Ohio PFCC provider guide
Ohio PFCC payment is currently driven by authorized and submitted care within weekly categories. Operators should reconcile the authorization, the family-entered automated attendance, the center’s separate attendance record, the assigned copay, and the state payment without treating a center-side estimate as the state’s final calculation.
Cited to OAC 5180:2-12Verified July 2026Summary only, not legal advice
- Program
- PFCC
- Attendance / signature record
- Ohio TAP Signatures
- Eligibility basis
- Percent of Federal Poverty Level (2025 guidelines). Intake eligibility = gross monthly income at or below 145% FPL; continuing (redetermination) eligibility = up to 300% FPL; transitional child care = up to 12 months at or below 150% FPL.
- Income eligibility
- Effective October 1, 2025 (Ohio DCY Procedure Letter 21): a family qualifies at intake if gross monthly income is at or below 145% FPL (family of 3 is $3,221/mo; family of 4 is $3,885/mo), and once enrolled stays eligible until income exceeds 300% FPL. Transitional child care allows up to 12 months at or below 150% FPL. For households above 8, add $5,500 to the annual income limit per additional member. Uses the 2025 Federal Poverty Guidelines.
- Monthly income limits (by household size)
- 2 in household: $2,556/mo3 in household: $3,221/mo4 in household: $3,885/mo5 in household: $4,550/mo6 in household: $5,214/mo7 in household: $5,879/mo
- Family copay
- Effective October 1, 2025, PFCC charges a single per-family weekly copayment (one copay for the whole household regardless of the number of children) on a sliding scale by household size and gross monthly income as a percent of FPL, in 5%-FPL bands. The copay is $0 through the 100% FPL band, then a fixed weekly amount that increases with each band; for example a family of 3 pays $37.62/week at the 105% band, rising to $65.08/week at the 145% intake ceiling, and a family of 4 pays $78.46/week at 145% FPL. Source: PFCC Family Weekly Copayment Desk Aid, effective October 1, 2025.
- Grace absence days
- Up to 20 paid absence days per year
- Source
- Figures effective 2025. Official Ohio program source
Citation: OAC 5180:2-12
Provider workflow · reviewed July 11, 2026
How the Ohio PFCC provider workflow fits together
Ohio PFCC payment is currently driven by authorized and submitted care within weekly categories. Operators should reconcile the authorization, the family-entered automated attendance, the center’s separate attendance record, the assigned copay, and the state payment without treating a center-side estimate as the state’s final calculation.
- 1
Verify the authorization and weekly service level
The authorization identifies the approved provider and level of service. Ohio’s current payment rule groups care into hourly (under 10 hours), part-time (10 to under 33 hours), and full-time (33 hours or more) per Sunday-through-Saturday week, capped by the authorization.
- 2
Keep the two attendance records distinct
The caretaker or approved designee uses the automated system to record entry and exit and must not share personal access information with the provider. Licensed programs also keep their own dated attendance documentation; the state system does not replace that licensing record.
- 3
Review complete attendance before submission
Only days with both an in and out time are complete for payment submission. The provider rule gives a four-week submission window and allows submitted attendance to be recalled through the following Saturday; changes generally require caretaker approval.
- 4
Separate copay and permitted family fees
The assigned copay is excluded from Ohio’s PFCC payment. Providers need a signed copay agreement and must follow the state’s delinquency-reporting timeline. Other permitted fees require disclosure and a signed agreement; the provider may not bill the family for the gap between the customary charge and the PFCC payment rate.
- 5
Reconcile by child and service week
Compare the approved level, complete attendance, weekly payment category, copay, absent-day treatment, enhancements, and deposit. Ohio currently allows up to 20 eligible absent days in each January–June and July–December period, subject to the conditions in the payment rule.
Pre-submission reconciliation checklist
- The PFCC authorization names the correct provider and current level of service.
- Family-entered automated attendance and the center’s separate attendance record agree on each complete care day.
- School schedules and nontraditional or special-needs facts are current when they affect payment.
- Weekly hours are reviewed in the correct Sunday-through-Saturday payment category and do not exceed authorization.
- The signed copay agreement, delinquency follow-up, and any permitted additional-fee agreement are current.
- Absent days, recalled attendance, adjustments, and the final payment are reconciled to the applicable service week.
What to treat as exact—and what not to
Exact
The current rule defines the weekly hour categories, attendance-submission window, recall deadline, copay separation, and absent-day framework.
Varies
County base rate, customary charge, authorization, quality or accreditation enhancement, special-needs approval, copay, and eligible hours vary by case and provider.
Confirm in the state system
Confirm the authorization, caretaker-approved attendance, weekly category, payment enhancement, copay, adjustment eligibility, and issued payment in Ohio’s automated system or with DCY/county staff.
Product boundary
What hayway does—and does not replace
hayway can
- • Record the center’s attendance and prepare an Ohio attendance export for operator review.
- • Group configured PFCC claim records by service week and calculate the applicable weekly category from recorded hours.
- • Compare prepared claims with imported remittance data and surface payment differences for review.
hayway does not
- • Use a caretaker’s credentials, approve attendance, or replace the caretaker’s required automated-system action.
- • Submit or certify PFCC attendance or payment adjustments in Ohio’s system.
- • Guarantee the state payment, determine eligibility, or replace current DCY rules and 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
Ohio child care subsidy FAQ
What is PFCC and how does Ohio handle subsidy attendance?
Publicly Funded Child Care (PFCC) helps eligible families pay for care, with income eligibility reaching up to roughly 85% of state median income under the federal CCDBG ceiling and a sliding-scale copay. Providers capture attendance through Ohio's Time, Attendance and Payment (TAP) system, and the program applies a 10-day-per-six-month cap on absences.
Disclaimer: These figures are a summary drawn from Ohio's rules; operators should always confirm current requirements directly with the Ohio Department of Children and Youth before making licensing decisions. This page is a summary for informational purposes only and is not legal or compliance advice. Confirm with Ohio Department of Children and Youth.