Notes

The Virginia Child Care Subsidy Program provides financial assistance to eligible families to help pay for the cost of child care so family members can work or attend education or training programs.
Virginia’s Child Care Subsidy program is a partnership between parents, providers, local departments of social services, and the Division of Early Childhood Care and Education.

The Subsidy Program supports:
• Family goals of economic self-sufficiency
• Quality early childhood programs for their children

All vendors who participate in Virginia’s Child Care Subsidy Program must meet the following requirements:
• Be at least eighteen years of age.
• Operate legally according to the Code of Virginia (meet all local ordinances and business licensing requirements).
• Comply with the regulations, including background checks, for their type of child care.
• Have current certification in first aid and cardiopulmonary resuscitation (CPR) as appropriate to the age of the children in care.
• Participate in pre-service training and annual training.
• Have a current, signed, and dated Vendor Agreement on file.

In Virginia, child care arrangements are defined in the Code of Virginia as a “child day program.”
*Code of Virginia § 22.1-289.02.
"Child day program" means a regularly operating service arrangement for children where, during the absence of a parent or guardian, a person or organization has agreed to assume responsibility for the supervision, protection, and well-being of a child under the age of 13 for less than a 24-hour period.
Types of child day programs
1. Child Day Centers (center-based) and
2. Family Day Homes (family-based)
Categories of care
1. Licensed
2. Unlicensed (but regulated)
3. Approved
4. Unlicensed and Unregistered

Child Care in Virginia
Category: Licensed
Includes:
Licensed Child Day Centers
Licensed Short-term Child Day Centers
Licensed Family Day Homes
When participating in the Virginia Child Care Subsidy Program, Category: Licensed programs are Level 2 Vendors.
Category: Unlicensed (but regulated)
These programs are not licensed by VDOE, but do receive oversight in certain areas.
• Voluntarily Registered Family Day Home
• Religiously Exempt Child Day Center
• Certified Preschools
When participating in the Virginia Child Care Subsidy Program, Category: Unlicensed (but regulated) programs are Level 1 Vendors.
Category: Unlicensed and Unregistered
• License Exempt Centers, i.e., Local Government Approved Recreation Program (Must meet one of the exemptions identified in the § 63.2-1715 of the Code of Virginia.)
• Unlicensed Homes (Typically known to the family as a friend, relative, or neighbor who provides care in their home or the home of the child.)
When participating in the Virginia Child Care Subsidy Program, Category: Unlicensed and Unregistered programs are Level 1 Vendors.
Category: Approved
These programs are regulated by an entity other than the Virginia Department of Education:
• Approved by the U.S. Department of Defense
• Approved by Licensed Family Day Home System*
• Approved by local ordinance in Alexandria, Fairfax, or Arlington
When participating in the Virginia Child Care Subsidy Program, Category: Approved programs are Level 2 Vendors.
*The only licensed Family Day Home System is operated by Infant/Toddler Family Day Care in Fairfax, Virginia.
*Exception: Payroll taxes are withheld from “in-home” providers (i.e., “nanny”). “In-home" means child care provided in the home of the child and parent when all of the children in care live in the home and the vendor does not live in the home.

NOTE: Authorizations are written to a specific child care vendor for a specific number of units for a specific child.

A note that reads: The local department of social services (LDSS) must have a complete, signed, and dated purchase of service order (POSO) before payments can be made.
*purchase of service orders (POSO) are mailed to parents and vendors when authorizations begin, end, or change.
*Vendor POSOs are also available in EPPIC for the vendor to sign electronically.
*A purchase of service order (POSO) contains the child’s name, date of birth, authorization type, number of units authorized, begin and end dates, and parent’s co-payment amount.

*Note that says: An absent day means any day that a child is authorized to be in the vendor's care but is not in attendance, and child care would have been provided had the child been present.

Age range definitions
Virginia Department of Education uses the following age range definitions to choose the appropriate maximum reimbursable rate:
• Infants – children from birth to 16 months of age
• Toddlers – 16 to 24 months of age
• Preschool – 24 months up to the age of eligibility to attend public school
• School age – children eligible to attend public school, age five or older by September 30 of that same year

All approved vendors must use the Virginia Electronic Child Care (VA-ECC) attendance tracking and payment system to receive subsidy payments.
1. Virginia Electronic Child Care (VA-ECC) Enrollment
Once approved, the vendor is enrolled in Virginia Electronic Child Care (VA-ECC).
Within 24 to 48 hours after the first authorization for services, a Point of Service (POS) device is shipped to the vendor.
2. Point of Service (POS) Device connected
The Point of Service (POS) device must be connected to the vendor’s landline telephone or internet in order to send the swipe information to the data center where it is processed for accurate payment.
3. Families record attendance
Families must use their Virginia Electronic Child Care (VA-ECC) swipe cards to record time and attendance information (check-in and check-out swipes) on the Point of Service (POS) device in the vendor's facility or from any telephone using the Interactive Voice Response system (IVR).
NOTE: Vendors are NOT allowed to be in possession of or swipe any parent’s Virginia Electronic Child Care (VA-ECC) card.
4. Payments
Payments are made electronically twice a month through direct deposit to the vendor’s bank account or debit card.

• New provider requirements
• Child care as a profession
• Become a licensed provider
• Become a subsidy provider (vendor)
• Virginia Quality
• Training and professional development resources

After paperwork is submitted
After receipt of (a) a completed Child Care Subsidy Program Vendor Application and subsidy monitoring inspection results, the applicant will either be approved or denied. Child care providers will be notified by letter or email of their approval or denial within 45 days.
To be approved, you must complete the Virginia Preservice Training for Child Care Staff.

Commitment to quality
The Child Care Subsidy & Services Program is dedicated to child care…
• Safety
• Quality
• Affordability
• Access
Benefits of licensed child care programs
As a licensed child care provider in Virginia, your child care program has a competitive advantage over unlicensed and unregistered providers.
Your licensed program is held to a higher standard that provides accountability of health and safety standards maintained by the Commonwealth of Virginia.
Health and safety accountability is very reassuring for families with young children.
As a licensed child care program, you or your employer are able to:
• Provide professional services with a stronger measure of accountability for parents;
• Demonstrate commitment to provide a safe and healthy environment for children;
• Have an assigned licensing inspector who is available to answer questions and provide technical assistance;
• Use licensed program status as a marketing tool;
• Have full access to free and relevant, up-to-date training and workshops;
VA standards for licensed child care centers
• Be eligible to apply for a low-interest loan to improve quality, fix safety issues, or purchase buses;
• Share program progress with online health and safety inspection reports;
• Be eligible to participate in the USDA food program for financial reimbursement for meals and snacks;
• Be eligible to apply for subsidy vendor status paid at a higher rate than unlicensed providers; and
• Be better prepared to voluntarily participate in the state’s quality rating and improvement system called Virginia Quality.