MyWIChildCare for Providers Child care providers who accept Wisconsin Shares families are paid via an EBT card. Instead of being paid directly by the state, parents who receive Wisconsin Shares are using their MyWIChildCare EBT card to pay providers according to their payment policies. The EBT system is called MyWIChildCare. The card looks like the image to the right. Providers may log in to ebtedge.com to check your MyWIChildCare account once you have a signed contract with FIS, the EBT vendor. Reminder: Never keep a client's MyWIChildCare EBT card, account number, or PIN! Do not ask for or possess a client’s MyWIChildCare EBT card, account number, PIN or any representation of these items. You may not require that a client submit their Authorization Notice. This violates Wisconsin Confidentiality Law (49.83). If you or your staff is found in possession of any of these items, you may be issued an overpayment and/or permanently suspended from the program. Do not risk it. Never ask for your client’s EBT cards! Provider Outreach Documents MyWIChildCare Provier Brochure: Streamlining the Way Child Care Providers are Paid by Wisconsin Shares (DCF-P-5100) Spanish Training Videos For Parents Using Your MyWIChildCare EBT Card (for parents) Spanish The MyWIChildCare EBT card provides a fast and easy way for you to access your child care subsidy Activate your card and create a PIN Use your MyWIChildCare EBT card to pay for child care Pay for child care online, over the telephone, or swipe your card at a POS machine Transfer funds electronically from your MyWIChildCare account to your provider's account Check your account balance online, by calling customer service, or by swiping your card at your provider's optional POS machine For Providers Understanding Child Care Background Checks computer-based training (for providers) Child Care Background Checks: Using the Provider Portal (Individual Module) computer-based training (for providers) Parent Outreach Documents What Parents Need to Know About MyWIChildCare (DCF-P-5144) Spanish MyWIChildCare Cardholder Payment Sample A brief overview showing how easy it is for parents to pay their child care provider online using their MyWIChildCare card. MyWIChildCare Printed Brochures Order or download MyWIChildCare brochures. Voluntary Repayment Agreement (VPA) The Voluntary Repayment Agreement (VPA) process occurs when a provider agrees to return funds via ACH transaction to the Wisconsin Shares program. The VPA may be utilized in the below circumstances, including but not limited to: The child is absent for 30 consecutive calendar days or more Payment is made to an incorrect provider or incorrect provider location The provider refuses to care for the child or disenrolls the child Provider closures, except for closures up to 14 days related to COVID-19 exposure, and closures on legal holidays A parent was ineligible for the funds paid to the provider The provider received funds in error To avoid a potential overpayment sanction The provider voluntarily requests to return funds according to their business practices To return funds to the department, the child care provider must complete the VPA form (DCF-F-5178-E) and return it to the local agency via email, scan, or fax. Use form DCF-F-5178-E only for return of Wisconsin Shares subsidy funds. The funds will be removed via ACH transaction from the bank account Fidelity National Information Services (FIS) has on file. It is vital that sufficient funds are in the account when the debit is processed. If funds are not available, a failure notice will be sent to the provider with additional information on how to repay the funds to the department. Request Access to the Child Care Provider Portal (CCPP) What is the DCF Child Care Provider Portal? The Child Care Provider Portal (CCPP) is a secure website, available 24/7, where regulated Wisconsin Child Care Providers can manage their child care business using any computer, tablet, or smartphone with an Internet connection. Read more about the CCPP. Please follow the instructions provided to obtain access to the Child Care Provider Portal (CCPP). Training Videos Watch the training videos that explain the functionality of the Provider Portal. Understanding Child Care Background Checks computer-based training (for providers) Child Care Background Checks: Using the Provider Portal (Individual Module) computer-based training (for providers) Provider Portal User Guide Download the Provider Portal User Guide for complete instructions on using the Provider Portal. Provider Portal Fact Sheet Download the Provider Portal Fact Sheet for an overview of the latest enhancements to the Provider Portal. Use the Provider Portal to help manage your child care business. The Provider Portal is open 24/7, and you can access it from any computer, tablet, or smartphone with an Internet connection. Update your prices. Send a request to end a MyWIChildCare authorization for a child who is no longer attending or has never attended. Report days (or