Child Care Frequently Asked Questions

Frequently Asked Questions from Parents

1. What is North East Texas Child Care Services (CCS)

North East Texas Child Care Services helps eligible low-to moderate-income families living in Bowie, Cass, Delta, Franklin, Hopkins, Lamar, Morris, Red River, or Titus counties offset the cost of child care. Through the Texas Workforce Commission, using a combination of state and federal funding, CCS provides affordable child care for parents.

2. Am I eligible to receive child care services?

Parents who are participating in a workforce program such as Choices at one of the North East Texas Workforce Centers are eligible for the child care program based on a referral to CCS from the Workforce Center. Self-referred parents must be residing within the nine-county area of the North East Texas Workforce Board. Each parent must be working or attending training or education activities a minimum of 25 hours per week, and they must meet the income guidelines.

3. Is there a waitlist for child care services?

It is possible that a waitlist may be necessary when maximum enrollment in the program is reached. You may call CCS at 903-794-8999 or 1-800-874-3226 to inquire whether a waitlist is currently in place.

4. How long will it take to begin child care services?

If there a no waiting list, you can begin child care services immediately after all required documentation and forms are received and you are determined to be eligible for the program. After you have returned your eligibility packet and documentation, call CCS to talk with a Client Services Specialist who will enroll you into the program.

5. Who chooses my child’s provider?

You may choose any licensed or registered provider or a qualified relative as your child care provider. If a regulated provider is not currently set up as a provider in the child care program, they must submit a copy of their license and will be sent a Regulated Provider Packet to complete and return. When you enroll into the program, the Client Services Specialist will contact the provider by phone to place the children. You may choose a relative provider who is either a grandparent, great-grandparent, aunt, uncle, or sibling of the child/child who is 18 years of age or older. The provider must not residing in your home. A person appearing on the Texas Department of Public Safety’s Sex Offender Registry, is not eligible to be a relative child care provider.

If you choose a relative provider, documents such as birth certificates must be provided that show proof of relationship, and proof of residency for both you and the provider must be provided. The relative provider will be sent a Relative Provider Packet to complete and return.

6. How are payments handled?

North East Texas Child Care Services will pay the child care provider each month for your child’s care. You will be required to pay a portion of your child care cost called a Parent Share of Cost (PSOC) to your provider. Your monthly PSOC is calculated by multiplying your gross monthly income by 9% for one child or 11% for two or more children. The provider you choose may also charge you the difference between the maximum reimbursement rate that CCS pays the provider and the amount of the provider’s published rate. Effective June 1, 2007, the provider cannot charge the difference to parents participating in the Choices program or the Food Stamp Employment and Training (FS E & T) program. They cannot charge the difference to Protective clients or parents with zero ($0) income.

7. Why must I pay my Parent Share of Cost when my children are absent?

The PSOC is based on a family’s gross monthly income and not on the children’s attendance. Children are allowed 30 days absences within a 12 month period. The providers are paid for the days the children are absent. This procedure assures that the provider will reserve a place for your child.

8. What income do I report?

You should report the gross monthly income before deductions for all working family members. Wages or salary, commissions, tips, piece-rate payment and cash bonuses earned must be reported. Overtime pay is estimated based on the person’s history of receiving this pay. If you have more than one job, make sure to report gross income from each of your employers. Other income which must be reported includes child support, public assistance payments, SSI, unemployment and worker’s compensation, disability payments, and social security. Ask a Child Care Client Services Specialist about any regular income you receive to see if it must be counted toward your gross monthly income.

9. What is the Parent Responsibility Agreement?

A Texas Workforce Commission (TWC) Rule for participation in the Child Care Program requires that a parent must provide written documentation of the following:

• The parent is cooperating with the Attorney General’s office for each child in the family to establish paternity
• The parent is receiving child support; and if not, they are cooperating with the Attorney General’s office to seek child support
• Each child in the family ages 6 -18 years old is attending school regularly
• The parent must assure that she/he has not used, sold or possessed any controlled substance.

If proof is not received for these requirements, a sanction of $25 per month is charged for failure to comply.

