Appendix A - Weekly Payment Rates for Providers of Publicly Funded Child
Care
(A)How are
payment rates established in the publicly funded child care program?
(1)Payment rates
are based on a market rate survey completed by the Ohio department of job and
family services (ODJFS) to providers in the state of Ohio.
(2)Payment rates
shall apply to all providers of publicly funded child care.
(B)What is the
payment rate for a provider not participating in step up to quality (SUTQ)?
(1)The payment
rate for a provider not participating in SUTQ shall be the lower of these two:
(a)The rate shown
in appendix A to this rule for non-rated programs in the provider's county of
location.
(b)The provider's
customary rate to the public.
(2)The rate
determined in paragraph (B)(1) of this rule shall be the base rate used to
calculate any applicable additional payment amounts pursuant to paragraphs (D),
(F) and (G) of this rule.
(C)What is the
payment rate for a provider participating in SUTQ?
(1)The base
payment rate for a provider participating in SUTQ shall be the lower of these
two:
(a)The rate shown
in appendix A to this rule for rated programs in the provider's county of
location.
(b)The provider's
customary rate to the public. If the customary rate is used, an additional four
per cent will be added, not to exceed the rated appendix.
(2)Once the rate
is determined in paragraph (C)(1) of this rule, an additional per cent shall be
added, as follows:
(a)One-star rated
programs shall be paid an additional five per cent.
(b)Two-star rated
programs shall be paid an additional eighteen per cent.
(c)Three-star
rated programs shall be paid an additional twenty-one per cent.
(d)Four-star
rated programs shall be paid an additional twenty-nine per cent.
(e)Five-star
rated programs shall be paid an additional thirty-five per cent.
(D)What is the
payment rate for accredited providers?
(1)Providers who
are accredited by an ODJFS approved accrediting body as listed at
http://jfs.ohio.gov/cdc/childcare.stm shall be paid an additional ten per cent
of the applicable payment rate established in paragraph (B)(1) of this rule or
paragraph (C)(1) of this rule. This rate shall apply for all children receiving
publicly funded child care services.
(2)Providers who
are accredited and also participating in SUTQ shall be paid either the per cent
additional payment in paragraph (C)(2) of this rule or the per cent additional
payment in paragraph (D)(1) of this rule, whichever is higher.
(E)What is the
difference between a school-age rate and a summer school-age rate?
(1)School-age
rates shall be in effect during the school year as defined in rule 5101:2-16-01
of the Administrative Code.
(2)Summer
school-age rates shall be in effect outside of the school year as defined in
rule 5101:2-16-01 of the Administrative Code.
(F)What is the
compensation for child care services provided during non-traditional hours?
(1)Providers who
care for children during non-traditional hours shall be paid an additional five
per cent of the applicable payment rate established in paragraph (B)(1) or
(C)(1) of this rule.
(2)This rate
shall apply to the child for all hours of care during a week when any
non-traditional hours of care are provided.
(3)The payment
shall not exceed the provider's customary charge to the public.
(4)Non-traditional
hours are the hours between seven p.m. and six a.m. on weekdays, and between
twelve a.m. Saturday and six a.m. Monday.
(5)Non-traditional
hours include any hours of care provided on New Year's day, Martin Luther King
Jr. day, Memorial day, Independence day, Labor day, Thanksgiving day and
Christmas day.
(G)How are
providers compensated for the care of children with special needs?
(1)Providers who
care for a child that the caretaker and the county agency have identified as
having special needs pursuant to rule 5101:2-16-02 of the Administrative Code
shall be paid an additional five per cent of the applicable payment rate
established in paragraph (B)(1) or (C)(1) of this rule. The payment shall not
exceed the provider's customary charge to the public.
(2)Providers who
make special accommodations for the care of a child with special needs may
receive twice the amount of the applicable payment rate established in paragraph
(B)(1) or (C)(1) of this rule if approved pursuant to rule 5101:2-16-09 of the
Administrative Code.
(3)Payment
enhancements or additional percentages shall only apply to the hours of care
for the child with special needs.
(H)What time
increments are used for the payment of publicly funded child care services?
