reglab/statecodes huggingface dataset:
California Code of Regulations › Title 5 - Education › Division 1 - California Department of Education › Chapter 19 - Early Learning and Care Programs › Subchapter 2 - General Requirements › Article 5 - Accounting and Reporting Requirements › Section 18064 - Child Development Fund; Interest Bearing Accounts

Current through Register 2024 Notice Reg. No. 28, July 12, 2024
(a) All contractors shall establish a fund to
					 be known as the "Child Development Fund" as specified in Education Code Section
					 8328,
					 except that private contractors shall establish the fund in a federally insured
					 banking institution located in California.
(b) Contractors with multiple fund sources
					 shall establish separate program cost accounts for each source of
					 funds.
(c) If a contractor places
					 advanced contract funds in an interest bearing account, the interest bearing
					 account shall be a separate account within the Child Development
					 Fund.
(d) Interest earned shall be
					 retained by the contractor if:
(1) Expended on
					 reimbursable costs; and
(2) Except
					 Resource and Referral programs, earned by providing subsidized days/hours of
					 enrollment beyond the minimum required to earn the maximum reimbursable amount
					 at a rate equal to the lesser of the daily/hourly contract rate or the actual
					 program costs.
California Code of Regulations › Title 5 - Education › Division 1 - California Department of Education › Chapter 19 - Early Learning and Care Programs › Subchapter 2 - General Requirements › Article 5 - Accounting and Reporting Requirements › Section 18065 - Enrollment and Attendance Accounting

Current through Register 2024 Notice Reg. No. 28, July 12, 2024
(a) Contractors operating centers and/or
					 family child care homes shall use daily sign-in/sign-out sheets as a primary
					 source document for audit and reimbursement purposes.
(b) One of the following persons shall enter
					 the time of arrival and departure on a sign-in/sign-out sheet and, except as
					 specified in Subsection (c) below, shall sign the sheet using their full
					 signature:
(1) The parent or other adult
					 authorized by the parent to drop off/pick up a child; or
(2) The staff person designated by the
					 contractor as the person responsible for entering the times of arrival and
					 departure if the child is not dropped off/picked up by a parent or other adult
					 authorized by the parent.
California Code of Regulations › Title 5 - Education › Division 1 - California Department of Education › Chapter 19 - Early Learning and Care Programs › Subchapter 2 - General Requirements › Article 5 - Accounting and Reporting Requirements › Section 18066 - Verification of Excused Absence; Policies

Current through Register 2024 Notice Reg. No. 28, July 12, 2024
(a) If the absence is claimed by the
					 contractor as an excused absence as defined within the definition of
					 "Attendance" in Education Code section
					 8208, the
					 attendance accounting records shall contain verification that includes:
(1) The name of the child;
(2) The date(s) of absence;
(3) the specific reason for the absence;
					 and
(4) The signature of the parent
					 or the contractor's authorized representative if verification is made by
					 telephone.
California Code of Regulations › Title 5 - Education › Division 1 - California Department of Education › Chapter 19 - Early Learning and Care Programs › Subchapter 2 - General Requirements › Article 5 - Accounting and Reporting Requirements › Section 18066.5 - Abandonment of Care

Current through Register 2024 Notice Reg. No. 28, July 12, 2024
(a) For
					 purposes of this section, "provider" includes an individual, family child care
					 home, or center-based entity that provides subsidized early learning and care
					 services directly to children.
(b)
					 When the family has not been in communication with the provider for seven
					 consecutive calendar days and has not notified the provider of the reason the
					 family is not using services, the provider, if not the contractor, shall
					 promptly notify the contractor.
(c)
					 Using the contact information on file, the contractor shall attempt to contact
					 the parent through a variety of communication methods. At least one
					 communication attempt shall be in writing, which may be through electronic
					 methods. The contractor shall keep documentation of all communication attempts,
					 including a copy of all written communication, in the family data file. The
					 contractor shall inform the parent in these communications that failure to
					 communicate with the contractor or provider may result in termination of early
					 learning and care services.
(d) The
					 contractor shall issue a notice of action to disenroll the family on the basis
					 of abandonment of care when there has been no communication with the provider
					 or the contractor for a total of 30 consecutive calendar days.
1. New
						section filed 5-21-2021; operative 7-1-2021 (Register 2021, No.
						21).
Note: Authority cited: Sections
						  8261 and
						  8263,
						  Education Code. Reference: Sections
						  8261 and
						  8263,
						  Education Code.
California Code of Regulations › Title 5 - Education › Division 1 - California Department of Education › Chapter 19 - Early Learning and Care Programs › Subchapter 2 - General Requirements › Article 5 - Accounting and Reporting Requirements › Section 18067 - General Recordkeeping Requirements

Current through Register 2024 Notice Reg. No. 28, July 12, 2024
(a) All records shall be retained for a
					 minimum period of five (5) years.
(b) Claims for reimbursement shall not be
					 paid unless there are documents to support the claims. The contractor has the
					 burden of supporting claims for reimbursement.
1. New
						section filed 11-21-88; operative 1-1-89 (Register 88, No.
						50).
Note: Authority cited: Sections
						  8261 and
						  8269,
						  Education Code. Reference: Sections
						  8261 and
						  8269,
						  Education Code.
California Code of Regulations › Title 5 - Education › Division 1 - California Department of Education › Chapter 19 - Early Learning and Care Programs › Subchapter 2 - General Requirements › Article 5 - Accounting and Reporting Requirements › Section 18068 - Attendance and Expenditure Reports

