For Providers

KCAO uses an electronic platform to submit attendance records and documents for both families and providers with an easy-to-use digital tool - CareConnect Web and Mobile App!

On this page:

If you are searching for child care, please visit our Child Care page instead.

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 Web Version

Log In Here
Instructions (English and Spanish)

Mobile Version

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Google Play Store Link
Apple App Store link
Instructions (English)
Instructions (Spanish)

 NO MORE DOWNLOADS – Attendance sheets are electronic and can be tracked on your phone.

EASY PARENT VERIFICATION – At the end of the month parents will receive a text & email for approval.

SUBMIT TIME SHEETS FROM YOUR HOME – You will not need to mail or drop off paperwork. Just click submit through the mobile app, and it will automatically be received our team.

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Guides

Attendance Sheet Due Dates and Reimbursement Schedule

Child care providers can download this PDF that shows when attendance sheets are due and when they'll receive payments. This schedule helps providers keep track of important deadlines.

Download Reimbursement Schedule (English and Spanish)

Frequently Asked Questions

Provider Contracts

  • If your state/government identification is expired your approval will be delayed or denied until valid identification is provided.

  • KCAO’s Child Care Assistance Program requires that your name match exactly on your state/government issued identification and your social security card for tax purposes. If your names do not match, your agreement request will be delayed or denied until the proper identification is obtained. Please call Provider Reimbursement staff at (559) 582-4386 ext. 7225, 7237 or 7272 for further clarification.

  • You must submit your updated information in writing via email, USPS or drop box to the provider reimbursement staff.

  • Once the provider packet is completed, please submit to your family/guardian’s Enrollment Specialist immediately for processing. Please note that approvals are not back dated.

  • July 1st through June 30th

  • A Non-operational day is a day that a provider is closed for childcare

  • KCAO may reimburse a licensed provider for a child absence when a valid provider’s personal contract specifies they charge for absences. For further clarification please contact the provider reimbursement staff at (559) 582-4386 ext. 7225, 7237 or 7272.

  • A licensed provider has 10 non-operational paid days per fiscal year to be reimbursed. These can either be defined as holidays, personal days or vacation days. Any additional days will be considered closures and not paid according to regulations. All closures must be reported to KCAO in writing 30 days prior to the first day of closure to be honored. Exempt providers do not get paid for closures.

  • You must submit a request in writing to stop all deposits. So long as this authorization has not been terminated or revoked, any Credit Entry originated by KCAO under this authorization shall be conclusively presumed to be properly authorized for deposit to account on file.

    To change your account information on file please print the ACH/Direct Deposit Form and submit to the provider reimbursement staff as soon as possible. Please note, this process will not take place until the next service month and may take up to 60 days for processing. In the meantime, paper checks will be issued. For further clarification please contact the provider reimbursement staff at (559) 582-4386 ext. 7225, 7237 or 7272.

  • KCAO reimburses subsidized child care providers for care provided once a month.

    Child care providers can download this PDF (click here to download) that shows when attendance sheets are due and when they'll receive payments.

    Monies received will depend on your payment option and financial institution.

  • KCAO provides two options for receiving reimbursements:

    Option 1: Direct Deposit/ACH – reimbursement is electronically deposited into to your personal savings/checking account.

    Option 2: Paper Check – reimbursement is issued via a paper check and will be mailed to the mailing address on file.

  • Yes, you will need to be fingerprinted again to ensure your registration status with Trustline.

  • Once the completed provider packet is received it takes approximately 1 week for approval depending on the agreement requirements by type or program.

Provider Reimbursements

  • Please call Provider Reimbursement staff at (559) 582-4386 ext. 7225, 7237 or 7272.

  • Both parent and provider signatures are required in order to reimburse for childcare.

  • Please select the “SUPPORT” button at the bottom of the CarePortal for assistance.

  • Contact the provider reimbursement staff at (559) 582-4386 ext. 7225, 7237 or 7272 for a password reset.

    If you are updating your email log-in, a request will need to be submitted in writing to the provider reimbursement staff.

  • Please contact the Enrollment Specialist assigned to the parent/guardian.

  • You can review your child care attendance sheet status on the provider’s CarePortal. Once the child care attendance sheet is scanned into the database the status of the child care attendance sheet will change to received.

  • If you have a question regarding the amount of the calculated reimbursement, contact provider reimbursement staff at (559) 582-4386 ext. 7225, 7237 or 7272. If you have a discrepancy regarding the child’s schedule/hours of care, contact the family/guardian’s Enrollment Specialist.

  • KCAO reimburses based on a provider’s preferred rate type and the Regional Market Rate set forth by the State. Please refer to your Certificate of Enrollment for the applicable rates to child’s authorization.

  • KCAO will process provider payments three times per month based on when the attendance sheets are received.

    Attendance sheets completed and received on the following dates will be reimbursed as follows:

    1. Attendance sheet received the 1st -10th calendar day will be reimbursed on or around the 20th of the month

    2. Attendance sheet received the 11th -20th calendar day will be reimbursed on or around the 1st of the following month

    3. Attendance sheet received the 21st- last day of the month will be reimbursed on or around 10th of the following month

Provider Services

  • Once KCAO receives the notification from either your OR your financial institution that your account is closed, a paper check will be mailed out to the address on file.

  • This is KCAO’s way of validating account information that was submitted for Direct Deposit/ACH.

  • Only under certain circumstances will KCAO print Child Care Attendance Sheets. It is recommended that a provider who has limited access to a printer seek one out from the following establishments: Local library, Job and Career Centers, local print shop, etc.

  • No. KCAO requires that a KCAO printed Child Care Attendance Sheet be submitted for reimbursement monthly.

  • The due date to submit Child Care Attendance Sheets for processing is the third (3rd) calendar day of the following service month that childcare was provided. Please see KCAO’s current Calendar of Child Care Attendance Sheet.

  • Please refer to the guidelines given to you at initial enrollment. You may also contact the Enrollment Specialist assigned to parent/guardian.

  • Please contact our provider reimbursement staff at (559) 582-4386 ext. 7225, 7237 or 7272.