weeks) that your child care program will be closed so a parent can request an authorization to an alternate provider during your closure. View certain Licensing/Certification, Registry, and YoungStar documents and details. Provider Frequently Asked Questions about FIS and the MyWIChildCare EBT Card Forgot Password What do I do if I forgot my password for the FIS Provider Portal? For security reasons: Passwords expire every 45 days User IDs expire after 90 days of inactivity If it has been more than 90 days, create a new account From login page, click the link Did you forget your password? and follow the instructions. Password Reset What do I do if the password reset doesn’t work? You can create a new account by clicking on the link: Complete your contract or register online now. Alternatively, you can call/email FIS Merchant Services at 1-800-894-0050 or merchant.services.support@fisglobal.com. First Payment What is the average turnaround time for payment once a provider location has become active? Payments can be made once your account is active, but it takes a minimum of 3-5 business days for the payments to move through the banking system and post to your bank account. Banking Updates How do I update bank accounts? You must contact FIS for a bank change form, submit the form back to FIS and provide the following items to verify the bank change: Current bank account on file with FIS Bank account on file is a business account Bank account name matches the business name on file with FIS Business has not recently gone through any other name or business changes without updating their information on file with FIS and the provider’s bank account Return Payments How do I return funds that are not used or received in error? Contact your local agency to request the Voluntary Repayment Agreement Form. Additional information is available on the Wisconsin Shares website. Closing Accounts How do I close my account with FIS? If you no longer want to receive payments through ACH or are closing bank your account: Notify FIS in writing at least 60 days prior to closing your bank account by emailing Merchant Services at merchant.services.support@fisglobal.com. Keep bank account open until all payments have processed to ensure payments are received in a timely manner. Portal Complaints What do I do if information in the FIS Provider Portal is missing or inaccurate? Call/email FIS at 1-800-894-0050 or merchant.services.support@fisglobal.com. If contacting FIS isn’t helpful, contact your local agency and provide the following: Phone number you called from Date and time that you called A brief description of the issue Your local agency will reach out to the DCF Regional Office to either file a ticket or contact DCF to file a ticket. Director Changes How do I update my FIS contract when there is a change in administrator or contacts? A best practice is to have the Director update their online account with the new contact information before they leave/resign. If the Director no longer works for the provider, the provider needs to provide DCF by emailing dcfmbchildcarefisquestions@wisconsin.gov with the following information, so that DCF can work with FIS to verify the change and update the system as necessary. Items to provide DCF include: Center administrator’s name Telephone number Email Address Headquarter ID Request How do I link multiple locations? If you want to link all your locations, you can work directly with the FIS merchant services team to set up a headquarter ID location by submitting a Headquarter ID Request form via email: merchant.services.support@fisglobal.com. Providers may call at 1-800-894-0050 or email Merchant Services to request this form. 1099K Forms The 1099-K forms only include subsidy payments paid to the provider – they do not include any debits from providers’ accounts due to voluntary repayments (VPAs). 1099-K forms are mailed from FIS via the United States Postal Service (USPS), standard USPS mail time, and typically mailed around the third week of January. The information on the mailed 1099-K forms is consolidated by Taxpayer Information Number (TIN), which means multiple provider locations that share the same TIN will be consolidated into one 1099-K form. Providers need to call Merchant Services at 1-800-894-0050 to request a duplicate 1099-K if one is needed. Towards the end of January, the 1099-K data is imported into the FIS Merchant Management System (MMS) based on individual location IDs. The Provider Portal pulls the 1099-K data from MMS and displays a facsimile or pdf of 1099-K data based on individual provider location ID. If a provider has multiple locations with the same TIN assigned to each location, the 1099-K data displayed on the Provider Portal is only displayed by individual location ID. There is no option on the Provider Portal to display a 1099-K consolidated by TIN. Providers need to call Merchant Services at 1-800-894-0050 to request a duplicate form if one is needed. Additional Wisconsin Shares Information
