program guidance 250.10attch1...program guidance 250.01 attachment 1 other cost accumulators (oca)...

Program Guidance 250.01 Attachment 1 Other Cost Accumulators (OCA)

OCA Working Definitions

250 MARRIOTT DRIVE • TALLAHASSEE, FL 32399 • 850-717-8550 • Toll Free 866-357-3239 • www.FloridaEarlyLearning.com

Table of Contents

I. ADMINISTRATIVE – SCHOOL READINESS (SR) OCA Billing

Group Eligibility

Code Title Page

# 97BBA N/A N/A SR Administration 7

97PPA N/A N/A Child Care Executive Partnership (CCEP) Administration 9

97LCA N/A N/A Administration – Local Coalition Option 10

97FIR N/A N/A SR Fraud Investigation and Restitution 10

II. PROGRAM SUPPORT SERVICES – SCHOOL READINESS OCA Billing

Group Eligibility

Code Title Page

# 97BBD N/A N/A SR Non Direct Services (Program Support Services) 12-13

97PPD N/A N/A CCEP Non Direct Services (Program Support Services) 13

97LCD N/A N/A Non Direct Services – Local Coalition Option 14

97BDE N/A N/A Program Eligibility 14

97LCE N/A N/A Eligibility - Local Coalition Option 16

97SYS N/A N/A SR Child Care Information Systems 16

89JTR N/A N/A SR Safety Net – Transportation 17

89J00 N/A N/A SR Safety Net – Case Management 17

97CCT N/A N/A Coalitions Coming Together 17

III. QUALITY SERVICES – SCHOOL READINESS OCA Billing

Group Eligibility

Code Title Page

# 97Q00 N/A N/A SR Quality 18

97QHS N/A N/A SR Health and Safety 19

97QCS N/A N/A SR Child Screening – Developmental and Health – Preschool

19

http://www.floridaearlylearning.com/

OEL 250.01 – OCA WORKING DEFINITIONS

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97QST N/A N/A SR Early Learning Standards 20

97QCR N/A N/A SR Early Learning Curriculum - Preschool 20

97QAS N/A N/A SR Early Learning Assessment 21

97QTA N/A N/A SR Targeted Technical Assistance to Providers 22

97QPD N/A N/A SR Professional Development 23

97QPT N/A N/A SR Parental Training and Involvement 24

97QVP N/A N/A Quality Improvement - VPK 24

97QI4 N/A N/A Child Care Resource and Referral (CCR&R) 24

97QIN N/A N/A Quality Improvement – Inclusion Services 25

97INT N/A N/A Quality Improvement – Infant and Toddler 26

97ICS N/A N/A SR Child Screening – Development and Health – Infant & Toddler

26

97ICR N/A N/A SR Early Learning Curriculum – Infant and Toddler 26

97IAS N/A N/A SR Early Learning Assessment – Infant and Toddler 27

97GSD N/A N/A SR Gold Seal Quality Care 28

97IGS N/A N/A SR Gold Seal Quality Care – Infant and Toddler 28

97CSQ BGCSQ BGCSQ Contracted Slots – Quality Services 28

97CSI N/A N/A Contracted Slots – Quality Services Infant and Toddler Quality

29

IV. DIRECT SERVICES – SCHOOL READINESS OCA Billing

Group Eligibility

Code Title Page #

97GNW BG3 TCAN TCA Not Working PRIORITY CATEGORY #1 & 9 29

97G00 BG3W TCAW TCA Working PRIORITY CATEGORY #1 & 9 30, 45

97RSP WRC RCI TCA Respite PRIORITY CATEGORY #1 & 9 31-33

97R00 BG1 11D SR At Risk- Diversion Protective Services PRIORITY CATEGORY # 2, 5 & 9

33

97R00 BG1 HOME At Risk – Homeless PRIORITY CATEGORY #2, 5 & 9 34

97R00 BG1 FAM Family Supports PRIORITY CATEGORY #2, 5 & 9 35

97R00 BG1 11 SR At Risk – In Home PRIORITY CATEGORY #2, 5 & 9 36


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97R00 BG1 13 SR At Risk – Out of Home – Foster Care PRIORITY CATEGORY #2, 5 & 9

37

97R00 BG1 14R SR At Risk – Out of Home – Relative/Non Relative Care PRIORITY CATEGORY #2, 5 & 9