Current through Register 2024 Notice Reg. No. 28, July 12, 2024
(a) Contractors shall submit reports
					 containing the following information for each contract to the California
					 Department of Education at intervals specified in the annual child development
					 contract:
(1) Days/hours of enrollment and
					 attendance for all children served in the program in the current reporting
					 period and year to date;
(2) Total
					 days of operation in the current reporting period and year to date;
(3) Except for contractors operating
					 Alternative Payment programs, the report shall include all services, revenues
					 and expenditures for both subsidized and nonsubsidized children if
					 nonsubsidized and subsidized children are commingled as defined in section
					 18013(i) of this
					 division;
(4) Amount and sources of
					 all revenues other than advanced contract funds for the current reporting
					 period and the year to date; restricted and unrestricted income shall be
					 reported as follows:
(A) restricted income
					 expended during the contract period shall be reported as "restricted";
					 restricted income that is not expended during the contract period remains
					 restricted and shall be considered "deferred revenue";
(B) all unrestricted income shall be reported
					 as "unrestricted";
(5)
					 Total expenditures related to the program operation for the current reporting
					 period and the year to date, including all expenses for specific purposes as
					 designated by restricted income and all non-reimbursable
					 expenses.
California Code of Regulations › Title 5 - Education › Division 1 - California Department of Education › Chapter 19 - Early Learning and Care Programs › Subchapter 2 - General Requirements › Article 5 - Accounting and Reporting Requirements › Section 18069 - Service Data Report for Resource and Referral Programs

Current through Register 2024 Notice Reg. No. 28, July 12, 2024
Contractors operating Resource and Referral programs
						shall submit reports to the Child Development Division which contain the
						following data at intervals specified in the annual child development
						contract:
(a) Number of requests for
					 general child care information and child care referrals.
(b) Age categories of child care requests and
					 referrals:
(1) Infants (birth to eighteen
					 months);
(2) Toddlers (eighteen
					 months to thirty-six months);
(3)
					 Preschool (3 years to kindergarten enrollment); and
(4) School-age (kindergarten enrollment to
					 age 14).
California Code of Regulations › Title 5 - Education › Division 1 - California Department of Education › Chapter 19 - Early Learning and Care Programs › Subchapter 2 - General Requirements › Article 5 - Accounting and Reporting Requirements › Section 18070 - Report Data

Current through Register 2024 Notice Reg. No. 28, July 12, 2024
(a)
					 Contractors shall submit statistical, cost and program data as requested by the
					 California Department of Education (CDE) in order for the CDE to prepare
					 various legislatively mandated reports, to meet state and federal reporting
					 requirements, and for the effective administration of child care and
					 development programs.
(b) By
					 September 30 of each year, the CDE shall issue a notice to all affected child
					 development contractors of any data collection efforts planned for the current
					 contract period.
(c) Contractors
					 shall submit the data to the CDE by the date specified in the CDE's request for
					 this information.
(d) Reports not
					 received by the required due date shall be considered delinquent. Penalties for
					 delinquent reporting are specified in section
					 18056 of this Division.
(e)
(1)
					 Contractors shall provide a copy of the Child Care Data Collection Privacy
					 Notice and Consent Form CD 9600A (New 01/01/00) which is incorporated by
					 reference herein, to any head of a family unit at the time of enrollment and
					 shall obtain a signed copy of that form indicating the head of household's
					 decision whether to authorize or not authorize release of his or her social
					 security number for the purposes of data collection and program management as
					 described in this section.
(2) Each
					 signed Child Care Data Collection Privacy Notice and Consent Form CD 9600A (New
					 01/01/00), whether the head of a family unit authorized or did not authorize
					 release of his or her social security number, shall be retained by the
					 contractor pursuant to the requirements of sections
					 18081 and
					 18117 of these
					 regulations.
California Code of Regulations › Title 5 - Education › Division 1 - California Department of Education › Chapter 19 - Early Learning and Care Programs › Subchapter 2 - General Requirements › Article 5 - Accounting and Reporting Requirements › Section 18071 - Audits and Auditors

Current through Register 2024 Notice Reg. No. 28, July 12, 2024
(a)
					 Contractors shall submit to the California Department of Education (CDE) Office
					 of External Audits an acceptable annual financial and compliance
					 audit.
(b) All audits shall be
					 performed by:
(1) A Certified Public
					 Accountant who possesses a valid license to practice within the State of
					 California;
(2) A Public Accountant
					 licensed on or before December 31, 1970 and currently certified and licensed by
					 the State of California; or
(3) A
					 member of the CDE staff of auditors.
California Code of Regulations › Title 5 - Education › Division 1 - California Department of Education › Chapter 19 - Early Learning and Care Programs › Subchapter 2 - General Requirements › Article 5 - Accounting and Reporting Requirements › Section 18072 - Review of Audit by the California Department of Education Office of External Audits

