Rhode Island Child Care Assistance Program

Program overview

Rhode Island’s Child Care Assistance Program (CCAP) helps working families, job seekers, and students afford high-quality child care by paying a portion of the cost directly to licensed providers. Administered by the Rhode Island Department of Human Services (DHS), CCAP offers a sliding-fee scale based on household income, family size, and the age of children receiving care. Families at or below 200% of the federal poverty level can qualify for entry, and once enrolled may stay in the program until income reaches 300% of poverty. The state’s recent policy changes—such as expanded eligibility for graduate students and parents participating in short-term training—make CCAP more accessible than ever. This guide explains the application process, documentation requirements, provider selection strategies, co-pay calculations, recertification, and tips for maximizing support while pursuing employment or education goals.

Eligibility requirements

1. Residency and citizenship status: Applicants must live in Rhode Island and be U.S. citizens or eligible noncitizens. Children receiving care must also meet citizenship requirements. Mixed-status families can apply; parents without Social Security numbers can submit alternative identification.
2. Income thresholds: Initial eligibility requires family income at or below 200% of the federal poverty level (FPL). For example, as of 2024 a family of three must earn $49,720 or less annually. Once enrolled, families can continue receiving assistance until income reaches 300% FPL ($74,580 for a family of three).
3. Work, education, or training participation: Parents must be employed, seeking employment, participating in DHS-approved education or training, or enrolled in college at least half-time. Self-employed parents must document business activity and income. Teen parents attending high school and families receiving Rhode Island Works cash assistance automatically qualify.
4. Child age and provider type: CCAP covers children from six weeks to 13 years old (up to 15 for children with special needs). Care must be provided by a DHS-licensed center, family child care home, or approved relative provider who meets health and safety requirements.

Application process

Step 1: Gather documentation

• Proof of identity and residency (driver’s license, state ID, utility bill).
• Social Security numbers or alternative identification for household members.
• Income verification: pay stubs for the last four weeks, employer statements, self-employment ledgers, or unemployment benefits. Students should submit financial aid award letters and class schedules.
• Work or education verification: employment letters detailing hours, a school enrollment verification form, or training program documentation.
• Child information: birth certificates, immunization records, and information on special needs if applicable.
• Provider selection: CCAP application requires provider details, including license number and rate.

Step 2: Submit the application

Apply online through the DHS customer portal, by mail, or in person at a DHS field office. Community organizations like Rhode Island KIDS COUNT, Progreso Latino, and the Comprehensive Community Action Program (CCAP) offer application assistance.

Step 3: Complete the interview

DHS may schedule a phone or in-person interview to confirm information. Be prepared to discuss work schedules, transportation needs, and preferred providers. If documentation is missing, you will receive a checklist with a deadline (typically 10 days). Submit documents promptly to avoid delays.

Step 4: Receive approval and choose a provider

Once approved, DHS issues an authorization notice that lists the approved provider, hours, and co-pay amount. Families can change providers at any time by submitting a new authorization form. Payments to providers typically begin within two weeks of authorization.

Understanding co-pays and reimbursement rates

Rhode Island pays providers directly at established reimbursement rates based on the child’s age, provider type, and quality rating in the state’s BrightStars quality system. Families pay a monthly co-pay determined by income and family size. Strategies to manage co-pays include:

• Choose a provider with a quality rating that matches your budget. Higher-rated providers receive higher reimbursement, which can reduce your out-of-pocket co-pay.
• Coordinate schedules. If you need part-time care or split shifts, ensure the authorization matches actual hours; over-authorizing can increase co-pays.
• Track attendance. Providers bill based on attendance. Communicate absences to avoid unexpected charges.
• Explore fee waivers. Families experiencing homelessness, domestic violence, or medical crises can request temporary co-pay waivers.

Maximizing educational and employment opportunities

CCAP supports parents pursuing education and training:

• College students: Undergraduate and graduate students enrolled at least half-time can qualify if they meet income thresholds. Submit class schedules, degree plans, and proof of academic progress each term.
• Short-term training: DHS approves programs such as Certified Nursing Assistant (CNA) courses, coding bootcamps, and apprenticeship-related instruction. Provide enrollment letters and expected completion dates.
• Job seekers: Parents actively searching for work can receive up to six months of assistance while participating in job placement activities through the American Job Center network.

Provider selection tips

1. Use the BrightStars directory. Compare providers by quality rating, curriculum, languages spoken, and hours of operation.
2. Visit multiple sites. Observe teacher-child interactions, safety protocols, and daily routines. Ask about staff qualifications, turnover, and family communication.
3. Check availability. High-demand infant slots fill quickly; join waitlists early. Some providers prioritize CCAP families if you maintain consistent attendance.
4. Consider transportation. Some centers offer transportation or collaborate with school districts for before/after-school care.
5. Plan for nontraditional hours. If you work nights or weekends, seek providers licensed for extended hours or approved relative caregivers.

Maintaining eligibility and recertification

• Recertify annually. DHS sends renewal packets 60 days before the authorization expires. Submit updated income documents, work schedules, and provider information.
• Report changes within 10 days. Notify DHS if your income increases, household size changes, or you switch providers. Failure to report can result in overpayments.
• Document job transitions. If you lose a job, report it immediately. CCAP allows a grace period while you search for new employment, provided you engage with DHS employment services.
• Keep attendance records. Providers may request parent signatures or use electronic check-in systems. Ensure records match actual hours to avoid disputes.

Coordinating with other supports

• Rhode Island Works: Families receiving cash assistance automatically qualify for CCAP. Use the program to meet work participation requirements.
• Pre-K and Head Start: Combine CCAP with state-funded pre-K or Head Start programs for comprehensive early learning coverage.
• Child and Adult Care Food Program (CACFP): Providers participating in CACFP offer nutritious meals and snacks; ask if your provider participates.
• Special needs services: Work with Early Intervention or local school districts to integrate therapies. CCAP can cover additional hours beyond special education services.

Budgeting and planning

Create a monthly child care budget that includes co-pays, supplies, and transportation. Set aside funds for days when CCAP does not cover care, such as provider holidays. Use employer dependent care flexible spending accounts (FSAs) if available—just ensure you do not double-claim expenses paid by CCAP.

Appeals and problem resolution

If your application is denied or benefits are reduced, you have the right to request a fair hearing within 30 days. Gather documentation such as pay stubs, provider statements, and correspondence. Community legal services can represent you. For billing disputes, first speak with the provider, then contact the DHS Provider Help Desk for mediation.

Success strategies from parents

• Stay organized. Keep a binder or digital folder with pay stubs, authorization letters, and provider receipts.
• Communicate with providers. Share work schedules in advance, especially during peak seasons or shift changes.
• Engage in your child’s learning. Participate in parent-teacher conferences, read at home, and use provider-suggested activities to reinforce learning.
• Network with other families. Join parent groups or online forums for tips on navigating CCAP, carpooling, and sharing resources.

Rhode Island’s Child Care Assistance Program is a vital tool for balancing work, education, and family responsibilities. By understanding eligibility rules, maintaining documentation, and building strong relationships with providers, you can secure stable, high-quality care that supports your child’s development and your family’s financial future.