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134 5.1 Provider Services

Provider procedures are included herein so local Child Care Workers understand the expectations and processes related to provider participation in the CCSP.

All child care providers must sign an Attestation Form to indicate they have read and agree to the Subsidy Vendor Agreement in order to receive payment. The Vendor Agreement is the contract between VDSS and the Provider for the provision of child care services by the Provider to child care recipients of LDSS who are eligible for child care assistance. Processing of the Vendor Agreement and Attestation Form are part of the provider coordination process handled by the state.

There are two separate Vendor Agreements based on whether the provider is a center or family day home. The same form is used whether the provider is licensed or unlicensed. • Child Care Center Vendor Agreement (032-12-0047-02-eng (06/11/2024)). • Family Day Home Vendor Agreement (032-12-0046-01-eng (06/11/2024)).

Once a provider has submitted a complete application through the Application Portal, the Subsidy Provider Services team will send an Attestation Form to the provider to digitally sign and return. A signed and dated Attestation Form must be received by the state before the provider is approved in VaCMS. The provider’s signature confirms their agreement to comply with the terms of the agreement, including payment processes, absences, and attendance tracking.

A new Attestation Form must be completed every 5 years; or more frequently if necessary due to amendments in the agreement; a change in licensure status; a change in ownership; a change in facility address, or other changes as deemed necessary by VDOE and/or VDSS home office staff.

The provider must be approved and entered as an “Open” vendor into VaCMS before a POSO can be issued. The POSO cannot have a begin date prior to the vendor’s approval in VaCMS.

Child Care Workers may determine by a vendor inquiry in VaCMS if a provider is approved or needs to complete the approval process. If the provider is approved, VaCMS will have an “Open” facility status. This indicator serves as acceptable documentation. Providers must not be reimbursed for services rendered prior to approval. NOTE: All providers entered into the Division of Licensing Programs Help and Information Network (DOLPHIN) will automatically appear in VaCMS as “pending subsidy approval.” The status of “pending subsidy approval” does not mean the provider has submitted an application to become an approved CCSP provider or that the approval process has been initiated.