THE HOW & WHAT
Interpreting regulations & putting them into practice can be challenging. Below are strategies to ensure this component is met:
Use the Family Monthly Fee Schedule prepared & issued by the California Department of Education (CDE), with an effective date of effective July 1, 2017
Determination & assessment of a parent’s fee is based on family size & their average monthly gross income
Part-Time Fee: Certified need of less than 130 hours per month
Full-Time Fee: Certified need of 130 hours or more per month
Assess family fees at initial certification, recertification or if a parent voluntarily reports changes to reduce their fees.
If family has more than 1 child, assess fee based on the child who is enrolled for the longest period.
Do not, under any circumstance, recalculate family fees based on a child’s actual attendance.
Predictable Schedules: Use the total monthly certified hours of care to determine if fee is part-time or full-time.
Unpredictable Schedules: Average hours of the parent’s schedule for the 4 months preceding certification. If no history, base on the hours the parent is expected to work.
The following families are exempt from family fees:
Families receiving CalWORKs cash aid
Part-day California State Preschool Program
CPS & At-Risk Children may be exempt from paying a family fee for 12 months (Referral letter must request income to be waived)
Fee Effective Dates
Initial Enrollment: Fee is effective on the 1st day of care.
Recertification: Fee reduction effective on the 1st of the month following approval. Fee increase effective on the 1st day of the month after appeal period is exhausted.
Voluntary Request: Fee reduction effective on the 1st of the month following receipt & approval.
Appeal Date: Always 14 calendar days (hand delivered) or 19 calendar days (mailed) from the issue date.
Family fees are due monthly prior to services.
If delinquent after 7 calendar days a NOA to terminate due to delinquent fees must be issued.
Grant a fee credit equal to the amount paid to another service provider. Parent must provide copies of receipts or cancelled checks & agency apply's the credit to the subsequent billing month.
Provide an original copy of a pre-numbered receipt to each person who pays a fee.
Provide parents with their written policy at the time of initial enrollment.
Maintain a record of each family’s fee assessment.
THE BOTTOM LINE
This program monitoring tool may be used to document self-monitoring & the required annual program self-evaluation
Education Code: 8246(c), 8250(d)(3), 8263(g) and (h)
Title 5: 18078(g), 18108- 18116
Management Bulletin: 17-11