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DES Contracted Child Care Centers and Group Homes

Children’s access to high quality child care supports their social and emotional, cognitive and physical development. A high quality, child-centered environment promotes their creativity and learning, providing children many opportunities to develop important skills and tools that they will use to succeed in school and life.

Greater access to quality child care begins with Arizona’s child care providers who contract with the DES Division of Child Care to accept reimbursement for eligible children. All DES contracted child care providers must complete a child care provider registration agreement and keep all information on file with DES up-to-date.

DES Child Care Provider Registration Agreement (PRA)

To become a DES contracted child care center or group home, child care providers must review, sign and return a DES Provider Registration Agreement (PRA) and PRA Amendment form. The PRA and the PRA amendment can be reviewed and submitted with the links below:

Read Provider Registration Agreement

Submit Provider Registration Agreement

Read PRA Amendment 1

Submit PRA Amendment 1

For questions, please contact your assigned Compliance Specialist or email the Division of Child Care.

Provider Resources

DES Provider Forms

Provider Registration Agreement Documents

Contact Your Contract Specialist 

If you have additional questions about your contract with DES, please reach out to the Child Care Compliance Specialist who oversees your contract. The DES Child Care Contract Management team is available Monday through Friday at [email protected].

Provider Registration Agreement (PRA) 2021-2026 Frequently Asked Questions (FAQs)

What do I need to be sure is complete before submitting my Registration Agreement for approval?

First, providers should review the Quick Reference Guide, the PRA tutorial, and the full Registration Agreement.

Providers must ensure the following is complete and accurate before submitting the agreement:

  • Completed Centralized Background Check (CBC).
  • Providers must register their center, and staff must individually complete background checks. For more resources, visit the DES CBC resource page.
  • Basic Billing Training: The owner and individual(s) who are responsible for completing billing, must complete and pass the computer-based training, DE5417-Basic Billing for DCC Providers, that is accessible online via the TraCorp at adoa.server.tracorp.com.
  • A copy of the transcript must be submitted to the provider’s corresponding DES Compliance Specialist. Please write the facility’s DES-assigned number which starts with a “P” on the certificate.
  • Disaster Emergency Evacuation Preparedness (D.E.E.P.™) online training completion that is accessible on the Arizona Department of Health Services website, or a DES approved Emergency Preparedness training. NOTE: You must have Adobe Acrobat Reader, download the PDF and open it to view the training.  Once the training is complete please fill out the acknowledgment form and upload to the DES application
  • A Disaster Preparedness Plan must be submitted to DES with your contract renewal packet. If you do not have a Disaster Preparedness Plan, you are able to submit the completed DHS Emergency Evacuation Preparedness workbook.

I am a new DES provider, what information do I enter in place of a P number?

You will not need to provide a P number in the PRA application. Once the PRA application is approved you will receive a P number.

What is included in the 2022 PRA Amendment?

Effective November 1, 2022, an amendment to the PRA includes removing half-day units of care, moving to daily units of care, as well as other material changes. Providers will receive new reimbursement rates regardless of the rates a provider charges to DES and private pay families. The cost of care, especially high quality care, might be higher than what a family can afford to pay. The price of care is often driven by what families within your community can afford. With the additional support through DES, providers are encouraged to keep child care affordable for families. Please review the PRA Amendment Frequently Asked Questions dropdown for more information.

What are the rate changes effective November 1, 2022?

Effective November 1, 2022 through June 30, 2024, new rate changes include:

  • Full Day Rates (through June 30, 2024): Convert all DES rates to a daily rate by removing all half-day units. Reimbursements will be made at a daily unit reimbursement rate through June 30, 2024.
    • NOTE: Units of Care are represented by a daily rate of 15 minutes or more. Attendance 14 minutes or less is not a payable unit of care.
    • Copay level changes: Minimum required Copay per child for full day rates is between $.50 to $2.50.
  • Increased Rates for All Age Groups: Preschool and School Aged rates for DES children will be increased from the 50th to the 75th Percentile of the 2018 Market Rate Survey. This aligns ALL rates at the 75th percentile of the 2018 MRS through June 30, 2024.
  • Enhanced Quality Rate: Providers with Quality First 3-star, 4-star, 5-star rating or that are nationally accredited will receive an increased reimbursement rate of 50%, and Providers with a CDA will receive 35%.

