What is Child Care Assistance Program?

Child care assistance programs are designed to provide financial support to eligible families, enabling them to afford quality child care services. These programs, often state-funded, recognize the crucial role child care plays in supporting working families and fostering early childhood development. They ensure that parents can maintain employment or pursue educational opportunities while their children receive safe and nurturing care.

Understanding Child Care Assistance Programs

Child care assistance programs, sometimes referred to as subsidized child care, are government initiatives aimed at making child care more accessible and affordable for families who meet specific eligibility criteria. These programs help to cover a portion of child care costs, reducing the financial burden on families and allowing them to access licensed child care providers. By offsetting these expenses, assistance programs support families’ economic stability and children’s early learning experiences.

In Tennessee, the primary program for child care payment assistance is the Child Care Certificate Program. This program is tailored to support various groups, including participants in the Families First program, parents transitioning off Families First, working parents, parents enrolled in post-secondary education, teen parents, and children in foster care. Eligibility for this program is determined by the Department of Human Services (TDHS) or the Department of Children’s Services (DCS) for children in foster care. Through the Child Care Certificate Program, TDHS provides financial aid to families who meet particular income guidelines, ensuring that child care is within reach for those who need it most.

Who is Eligible for Child Care Assistance?

Eligibility for child care assistance programs varies depending on the specific program and state regulations. However, common eligibility factors include income level, family size, and the reason for needing child care (e.g., employment, education, participation in specific assistance programs).

In Tennessee’s Child Care Certificate Program, specific eligibility criteria include:

Smart Steps Program Applicants: Parents applying for the Smart Steps program with incomes below the 85th percentile of the State Median Income. This applies to parents with children from six weeks old until kindergarten entry, who are working, attending a post-secondary education program, or a combination of both for an average of 30 hours per week or more.
Teen Parents: High school or middle school mothers participating in the Teen Parent program and staying in school.
Families First Program Participants: Parents involved in the Families First program who require child care to fulfill work activities outlined in their personal responsibility plan.
Transitional Child Care Assistance: Parents whose Families First case has closed may be eligible for transitional child care assistance for up to 18 months post-closure, provided each parent works an average of 30 hours or more weekly.
Non-Parental Guardians in Families First: Non-parent guardians in the Families First program who need child care for a related child are eligible if the guardian works, trains, or attends education for an average of 30 hours or more per week.

To determine precise income thresholds and confirm eligibility, it’s essential to consult the Income Eligibility and Parent Co-Pay Fee Table and the most current guidelines provided by the Tennessee Department of Human Services.

How to Apply for Child Care Assistance

Applying for child care assistance typically involves submitting an application along with necessary documentation to the administering agency, such as the Department of Human Services. The application process may vary by state and program, but generally includes providing information about family income, household size, employment or education status, and child care needs.

In Tennessee, there are multiple ways to apply for Child Care Payment Assistance/Smart Steps:

Online Application: The most efficient way to apply is through the One DHS Customer Portal.
Paper Application: Paper applications can be downloaded, completed, and then submitted via fax, mail, or in person at a local TDHS office.

Available application forms include:
It is crucial to submit all required verification documents with your application. Incomplete applications will not be processed until all necessary documents are provided.

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Required Documents for Application

To complete the application process and determine eligibility, various documents may be required. These typically serve to verify identity, residency, citizenship, relationship, income, and school/college attendance if applicable.

Commonly requested documents include:

Valid ID: For each parent/guardian residing in the home, at least one form of valid identification such as a Driver’s License, State Issued ID, Voter’s Registration Card (Tennessee), I-94 Card, or Passport.
Verification of Current Residence: At least one document in the parent/guardian’s name confirming current residency, such as a Rent/lease agreement, Mortgage receipt, or Utility bill.
Verification of Citizenship: For each child needing care, documentation verifying US citizenship, like a U.S. Passport, Certificate of U.S. Citizenship, birth certificate, hospital/clinic/doctor records, or a Report or Certificate of Birth Abroad of a U.S. Citizen.
Verification of Relationship: Documents confirming relationships such as Birth Certificates, Marriage Certificates, or Court Orders to verify spouse/partner, sibling, or other children relationships.
Income Verification: For each parent/guardian residing in the home, income verification documents are needed, which can include recent check stubs, employer statements, Federal 1040 (for self-employment), award letters, Self-Employment Reporting and Verification Form HS-3177, Child Care Certificate Program Verification of Employment Form hs-3550, or Child Support Verification.
Verification of School/College Attendance/Enrollment: If applicable, current class schedules per semester/quarter to verify registration and attendance.
Other Verifications: Additional documents may be requested to determine eligibility based on specific circumstances.

Families First recipients may have specific eligibility pathways and should contact their assigned Client Service Representative for detailed information.

Finding a Child Care Provider

Child care assistance programs often allow parents to choose from a range of licensed child care providers. To locate a suitable provider, resources are usually available to help parents in their search.

In Tennessee, the Find Child Care tool can be used to search for child care providers by address, provider name, or county. An essential feature of this tool is the ability to filter providers by selecting the “Accepts Child Care Assistance Program” option, ensuring parents find providers who accept child care payment assistance.

Understanding Your Co-Pay

While child care assistance programs help cover a significant portion of child care costs, families often have a co-payment responsibility. The co-pay amount is typically determined based on family income and the number of children receiving care.

In Tennessee, the co-pay chart provides an estimate of your payment based on income and the number of children in care. Upon qualification, families receive an exact co-pay amount they are responsible for. Timely payment of this co-pay is crucial, as failure to pay can lead to termination of child care services by the provider.

For information on reimbursement rates for providers, refer to the Current State Rate and QRIS Rating Bonus Table.

Transferring Child Care Providers

Circumstances may arise where families need to transfer their child care arrangement to a different provider. Child care assistance programs typically have procedures in place to facilitate these transfers.

In Tennessee, Child Care Center transfers can be requested through the One DHS Customer Portal. By logging into your account and navigating to the ‘Benefits Dashboard,’ you can access the ‘Change Provider’ form to initiate a transfer request.

Families First recipients should contact their assigned Client Service Representative for assistance with transfer requests.

Additional Resources for Parents

Beyond financial assistance, numerous resources are available to support parents in making informed decisions about child care and child development.

Tennessee offers additional child resources for parents, accessible here. These resources cover topics such as choosing the right child care provider, understanding different types of care, state assessment of providers, and the importance of child checkups and developmental screenings.

For crucial guidance on safe sleep practices for babies, resources are available here.

Furthermore, families receiving child care payment assistance may also be eligible for other support programs to address various needs. An overview of these programs can be found here.

Questions About Child Care Assistance?

For parents or guardians currently receiving child care payment assistance and having questions, the One DHS Contact Center is available at 1-833-772-TDHS (8347). Inquiries can also be submitted via the One DHS General Inquiry webform, accessible by clicking here.

Customer Survey

To share feedback on your experience applying for child care payment assistance, please complete the customer service survey available here. Your input helps improve the program and service delivery.