Child Care VA
Home Child Care VA MenuCurrent Child Care Subsidy Vendors
This page includes important information for currently approved vendors in the Child Care Subsidy Program (CCSP). If you’re interested in becoming an approved Subsidy Vendor, visit the Becoming a Child Care Subsidy Vendor page to learn more.
New for Current Subsidy Vendors: Reporting Changes to Your Program Operations
Subsidy Vendors are required to ensure that the CCSP has accurate, up-to-date contact and program information. Follow the Change to Ownership/Operations Guides for instructions on completing a change request. These updates can now be submitted via the Subsidy Vendor Application portal. All Change Request submissions MUST include a completed Change Request form. If additional documentation is required to process your change request, 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.
Change types may include:
- Physical address
- Mailing address
- Provider type
- Facility or legal name
- Tax information
- Schedule: hours and/ or days of operation
- Age groups served
- Capacity
- Registration fees*
* An annual registration fee of up to $100 per child will be paid to level 2 vendors, but only if the vendor charges this as a separate fee to the general public. Child Care Subsidy funds can cover this fee once a year. To update your registration fee information with the Child Care Subsidy Program or if you have questions about how registration fees are paid to subsidy vendors, please contact vendor.manager@dss.virginia.gov.
*** 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 within the online portal. Please visit the Becoming a Child Care Subsidy Program Vendor page to view application requirements for your provider type.
Please use this step-by-step guide to ensure that you upload your documents correctly. Once you are ready to submit your documents, click on the Subsidy Vendor Application portal here to begin uploading.
Subsidy Vendor Agreements
Subsidy Vendor Agreements (SVAs) will now be submitted and stored within the Subsidy Vendor Application portal rather than the previously used Subsidy Vendor Agreement System. Please reference the User Guide: Subsidy Vendor Application portal to ensure that you upload your required documents correctly.
What if I forget to submit a required piece of documentation or upload the wrong document?
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Child Care Subsidy Vendors can submit additional documentation after your application has been received without re-applying. Please reference the User Guide: Subsidy Vendor Application portal to ensure that the additional documents are correctly uploaded and submitted within the Subsidy Vendor Application portal here.
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Child Care Subsidy Vendors can submit in-service certificates, updated Subsidy Vendor Agreement, and other additional or updated documentation through the Subsidy Vendor Application portal. Please reference the User Guide above and link to the portal above.
General Child Care Subsidy Program Vendor Information
Child Care Subsidy Program Manual
The Virginia Child Care Subsidy Guidance Manual (revised; October 1, 2024) provides detailed information about policies and procedures for parents and child care providers in the Child Care Subsidy Program.
Payment and Schedules
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Maximum Reimbursement Rates by Locality (effective August 2023 (PDF)
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Age Range Definitions
- Infants: children from birth up to 16 months.
- Toddlers: children from 16 months up to 24 months.
- Two-year-olds: children from 24 months up to 36 months.
- Preschool: children from 36 months up to 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.
- 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.
Attendance Tracking
Virginia Electronic Child Care (VaECC) is the system of record that provides information on attendance and subsidy payments. This information is recorded by use of a Point of Service (POS) device or by use of a telephone to engage Interactive Voice Recognition (IVR) or by manual entry. Visit VaECC for assistance with password reset directions.
Log in to the Vendor Attendance portal
VaECC Instructional Aids
VaECC Payment Forms
Inspection and Training Requirements
For Information about Subsidy inspection and training requirements, click here. Be sure to review the vendor requirements found on the Subsidy Inspection and Training Requirements page to stay familiar with health and safety requirements that subsidy vendors must comply with. If you are interested in becoming an approved Subsidy Vendor, visit the Becoming a Child Care Subsidy Vendor page to learn more.
Additional Vendor Resources
Key Contacts for Vendors
Payments, Attendance, or General Questions
vendor.services@dss.virginia.gov
855-635-4370
Subsidy Applications, or Vendor Status Updates
vendor.manager@dss.virginia.gov
833-551-7794
1099 Inquiries
dssvendor1099@dss.virginia.gov
833-724-5394
POS Inquiries, Direct Deposits
Conduent Call Center
877-918-2776
IVR Assistance for Parents
Conduent Parent Help Desk
877-918-2322