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Home Child Care VA MenuBecoming a Child Care Subsidy Program Vendor
Considering becoming a Child Care Subsidy Program Vendor?
Check out the Child Care Subsidy Program Vendor Information Session!
- This on-demand informational recording describes the benefits and requirements for participating as a subsidy provider.
- Complete this registration form to access the webinar and learn more about the Child Care Subsidy Program.
- Review the vendor requirements found on the Subsidy Inspection and Training Requirements page to become familiar with health and safety requirements that subsidy providers must comply with.
If you’re already a Child Care Subsidy Vendor, visit the Current Child Care Subsidy Vendor page to find important resources for your program.
The Child Care Subsidy Program (CCSP) helps eligible families pay for child care across the Commonwealth. The program is overseen by the Virginia Department of Education (VDOE) and administered by the Virginia Department of Social Services (VDSS) in partnership with local departments of social services. Providers that service children enrolled in the program are referred to as "Subsidy Vendors."
All legally operating child care providers in the Commonwealth of Virginia are eligible to become an approved subsidy vendor. Applications will not be accepted from out-of-state providers.
By becoming an approved subsidy vendor, you can:
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Make a difference in your community: The Child Care Subsidy Program helps families access high-quality ECCE options they may not otherwise be able to afford.
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Make a difference for your program: Publicly funded programs must participate in the state’s quality measurement and improvement system, VQB5, which offers targeted supports such as coaching and professional development.
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Make a difference for your educators: Teachers in publicly funded programs may be eligible for an annual stipend through RecognizeB5, the state’s teacher retention incentive program.
Applying to Become a Subsidy Vendor
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Child Care providers wishing to become a subsidy vendor must apply through the Subsidy Vendor Application portal (see below for instructions on how to apply based on your provider type).
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Child care providers must be approved by VDOE and VDSS before they can be paid by the state for providing care to children enrolled in the Child Care Subsidy Program (CCSP).
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The application and approval process varies by provider type. Please read the provider type descriptions below to ensure that you understand the application requirements specific to your provider type.
*** If you are assuming ownership of an existing program that is currently an approved subsidy vendor, you must submit an initial application using the change of ownership option.
Application Guides by Provider Type:
Center-based Providers:
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Licensed Child Day Center: Child care programs offered to (i) two or more children under the age of 13 years in a facility that is not the residence of the provider or of any of the children in care or (ii) 13 or more children at any location that hold a license issued by the Virginia Department of Education’s Office of Child Care Health and Safety (OCCHS).
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Religiously Exempt Centers: A child day center operated or conducted under the auspices of a religious institution that holds a letter of exemption from licensure.
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Certified Preschool: Preschool programs operated by private schools that are accredited by a statewide accrediting organization (or another accrediting organization recognized by the Board of Education) and are exempt from licensure.
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Local Government Approved Recreation Program: A program of recreational activities offered by local governments, staffed by local government employees, and attended by school-age children. These programs are not licensed by the Office of Child Care Health and Safety (OCCHS).
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US Department of Defense Approved: A center or family day home that is licensed by the U.S. Department of Defense, including any branch of the military. Child care providers should select this option ONLY if they do not hold a state license.
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Unlicensed Local School Division Program: A program offered by a local school division that is not licensed by the Virginia Department of Education’s Office of Child Care Health and Safety (OCCHS).
Home-based Providers:
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Licensed Family Day Home: A family day home caring for one through 12 children under the age of 13 that holds a license from the Virginia Department of Education’s Office of Child Care Health and Safety (OCCHS).
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Local Ordinance Approved Home: A family day home located in Alexandria, Arlington, Fairfax, or Norfolk that does not hold a state license but is approved by local ordinance.
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Unlicensed/ Unregistered Family Day Home: Family day homes that are not licensed or registered with the state in any capacity.
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System Approved Family Day Home: A family day home that is a member of Infant Toddler Family Day Care, the licensed family day system in Virginia.
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Voluntarily Registered Family Day Home: Family day homes serving four or fewer children that hold a certificate of voluntary registration from the Superintendent.
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In-Home Child Care Provider: Child care provided in the home of the child or children when the vendor does not live in the home. All children in care must reside in the home to be considered in-home child care.
Required Documents
Required documents for the Child Care Subsidy Program vendor application vary by provider type. All potentially required documents are listed below. Please read the Application Guide for your provider type found in the links above to ensure that you understand the documentation required for your provider type.
- CCSP Vendor Application (English) (Español)
- Subsidy Vendor Agreement
- IRS Form W9
- IRS Documentation: Supporting Documentation for Form W-9. Examples of IRS supporting documentation for Form W-9 include: a copy of social security card (SSN), or IRS Notification Letter 147C, or IRS Notification Letter SS-4
- VA Preservice Training Certificate: Link to Training required for the Program Director/Owner or Designee to become a Subsidy Vendor. Upon completion of the training, you will receive your VA Preservice Training Certificate which should be submitted with the rest of your required documentation. All staff will require this training annually once the program has been approved as a Subsidy Vendor.
- Proof of Legal Operations issued by your regulatory entity, if not licensed or regulated by the Commonwealth of Virginia. Examples include: Certificate of Registration; Exemption Letter; License; or Permit.
- Current First Aid/ CPR Certification (Age Appropriate/ Pediatric): Child Care Aware of VA provides First Aid and CPR training on behalf of the Virginia Department of Education. There is no cost to Child Care Providers that participate in the Child Care Subsidy program or provide child care for infants and toddlers.
- TB Screening Results
- Authorization to Act as Agent on Customer's Behalf for In-Home Care
- Household Information and Staff Listing
- Sworn Statement of Affirmation
- Central Registry Account Information Guide
- National Fingerprint Based Background Check
- Out of State Background Checks
What if I forget to submit a required piece of documentation or upload the wrong document?
- You can submit additional documentation after your application has been received without re-applying. Please reference the User Guide: Subsidy Vendor Application portal to ensure the documents are correctly added to your Initial Application.
- If additional documentation is required to process your application, you will receive two emails—an automated email notifying you of the need to submit additional documents, and a customized email with additional details about what to submit and how.
- Once approved as a Subsidy Vendor, you can submit in-service certificates, updated Subsidy Vendor Agreement, and other additional or updated documentation through the Subsidy Vendor Application portal.
Next Steps for Approved Vendors
Subsidy Payment Rates
Virginia utilizes a cost estimation model to determine the cost to deliver quality care and education and set payment rates known as Maximum reimbursement rates (MRR) in the CCSP. MRR generally vary by provider type and level, locality, and for centers, age of child. All providers are eligible to receive the established MRR, regardless of their private tuition rates.
All subsidy providers are eligible to receive payment for absences and holidays. Registration fees are paid to Level 2 vendors only.
Provider “levels” refer to:
- Level 1 - Unlicensed providers, which includes:
- Voluntarily registered family day homes;
- Religious exempt centers;
- Certified preschools;
- Local government approved recreation programs and
- In-home providers.
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Level 2 – Licensed or license-equivalent providers, which includes:
- Family day homes and centers licensed by VDOE;
- Family day homes approved by a licensed family day system;
- Family day homes and centers licensed by the Department of Defense; and
- Family day homes approved under local ordinance according to §15.2-914 of the Code of Virginia.