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## Slide 1 Virgin Islands Department of Human Services Office of Child Care & Regulatory Services Provider Requirement Guide January 29, 2021 Licenses Vouchers Inspections Sam.gov W-9 Forms Good Standing Application Agreement ## Slide 2 Informal Providers also calledFamily, Friends and Neighbors (FFN) ## Slide 3 Informal Provider/Family, Friends and Neighbors (FFN) Licensing Approval Checklist Completed Applications Completed Parent Application Completed Provider Application VIPD –Police Record Check - by provider Sex Offender Check – by Office of Child Care & Regulatory Services Child Abuse Registry Check – by Office of Child Care & Regulatory Services Virtual/Phone Interview Provide pictures of the home W-9 Form Completed Provider Agreement - (Office of Child Care will notify Provider of approved Agreement) [notes] Where to get application? Where and how to submit application? To whom? ## Slide 4 PAYMENT PROCESSING REQUIREMENTS Provider Agreement Completed ACH document/blank check Vouchers must be signed and dated by both client and provider, and must not exceed the 90 days of the valued period. Monthly Invoices INVOICE(S): The invoice must include an unduplicated invoice number official name of the provider (business name on W-9) mailing address (MUST MATCH ADDRESS ON W-9) phone number name of the child(ren) services were provided for during the month total number of children included on invoice total dollar amount of charges on the invoice provider signature ## Slide 5 PAYMENT PROCESSING REQUIREMENTS CONTINUED SUBMIT VOUCHERS AND INVOICES MONTHLY BY THE 5TH OF THE FOLLOWING MONTH ## Slide 6 Formal Providers also calledChild Care Providers ## Slide 7 Child Care Provider Subsidy Required Documents Completed Provider Agreement Department of Human Services License (s) Health Inspection Certificate –Current Fire Inspection Certificate – Current SAM.GOV Registration – Current Letter of Good Standing Updated Rate Sheet W-9 Form – Completed Operational Schedule or School Calendar School/Student Accident Insurance ## Slide 8 PAYMENT PROCESSING REQUIREMENTS ATTENDANCE CERTIFICATE(S): The attendance certificate must list the provider, the period of services, the name of the children, the child (ren) date of birth, provider signature and tax identification number or social security number. INVOICE(S): The invoice must include an unduplicated invoice number Official name of the provider (business name on W-9) mailing address (MUST MATCH ADDRESS ON W-9) phone number name of the child (ren) services were provided for during the month total number of children included on the invoice total dollar amount of charges on the invoice provider signature VOUCHER(S): The vouchers must be signed and dated by both client and provider and must not exceed the 90 days of the valued period. ## Slide 9 CHILD CARE PROVIDERS IMPORTANT REMINDERS Please submit monthly voucher(s), invoice(s) and attendance certificates to allow monthly subsidies to be processed. Monthly vouchers along with an invoice(s) and attendance certificate(s) must be submitted together, to the Office of Child Care and Regulatory Services no later than the 5th day of the month following the month of services. Payments for services rendered may be delayed or jeopardized if invoices, vouchers or attendance records are inaccurate or if they are submitted after the 5th day of the month following the month of services. Payment for services will be based on actual attendance of the approved child(ren) named. [notes] Documents are to be submitted to whom? ## Slide 10 Child Care Providers Reminders continued… Payment packages submitted in excess of twelve (12) months after the month of services, will not be processed. Child care costs that exceed the subsidized amount, is the responsibility of the parent(s), to be paid by the parent(s) to the Provider. Parent(s) will be responsible for the established co-payment. ## Slide 11 If you have questions, please contact any of our Office of Child Care and Regulatory Services locations: on St. Croix at #129 Golden Rock, Christiansted, telephone number (340)772-7147 or on St. Thomas at the Knud Hansen Complex at 1303 Hospital Ground at telephone number (340)774-0930 ext.4182 or ext. 4185 or on St. John at the DHS Cruz Bay office at telephone number (340)774-0930 ext.4182 or ext. 4185