Compliance Indicator

Families with children enrolled are assessed the correct monthly fee according to the current Family Fee Schedule with the exception of families/children certified with cash aid, CPS/At-risk with referral (waiver) & CHAN.

Regulations/Reference

CCD Program Instrument: I. Family Files CCD 03
Welfare & Institutions Code: 10251, 10260, 10271.5 
Title 5: 18078[g] & 18108–18116

Monitoring Review Evidence

• Family Data file

• Family Fee Collection Policies & Procedures

• Receipts of Fee Collection

Assessment

A family fee is assessed and collected based on the family’s child who is enrolled for the longest period. When a family has children enrolled in both a childcare program administered by the California Department of Social Services AND California Department of Education, and those children are enrolled for the same period, the contractor may choose which contract the family fee assessment will be applied to.

When are Family Fees Assessed

Family fee begins on the first day of enrollment.

When initial enrollment is not on the first day of the month, the contractor can assess a fee based on certified hours for the partial month & another fee for each subsequent month.  

Family fees are reassessed at the time of recertification. 

If reassessment results in a decrease, effective date will fall on the first day of the month that follows issue date of NOA

If reassessment results in an increase, fee will become effective on first day of the month after 14 or 19 day appeal request period is exhausted

Family may request a reduction to their family fee.  

Upon receipt of the request and supporting documentation, the fee must be reassessed AND an NOA issued within 10 business days.

The reduced fee will become effective on the first day of the month that follows the issue date of the NOA.

NOTE: If the assessment results in an increased fee, no action is necessary

Exceptions to Fee Assessment

NO Fee Assessment or Collection for:

• Families with children who have been identified as At-Risk of abuse, neglect, or exploitation or are receiving Child Protective Services AND the written referral states that it is necessary to exempt the family from paying a family fee (Total period of exemption is 12 months)

• Families receiving California Work Opportunity and Responsibility to Kids (CalWORKs) cash aid

• Child receiving child care & development services in a Part-Day State Preschool (CSPP), Severely Handicapped (CHAN) or Federal Based Migrant program

• Family with an adjusted monthly family income below 75% of the state median income

Using the Family Fee Schedule

When determining fees, consider child’s certified schedule:

For families with a consistent schedule, fees will be based on the verified number of days & hours, or total number of hours parent consistently or expects to work each week 

For families with variable schedules that are inconsistent or unstable, fees will be based on the highest number of hours worked in any given week within the two-month window preceding certification

For families with no work history, fees will be based on the verified hours the employer expects the parent to work, or the self-employment documentation provided by the parent

Due Date | Credits

Advance Payment

Family fees are due in advance of providing services.

Contractors must provide written information to families in advance of collecting fees describing the contractor’s policy for assessment, collection, and the consequences for delinquent payment of fees.

Fees are considered delinquent after 7 calendar days from the date the fees were due.

Delinquent Fees

If a parent does not pay their fee within 7 calendar days from the date fees were due the agency must issue a Notice of Action that includes:

• The total amount of unpaid fees

• The fee rate

• The period of delinquency

• That services shall be terminated 2 weeks from the date of the Notice unless all fees are paid before the end of the two week period

Upon termination for nonpayment of delinquent fees, the family is ineligible for child care services until all delinquent fees are paid.

An agency must accept a reasonable repayment plan from the parent for payment of delinquent fees.

Continue to provide services to the child, provided the parent pays current fees when due and complies with the provisions of the repayment plan.

Credit for Fees Paid

When an agency cannot meet all of a family's needs for child care for which eligibility and need have been established, the agency must grant a fee credit equal to the amount paid to the other provider of the child care and development services.

• Apply the fee credit to the family's subsequent fee billing period.

• The family cannot carry over the fee credit beyond the family's subsequent fee billing period.

• Copies of receipts or cancelled checks must be obtained and kept in the agencies fee assessment records.

Payment

Depending on the Agency’s policy, payment of family fees are either made directly to the agency or the parent’s child care provider.

1. Parents make payments of their fees to the contractor/agency.

2. Contractor/Agency must provide an original copy of a pre-numbered receipt to each person who pays a fee.  The receipt must show the agency’s name, amount paid, date of payment, rate of payment and period the payment is for.

1. Parents make direct payments of their fees to the provider.

2. Provider must submit a copy of the parent’s receipt to the contractor.

3. Contractor/Agency offsets the amount of the fee paid in calculating the reimbursement due to the provider.

Record Keeping

Family Fee Records

The regulations state that we must maintain a record of each family’s fee assessment.

• Documented on Application for Services

• Documented on Notice of Action

• Receipt of Payment

• Monthly Invoice (best practice)

• NOA for Delinquent Fees (if applicable)

• Plan for Payment of Delinquent Fees (if applicable)

NOTE: When a family is assigned both a full-time & part-time fee based on certified care, include on the Notice of Action which months the part-time & full-time fee applies.

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