Child Care Assistance Program Information for Child Care Programs

1. Contact the family’s local county or Tribal social service agency and request a provider registration packet.
2. Complete the required forms: 
   1. Provider Registration and Acknowledgement form based on provider type:
      1. Licensed Family Child Care DHS-7195 (PDF)
      2. Licensed Center DHS-5190 (PDF)
      3. Licensed Exempt DHS-5191 (PDF)
      4. Legal Non-licensed DHS-5192 (PDF).
   2. Child Care Provider's Responsibilities and Rights DHS-4079 (PDF)
   3. Notice of Privacy Practices for Child Care Providers DHS-3985 (PDF)
   4. W-9 Request for Taxpayer Identification Number and Certification (available from the Internal Revenue Service website).
3. Return the completed forms to the county or Tribal agency responsible for administering the Child Care Assistance Program where the family lives.
4. Report provider registration changes using CCAP Provider Registration Change Form DHS-7196 (PDF). 
5. Starting in April 2025, all child care providers will register for CCAP through the Provider Hub.

• Most centers providing child care must be licensed, but there are some exceptions. License Exempt Provider Registration and Acknowledgment DHS-5191 (PDF) lists some types of child care that do not have to be licensed. Program licensing requirements are found in Minnesota Statutes 245A.03. Programs that do not need to be licensed must be certified by the Department of Human Services to receive CCAP payments.
• Generally, a person providing child care must be licensed but there are some exceptions. Child care provided by a relative to only related children and/or child care provided to children from one family that is not related to the provider does not need to be licensed.
• See the Minnesota Child Care Assistance Program (CCAP) Child Care Provider Guide DHS-5260 (PDF) for more information.

After the family is authorized to receive assistance, and the provider is registered, the CCAP agency will send the provider a Service Authorization listing the number of hours of care approved for each child, the maximum rates for each child and the family's co-payment amount. Providers will also receive Billing Forms every 2 or 4 weeks to submit to the CCAP agency for payment. Providers must submit all bills within 60 days of the last date of care.

• For instructions on how to bill and other information, see the Minnesota Child Care Assistance Program (CCAP) Provider Guide DHS-5260 (PDF).
• If providers lose a check, a check is damaged, or if payment is sent but not received, they must send a completed Affidavit of Failure to Receive Warrant - Vendors/Payees DHS-1609A (PDF) to the agency that issued the payment. Child Care Assistance Program workers have this form as well.
• Some providers may receive and submit bills electronically using MEC2 PRO, an online billing tool. Starting in April 2025, all programs can use MEC2 PRO. 

The Child Care Assistance Program pays the provider's charge or, if less, the applicable maximum hourly, daily or weekly care rate. Rates differ by county, provider type and age of children. Learn more by reading the FAQ: Maximum Rate and Registration Fee changes (DHS-7268B) (PDF). 

Reimbursement rate information

• Maximum rates for providers are listed in CCAP Standard Maximum Rates - No Quality Differential DHS-6441E (PDF).
• Maximum rates for providers with certain accreditations or credentials or a Three-star Parent Aware ratings are published in CCAP 15 Percent Quality Differential Maximum Rates DHS-6442E (PDF).
• Maximum rates for providers with a Four-star Parent Aware ratings are published in CCAP 20 Percent Quality Differential Rates DHS-6824C (PDF).

The Child Care Assistance Program can pay up to 15 percent above the program’s standard maximum rate, but not more than the provider’s charge, if providers submit proof that they hold certain current early childhood development credentials or are accredited by an approved organization. Use the CCAP Quality Differential Rate Request Form DHS-4795 (PDF) to identify qualifying credentials and/or accreditations, and request the higher rate.

Reimbursement differential rates

• CCAP 15 Percent Quality Differential Maximum Rates DHS-6442E (PDF) lists the reimbursement rates for providers who hold certain accreditations or credentials or have a Three-Star Parent Aware Rating.
• CCAP 20 Percent Quality Differential Rates DHS-6824C (PDF) lists the reimbursement rates for providers who have a Four-Star Parent Aware Rating.

The Child Care Assistance Program can pay a higher rate for children with special needs if they require a higher level of care for their age due to a physical, behavioral or medical disability. Disabilities must be documented, and providers must explain why children need a higher level of care, what their extra costs are and what steps they have taken to meet those needs.

• The parent and provider must complete the CCAP Special Needs Rate Variance Request DHS-4194 (PDF),  include proof of the child’s special needs and submit the form to the child’s CCAP worker to request a higher rate of pay. 

Some children attending high quality providers can be authorized for more hours and their providers can be paid up to the applicable weekly maximum rate, not to exceed the provider’s charge. This policy is designed to support consistent care schedules for young children attending high quality care and allow for higher assistance payments. The Child Care Assistance Program (CCAP) Weekly Authorization to High Quality Providers DHS-6954 (PDF) provides more information.