Contract Provider Resources

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 Central Registry Check for all staff members.
• 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 CCA 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..

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].

What are the various rate changes in the new PRA?

Effective October 1, 2021, Providers will receive new reimbursement rates regardless of rates charged to DES and private pay families.  The price of care is driven by what families within your community can afford.  The cost of care, especially high quality care, might be higher than what a family can afford to pay.  Providers are encouraged to keep child care affordable for families. Effective October 1, 2021, new rate changes include:

• Rates for ages 6-12: increased to the 50th percentile of the 2018 Market Rate Survey.
• Rates for infants and toddlers: increased to the 75th percentile of the 2018 Market Rate Survey.
• Rates for the Department of Child Safety referred children: at 75th percentile of the 2018 Market Rate Survey AND reimbursement at the full day rate. 
  
  • NOTE: The 15 minute minimum of attendance still applies. Attendance under 15 minutes is not reimbursable.
• Quality Differential Rate: Providers with Quality First 3-star, 4-star, 5-star rating or that are nationally accredited will receive an increased reimbursement rate of 35%.

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 Central Registry Background Checks on employees that just had their background check conducted a few months ago?

Yes.  The Central Registry Background Checks have to be conducted on ALL staff for the new contract renewal 5 year cycle.

I need help navigating the Central Registry Background Checks. What are some helpful tips?

One of the first things you need to do prior to submitting your PRA application is to ensure you submit a Central Registry Background Check on ALL employees.  This is a requirement at contract renewal.  Once the background check is submitted, you will receive an email with a confirmation number.  Please save this email as you will need to upload it to your PRA application as confirmation.  Below are helpful links to help you navigate the background check process:

• Access the direct link to the Central Registry Background Check
• Access the Direct Service Position Form CCA-1212A.  This form has to be uploaded to the Central Registry Background Check application for ALL employees. Do not return the Direct Service Position form to DES. Keep your records for each staff member.    
• Access the Central Registry Background Check FAQs.

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.