Current through Register 2024 Notice Reg. No. 28, July 12, 2024
(a)
					 The California Department of Education Office of External Audits shall conduct
					 a review of the audit to determine whether the audit is acceptable and to
					 determine the contractor's net reimbursable program costs. The Office of
					 External Audits' determination of earnings shall be the final accounting of any
					 amount payable to or receivable from the contractor pursuant to the
					 contract.
(b) The contractor may
					 appeal the Office of External Audits' findings according to the procedures
					 specified in section
					 18301 of this Division if the
					 amount of the demand for remittance meets or exceeds the threshold specified in
					 Education Code section
					 8402(c).
1. New
						section filed 11-21-88; operative 1-1-89 (Register 88, No. 50).
2.
						Change without regulatory effect amending section heading, section and NOTE
						filed 12-23-2010 pursuant to section
						100, title 1, California Code of
						Regulations (Register 2010, No. 52).
Note: Authority cited: Section
						  8261,
						  Education Code. Reference: Sections
						  8261,
						  8402 and
						  8448,
						  Education Code.
California Code of Regulations › Title 5 - Education › Division 1 - California Department of Education › Chapter 19 - Early Learning and Care Programs › Subchapter 2 - General Requirements › Article 5 - Accounting and Reporting Requirements › Section 18073 - Delinquent Audits; One-Time Extension; Liability for California Department of Education Audit Costs

Current through Register 2024 Notice Reg. No. 28, July 12, 2024
(a) If an audit is not received on or before
					 the required due date and an extension has not been granted, the audit shall be
					 considered delinquent and all apportionments shall be withheld as specified in
					 Section 18056 of this Division.
(b) Except for contractors on conditional
					 status, the California Department of Education (CDE) Office of External Audits
					 may grant a contractor a one-time only, thirty (30) calendar day extension of
					 the audit due date provided the inability of the contractor to submit the audit
					 by the due date was beyond the fault and control of the contractor.
(c) Contractors shall be liable for all CDE
					 costs incurred in obtaining an independent audit if the contractor fails to
					 produce or submit an acceptable audit.
1. New
						section filed 11-21-88; operative 1-1-89 (Register 88, No. 50).
2.
						Change without regulatory effect amending section heading and section filed
						12-23-2010 pursuant to section
						100, title 1, California Code of
						Regulations (Register 2010, No. 52).
Note: Authority cited: Section
						  8261,
						  Education Code. Reference: Sections
						  8261 and
						  8448,
						  Education Code.
California Code of Regulations › Title 5 - Education › Division 1 - California Department of Education › Chapter 19 - Early Learning and Care Programs › Subchapter 2.5 - Utilization of the Regional Market Rate Ceiling › Article 1 - General Provisions › Section 18074 - Applicable Regulations

Current through Register 2024 Notice Reg. No. 28, July 12, 2024
The regulations contained in this Subchapter, except for
						those contained in Section
						18075.1, shall apply to contractors
						using the regional market rate ceiling to develop reimbursement agreements with
						licensed and license-exempt providers of child care and development services to
						eligible families. Section
						18075.1 applies to contractors
						developing reimbursement agreements with licensed providers only. For the
						purposes of this subchapter, the term "contractor" shall also apply to county
						welfare departments operating programs pursuant to Article 15.5, commencing
						with Section
						8350, of Chapter 2 of Division 1 of
						the Education Code.
1. New
						subchapter 2.5 (article 1), article 1 (sections
						18074-18076.2) and section filed
						9-4-2003 as an emergency; operative 9-4-2003 (Register 2003, No. 36). A
						Certificate of Compliance must be transmitted to OAL by 1-2-2004 or emergency
						language will be repealed by operation of law on the following
						day.
2. New subchapter 2.5 (article 1), article 1 (sections
						18074-18076.2) and section refiled
						12-29-2003 as an emergency; operative 12-29-2003 (Register 2004, No. 1). A
						Certificate of Compliance must be transmitted to OAL by 4-27-2004 or emergency
						language will be repealed by operation of law on the following
						day.
3. Certificate of Compliance as to 12-29-2003 order, including
						amendment of subchapter heading and section, transmitted to OAL 4-26-2004 and
						filed 6-8-2004 (Register 2004, No. 24).
Note: Authority cited: Sections
						  8265 and
						  8269,
						  Education Code. Reference: Sections
						  8265 and
						  8269,
						  Education Code.
California Code of Regulations › Title 5 - Education › Division 1 - California Department of Education › Chapter 19 - Early Learning and Care Programs › Subchapter 2.5 - Utilization of the Regional Market Rate Ceiling › Article 1 - General Provisions › Section 18074.1 - Definition(s)

