Parent Frequently Asked Questions
STAGE 1 Programs
Q:Once I submit the Stage 1 Child Care Participant-Provider Services Agreement (st1-05) can I automatically begin using child care services from my child care provider?
A: The services agreement is an agreement made between the participant and child care provider with regards to child care arrangements. Participants are highly encouraged to inquire with the selected child care provider regarding their individual policies and procedures before starting child care.
Submitting the Parent Provider Services Agreement does NOT guarantee payment to the child care provider. The parent will be responsible for payment to the child care provider if childcare services begin and the case gets denied.
Q: How long does it take for my case to get approved?
A: Once the requested documents are submitted to our office the staff will review and verify your documents and eligibility. If something is missing or incomplete it will be mailed back to you for correction. Once all documents are returned and completed, the case will be approved and you will be mailed a Notice of Action, informing you of the outcome of your case.
Q: Can I fax in the paperwork?
A: Unfortunately we do NOT accept any faxed documentation. The Parent Provider Services Agreement is a legal document, as a result we can only accept original signatures on such important documents.
Q: The child care provider I selected is NOT related by blood or marriage to my child. What is the process for these types of child care providers?
A: If the child care provider you selected is not related to the child either by blood or marriage then they are considered a TrustLine Provider. A TrustLine provider will need to be finger printed and have a background check done. Once the background check is completed, if the provider is cleared they would be approved for payment.
If they are not cleared then the case will be denied and payment cannot be issued.
Q: How does/When will my child care provider get paid?
A: Once a case is authorized, the participant and child care provider will receive a notice informing them of the outcome of the case. The notice to the child care provider will include a Provider Payment Request (PPR) form. The parent and child care provider need to complete and submit this form Pathways in order to request payment.
Q: What is a Variable Schedule?
A: A variable schedule form is used to report in and out times for an activity that is not on a set schedule. The form must be signed by your on-site supervisor verifying the days/hours of the activity. This form must be submitted on a monthly basis while the activity remains on a variable basis.
Q: What is a Family Fee?
A: The household income is assessed in order to determine if a participant is eligible. Families with a gross income of more than 50 percent of the State Median Income who are receiving CalWORKs Stage 1 Child Care may be determined responsible for a portion of the provider’s payment. The Family Fee is based on the fee schedule table established by the State of California. The Family Fee is reimbursed by the parent directly to Pathways.
Q: How long can Pathways assist me with Child Care?
A: If you continue to meet the eligibility requirements you may be eligible to receive child care services until the child turns 13 yrs old, or 13 yrs + if your child has special needs. The notice of action issued to the participant will indicate the start and end dates of the approval period.
CDE Programs
Q: I am approved on a variable schedule basis. What does that mean?
A: A participant that is approved on a variable schedule has work days and hours that fluctuate. Since Pathways does not know the days or hours you are going to work ahead of time, you are approved on a variable basis. Participants on a variable schedule must submit a variable calendar and other supporting documentation by the 5th of the month. Upon assessment of the documents submitted, Pathways will determine your child care provider’s reimbursement.
Q: I have not received a Monthly Variable Schedule Form. Can I come in to pick one up?
A: The Monthly Variable Schedule Calendar is only issued via mail. You should call your Program Specialist if you have not received one or if you need a replacement. It will be mailed to you within one business day.
Q: What are the approved child care hours?
A: A notice indicating the approved child care hours will be sent to you and your child care provider upon the initial enrollment or whenever there is a change. It is important that you read the “comments” on the notice for the exact approved child care hours. If you use hours that are outside the approved hours, Pathways does not assume responsibility for reimbursement of those hours.
Q: I want to authorize an additional person to pick up/drop off my children. What do I do?
A: You should contact your Program Specialist to have that person added to your Emergency Information form. You will need to complete a new form. Whoever picks up/drops off the child on any given day must be the one signing the time in/out on the Attendance Sheet. Failure to have this person on your Emergency Information form will result in delays to your child care provider’s payment.
Q: I need help finding a child care provider, how can you help me?
A: Find Child Care or contact our Resource and Referral Department
Q: Can a family member or friend be my child care provider even if they don’t have a child care license?
A: Yes, you may use a non-licensed child care provider to care for your children. Please note that the person of your choice may need to get fingerprinted and may be required to submit tuberculosis test results. Please contact a Program Specialist for additional information.
Q: Will Pathways reimburse all of my child care costs?
A: Your child care hours will be approved based on your documented need for care. Pathways provides subsidized child care up to the maximum cost reimbursement allowed by the State of California. If your child care provider has rates that are above that maximum, you will be required to directly pay them the additional costs, this is called a co-payment.
In addition, depending on your family size and income, you may be required to pay a “Family Fee,” a set amount per day for your child care services. This is paid directly to Pathways.
Q: Can I choose more than one child care provider for the same child?
A: You can only select multiple providers for the same child if the hours of operation of the primary child care provider cannot accommodate your child care needs. For example, your provider is only open Monday through Friday but you work on Saturdays. You can choose a second provider to provide care on Saturdays only.