Tribal Child Care Subsidy Resources

DCF Area Administration works with local agencies administering DCF programs (child welfare, child care, child support, and W-2 financial assistance). The local agencies include county human services departments, child support agencies, private W-2 agencies, Tribal Nations, and other service providers. DCF Area Administration responds to all your child care certification and subsidy questions. 

A Tribal child care subsidy specialist is assigned by the Tribal child care coordinator to the child care subsidy responsibilities listed below. Tribal child care subsidy specialists are employees of the local Tribal agency.
Tribal child care subsidy specialists perform the following responsibilities:

• Determine a family’s eligibility for Wisconsin Shares by applying non-financial and financial eligibility criteria.
• Collect verification from families to support the determination of eligibility.
• Assess child care need and write child care authorizations for qualifying children based on polices in the Wisconsin Shares Handbook.
• Process changes and understand how those changes may or may not that impact a family’s eligibility and/or child’s authorization status.
• Ensure accuracy in determination of benefits and authorization creation and respond to  any matters/reports that appear to be in violation of Wisconsin Shares Policies. This could include fraud referrals, investigations, and establishing overpayments. 
• Act as a Provider/Parent Liaison by providing support to parents and providers about the use of the MyWIChildCare Parent Portal and the Child Care Provider Portal. This could also include troubleshooting parent or provider concerns and referring to appropriate resources as needed. 

Forms and Publications Links

A document – paper or electronic – that contains information that is critical for accessing the provider/agency services and/or benefits; letters or notices that require a response from the customer; and documents that inform customers of free language assistance. 

All department forms require a form number, which must be displayed on the form.

Forms are defined as:

• Paper/printed 
• Electronic
  • Form-fill enabled 
  • Mainframe-generated forms and form letters 
  • Client server-generated forms and form letters that merge variable information onto a fixed form template or structure 
  • Internet application screens 
  • Internet/intranet forms
  • Templates

The DCF Forms page contains the searchable list of forms used by programs and DCF staff. The available forms can be searched via title, number, and language, or by scrolling through the complete list. 

Forms are subject to change, so be sure to print only from the website so you always have the most up-to-date version.

Court forms can be found on the Wisconsin Court System webpage.

Child support-related court forms can be found on the Bureau of Child Support Court Resources and Forms webpage. 

If you cannot find the form or publication you are looking for, contact DCF Agency Operations for assistance.

Document Sales

Some forms and publications are preprinted and can be ordered (for free) from Document Sales. New Document Sales users need to create a login and password in order to search for products, place, and track orders. 

Any questions about Document Sales should be directed to Document Sales and Distribution at DOADocumentSalesInformation@wi.gov.

Child care subsidy and certification trainings are delivered through our partner The Partners Training Team (PTT).

You will need to get a PTT Logon ID to take these trainings.

To obtain a PTT Logon ID

1. Click on: Learning Center New Employee Profile Form
2. Download the form
3. Fill out the form
4. Email form to: regstaff@uwosh.edu 

If you lost your logon ID, contact:

PTT Registration Staff
Phone: (920) 424-1071
Email: regstaff@uwosh.edu 

Required Subsidy Trainings

New Worker Child Care Subsidy Training (NWT)

This 10-day blended learning course is comprised of multiple e-learnings, demonstrations and group discussions via Zoom, attending a two-day scenario-based practical application virtual training workshop, and post requirements. This training will provide newly hired Wisconsin Shares staff the ability to apply policies and procedures to accurately determine program eligibility, create authorizations, and provide ongoing case management. You will need to log into the PTT Learning Center website to see the schedule of when this training is available. 

Prerequisites: The Introduction to CARES Worker Web (CWW) must be completed through Income Maintenance (IM) New Worker Training or W-2 New Worker Training prior to taking this course unless the new worker is familiar with the CARES Worker Web system. Introduction to CWW is an on-demand training available on the PTT Learning Center. 

PTT Training Website

State/Tribal Child Care Contract and Scope of Services

This contract is a sub-award of the Child Care and Development Block Grant (CCDBG), a part of the Child Care Development Fund (CCDF) program, which provides grants to states, territories, Tribal Nations and Tribal organizations for child care assistance for low-income families. Wisconsin State Statutes §49.155(1m) and (3) require that the Department of Children and Families (DCF) contract for Wisconsin Shares child care eligibility and authorization with a county, Tribal Nations or other agency in each geographical region or Tribal unit to determine eligibility and administer the program.

You can access the State/Tribal Scope of services through the Wisconsin Shares Child Care Subsidy Administration SharePoint Site. (You will need to request SharePoint access.)

This contract should be reviewed each year by the agency to maintain compliance.

Not fulfilling the requirements of the contract can result in the loss of the child care administration program and funds.

Subcontracts (Subrecipient Contracts)

Any agency can subcontract out child care services such as:

• Fraud
• Authorizations
• Certification

The Process

• Contact your child care coordinator to let them know.
• Send a draft copy of the subcontract to your child care coordinator for review.
• After final draft has been signed by all parties – send to your child care coordinator.
• Create a monitoring plan on how your agency plans to oversee the sub-contracting agency during the contract and send along with the final copy of the subcontract to your child care coordinator. 
• Each year that you subcontract out the agency’s child care services, you will need to include a new FY Subcontract with the subcontracted agency, and a monitoring plan along with your Agency Annual Summary.

Child Care Subsidy Reviews

Tribal agencies (local agencies) contract with the Department of Children and Families (DCF) to deliver program services to families that qualify for Wisconsin Shares child care subsidy.    
     
Pursuant to Contract Agreement Section XII, A., DCF will monitor the local agency’s general compliance with and adherence to the terms of the contract and the Scope of Service provisions on a periodic basis. DCF reserves the right to monitor all aspects of the contract, including agency performance, adherence to the terms and conditions of the contract, adherence to state and federal laws, achievement of program performance standards, adherence to fiscal reporting and cost allocation requirements, and customer satisfaction and quality of service provided.

Reviews are completed every three (3) years. 

For more information on the Wisconsin Shares Child Care Subsidy Agency Review Process, visit the Agency Worker webpage and see Admin Memo: 17-01. If you have any questions regarding this Admin Memo, please contact your child care coordinator.

Wisconsin Shares Child Care Handbook

All Child Care Statewide Administration on the Web (CSAW) user guides are on the CSAW SharePoint, which is accessed through a link within CSAW. If you have a business need for accessing the CSAW Users SharePoint site, and do not have access to CSAW, please contact the DCF Service Desk.