(1)Time
increments are broken down into weekly categories based on the total number of
hours per week that each child is authorized to receive publicly funded child
care services, pursuant to rule 5101:2-16-06 of the Administrative Code. The
categories of payment are as follows:
(a)An hourly
payment is for hours of care totaling less than seven hours per week.
(b)A part-time
payment is for hours of care totaling seven hours to less than twenty-five
hours per week.
(c)A full-time
payment is for hours of care totaling twenty-five hours to sixty hours per
week.
(d)A full-time
plus payment is for hours of care totaling more than sixty hours per week.
(e)A week is
defined as the seven-day period from twelve a.m. Sunday to fifty-nine minutes
after eleven p.m. on Saturday.
(2)Payment shall
be calculated using the total number of child care hours per week, that have
been approved by the caretaker, if applicable, and submitted by the provider in
the automated child care system.
(a)The total
number of weekly hours of care received will be matched with the associated
category and the provider will receive the payment rate for that category of
care, up to the child's category of authorization.
(b)Payment shall
not be made for hours that exceed the child's category of authorization.
(I)Are
providers compensated for registration fees?
Providers may receive registration fees for children receiving
publicly funded child care according to the following criteria:
(1)Annually, a
provider with a valid provider agreement as of January first shall receive a
twenty-five dollar registration fee for each child who received publicly funded
child care from the provider in the previous calendar year. For approved day
camps, the camp shall have had a valid provider agreement as of August
thirtieth of the previous year.
(2)The child must
have received publicly funded child care from the provider for at least one day
during January through December of the previous year.
(J)Is a provider
compensated when a child is absent from the program?
(1)A child is
eligible for a maximum of twenty absent days during each six-month period of
January through June and July through December of each state fiscal year.
(2)Absent days
are defined in rule 5101:2-16-01 of the Administrative Code.
(3)A provider may
be paid for an absent day for which a child is eligible. An absent day shall
not be paid prior to actual attendance at the authorized program. The
attendance shall be documented by a recorded in time and a recorded out time,
and shall have occurred on any day in the previous rolling twelve months.
(4)The value of
an absent day is based on the child's authorized hours for care, as follows:
(a)For a
full-time or a full-time plus authorization, the value of an absent day is
eight hours.
(b)For a
part-time or an hourly authorization, the value of an absent day is five hours.
(K)Are providers
compensated for staff professional development days?
(1)Providers are
eligible for two professional development days per state fiscal year. A fiscal
year is defined as July first through June thirtieth.
(2)Professional
development days are defined in rule 5101:2-16-01 of the Administrative Code.
(3)Professional
development days cannot be used on two consecutive calendar days or in two
consecutive calendar months.
(4)Professional
development days shall not be used on any holiday listed in paragraph (F)(5) of
this rule.
(5)The value of a
professional development day is based on a child's authorized hours for care,
as follows:
(a)For a
full-time or a full-time plus authorization, the value of a professional
development day is eight hours.
(b)For a
part-time or an hourly authorization, the value of a professional development
day is five hours.
(L)What is not
included in the payment for publicly funded child care services?
The provider's publicly funded child care payment shall not
include:
(1)A child's
copayment amount pursuant to rule 5101:2-16-05 of the Administrative Code.
(2)Payment for
services provided during the hours that a child is in care in another federal
or state funded program (including, but not limited to, head start, early head
start, or the early childhood education program).
(3)Payment for services
provided during the hours that a school-age child would typically be in
attendance at a primary or secondary school.
(a)Payment will
include time that a school-age child is participating in remote learning,
including the remote portion of a hybrid school model, while in child care.
(b)Payment will
not include time that the child is participating in instructional services
which supplant or duplicate the academic program of any school.
(c)Payment will
not include care during the school-day if the parent has the option to send the
school-age child to in-person learning, including a hybrid school model, and
instead opted for only remote learning.
(M)What are the
requirements regarding fees that a provider may charge to the caretaker?
(1)A provider shall
make a caretaker aware of fees not covered by publicly funded child care
payments for which the caretaker may be responsible.
(a)A provider
shall have a signed agreement with the caretaker for the payment of these fees.
(b)Such fees may
include:
(i)Late fees.
(ii)Activity
fees.
(iii)Transportation
fees.
(iv)Charges for
absent days which exceed those eligible for payment from ODJFS.