Current through Register 2024 Notice Reg. No. 28, July 12, 2024
(a) "Certified need
					 for child care" means the number of days and hours of child care and
					 development services approved and documented by the contractor as sufficient to
					 meet the family's need for child care.
(b) "Maximum subsidy amount" means the
					 regional market rate ceiling plus any applicable adjustments pursuant to
					 Sections 18075.1 or
					 18075.2.
(c) "Regional market rate ceilings" means the
					 maximum amount calculated by the Department that providers in different regions
					 of the state may be reimbursed for the same type of child care for the same age
					 child in accordance with statutory ceilings currently in effect.
(d) "Subsidized families" means eligible
					 families who are receiving child care and development services and on whose
					 behalf the Department or the California Department of Social Services is
					 providing a reimbursement, in whole or in part.
(e) "Unsubsidized" means children or families
					 other than those defined in subdivision (d).
1. New
						section filed 9-4-2003 as an emergency; operative 9-4-2003 (Register 2003, No.
						36). A Certificate of Compliance must be transmitted to OAL by 1-2-2004 or
						emergency language will be repealed by operation of law on the following
						day.
2. New section refiled 12-29-2003 as an emergency; operative
						12-29-2003 (Register 2004, No. 1). A Certificate of Compliance must be
						transmitted to OAL by 4-27-2004 or emergency language will be repealed by
						operation of law on the following day.
3. Certificate of Compliance
						as to 12-29-2003 order, including amendment of section, transmitted to OAL
						4-26-2004 and filed 6-8-2004 (Register 2004, No. 24).
4. Change
						without regulatory effect repealing subsections (b)-(d), relettering
						subsections and amending newly designated subsection (e) filed 9-15-2006
						pursuant to section
						100, title 1, California Code of
						Regulations (Register 2006, No. 37).
Note: Authority cited: Sections
						  8261,
						  8263 and
						  8269,
						  Education Code. Reference: Sections
						  8263,
						  8269 and
						  8461,
						  Education Code.
California Code of Regulations › Title 5 - Education › Division 1 - California Department of Education › Chapter 19 - Early Learning and Care Programs › Subchapter 2.5 - Utilization of the Regional Market Rate Ceiling › Article 1 - General Provisions › Section 18074.2 - Application of Regional Market Rate Ceilings

Current through Register 2024 Notice Reg. No. 28, July 12, 2024
Contractors shall use the age of the child, the certified
						need for child care, and the facility type to identify the applicable regional
						market rate ceiling.
(a) The
					 applicable facility type shall be determined as follows:
(1) Child care center rate ceilings shall be
					 used for those providers who:
(A) Operate
					 licensed centers; or
(B) Are public
					 or private schools operating extended day programs; or
(C) Operate centers on tribal or federal
					 lands; or
(D) Operate recreation
					 programs exempt from licensure pursuant to Health and Safety Code Section
					 1596.792
					 and that meet the requirements for participation in the alternative payment
					 program, including:
1. Using sign-in/sign-out
					 documents to record attendance pursuant to Section
					 18065;
2. Providing adult supervision for all
					 children during all hours of operation; and
3. Ensuring that all employees who have
					 contact with children have completed criminal history background examinations
					 comparable to the criminal history background examinations required by Chapter
					 3.35 of Division 2 of the Health and Safety Code, commencing with Section
					 1596.60.
California Code of Regulations › Title 5 - Education › Division 1 - California Department of Education › Chapter 19 - Early Learning and Care Programs › Subchapter 2.5 - Utilization of the Regional Market Rate Ceiling › Article 1 - General Provisions › Section 18074.3 - Establishment of Reimbursement Rate. [Repealed]

Current through Register 2024 Notice Reg. No. 28, July 12, 2024
1. New
						section filed 9-4-2003 as an emergency; operative 9-4-2003 (Register 2003, No.
						36). A Certificate of Compliance must be transmitted to OAL by 1-2-2004 or
						emergency language will be repealed by operation of law on the following
						day.
2. New section refiled 12-29-2003 as an emergency; operative
						12-29-2003 (Register 2004, No. 1). A Certificate of Compliance must be
						transmitted to OAL by 4-27-2004 or emergency language will be repealed by
						operation of law on the following day.
3. Certificate of Compliance
						as to 12-29-2003 order, including amendment of section heading, repealer and
						new section and amendment of NOTE, transmitted to OAL 4-26-2004 and filed
						6-8-2004 (Register 2004, No. 24).
4. Change without regulatory
						effect repealing section filed 9-15-2006 pursuant to section
						100, title 1, California Code of
						Regulations (Register 2006, No. 37).
Note: Authority cited: Sections
						  8265 and
						  8269,
						  Education Code. Reference: Sections
						  8222,
						  8265,
						  8266.5,
						  8269 and
						  8357,
						  Education Code.
California Code of Regulations › Title 5 - Education › Division 1 - California Department of Education › Chapter 19 - Early Learning and Care Programs › Subchapter 2.5 - Utilization of the Regional Market Rate Ceiling › Article 1 - General Provisions › Section 18074.4 - Establishment of Provider Reimbursement Rate Utilizing the Comparable Local Rate. [Repealed]

Current through Register 2024 Notice Reg. No. 28, July 12, 2024
1. New
						section filed 6-8-2004; operative 6-8-2004 (Register 2004, No.
						24).
2. Change without regulatory effect repealing section filed
						9-15-2006 pursuant to section
						100, title 1, California Code of
						Regulations (Register 2006, No. 37).
Note: Authority cited: Sections
						  8265 and
						  8269,
						  Education Code. Reference: Sections
						  8222,
						  8265,
						  8266.5,
						  8269 and
						  8357,
						  Education Code.
California Code of Regulations › Title 5 - Education › Division 1 - California Department of Education › Chapter 19 - Early Learning and Care Programs › Subchapter 2.5 - Utilization of the Regional Market Rate Ceiling › Article 1 - General Provisions › Section 18074.5 - Establishment of Hourly Reimbursement Rate for in-Home/Exempt Providers. [Repealed]

