OS/AOA Child Care Subsidy Program

In 2001, Congress passed legislation that allowed agencies to provide subsidies for child care with appropriated funds.

OS/AoA has a Child Care Subsidy Program for all civilian employees nationwide. Under the authority of Public law 106-58, this program is available through September 30, 2013. (The program will be extended annually, barring any budget complications.)

As a civilian employee, you are eligible to apply for assistance at any time during the program period if you meet the requirements

It is highly recommended that you print the following instructions for future reference.

1.  Eligibility

You are eligible to receive assistance if:

• Your adjusted gross family income is $50,000 or less (IRS form 1040, Line 37)
• Your child is age 13 or under (or 18 and under if physically or mentally unable to care for him/herself).
• Your child is enrolled, or has been approved for enrollment in a licensed child care center or under the care of a licensed child care provider.
  

2.  Definition of a Child

As provided in the regulations that implement Public Law 107-67, for the purposes of this program, a child is considered to be:

• A biological child who lives with the Federal employee;
• An adopted child;
• A stepchild;
• A foster child;
• A child for whom a judicial determination of support has been obtained; or
• A child to whose support the Federal employee who is a parent or legal guardian makes regular and substantial contributions.
  

3.  Application Process

The following information and forms must be submitted when applying for the subsidy program:

• Application Form - HHS-698
• OPM Form 1644, Child Care Provider Form - Please note:  Your provider does not need to fill out section IV Provider’s Financial Institution.
• SF 50 must be submitted
• Pay statements for the two most recent pay periods for each parent or guardian
• Most recent signed ^[1] IRS Tax filing forms for each parent or guardian
• W-2’s for each parent or guardian
• Copy of child care provider’s license or letter of compliance with state or local child care agency.
  

Application forms may be obtained by requesting them from Rebecca.Donnelly@psc.hhs.gov until a new webpage has been developed.

 

4.  Submission of Application

  Please send your completed application to:

         Rebecca M. Donnelly, PSC Child Care Coordinator by:

         - Fax – 301-492-4967
        - Inter-office mail - Suite 920 Bethesda
        - USPS - 7700 Wisconsin Avenue, Suite 920
            Bethesda, MD 20857

 

5.  Subsidy Allocations

The OS/AoA/NTEU Labor-Management Council has established the following provisions for determining both eligibility and the amount of the child care subsidy.

The income threshold for participation is a total family income of $50,000 or less. Priority will be given to employees with a total family income of $30,000 or less, with employees earning between $30,001 and $50,000 eligible for funding on a first-come/first-served basis.

The child care subsidy will be granted based on the following table of benefits.

Adjusted Gross Family Income	Percentage of Eligible Child Care Cost
Over $50,000	0%
$49,901 - $50,000	20%
$48,001 - $49,900	21%
$47,001 - $48,000	22%
$46,001 - $47,000	23%
$45,001 - $46,000	24%
$44,001 - $45,000	25%
$43,001 – $44,000	26%
$42,001 - $43,000	27%
$41,001 - $42,000	28%
$40,001 - $41,000	29%
$39, 001 - $40,000	30%
$38,001 - $39;000	31%
$37,001 - $38,000	32%
$36,001 - $37,000	33%
$35,001 - $36,000	34%
$34,001 - $35,000	35%
$33,001 - $34,000	36%
$32,001 - $33,000	37%
$31,001 - $32,000	38%
$30,001 - $31,000	39%
$30,000 or less	40%

The child care subsidy will be reduced by the amount the participant receives in State, county or local child care subsidies.

6.  Subsidy Approval

All new applications and annual enrollment re-certifications must be reviewed by the OS/AOA PSC Child Care Coordinator, Rebecca M. Donnelly for processing and subsidy approval.

7.  Instructions for submitting subsidy invoices

• Once your application is approved, you will be able to receive the subsidy from the date that you applied.
• Acclaro Research Solutions, Inc. is the company who processes payments.  They have seven days from the date they receive your invoices to send the check to your provider. 
• Please email your invoices to:

           Acclaro Research Solutions, Inc.
            childcare@acclaroresearch.com
           Office:  443-451-7222

• Danny Paoletti is the point of contact for Acclaro.
• Download the invoice for the OPDIV you are employed by. It is available here. At the end of each month after services have been rendered, your provider will fill out the form
• Both you and your provider sign the form and send it to Acclaro. They will process the invoice and send the check directly to your provider. Payments are made monthly and it’s important to get them to Acclaro as soon as possible.
• The amounts claimed need to be in weekly amounts, not monthly amounts.
• Each month’s child care ends on the last Friday of the month you are claiming.
• Please make sure you use the correct OPDIV form as it could hold up payments.
• The invoice needs to be emailed to Acclaro.
• Invoices that are not received within 10 business days of the deadline must be approved by the PSC Child Care Coordinator.
  

8.  Annual Recertification

Continued participation in the Employee Child Care Subsidy Program requires an annual re-certification by April 30^th each year. The following information must be submitted to the PSC Child Care Coordinator.  It will then be reviewed, approved and forwarded to Acclaro Research Solutions, Inc.:

• SF 50 must be submitted
• Pay statements for the two most recent pay periods for each parent or guardian
• Most recent signed ^[1] IRS Tax filing forms for each parent or guardian
• W-2’s for each parent or guardian
• Application Form - HHS-698
• OPM Form 1644, Child Care Provider Form - Please note:  Your provider does not need to fill out section IV Provider’s Financial Institution.
• Copy of child care provider’s license or letter of compliance with state or local child care agency.
  

 

9.  Changes in Enrollment

When you sign the HHS 698, you agree to inform the PSC Child Care Coordinator and Acclaro of any changes in your information listed on the applications. 

OPM-1644, Child Provider Form – Please note: Your provider does not need to fill out section IV Provider’s Financial Institution.

Please contact us if your provider has moved and provide the PSC Child Care Coordinator with a copy of the provider’s new license.

10.  Changing Providers

When you change providers, please submit the following to the PSC Child Care Coordinator:

• a new OPM 1644 before you start care
• a new HHS-698 – Application Form
• copy of the new provider’s license
  

11.  Summer Camp

The subsidy may be used for summer camp as long as the camp falls into the following categories:

• a licensed facility
• a letter of compliance
• a certificate to operate as a summer camp

For enrollment guidance and further information on the OS/AOA Child Care Subsidy Program, please contact:

        Rebecca M. Donnelly, PSC Child Care Coordinator
        Rebecca.Donnelly@psc.hhs.gov
       301-443-2232 (office) 301-492-4967 (fax)