The escalating costs of child care present a significant challenge for numerous families. Fortunately, support is available through initiatives like the Care Assistant Program, also known as the Subsidized Child Care Program. This program is designed to provide financial aid, assisting families in managing child care expenses. Specifically, it lends a hand to Families First participants, parents transitioning from Families First, employed parents, those pursuing post-secondary education, teen parents, and foster children.
Eligibility for the Care Assistant Program is determined by the Department of Human Services (TDHS) or the Department of Children’s Services (DCS) for foster care cases. TDHS offers monetary support for child care, catering to families that fulfill particular income criteria through various child care assistance programs.
Who Qualifies for the Care Assistant Program?
To access the benefits of the Care Assistant Program, applicants must meet specific criteria. Eligibility is generally based on parental income, employment or educational status, and the child’s age. Below are detailed conditions to ascertain if your family can benefit from the Care Assistant Program:
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Parents seeking enrollment in the Smart Steps program with incomes below the 85th percentile of the State Median Income may qualify. Detailed income thresholds are available in the Income Eligibility and Parent Co-Pay Fee Table. This is applicable for children from six weeks old until they reach kindergarten age, provided parents are employed, in post-secondary education, or a combination of both, for at least 30 hours weekly.
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Teenage mothers in high school or middle school who are part of the Teen Parent program are eligible for the Care Assistant Program to enable them to continue their education.
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Parents participating in the Families First program who require child care to fulfill work activity requirements outlined in their personal responsibility plan can access the Care Assistant Program.
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Families transitioning off Families First can continue to receive transitional child care assistance for up to 18 months post-closure of their case, provided each parent is employed for an average of 30 hours or more per week. This serves as a crucial support during their transition, facilitated by the Care Assistant Program.
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Non-parental guardians within the Families First program needing child care for a related child are also eligible if the guardian is engaged in an average of 30 or more hours of work, training, or education weekly. The Care Assistant Program extends support to these guardians to ensure children in their care are well-supported.
Applying for the Care Assistant Program
Applying for the Care Assistant Program is streamlined to be as accessible as possible. There are two primary methods for application: online and via paper application.
Apply Online through the One DHS Customer Portal by clicking here.
For those preferring a paper application, forms can be accessed via the links provided below. Completed forms can then be faxed, mailed, or hand-delivered to your local TDHS office.
Application for Child Care Payment Assistance/Smart Steps (HS-3408) – Instructions
Application for Child Care Payment Assistance/Smart Steps (Spanish) (HS-3408sp) – Instructions
Application for Child Care Payment Assistance/Smart Steps (Arabic) (HS-3408a) – Instructions
Application for Child Care Payment Assistance/Smart Steps (Somali) (HS-3408s) – Instructions
Crucially, ensure all required verification documents are submitted with your application, whether online or paper-based. Incomplete applications missing necessary verifications will not be processed.
Required Documents for Care Assistant Program Application
To successfully process your application for the Care Assistant Program and ascertain eligibility, several documents may be necessary. These documents serve to verify identity, residency, citizenship, relationship, income, and school attendance where applicable. Preparing these documents in advance can streamline your application process.
Identity Verification (for each parent/guardian in the home): Provide at least one of the following valid IDs:
- Driver’s License
- State Issued ID
- Voter’s Registration Care (Tennessee)
- 1-94 Card
- Passport
Residency Verification (in parent/guardian’s name): Submit at least one of the following to confirm current residence:
- Rent/lease agreement
- Mortgage receipt
- Utility bill
Citizenship Verification (for each child needing care): Documentation to verify US citizenship includes:
- A U.S. Passport
- A Certificate of U.S. Citizenship (DHS Forms N-560 or N-561)
- A birth certificate
- Hospital, clinic, or doctor records
- A Report or Certificate of Birth Abroad of a U.S. Citizen
Relationship Verification: Provide documents to verify relationships, such as:
- Spouse/partner/other parent
- Sibling
- Other children who may receive assistance due to custody or birth (Birth Certificate, Marriage Certificate, Court Orders, etc.)
Income Verification (for each parent/guardian in the home): Proof of income can be provided through:
- Check stubs for the most recent eight weeks for each employed parent/guardian/spouse
- Employer statement on company letterhead, signed and dated (if within eight weeks of employment or if hours/wage changed recently)
- Federal 1040 (for self-employment verification, most recent year)
- Award Letters
- Self-Employment Reporting and Verification Form HS-3177
- Child Care Certificate Program Verification of Employment Form hs-3550
- Child Support Verification (court order, payment records)
School/College Attendance Verification (for parents/guardians):
- Current class schedule per semester/quarter, verifying registration and attendance.
Additional Verifications:
- Any other specific verifications as requested to determine eligibility for the Care Assistant Program.
For Families First Recipients: If you are a Family First recipient, you might already be eligible for the Care Assistant Program. Contact your assigned Client Service Representative for detailed information and guidance.
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Finding a Child Care Provider with the Care Assistant Program
Locating a suitable child care provider that accepts Care Assistant Program payments is made easy through the Find Child Care online tool. This resource allows you to search for providers by address, provider name, or county. To specifically find providers that accept Care Assistant Program assistance, simply use the filter option “Accepts Child Care Assistance Program”.
Understanding Your Costs with the Care Assistant Program
If deemed eligible for the Care Assistant Program, it’s important to understand your potential out-of-pocket expenses. The co-pay chart provides an estimate of your required payment based on income and the number of children in care. Upon qualification, you will receive a precise co-pay amount. Timely and consistent payment of your co-pay is crucial, as failure to meet these payments may result in your child’s termination from the child care program.
Current State Rate and QRIS Rating Bonus Table offers additional insights into state rates and quality ratings that may affect provider choices and availability within the Care Assistant Program.
Transferring Child Care Providers Under the Care Assistant Program
Should you need to transfer your child to a different care provider while participating in the Care Assistant Program, this can be facilitated through your One DHS Customer Portal account. After logging in, navigate to the ‘Benefits Dashboard’ and select ‘Change Provider’ in the ‘My Cases’ section to initiate and complete the transfer request form.
Family First Participants: If you are receiving assistance through Families First, please contact your assigned Client Service Representative for guidance on transfer requests related to the Care Assistant Program.
Additional Resources for Families in the Care Assistant Program
Beyond financial aid, numerous resources are available to support families utilizing the Care Assistant Program. A comprehensive list of additional child resources for parents can be found here. These resources offer guidance on selecting the right child care, understanding different types of care providers in the State, and how the State evaluates child care quality. Furthermore, information on the importance of regular check-ups and developmental screenings for children is also available.
For vital safety information, especially for infants, resources on safe sleep practices for babies can be accessed here.
Participants in the Care Assistant Program may also be eligible for other support programs to address broader family needs. An overview of these additional programs is available here.
Questions About the Care Assistant Program?
For parents or guardians currently receiving child care payment assistance through the Care Assistant Program and have inquiries, please reach out to the One DHS Contact Center at 1-833-772-TDHS (8347). Alternatively, you can submit your questions via the One DHS General Inquiry webform, accessible by clicking here.
Customer Feedback on the Care Assistant Program
Your feedback is valuable in improving the Care Assistant Program. Please take a moment to share your experience by completing the customer service survey available here. Your insights help enhance program delivery and effectiveness.
