Kentucky CCAP provider guide
Kentucky providers build a defensible CCAP billing record from the service agreement, daily attendance, family responsibility, the monthly provider billing form, and the resulting remittance. The state—not hayway—decides eligibility, authorization, payment, adjustment, and recoupment.
Cited to 922 KAR Chapter 2Verified July 2026Summary only, not legal advice
- Program
- CCAP
- Attendance / signature record
- DCC-94E
- Eligibility basis
- 85% of State Median Income (SMI), applied at initial application, recertification, and recalculation.
- Income eligibility
- Effective October 1, 2025, a Kentucky family qualifies for CCAP if total gross monthly income is at or below 85% of State Median Income for their household size (for example $6,005/mo for a family of 3, or $7,149 for a family of 4). The same 85% SMI ceiling applies at initial application, recertification, and reported changes. A family whose income later exceeds the limit may receive up to 6 additional months of Transitional Child Care (available once every 12 months). Protection-and-Permanency child-welfare cases are eligible without regard to income. Verified against the official DCBS DCC-113 fact sheet (R.12/24).
- Monthly income limits (by household size)
- 2 in household: $4,862/mo3 in household: $6,005/mo4 in household: $7,149/mo5 in household: $8,293/mo6 in household: $9,437/mo7 in household: $9,651/mo
- Family copay
- CCAP copay is a flat daily family copayment (not per child), set by gross monthly income band and family size via the CCAP Daily Co-Payment Chart in 922 KAR 2:160 section 11 (amended effective 11/18/2024). Families with monthly income below $1,600 pay $0; the first nonzero band is $1,600 to $1,899.99 (about $4/day at family size 2), rising with income and family size to a maximum of $25/day at the top brackets ($8,200+/mo), with $1 added per $300 over $8,199.99. Per a federal rule, copayments never exceed 7% of a family's monthly income. The copay is fixed at application or recertification and cannot rise during the 12-month eligibility period.
- Grace absence days
- Up to 5 paid absence days per year
- Source
- Figures effective 2025. Official Kentucky program source
Citation: 922 KAR Chapter 2
Provider workflow · reviewed July 11, 2026
How the Kentucky CCAP provider workflow fits together
Kentucky providers build a defensible CCAP billing record from the service agreement, daily attendance, family responsibility, the monthly provider billing form, and the resulting remittance. The state—not hayway—decides eligibility, authorization, payment, adjustment, and recoupment.
- 1
Verify the authorization before care is billed
Confirm the child’s DCC-94 service agreement or current approval/change notice, approved care schedule, provider location, and family responsibility. Kentucky may deny payment when care is delivered at a location not named on the service agreement.
- 2
Build the daily attendance record
Use the DCC-94E or a Cabinet-approved electronic record to document each arrival and departure. The official provider agreement requires legible child information, daily attendance support, and the required parent or designated-person and provider sign-off.
- 3
Reconcile attendance, absences, and copay before billing
Compare the DCC-94E with the DCC-97 billing record and the child’s authorization. Keep written support for absences beyond the state’s ordinary monthly allowance, and do not bill an absence after the family has ended care.
- 4
Submit in KICCS and review the remittance
Kentucky directs providers to submit CCAP billing and view documents in KICCS. After payment, compare the remittance with the billing record; Kentucky’s current state plan describes a prior-period adjustment process when review identifies an underpayment.
- 5
Retain the audit trail
Kentucky’s licensed-center rule requires center records to be maintained for five years. Keep the applicable authorization, attendance, billing, copay, exception support, remittance, and adjustment correspondence together, subject to the provider type and current rule.
Pre-submission reconciliation checklist
- Current DCC-94 service agreement or approval/change notice matches the child, schedule, and provider location.
- Every care day has supported arrival and departure times and the required signatures or electronic records.
- DCC-97 billing agrees with the underlying DCC-94E attendance record.
- Absences, closures, and schedule exceptions have the documentation required by current Kentucky guidance.
- The family copay and any permitted family charge are separated from the state-paid amount.
- The KICCS remittance is compared with the billed record and any adjustment is documented.
What to treat as exact—and what not to
Exact
Kentucky names the DCC-94E as the daily attendance record, requires billing training, and uses KICCS for provider billing and documents.
Varies
The authorized schedule, maximum payment, copay, approved absence treatment, and family balance vary by child, provider, period, and current state guidance.
Confirm in the state system
Confirm the active authorization, current forms, billing codes, payment status, and any adjustment or recoupment directly in KICCS or with Kentucky CCAP billing staff.
Product boundary
What hayway does—and does not replace
hayway can
- • Record center attendance and produce a Kentucky DCC-94E attendance report.
- • Prepare subsidy claim records from attendance and configured authorization, rate, and copay inputs.
- • Compare claims with imported remittance data and surface unmatched or short-paid records for review.
hayway does not
- • Determine CCAP eligibility, authorization, rates, copays, or legal compliance.
- • Submit or certify billing in KICCS on the provider’s behalf.
- • Replace the official DCC forms, provider agreement, training, state portal, or audit instructions.
Official sources checked
Reviewed July 11, 2026. Use the live agency page or rule text for the current requirement before acting.
Continue the workflow
Kentucky child care subsidy FAQ
What is Kentucky's childcare subsidy program?
Kentucky's subsidy is the Child Care Assistance Program (CCAP), administered by CHFS. Eligibility extends to families up to roughly 85% of the State Median Income (the federal CCDBG ceiling), with a sliding-scale family copay. Participating centers record attendance and signatures using the DCC-94E form.
Disclaimer: These figures are a summary of Kentucky's childcare regulations as of publication; always confirm current requirements directly with the CHFS Division of Child Care before relying on them. This page is a summary for informational purposes only and is not legal or compliance advice. Confirm with Kentucky Cabinet for Health and Family Services, Division of Child Care.