38

97R00 BG1 IN Protective Investigation in Home PRIORITY CATEGORY #2, 5 & 9

38

97R00 BG1 OUT Protective Investigation Out of Home PRIORITY CATEGORY #2, 5 & 9

39

97GNW BG3R RCG SR At Risk Relative Caregiver Program PRIORITY CATEGORY # 2, 5 & 9

40

97P00 BG8 ECON Economically Disadvantaged PRIORITY CATEGORY # 3, 6 & 9

41

97GTA BG3AP APP Temporary Child Care Applicant PRIORITY CATEGORY # 3, 6 & 9

42-43

97GNW BG3 28A SR (TANF Child Only) PRIORITY CATEGORY # 3, 6 & 9 43

97G00 BG5 TCC Transitional Child Care - PRIORITY CATEGORY # 4, 7 & 9 44-45

97CF0 CF SN SR Special Needs 46-47

97PP0 CCPP P1 SR Child Care Executive Partnership (CCEP) 47-48

V. AMERICAN RECOVERY AND REINVESTMENT ACT (ARRA) OCA Billing

Group Eligibility

Code Title Page #

97ARA ARRA ARRA SR Income Eligible ARRA 49

97ARA ARRA AR27 SR Income Eligible ARRA 50

97ARA ARRA AR31 SR Income Eligible ARRA 50

97ARA ARRA UNEM SR Unemployment ARRA 51-52

VI. OTHER – SCHOOL READINESS OCA Billing

Group Eligibility

Code Title Page #

97ADV N/A N/A SR Advance 53

VII. ADMINISTRATION - VOLUNTARY PREKINDERGARTEN (VPK) OCA Billing

Group Eligibility

Code Title Page #

VPADM N/A N/A VPK Administration 53-55

VPENR N/A N/A VPK Enrollment 55-56


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VPMON N/A N/A VPK Monitoring 56-57

VPSYS N/A N/A VPK Statewide Information System 57-58

VPADV N/A N/A VPK Advanced Payment 58

VIII. OUTREACH, AWARENESS, MONITORING INITIATIVES –VOLUNTARY PREKINDERGARTEN OCA Billing

Group Eligibility

Code Title Page

# VPMNI N/A N/A VPK Monitoring – Improvement 58

VPLPI N/A N/A VPK Planning and Implementation 58

VPSYI N/A N/A VPK Statewide Information System 59

VPLCM N/A N/A VPK Local Curricula and Materials 59

VPLTR N/A N/A VPK Local Training 59

VPAVP N/A N/A VPK Advance Payment – Outreach and Awareness Grant 59

IX. DIRECT SERVICES – VOLUNTARY PREKINDERGARTEN OCA Billing

Group Eligibility

Code Title Page #

VPPRS N/A N/A VPK Direct Program Services 59

VPPRS N/A VPKS VPK Direct Program Services - Summer 59

VPPRS N/A SISP VPK Direct Program Services – Specialized Instructional Services

59

VPPRV N/A N/A VPK Coalition Program Services Advance 60

VPPRP N/A N/A VPK Provider Prepayment 60

VPKSD N/A N/A VPK School District Minimum Funding 60

X. QUALITY SERVICES – EARLY LEARNING PERFORMANCE FUNDING PROJECT (ELPFP) OCA Billing

Group Eligibility

Code Title Page #

97PFA N/A N/A Performance Funding – ELC Project Management 60-61

PFPPD PFPD T2 Performance Funding Provider Payments 61

PFPPD PFPD T2H Performance Funding Provider Payments 61



PFPPD PFPD T3A Performance Funding Provider Payments 62


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PFPPD PFPD T3HA Performance Funding Provider Payments 62-63


PFPPD PFPD T4H Performance Funding Provider Payments 63-64


PFPPD PFPD T4HA Performance Funding Provider Payments 64




PFPPD PFPD T5HA Performance Funding Provider Payments 65-66

PFPCL N/A N/A Performance Funding – Provider Bonus 66

XI. OTHER – EARLY LEARNING PERFORMANCE FUNDING PROJECT (ELPFP) OCA Billing

Group Eligibility

Code Title Page #

97PAV N/A N/A Performance Funding – ELC Advance 67

XII. ADMINISTRATIVE – HELP ME GROW OCA Billing

Group Eligibility

Code Title Page

# 97HMA N/A N/A HMG Administrative 68-70

XIII. PROGRAM SUPPORT (NON-DIRECT) SERVICES – HELP ME GROW OCA Billing

Group Eligibility

Code Title Page

# 97HMS N/A N/A HMG Program Support 71-74

97HMI N/A N/A HMG Information Systems 74

XIV. PROGRAM SERVICES – HELP ME GROW OCA Billing

Group Eligibility

Code Title Page

# 97HMD N/A N/A HMG Program Activities 76-78

XV. OTHER – HELP ME GROW OCA Billing

Group Eligibility

Code Title Page

# 97HMV N/A N/A HMG Advance 78


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Program Guidance 250.01 Attachment 1 Other Cost Accumulators (OCA)

