Wisconsin Shares Child Care Provider Subsidy Change Frequently Asked Questions (FAQs)

Previously, a child’s authorization was based on a specific number of average weekly hours. As of October 1, parents receive a part-time or full-time subsidy amount based on their average weekly child care need.

See the Child Care Provider Subsidy Change FAQs below for more details.

How are full-time and part-time funds determined?

If the child is authorized for 20 or fewer average weekly hours, the parent receives a maximum part-time amount. This amount is approximately 80% of the full-time amount. If the child is authorized for more than 20 weekly hours on average, they’ll receive a maximum full-time amount. For authorizations with more than 50 average weekly hours up to 75 average weekly hours, an hourly add-on is added to the full-time amount. Visit the Calculating Your Out-of-Pocket Cost Using the Wisconsin Shares Maximum Rates Chart webpage to find your county’s maximum rates. Additional hourly funds may be available if the parent needs additional subsidy for days/times when school is closed. Parents must contact their local agency to request additional funds for days/times when school is closed.

What do we need to do as a child care provider?

Make sure your prices are current and your registration fee (if you have one) is added to the Provider Portal.
Make sure you have a Provider/Parent Written Payment Agreement in place that includes all fees you charge parents.
Communicate with parents so they know what they need to pay and bill them on a consistent basis.

Do I need to change my prices due to the full-time/part-time calculation method?

The full-time/part-time method might not align with how your program defines part-time and full-time care. You do not need to make any changes to your prices or price structure for these changes. Parents will receive subsidy according to the department’s definition of part-time and full-time child care need, the same way their hourly amount is currently determined. Parents will use the subsidy to pay whatever your price is, the same as they currently do.

How do I enter my prices and fees?

You can enter and update your prices and fees in the Child Care Provider Portal. The Child Care Provider Portal User Guide, p. 22-36, provides instructions.

Do I need to update my Written Payment Agreements with families?

Yes. All Provider/Parent Written Payment Agreements for new and currently enrolled families must be updated to include all fees that you charge parents by January 1, 2024. Visit our Wisconsin Shares for Child Care Providers page to learn more about Provider/Parent Written Payment Agreements. You can use the department’s template for Provider/Parent Written Payment Agreements or create your own document that includes the items specified in the template.

Is there a template for the Provider/Parent Written Payment Agreement that I need to have with parents?

Yes. You can use the department’s Provider/Parent Written Payment Agreement form (DCF-F-5224-E) (DCF-F-5224-E-S for Spanish). Visit the Wisconsin Shares for Child Care Providers page for more information about the Provider/Parent Written Payment Agreement and other resources for providers.

What can child care subsidy funds be used for?

Parents can use subsidy to pay for any bill they have with the provider for that child. This includes fees or costs other than attendance, such as food costs, field trip fees, and late fees. Registration fees cannot be requested for those fees, but subsidy funds can be used towards those costs. If a parent is consistently incurring fees due to late pick-up, the provider should have a conversation about whether the child care arrangement is meeting the parent’s needs or if the arrangement needs to be updated.

Are parents allowed to use subsidy funds to pay for care during times when they’re not working?

Yes. A parent’s approved activity hours qualify them for a certain amount of subsidy. The specific child care arrangement of days and times when the child needs care is determined between the parent and provider. Parents can use subsidy funds to pay any bill they have with the provider. The child care arrangement should be specified in the Parent/Provider Written Payment Agreement.

If a parent pays more than they owe for one bill, can we keep the extra for the next bill?

No. Payments can be applied to current and past months with outstanding bills. The parent can leave money on their card for future use, but the provider cannot receive funds and hold them to apply to future bills.

If a parent pays too much for one child, can we use the additional funds for a sibling?

No. Subsidy from one child cannot be applied to another child.

How are monthly payments calculated (including the months with five weeks)?

Each child’s Wisconsin Shares child care subsidy is specific to their age, the family’s income, county or tribe, and other factors. Visit the “Calculating Your Out-of-Pocket Cost” page to learn more about calculating subsidy. Subsidy funds are based on a calendar month, so it does not vary based on the number of weeks in a month.

Can we know how much a parent gets authorized for? Or how much a parent receives?

No. Information about a parent’s subsidy, including eligibility to receive funds for registration fees, is confidential between the local agency and the parent. It’s important to remember that all families should be treated the same regardless of how they pay. Be sure to bill for the requested child care need.

How can we help share this information with parents?

DCF sent flyers out to providers on October 3 that can be shared with parents. (Color version, black and white version) You can also share the Wisconsin Shares Policy Changes webpage link with parents and direct them videos recorded below. The Parent and Caregiver FAQ page provides questions and answers that are specific to parents.

Go Back to the Subsidy Change Page for Child Care Providers