10. What is a sanction?

A sanction is an increase in the amount of a fee assigned to the parent for not complying with the Parent Responsibility Agreement policy regarding paternity/child support or children’s attendance in school.

11. Why must I provide child support information and documentation of regular school attendance for my children who are not receiving child care assistance through the child care program?

The TWC Rule for the Parent Responsibility Agreement requires documentation for all children in the family regardless of whether they are in care.

12. How long does my eligibility for child care continue?

You remain eligible only as long as the information given at enrollment remains current. If the situation changes and you are not working or attending school the required 25 hours per week, you would not be eligible. You can be given a four week job search to find a new job or to increase your hours if you contact CCS to request one. You are allowed a maximum of 28 days per year (Oct – Sept) for job searching. If you begin to receive additional income from a raise, bonus, overtime or other income such as child support, you must report those changes within 10 days for your eligibility for the program to be re-determined. If there are no changes, you will be sent a notice when it is time to re-evaluate your eligibility. Eligibility must be determined every six months or more often if needed.

13. What are the consequences of not reporting all of my income or not reporting changes in my income and employment or training participation within 10 days?

At recertification, income is verified based on your employer’s reported income for Unemployment Insurance. If the information reveals unreported income that would have made you ineligible, your child care will be terminated and you will be required to pay back all of the money paid to your provider. If unreported income would have resulted in your owing more on your Parent Share of Cost, you will be required to pay back the difference. To be eligible for continued child care, you must be participating in work or training 25 hours per week. You must call CCS to report when you are not working, have dropped out of school, or are not participating the required 25 hours. The receipt of services for which you are no longer eligible constitutes grounds on which to suspect fraud and may be considered stealing.

Frequently Asked Questions from Providers

14. How do I become a Regulated Provider?

Children are referred to providers based solely on the parent’s choice. If you are not currently set up as a provider in the child care program, you must submit a copy of your license and will be sent a Regulated Provider Packet to complete and return.

15. I have become a Regulated Provider, but I am not getting children referred to my center/home. Why?

North East Texas Child Care Services cannot guarantee that any children will be referred to your program because children are referred to child care providers based solely on parent choice.

16. I have just been chosen as a Child Care provider. When do I get paid?

Payment is made after the services have been provided. A billing form will be mailed to you. Once we have all of the information requested, you can expect your payment within three (3) weeks of receipt of the billing. Payment, in some instances, may be delayed if corrections are needed.

17. How often may I submit my billing?

Regulated Providers may choose between once a month or twice a month billing. If monthly billing is chosen, you must submit the billing after the last day of the month by the 8th day of the following month. If twice a month billing is chosen, you must submit the first half of the month billing after the 15th of the month by the 23rd of the month. The second half of the month billing must be submitted after the last day of the month by the 8th of the following month.

Relative providers must bill monthly after the last day of the month by the 8th of the following month.

To receive payment, CCS must receive your billing within 30 days of the end of the service period.

18. How do I receive payment?

Providers will have the reimbursement payment directly deposited into a specified checking or savings account. A Direct Deposit Form must be completed, along with a voided check. If you have a change of address you must notify CCS in writing of the change. Also, you must notify CCS if you change banks and complete the necessary forms.

19. Can I fax my billing?

Yes. You may fax your billing to 903-794-8004 or 1-888-651-2038. You must follow up with a telephone call to 903-791-1983 or 1-866-570-0028 (toll free) to be sure the billing was received and is readable. These fax and phone number are for billing only.

20. How do I submit my billing (attendance forms)?

You may submit your billing by fax, mail or online through E-vision. If you are interested in online billing, click this link, E-Vision on-line billing. Complete the Provider Security Agreement and the User ID form and fax them to 903-223-0449.

21. How do I get answers to my billing questions?

You may call the CCS financial department at 903-791-1583 or 1- 866-570-0028 (toll free) to discuss billing questions.

22. As a Child Care Provider, am I an employee of North East Texas Child Care Services?

No. You are an independent contractor and not an agent or employee of North East Texas Child Care Services. You are fully responsible for the payment of all federal, state and local taxes. CCS will provide you with IRS form 1099 at the end of each year.

23. How do I submit changes to my previously submitted provider information?

All changes must be submitted in writing by fax or mail.