(v)Charges for
hours of care that exceed those authorized.
(2)A provider
shall not ask a caretaker to pay the difference between the provider's payment
rate and the provider's customary charge to the public when the customary
charge is higher.
(3)A provider
shall not ask a caretaker to pay the difference between the registration fee
paid for the child by ODJFS and the provider's customary registration fee
charge to the public when the customary registration fee is higher.
(N)What are the
payment rates for in-home aides that provide publicly funded child care
services?
An in-home aide is the only provider of publicly funded child
care services who may provide child care in the child's own home. Payment rates
for in-home aides are to be determined according to the following:
(1)An in-home
aide shall be paid an hourly rate that is equal to the state minimum wage for
forty or fewer hours in a week. An in-home aide pilot program may be operated
in participating counties detailed in a child care letter published by ODJFS.
(a)An in-home
aide in a participating county may be paid an enhanced hourly rate of thirteen
dollars for forty or fewer hours in a week when at least one child qualifies
for special needs child care as determined pursuant to this chapter or at least
one child needs care during non-traditional hours is served.
(b)A rate of one
and one-half times the rate in paragraph (N)(1)(a) of this rule will be paid
for hours in excess of forty in a week.
(c)This pilot
will exist for the time period specified in a child care letter published by
ODJFS or until funding is no longer available, whichever is sooner.
(2)A rate of one
and one-half times the state minimum wage shall be paid for hours in excess of
forty in a week.
(3)The total
payment shall include child care services provided to all of the authorized
child(ren) in the caretaker's home.
(4)An in-home
aide shall not claim absent days or professional development days for children
receiving publicly funded child care services.
(5)An in-home
aide is not eligible for any payment enhancements or additional percentages to
the payment rate.
(O)Are providers
compensated for pandemic days?
(1)A pandemic day
means a day in which the provider would normally provide child care for
currently enrolled children, but were advised to close by the Ohio department
of health (ODH) or the local health department or closed in compliance with
guidance from ODH and the United States centers for disease control and
prevention (CDC) as a result of the COVID-19 pandemic.
(2)Providers are
eligible for thirty-five pandemic days per fiscal year. In-home aides are not
to claim pandemic days.
(3)The provider
will provide ODJFS written documentation of the advisory to close. Failure to
provide the documentation may result in the pandemic days not being paid.
(4)The value of a
pandemic day is based on a child's authorized hours for care, as follows:
(a)For a
full-time or a full-time plus authorization, the value of a pandemic day is
eight hours.
(b)For a
part-time or an hourly authorization, the value of a pandemic day is five
hours.
Effective: 2/4/2024
Five Year Review (FYR) Dates: 10/20/2024
Certification: CERTIFIED ELECTRONICALLY
Date: 01/25/2024
Promulgated Under: 119.03
Statutory Authority: 5104.30, 5104.38, 5104.39
Rule Amplifies: 5104.30, 5104.35, 5104.38, 5104.39
Prior Effective Dates: 07/01/1989 (Emer.), 09/28/1989,
04/01/1990 (Emer.), 07/01/1990 (Emer.), 09/30/1990, 05/01/1991 (Emer.), 07/01/1991,
11/01/1991 (Emer.), 01/20/1992, 07/06/1992 (Emer.), 10/01/1992, 01/01/1994, 10/01/1997
(Emer.), 12/30/1997, 05/08/1998 (Emer.), 08/01/1998, 06/10/2000, 01/01/2001,
02/22/2002, 06/09/2003, 07/01/2005 (Emer.), 09/26/2005, 01/13/2006 (Emer.),
04/13/2006, 01/01/2007, 03/30/2007 (Emer.), 06/28/2007, 07/01/2008, 07/23/2009
(Emer.), 08/12/2009 (Emer.), 11/08/2009, 03/28/2010, 05/01/2011, 07/29/2011
(Emer.), 10/27/2011, 10/01/2013, 07/10/2015, 06/26/2016, 12/31/2016,
12/16/2018, 10/20/2019, 03/13/2020 (Emer.), 05/29/2020 (Emer.), 08/25/2020
(Emer.), 12/11/2020 (Emer.), 04/01/2021, 02/27/2022, 12/11/2022, 07/02/2023