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Minnesota Department of Human Services Child Care Assistance Program (CCAP) Policy Manual
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11.12 Provider Registration

ISSUE DATE: 09/2017

Before you can approve payment to any provider, that provider must register with your county or tribe. Providers must register with the county or tribe that serves the family. Registration is the process you use to determine whether the provider chosen by a family meets the requirements necessary to receive payment from the Child Care Assistance Program.

Register and authorize care with the the provider chosen by the family before making payment. See Chapter 9.3 (Payments to Providers). Agencies should allow a provider to register when requested, using the appropriate Department of Human Services (DHS) registration forms. Providers are allowed to register even if they are not currently caring for children receiving child care assistance.

The agency will send a provider registration and acknowledgement packet explaining the registration process, including a request for basic information regarding the provider, the provider’s payment policies, and the provider acknowledgment to all providers. The provider must complete and sign the registration and acknowledgment form, agreeing they have read and understand the statements on the form.

Providers licensed by a state other than Minnesota, and providers licensed by a tribe, who are providing child care services in the licensing state or in the area under the licensing tribe’s jurisdiction, must provide verification of their license prior to being authorized.

Use the following letters/notices for all provider types listed below. The templates of letters/notices are on eDocs.

Send the appropriate Provider Registration and Acknowledgement form based on the provider type:

Child care centers licensed by Minnesota, another state or a tribal licensing agency

  • · CCAP Licensed Center Provider Registration and Acknowledgement DHS-5190 (PDF)
  • Family child care providers licensed by Minnesota, another state or a tribal licensing agency

  • · CCAP Licensed Family Child Care Provider Registration and Acknowledgement DHS-7195 (PDF)
  • Centers exempt from licensing

  • · CCAP License Exempt Provider Registration and Acknowledgement DHS-5191 (PDF)
  • Legal nonlicensed providers

  • · CCAP Legal Nonlicensed Provider Registration and Acknowledgement DHS 5192 (PDF)
  • · Health and Safety Resource List for Parents and Legal Nonlicensed Providers DHS-5192A (PDF)
  • · CCAP Authorization for Release of Background Study DHS-5193 (PDF)
  • · CCAP Training Requirements for Legal Nonlicensed Family Providers DHS-6419 (PDF)
  • · Legally Nonlicensed (LNL) Provider Training Documentation Form DHS-3769A (PDF)
  • Include the following attachments with all provider registration packets:
  • · Child Care Provider’s Responsibilities and Rights DHS-4079 (PDF)
  • · Notice of Privacy Practices for Child Care Providers DHS-3985 (PDF)
  • · Direct Deposit Form for the Minnesota Child Care Assistance Program DHS-3552 (PDF)
  • · Child Care Assistance Program Financial Tracking Form DHS-5318 (PDF)
  • · Minnesota Child Care Assistance Program Change Report Form DHS-7196 (PDF)
  • · Request for Taxpayer Identification Number(TIN) and Certification (IRS W-9). The Internal Revenue Service (IRS) W-9 needs to be sent to providers when they are being authorized for the first time on MEC2 or when being reactivated in the system. If the provider is currently authorized and active on MEC2, an IRS W-9 form does not need to be included with the packet.
  • · Any additional health and safety information your county or tribe would like to include.
  • DHS recommends making a copy of the Minnesota Child Care Assistance Program (CCAP) Child Care Provider Guide DHS-5260 (PDF) available to providers.

    Legal authority

    Minnesota Statutes 119B.125
    Minnesota Statutes 119B.011, Subd. 19a

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