages of children, number of staff, YoungStar level, and any add-ons. Check the Child Care Counts website each month as specific payment amounts are determined. 

Am I still required to maintain or increase staff wages with the lower payment amounts?  

DCF encourages providers receiving Program B funds to maintain staff compensation to the extent that they are able, but it is no longer a requirement to receive funding. 

Program B funds still must support costs associated with recruiting and retaining high-quality staff. The Base Per-Staff Amount still must be used for staff compensation.  

How will providers be informed of changes in payment amounts? 

The Child Care Counts website will provide accurate information about each month’s payment amounts under How Payments are Determined. Regular updates about the program will also be provided via the Child Care Provider Updates listserv. 

DCF plans to discuss Child Care Counts sustainability efforts at the April and May 2023 Tuesday Talks with DECE.  

Your Child Care Counts payment letter will include the specific amount of your award each month. Due to the uncertainty of the Wisconsin biennial budget process, specific future payment amounts are not currently available. 

Will there be another round of CCC payments after January 2024? 

Maybe. If additional funding is provided in Wisconsin’s biennial budget, the program may continue beyond January 2024. If additional investments are not received, the program will end with the January 2024 round.  

Can I join the CCC Program anytime during the nine-month round? 

No. Unlike prior rounds, providers must be approved for funding during one of the first four months to be eligible for future payments. The program’s funding will not allow for providers to join the program after the August 2023 payment round.  

If you wish to participate in Child Care Counts Stabilization Round 3, you must submit an application and be approved for at least one of the May, June, July, or August 2023 payment rounds. 

I am only open for one day during the May, June, July, or August Count Weeks, can I still apply for funding to meet the participation deadline?

Yes. If your program is open and caring for children at least one day during a Count Week, you can apply during that month’s Update/Application Week.

If my program newly opens in September 2023 or later, will I be approved for Child Care Counts? 

No. The federal funding which supports Child Care Counts has specific deadlines. Unfortunately, current funding will not allow for providers to join the program after the August 2023 payment round. If additional funding becomes available, this deadline may change.     
 

Month	Update/Application Week	Notes
May 2023	5/20 - 6/4/23	Round 3 Begins
June 2023	6/17 - 6/25/23
July 2023	7/22 - 7/30/23
August 2023	8/12 - 8/20/23	You must apply and be approved no later than the August Round to be eligible for the rest of Round 3.
September 2023	9/23 - 10/1/23	If you were not approved in August or earlier, you will not be eligible for the September Round, or any remaining months. If you apply in September or beyond, you will receive a denial notice.

 

While there is some uncertainty with this round of Child Care Counts, many things remain the same. Providers will still apply through the Child Care Provider Portal. We have numerous resources available to assist with applying, maintaining eligibility, keeping track of important dates, and keeping records of approved spending. As always, we have the Child Care Counts Support Center available to assist with any questions you may have about your current application.

Terms and Conditions

Read the Round 3 Terms and Conditions.

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 Review 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 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.
• 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 rent/space costs, utilities, insurance, business-related taxes, and payroll/benefits
    • Rent/space costs may include costs such as facility usage fees and monthly rent. Mortgage payments are not an allowable use of Child Care Counts funds. 
  • 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 who receive Wisconsin Shares
    • You may cover tuition and fees in excess of the amount paid by Wisconsin Shares
    • Wisconsin Shares payments to 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 January 1, 2023 and 120 days from the date of the Payment Letter.

 

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 Review 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 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.
• 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 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 January 1, 2023, and 120 days from the date of the Payment Letter.

 

Applications for the Child Care Counts: Stabilization Payment Program must be submitted through the Child Care Provider Portal. 

Child Care Counts Application Guide   Video Application Guide

This 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. 

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. 

Please read through the Frequently Asked Questions for more information.

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

This guide and video provides step-by-step instructions on submitting your application in the Child Care Provider Portal. 

Update Guides

This update Guide and update Video shows step-by-step instructions for updating and re-submitting your application during monthly Update Weeks.

Uploading Documents to the Child Care Provider Portal

Guide and 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 this guide for instructions on entering temporary closures in the Child Care Counts Application.

 

Provider Portal Resources

Accessing the Child Care Provider Portal

See this guide and 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 Tool Resources

Spending Tool Resources – For Round 3: May 2023 - January 2024

The Spending Tool is recommended for organizing and tracking how you spend your Child Care Counts Stabilization Payment Program Round 3 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.    
   

Spending Tool Resources – For Round 2: August 2022 - April 2023

• See the Round 2 webpage to access the Round 2 Spending Tools.

 

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 

This 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

This 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.

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.

Read the Terms and Conditions of the Child Care Counts: Stabilization Payment Program Round 3.

Resources - 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. 

1. Log into the Child Care Provider Portal and access the COVID-19 Payments Page
2. Select the Month and Program (as indicated in your Audit Notice; for example, November Program A) 
3. Select the Program Integrity Documents section 
4. 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 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    
 

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.