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1. Infants - children from birth up to 16 months; 2. Toddlers - children from 16 months up to 24 months; 3. Two-year-olds - children from 24 months up to 36 months; 4. Preschool - children from 36 months up to the age of eligibility to attend public school (five years by September 30). Children turning five after September 30 are considered preschool until they start school the following year; and 5. School age - children eligible to attend public school, age five or older by September 30 of that same year. Children turning five after September 30 are considered preschool until they start school the following year.

NOTE: In VaCMS the school age rate is effective starting the first of August for all children who turn age 5 before September 30th. If the child turns age 5 after September 30th, the school age rate will be effective starting the first of August of the following year.

C. Annual Registration Fee

A single annual registration fee of up to $100 per child will be paid to Level 2 Providers each local fiscal year (June 1 – May 31). This payment can be made only if the provider charges this as a separate fee to the general public.

An additional registration fee can be paid to a new provider during the fiscal year only if payment is required for reasons beyond the control of the recipient or due to extenuating circumstances, such as a provider closing or the family moving. This decision must be documented in the case record. The provider’s decision to charge an additional registration fee or a family’s decision to change providers is not an extenuating circumstance.

D. Guidelines for Authorizing Hours and Days of Care The authorized reimbursement to vendors/providers for the care of a child is based on a daily unit of service (either full-day or part-day). The total cost of care, including any special programs and transportation provided by the vendor, must not exceed the Maximum Reimbursable Rate (MRR) for the child’s age and type of care. Transportation costs cannot be paid separately; they must be included in the overall cost of care recorded on the POSO.

NOTE: Child care subsidy funds may not be used to pay vendor activity fees

Reimbursement may exceed the MRR for children who have documented special needs. For more information, see 3.14.B. Maximum Reimbursable Rates. Transportation time needed for the parent to travel from the provider to the site of their approved activity and from the activity to the provider will be included in determining the amount of care needed.