Current through Register 2024 Notice Reg. No. 28, July 12, 2024
1. New
						section filed 6-8-2004; operative 6-8-2004 (Register 2004, No.
						24).
2. Change without regulatory effect repealing section filed
						9-15-2006 pursuant to section
						100, title 1, California Code of
						Regulations (Register 2006, No. 37).
Note: Authority cited: Sections
						  8265 and
						  8269,
						  Education Code. Reference: Sections
						  8265 and
						  8269,
						  Education Code.
California Code of Regulations › Title 5 - Education › Division 1 - California Department of Education › Chapter 19 - Early Learning and Care Programs › Subchapter 2.5 - Utilization of the Regional Market Rate Ceiling › Article 1 - General Provisions › Section 18074.6 - Determination of Reimbursement Amount. [Repealed]

Current through Register 2024 Notice Reg. No. 28, July 12, 2024
1. New
						section filed 6-8-2004; operative 6-8-2004 (Register 2004, No.
						24).
2. Change without regulatory effect repealing section filed
						9-15-2006 pursuant to section
						100, title 1, California Code of
						Regulations (Register 2006, No. 37).
Note: Authority cited: Sections
						  8265 and
						  8269,
						  Education Code. Reference: Sections
						  8265 and
						  8269,
						  Education Code.
California Code of Regulations › Title 5 - Education › Division 1 - California Department of Education › Chapter 19 - Early Learning and Care Programs › Subchapter 2.5 - Utilization of the Regional Market Rate Ceiling › Article 1 - General Provisions › Section 18075 - Reimbursement Rate Categories

Current through Register 2024 Notice Reg. No. 28, July 12, 2024
Contractors shall reimburse providers in accordance with
						the following rate categories.
(a)
					 Hourly, which shall only be used for the following:
(1) A child's certified need for child care
					 of less than 30 hours per week and less than six hours on any day; or
(2) An unscheduled but documented need of
					 less than six hours per occurrence, such as the parent's need to work overtime,
					 that exceeds the certified need for child care; or
(3) That portion of the certified need for
					 child care that exceeds 52.5 hours per week and is not included in the
					 provider's full-time weekly or full-time monthly rate. This provision applies
					 only if the family utilizes no more than one provider to meet the child's
					 entire need for child care and development services. Additional payment made
					 under the hourly rate for this purpose cannot exceed the provider's full-time
					 weekly or full-time monthly rate.
California Code of Regulations › Title 5 - Education › Division 1 - California Department of Education › Chapter 19 - Early Learning and Care Programs › Subchapter 2.5 - Utilization of the Regional Market Rate Ceiling › Article 1 - General Provisions › Section 18075.1 - Adjustment for Evenings and/or Weekends for Licensed Providers

Current through Register 2024 Notice Reg. No. 28, July 12, 2024
(a) This section
					 applies only to reimbursement to licensed providers, except this section shall
					 not apply to reimbursement provided pursuant to the hourly rate defined in
					 Section 18075(a).
(b) When a licensed provider is meeting the
					 certified need for child care that includes hours during the period from 6:00
					 p.m. to 6:00 a.m. on any day of the week or from 6 a.m. Saturday to 6:00 a.m.
					 Monday, the contractor shall multiply the regional market rate ceiling for the
					 applicable rate category by the appropriate adjustment factor as follows:
(1) By 1.25 when 50 percent or more of the
					 certified need for child care occurs during this period.
(2) By 1.125 when at least ten percent, but
					 less than 50 percent of the certified need for child care occurs during this
					 period.
California Code of Regulations › Title 5 - Education › Division 1 - California Department of Education › Chapter 19 - Early Learning and Care Programs › Subchapter 2.5 - Utilization of the Regional Market Rate Ceiling › Article 1 - General Provisions › Section 18075.2 - Adjustment for Children with Exceptional Needs

Current through Register 2024 Notice Reg. No. 28, July 12, 2024
(a) When child care and development services
					 are provided to a child with exceptional needs, the contractor shall multiply
					 the lesser of the regional market rate ceiling or the rate determined pursuant
					 to Section 18074.3 or
					 18074.4, whichever is lower, by
					 only one of the following:
(1) By 1.2, when
					 the child has exceptional needs as defined in Education Code Section
					 8208(
l
).
(2) By 1.5, when the child is severely
					 disabled as defined in Education Code Section
					 8208(x).
California Code of Regulations › Title 5 - Education › Division 1 - California Department of Education › Chapter 19 - Early Learning and Care Programs › Subchapter 2.5 - Utilization of the Regional Market Rate Ceiling › Article 1 - General Provisions › Section 18076 - Limitations on Reimbursement

Current through Register 2024 Notice Reg. No. 28, July 12, 2024
(a) Single Rate Category. Contractors shall
					 only reimburse providers using a single rate category as defined in Section
					 18075.
(b) Notwithstanding subsection (a),
					 contractors may provide reimbursement to a provider using both a daily and an
					 hourly rate when:
(1) No single rate
					 established by the provider corresponds to the family's need for care;
					 and
(2) The provider has
					 established a rate in both daily and hourly rate categories pursuant to Section
					 18074.3; and
(3) Using both rates is consistent with the
					 rates the provider charges unsubsidized families needing similar hours of
					 care.
California Code of Regulations › Title 5 - Education › Division 1 - California Department of Education › Chapter 19 - Early Learning and Care Programs › Subchapter 2.5 - Utilization of the Regional Market Rate Ceiling › Article 1 - General Provisions › Section 18076.1 - Other Reimbursable Fees

