3.1 Application Process Overview

Applicants for the Child Care Subsidy Program may apply online or in person at DHS, a Level II child care provider site, or the Virginia Williams Family Resource Center. After receiving an application, an eligibility worker reviews it. If the application is missing documentation, the eligibility worker will contact the applicant to request the missing documentation. The applicant must provide the documentation within 30 calendar days of the request. The application will be denied for insufficient documentation if the applicant does not provide the required documentation within 30 calendar days. Families can reapply as needed. Upon receipt of a complete application, including all necessary supporting documentation, eligibility workers will determine eligibility within 10 business days. Eligibility workers will communicate confirmation of an approved application to applicants who satisfy all eligibility requirements and will send an Admission Form to the selected child care provider. The Admission Form indicates the family information, provider name, family co-payment, and service start date. The family and the child care provider must sign and return the Admission Form to the eligibility worker before the child’s start date. Once eligibility has been determined, eligibility staff will assist families with selecting a child care provider, if needed, and understanding co-payment requirements. Eligibility workers will provide notice of denial to applicants who do not satisfy all eligibility requirements, fail to provide all required documentation, or provide information that is found to be false. The notice of denial will include the basis for the decision. The applicant is entitled to an administrative hearing to appeal the decision (see Section 11).