I don’t have an assigned DES Compliance Specialist. Who do I contact?

If you are a new DES contracted provider, you will be assigned your DES Compliance Specialist after your Provider Registration Agreement has been approved. If you have questions, please submit them to [email protected].

Where can I find help for completing my PRA application?

You can review a step-by-step tutorial in English or Spanish to help navigate the application fully. You can also review the Quick Reference Guide. If you still need support, please contact [email protected].

Are there any resources to assist with rate setting?

Providers are encouraged to consult the AZToolkit resources and templates to learn more about full enrollment best practices, tuition and full fee collection, covering the cost per child, and rate setting. Log into your AZToolkit account and follow this pathway to access rate setting resources: Home > Successful Program Management > Financial Management > Budget Planning & Preparation. For technical assistance or support finding AZToolkit resources: [email protected]

Are there any changes to the Paid Absences claim?

Yes. Effective October 1, 2021, DES contracted child care providers will be able to claim up to 5 paid absences.

Do I have to submit a background check on behalf of my staff?

No. As the owner of a child care facility/home center, you must register your center within the Centralized Background Check (CBC) portal. Staff must individually complete the background check through the CBC portal themselves. To find more resources on how to set up an account and how to complete a background check, visit the DES CBC resource page.

I need help navigating the Centralized Background Check Portal. What are some helpful tips?

There are various videos and manual guides on how to complete the CBC process, both as an employer and staff member, online within the DES CBC page.

What do I need to do to participate in the Empower Program?

The facility must be registered, and maintain compliance with, the Empower Program which is accessible on the DHS website. An acknowledgement form must be submitted within your DES PRA application.

What are the Emergency Preparedness requirements?

A Disaster Preparedness Plan must be submitted to DES with your contract renewal packet. Providers must also complete the Disaster Emergency Evacuation Preparedness (D.E.E.P.™) online training completion that is accessible on the DHS website, or a DES approved Emergency Preparedness training. NOTE: You must have Adobe Acrobat Reader, download the PDF and open it to view the training.

When will training for Foundations 1: Moving Forward with Expulsion Prevention be available on the Workforce Registry?

This training will be available by October 1, 2021 on the Workforce Registry at azregistry.org. Search for Foundations 1: Search under “My Training Event” under Course Title: “Foundations” or under Sponsor Name: “Southwest Human Development-Training.” More information on the Suspension and Expulsion Prevention program is available on the DES Child Care website.

I do not transport children. Do I have to have Business Automobile Liability Insurance for $1 million?

Based on the fact that the Provider(s) will not be utilizing an automobile for the performance of this contracted service, child care services, the Arizona Department of Economic Security can waive the provision specified in the Special Terms and Conditions, Section 5.18.2 Business Automobile Liability. You will need to answer the questions in the PRA application regarding this waiver request.

Should the Provider decide to utilize an automobile for the performance of this contract, the Provider shall ensure compliance with the requirement as written in the Special Terms and Conditions, Section 15.18.2 and contact your DES Compliance Specialist immediately.

What are the approved Child Care Management Systems for DES providers?

The Department of Economic Security Division of Child Care (DCC) has approved Alternative Child Care Management Systems options for the convenience of DES contracted child care providers. These Systems help child care providers with tracking attendance, billing, and other important record keeping needs. Contact your assigned DCC Compliance Specialist for more information or email [email protected].

Please note: An alternative method of daily attendance verification, computerized tracking system, biometric, digital fingerprint recognition, or facial recognition system requires written approval by DES prior to implementation. No NEW Child Care Management Systems will be approved at this time. All DES-approved systems are listed below:

Alaris
415-735-1684

Eleyo
1-866-484-0084

Lily Pad
Contact Info
405-673-2000

Procare
1-800-338-3884

E-Sign by Construct
Approved for Southwest Human Development Head Start programs

PRA Amendment FAQs

I'm trying to work on my Provider Registration Agreement (PRA) amendment (2021-2026) but my information doesn't match. How do I fix this?

Please contact your DES Child Care Compliance Specialist who oversees your contract and who will be able to assist you with this request. The DES Child Care Contract Management team is available Monday through Friday at [email protected].

When does the new PRA amendment need to be signed and returned?