Current through Register 2024 Notice Reg. No. 28, July 12, 2024
(a) The contractor shall reimburse fees
					 charged by providers such as registration, materials, and insurance, either in
					 a single payment or prorated over a 12-month period, as long as:
(1) The provider documents that the
					 contractual terms used for services to unsubsidized families require payment
					 for such fees; and
(2) The fees or
					 prorated portion thereof, plus the rate established for the provider pursuant
					 to this subchapter, do not exceed the maximum subsidy
					 amount.
California Code of Regulations › Title 5 - Education › Division 1 - California Department of Education › Chapter 19 - Early Learning and Care Programs › Subchapter 2.5 - Utilization of the Regional Market Rate Ceiling › Article 1 - General Provisions › Section 18076.2 - Reimbursable Hours of Care

Current through Register 2024 Notice Reg. No. 28, July 12, 2024
(a) This section does not apply to
					 reimbursement for services provided pursuant to Sections
					 18075(a)(2), (a)(3), and
					 (b)(2) of this subchapter.
(b) Reimbursable hours for the child's
					 regular provider shall include:
(1) Time that
					 a child's absence is deemed excused pursuant to Section
					 18066 and the time the child is
					 absent when the contractual terms used by the provider for services to
					 unsubsidized families require payment for such absences. Reimbursement for an
					 excused absence based on the child's illness shall not occur in lieu of
					 providing accommodations for the child pursuant to the applicable provisions of
					 the Americans with Disabilities Act.
(2) Time that the provider has a paid day of
					 non-operation and can provide documentation that the contractual terms used by
					 the provider for services to unsubsidized families require payment for such
					 day(s) of non-operation. The number of reimbursable paid day(s) of
					 non-operation shall be limited to a maximum of ten days per fiscal year per
					 provider.
California Code of Regulations › Title 5 - Education › Division 1 - California Department of Education › Chapter 19 - Early Learning and Care Programs › Subchapter 2.5 - Utilization of the Regional Market Rate Ceiling › Article 1 - General Provisions › Section 18076.3 - Reimbursement to Multiple Providers

Current through Register 2024 Notice Reg. No. 28, July 12, 2024
(a) Except for reimbursement pursuant to
					 Section 18076.2(c),
					 contractors shall reimburse only one provider of child care services per child
					 when the hours of operation of the child care provider selected by the parent
					 can accommodate the certified need for child care. Contractors may reimburse
					 more than one provider per child when the hours of operation of the first
					 provider cannot accommodate the certified need for child care.
(b) Notwithstanding subsection (a), when a
					 family's first provider is not a licensed center and the parent also chooses a
					 licensed center for the specific purpose of providing the child with large
					 group school readiness experiences, the contractor may also reimburse the
					 services provided by the licensed center provider.
(c) Contractors who pay multiple providers
					 pursuant to this section shall not pay more than one provider for the same
					 portion of a child's certified need for child care.
1. New
						section filed 6-8-2004; operative 6-8-2004 (Register 2004, No.
						24).
Note: Authority cited: Sections
						  8265 and
						  8269,
						  Education Code. Reference: Sections
						  8265 and
						  8269,
						  Education Code.
California Code of Regulations › Title 5 - Education › Division 1 - California Department of Education › Chapter 19 - Early Learning and Care Programs › Subchapter 3 - General Child Care Programs › Article 1 - General Provisions › Section 18077 - Scope of Chapter

Current through Register 2024 Notice Reg. No. 28, July 12, 2024
Unless otherwise provided in this Division, the
						regulations in this chapter apply to all contracting agencies authorized to
						establish, maintain, or operate services pursuant to the Child Care and
						Development Services Act, Chapter 2, Part 6 of Title 1 of the California
						Education Code (commencing with Section
						8200).
1. New
						section filed 11-21-88; operative 1-1-89 (Register 88, No. 50). For history of
						former Chapter 3 (Sections
						18201-18208), see Register 79, No.
						16.
Note: Authority cited: Section
						  8261 and
						  8263,
						  Education Code. Reference: Sections
						  8261 and
						  8265,
						  Education Code.
California Code of Regulations › Title 5 - Education › Division 1 - California Department of Education › Chapter 19 - Early Learning and Care Programs › Subchapter 3 - General Child Care Programs › Article 1 - General Provisions › Section 18078 - Definitions

