Child Care Co- Payments & Collections 

 Co-Payment Collection and Reminder Procedure

Co-payments are collected by two programs at Gads Hill Center – the Center-Based Early Childhood Full Day program and the Club Learn after-school program. In both programs, co-payments cover a portion of the total cost of care. The remainder of this cost is covered by the Child Care Assistance Program (CCAP) and by some private funds. Monthly co-payments are a requirement for participation in the Child Care Assistance Program. In addition, some families who do not qualify for CCAP are private pay and will pay a monthly fee. Co-payments are assessed by either Illinois Action for Children or the Department of Family and Support Services based on a co-payment scale issued by the Illinois Department of Human Services. They are based on family income and family size. Gads Hill Center does not set co-payments or have the power to modify them.

 Because neither co-payments nor the private pay fee covers the full cost of care, they should not be considered as tuition and do not vary based on attendance or the number of eligible days in a month. In addition, co-payments collected for the Center-Based Early Childhood Full Day program are solely a requirement for participation in the "childcare” portion of the day, not the Head Start or Preschool for all components of the programs

Collection

Invoices are issued every month by the agency finance department. These invoices are distributed directly to parents. Parents are responsible for paying the total amount by the deadline specified on the invoice.

 In the Center-Based Early Childhood Full Day program, invoices are distributed, and payments are collected by the Ogden Receptionist. In the Club Learn program, invoices are distributed and payments are managed by the Cullerton

Receptionist

Payments are accepted by check, money order, or credit/debit card and are submitted to the finance office with a copy of the invoice. Receipts are issued to parents following their payment.

 Scholarships

If a parent cannot pay their monthly co-payment, they should be referred to speak to the Intake department to request a scholarship as soon as possible. If the family qualifies for a scholarship, future invoices will reflect their new co-payment.

 Scholarships should ideally cover no more than 50% of the assessed co-payment. The amount of the awarded scholarship will be determined based on family needs. At a minimum, all families must pay at least $1 in co-payments.

 Any program parents who are also staff members are ineligible for any scholarships. These individuals will pay their co-payments by payroll deduction and receive a discount of $50.

                                                                Late Payment and Non-Payment

If the co-payment or private pay monthly fee is not paid within five business days of the due date; the assigned receptionist will complete and send out the Overdue Co-Payment Notice form to that parent. A record of the date this notice is sent out should be kept. If possible, it should be given to the parent directly by hand.

 Suppose the parent does payment within 10 business days (two weeks) after receiving the Overdue Co-Payment Notice. In that case, the receptionist will notify the Intake Department that the child is eligible for exclusion. The intake staff will complete and send out the Exclusion Notice. If possible, it should be given to the parent directly by hand. If this is not possible, a phone call must be made to the parent, notifying them that their child is no longer eligible for program participation.

 When exclusion occurs, the Intake Department will notify the appropriate program coordinator. Program coordinators will make proper arrangements to inform their staff.

 Children also enrolled in Head Start will remain enrolled in the Head Start program but must be picked up no later than 12:30 p.m. following their exclusion. Children enrolled in Club Learn will no longer be picked up from school and may no longer attend any part of the program following their exclusion.

 A child who has been excluded may not return until a payment plan is established and initial payment has been received.