This PRA contract amendment requires a signature and must be returned within 10 business days from the notification of the PRA amendment, by October 17, 2022. Failure to return a signed amendment within the 10-day period may result in the termination of your PRA. Complete your PRA contract amendment.

Where can the new Maximum Reimbursement Rates, effective November 1, 2022, be found?

The updated CCA-1227A (Maximum Reimbursement Rates for Child Care) form is located within the document center. The new rates that go into effect on November 1, 2022 have been entered into the DES payment system for providers. Providers will receive a system generated notice of the updated rates from DES before the November 1, 2022 effective date.

Do providers reflect a reimbursement rate of a full day even if a child is present under six hours? If so, does the parent owe a copay?

Per the PRA amendment, beginning November 1, 2022, a Unit of Care is represented by a daily rate (“D” or "P") of care (15 minutes or more) on the AZCCATS Billing Document, Certificate of Authorization Form, and the Verbal Notice of Eligibility Form. Any care for 14 minutes or less is not a payable unit of care. A standard copay for parents/guardians goes into effect on November 1, 2022 and will be between $0.50 and $2.50. A copay should be collected if the care provided is a payable unit of care.

This change requires that a new Provider/Parent/Guardian’s Agreement for Child Care Charges (CCA-0208A) be filled out for all DES-eligible families. You can download the new form from the DES Document Center.

Is there a change to parent copays, effective November 1, 2022?

A standard copay for parents/guardians goes into effect on November 1, 2022 and will be between $0.50 and $2.50. The copay is determined at the point of the parent’s child care eligibility determination and is based on income level. For families who are currently authorized for child care subsidy, their copay may change based on the new standard copay that goes into effect on November 1, 2022. Families who have had a change to their copay have been notified with a new certificate of authorization. Affected providers have also been notified.

If a provider is not changing rates, do providers still need to complete a new Provider/Parent/Guardian’s Agreement for Child Care Charges (CCA-0208A) Form?

Yes. Due to the changes with the amendment, the Provider/Parent/Guardian’s Agreement for Child Care Charges (CCA-0208A) will necessitate that a new agreement be filled out for all DES-eligible families. You can download the new form available in the DES Document Center on the DES website.

If we have a child that has only had 11 full days and 23 half days authorized, will they now have 23 full days because the half days are going away?

Yes. Children currently authorized for 11 full days and 23 half days will now be authorized for 23 full days. All families have been notified of this change through a new certificate of authorization. All affected providers have also been notified.

Will Before and After school care programs with existing part-time copays be required to charge the full-time rate copay ($3/day - example)?

A standard copay for parents/guardians goes into effect on November 1, 2022 and will be between $0.50 and $2.50. The copay is determined at eligibility and is based on income level. For families who are currently authorized for child care subsidy, their copay may change based on the new standard copay that goes into effect on November 1, 2022. Families who have had a change to their copay have been notified through a new certificate of authorization. All affected providers have also been notified.

How exactly does the child care reimbursement work with programs participating in Quality First? What about national accreditation? Do providers get an enhanced rate regardless if they are 3, 4, or 5 stars and/or nationally accredited?

The enhanced rate is a set percentage increase (50% effective November 1, 2022) to the base reimbursement rate for providers with Quality First Star ratings of a 3, 4, or 5, and/or DES accepted national accreditation. DES receives a weekly report from First Things First with information on the provider's Quality First Star rating. Any changes to the Star rating at the time of review will be used to determine the DES enhanced rate status. The new Star rating will be effective on the first day of the following month. The enhanced rate for providers with a declined Star rating to a 1-Star or 2-Star will end effective the last day of the month.

Is this enhanced quality reimbursement rate going up to 50%?

Yes. Effective November 1, 2022, through June 30, 2024, DES has increased the enhanced quality reimbursement rate from 35% to 50% and for CDAs from 20% to 35%.

When I search for CCA-1216A (Attachment 17), it says no results are available. Is this correct?

Form CCA-1216A can be found on the DES Document Center on the DES website. When you enter the Documents Center, there will be three steps for how to find a document. It is recommended to search under the “All Documents” tab, using the specific document title: “CCA-1216A” including the dash. If you have any questions or issues, please contact your Compliance Specialist or the DES Child Care Contract Management team is available Monday through Friday at [email protected].

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