Current through Register 2024 Notice Reg. No. 28, July 12, 2024
For the purposes of this chapter, the following
						definitions shall apply:
(a) "Adjusted
					 monthly income" means the total countable income as defined below, minus
					 verified child support payments paid by the parent whose child is receiving
					 child development services, excluding the non-countable income listed below:
(1) Earnings of a child under age 18
					 years;
(2) Loans;
(3) Grants or scholarships to students for
					 educational purposes;
(4) Federal
					 Supplemental Assistance Program (CalFRESH/SNAP) or Women, Infants and Children
					 (WIC) benefits or other food assistance;
(5) Earned Income Tax Credit or tax
					 refund;
(6) GI Bill entitlements,
					 hardship duty pay, hazardous duty pay, hostile fire pay, or imminent danger
					 pay;
(7) Adoption assistance
					 payments received pursuant to Welfare and Institutions Code section
					 16115
					 et seq;
(8) Non-cash assistance or
					 gifts;
(9) All income of any
					 individual counted in the family size who is collecting federal Supplemental
					 Security Income (SSI) or State Supplemental Program (SSP) benefits;
(10) Insurance or court settlements including
					 pain and suffering and excluding lost wages and punitive damages;
(11) Reimbursements for work-required
					 expenses such as uniforms, mileage, or per diem expenses for food and
					 lodging;
(12) Business expenses for
					 self-employed family members;
(13)
					 When there is no cash value to the employee, the portion of medical and/or
					 dental insurance documented as paid by the employer and included in gross
					 pay;
(14) Disaster relief grants or
					 payments, except any portion for rental assistance or unemployment;
					 and
(15) AmeriCorps Volunteers In
					 Service to America (VISTA) and Federal Emergency Management Agency (FEMA)
					 stipends, room and board, and grants.
California Code of Regulations › Title 5 - Education › Division 1 - California Department of Education › Chapter 19 - Early Learning and Care Programs › Subchapter 3 - General Child Care Programs › Article 2 - Family Data File › Section 18081 - Family Data File: Contents

Current through Register 2024 Notice Reg. No. 28, July 12, 2024
(a) Contractors shall establish and maintain
					 a family data file for each family receiving early learning and care
					 services.
(b) The family data file
					 shall contain a completed and signed application for services and the following
					 records, as applicable, to determine eligibility and need in accordance with
					 Education Code section
					 8263(a)(1)(A)
					 and (a)(1)(B):
(1) Records demonstrating
					 eligibility based on the following:
(A)
					 Current CalWORKs cash aid recipient
(B) Income eligibility, which shall include
					 an income calculation worksheet;
(C) Family experiencing
					 homelessness;
(D) The child is
					 receiving child protective services;
(E) The child is identified as being abused,
					 neglected or exploited or at risk thereof;
California Code of Regulations › Title 5 - Education › Division 1 - California Department of Education › Chapter 19 - Early Learning and Care Programs › Subchapter 3 - General Child Care Programs › Article 2 - Family Data File › Section 18082 - Initial Certification of Eligibility

Current through Register 2024 Notice Reg. No. 28, July 12, 2024
(a) The contractor shall designate the staff
					 person(s) authorized to certify family/child eligibility.
(1) At initial certification, the authorized
					 representative of the contractor shall certify or deny each family's/child's
					 eligibility and need for early learning and care services after reviewing the
					 completed application and documentation contained in the family data file, as
					 applicable, as provided in chapter 19, subchapter 3, (commencing with section
					 18077); and
(2) Once certified as eligible to receive
					 services, except as otherwise provided in law or regulation, the contractor
					 shall consider the family to meet all eligibility and/or need requirements for
					 not less than 12 months, at which point the family's eligibility and/or need
					 shall be recertified as provided in section
					 18082.1.
California Code of Regulations › Title 5 - Education › Division 1 - California Department of Education › Chapter 19 - Early Learning and Care Programs › Subchapter 3 - General Child Care Programs › Article 2 - Family Data File › Section 18082.1 - Recertification of Eligibility

Current through Register 2024 Notice Reg. No. 28, July 12, 2024
(a) Families shall be recertified for
					 services by the contractor no later than 50 calendar days following the last
					 day of the 12-month certification period, which starts with the day the
					 agency's authorized representative signed the last application for
					 services.
(b) In order to recertify
					 families, the contractor's authorized representative shall:
(1) Notify the parent in writing in the final
					 30 days of the 12-month certification period, which starts with the day the
					 contractor's authorized representative signed the last application for
					 services, of:
(A) The requirement that the
					 families be recertified in order to receive ongoing services;
(B) The date that the recertification must be
					 completed by;
(C) The
					 recertification appointment date, which can be no earlier than one day
					 following the last day of the 12-month certification period;
(D) Information on the recertification
					 process;
(E) Required
					 information/documentation needed for the recertification appointment;
					 and
(F) A telephone contact number
					 and an optional email address in the event the parent may have any questions
					 regarding the recertification process.
California Code of Regulations › Title 5 - Education › Division 1 - California Department of Education › Chapter 19 - Early Learning and Care Programs › Subchapter 3 - General Child Care Programs › Article 2 - Family Data File › Section 18082.2 - Requirement to Report when Income Exceeds 85 Percent of State Median Income

Current through Register 2024 Notice Reg. No. 28, July 12, 2024
(a) When a family
					 is initially certified or recertified on the basis of income eligibility, the
					 contractor shall:
(1) Provide the parent a
					 copy of the income calculation worksheet that verifies the family is income
					 eligible; and
(2) Provide the
					 parent with a copy of the most recent Schedule of Income Ceiling eligibility
					 table, as published by the SSPI;
(3) Notify the parent in writing of the
					 following:
(A) The maximum adjusted monthly
					 income, adjusted for family size, taking into account income fluctuations
					 pursuant to section
					 18084.1(c), that
					 the family could earn before the family would be disqualified for services,
					 based on on-going eligibility requirements; and
(B) The requirement to notify the contractor,
					 within 30 calendar days, of any current and on-going income change that causes
					 the family's adjusted monthly income, adjusted for family size, to exceed this
					 maximum amount.
California Code of Regulations › Title 5 - Education › Division 1 - California Department of Education › Chapter 19 - Early Learning and Care Programs › Subchapter 3 - General Child Care Programs › Article 2 - Family Data File › Section 18082.3 - A Family's Right to Voluntarily Request Changes

