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3.14. Payments

A. Beginning Date of Service Payment

The beginning date of service payment for TANF (non-VIEW), transitional child care, Fee Program, and Head Start Wrap-Around participants is the date the applicant is determined eligible and a provider approved by the Department, is selected.

The beginning date of service payment for VIEW or SNAP E&T participants may begin with the date of application/referral from the VIEW or SNAP E&T program if the applicant is determined eligible and a provider approved by the Department, is selected.

If a case is certified for approval more than 30 days after the signed application is received by the LDSS, payment may begin only from the date of certification; unless it is a result of an agency delay. Agency delay means the LDSS is unable to take action on an application within the 30-day application-processing period due to circumstances beyond their control. Awaiting provider approval is not an example of an agency delay.

B. Maximum Reimbursable Rates

The Department establishes MRR for child care by type of care, age, and region. These rates are estimates to reflect the cost to provide quality care across the Commonwealth. LDSS cannot establish their own MRR.

MRR are stored in VaCMS to perform authorization calculations. VaCMS will calculate the rates automatically based on the MRR information stored in the system.

Providers will be paid the MRR (less any required copayment) based on the provider’s locality, even if the rate they charge private pay families is lower than the MRR. Providers may request to be paid less than the MRR (equivalent to the rate they charge private-paying families) by completing the form “Child Care Subsidy Provider Form Request to Be Paid Less Than the Maximum Reimbursable Rate” (032-22- 1110-01-eng (12/22), 032-22-1110-01-spa (12/22)). Providers who opt out of receiving the full MRR may update their rates no more than twice per year and will be paid in accordance with the rates charged to the public.

The Department will not pay more than the established MRR. If the provider wishes to collect the amount due over the MRR, the provider will collect this directly from the parent of the child.

EXCEPTION: For children with special needs, payment of up to two times the MRR for the child’s age is allowed when it is appropriate as determined by the LDSS in consultation with the parent, provider, and appropriate professional. Details of this consultation must be recorded in the case record. The evaluation by an appropriate professional must be provided in writing.