Current through Register 2024 Notice Reg. No. 28, July 12, 2024
(a) A family may, at any time, voluntarily
					 request to reduce a family fee or increase their certified schedule, and shall
					 provide applicable supporting documentation for the requested change.
(b) When a family voluntarily requests to
					 reduce their family fee, the contractor shall:
(1) Use the documentation provided by the
					 parent to reduce the family fee, if applicable, pursuant to sections
					 18083.1,
					 18084 and
					 18084.1;
(2) Within 10 business days after receipt of
					 applicable documentation, issue a Notice of Action pursuant to section
					 18095;
(3) Only use any information received to
					 reduce the family fee, if applicable. No other changes to the certified
					 schedule shall be made unless requested by the family pursuant to subsection
					 (e) below.
California Code of Regulations › Title 5 - Education › Division 1 - California Department of Education › Chapter 19 - Early Learning and Care Programs › Subchapter 3 - General Child Care Programs › Article 2 - Family Data File › Section 18083 - Application for Services; Contents

Current through Register 2024 Notice Reg. No. 28, July 12, 2024
The application for services shall contain the following
						information:
(a) The parent's(s') full
					 name(s), mailing address(es), telephone number(s), and email address(es), if
					 available;
(b) The names and birth
					 dates of all children under the age of 18 years in the family, as defined in
					 section 18078, whether or not they are
					 served by the program;
(c) The
					 maximum number of hours of care needed each day or week for each
					 child;
(d) The basis of the
					 family's eligibility as specified in Education Code section
					 8263(a)(1)(A),
					 which may be either:
(1) The parent is
					 receiving CalWORKs cash aid;
(2)
					 The family is income eligible;
(3)
					 The family is experiencing homelessness;
(4) The child is receiving child protective
					 services; or
(5) The child is
					 identified as being abused, neglected or exploited or at risk
					 thereof.
California Code of Regulations › Title 5 - Education › Division 1 - California Department of Education › Chapter 19 - Early Learning and Care Programs › Subchapter 3 - General Child Care Programs › Article 2 - Family Data File › Section 18083.1 - Documentation and Determination of Family Size

Current through Register 2024 Notice Reg. No. 28, July 12, 2024
(a) The parent shall obtain and provide
					 supporting documentation regarding the number of children and parents in the
					 family as listed on the application for services.
(1) The number of children shall be
					 documented by providing any one of the following documents, as applicable:
(A) Birth certificates or other live birth
					 records;
(B) Court orders regarding
					 child custody;
(C) Adoption
					 documents;
(D) Records of Foster
					 Care placements;
(E) School or
					 medical records;
(F) County welfare
					 department records; or
(G) Other
					 reliable documentation indicating the relationship of the child to the
					 parent.
California Code of Regulations › Title 5 - Education › Division 1 - California Department of Education › Chapter 19 - Early Learning and Care Programs › Subchapter 3 - General Child Care Programs › Article 2 - Family Data File › Section 18084 - Documentation of Eligibility: Income and Family Fees

Current through Register 2024 Notice Reg. No. 28, July 12, 2024
(a) The parent shall obtain and provide
					 documentation of the family's total countable income for the purposes of
					 determining whether a family is income eligible and/or assessing the
					 appropriate family fee, as applicable. The parent(s) shall provide
					 documentation of total countable income for all the individuals counted in the
					 family size as follows:
(1) If the parent is
					 employed, the parent shall provide:
(A) A
					 release authorizing the contractor to contact the employer(s) that includes, to
					 the extent known, the employer's name, address, telephone number, and usual
					 business hours; and
(B) Payroll
					 check stubs, or an independently drafted letter from the employer, or other
					 record of wages issued by the employer from either month of the two-month
					 window immediately preceding the initial certification, or the recertification
					 of eligibility for services.
California Code of Regulations › Title 5 - Education › Division 1 - California Department of Education › Chapter 19 - Early Learning and Care Programs › Subchapter 3 - General Child Care Programs › Article 2 - Family Data File › Section 18084.1 - Income Calculation

Current through Register 2024 Notice Reg. No. 28, July 12, 2024
(a) To calculate a family's adjusted monthly
					 income for purposes of determining income eligibility and/or calculating a
					 family fee, the calculation shall be done by the use of an income calculation
					 worksheet, and shall be calculated as provided for in subsections (b) and
					 (c).
(b) When a family's income is
					 regular and steady, use the income calculation worksheet that specifies:
(1) The frequency of the pay
					 periods;
(2) The gross amount of
					 the payroll check stubs; and
(3)
					 All other sources of countable income to determine the adjusted monthly income
					 pursuant to section
					 18078, as either:
(A) Weekly for 52 pay periods;
(B) Every two weeks for 26 pay
					 periods;
(C) Twice monthly for 24
					 pay periods; or
(D) Monthly for 12
					 pay periods.