OCA Working Definitions

250 MARRIOTT DRIVE • TALLAHASSEE, FL 32399 • 850-717-8550 • Toll Free 866-357-3239 • www.FloridaEarlyLearning.com

I. ADMINISTRATIVE – SCHOOL READINESS OCA Funding

Type Cost Type Billing

Group Eligibility

Code Title Working Definition

(Defines or explains the criteria for actual allowable costs for each OCA. All cost definitions are applicable to the coalition, coalition’s contractors,

and OEL’s contractors) ADMINISTRATIVE - School Readiness (SR)

Cost Allocation Considerations a. Allocate salaries and benefits in accordance with Personnel Activity Reports (PARs) allocation (direct charge

when possible; allocate shared activities based on percentage of direct staff hours per PAR) b. Direct charge, allocate in accordance with an approved cost allocation plan, or other costs if the allocated cost

is appropriate to the OCA to which the cost is being charged. See OEL Cost Allocation Plan Guidance for further instructions.

A cost is allocable to a particular OCA if the costs of goods or services involved are chargeable or assignable to such OCA in accordance with relative benefits received. For example, a staff member may use a telephone to provide both administrative and eligibility services for the coalition. The employee’s time working in these areas of responsibility (administration and eligibility services) will determine the allocation of the cost of this equipment.

97BBA TANF Eligible; CCDF Eligible; State General Revenue (GR) Eligible

Administrative Code- administrative costs subject to 5 percent restriction

N/A N/A SR Administration

Administrative costs include items as identified in 45 CFR § 98.52.

Examples of these costs include, but are not limited to:

• salaries and related costs of staff engaged in administration and implementation of program planning, development, and design;

• providing local officials and the public with information about the program;

• preparing the coalition plan; • developing agreements or

contracts; • monitoring program activities

for compliance; • preparing reports; • evaluating program results; • fiscal and budgetary activities; • human resource activities; • procurement; • contract management; • match raising activities; • legal services; • general services;

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• civic or community organization dues and general program subscriptions;

• maintaining complaint files and general record retention activities;

• resolution of audit findings; • travel costs incurred for

carrying out official business of the program;

• board governance; and • indirect costs, such as required

insurance and bonding costs. Administrative costs must not include the costs of providing direct services. Reimbursement from OEL is capped at 5 percent of the total grant award that an ELC expends less CCEP funds, unless OEL has granted a coalition a waiver of this requirement. This 5 percent limit applies to coalitions and other subrecipients as an aggregate. (i.e. central agencies, material service organizations) (Section 1002.89(6), F.S., and 45 CFR § 98.52).

97BBA – Additional Explanation

1. Specific Expense Examples a. Salaries and benefits of the executive director, executive director’s administrative assistant, director of

program operations, information technology director, finance director, and human resources director, or personnel performing these administrative functions. 45 CFR § 98.52(1) (Note: Certain employee overtime may require prior approval.)

b. Other costs for goods and services required for the administration of the program, including rental or purchase of equipment, utilities, and office supplies. 45 CFR § 98.52(5)

i. all costs related to activities identified in the definition above, including, but not limited to, postage, shipping, telephone/cell phones, maintenance and repairs, printing, rent, pest control, utilities, office supplies, rental of copiers, website maintenance and hosting, printers, office furniture, meeting space rental, janitorial services, and facility security.

c. Development, updates, amendments and submissions of the following documents: 45 CFR § 98.52(1) i. SR Plan

ii. Coalition Annual Report iii. Cost Allocation Plan iv. Prior Approval Requests (See OEL Program Guidance 240.05) v. CCEP Application

vi. Entity Policies – HR, Fiscal, Procurement, IT, Security vii. Disaster Recovery Plan, COOP Plan

viii. Internal Control Questionnaire and Internal Control Evaluations ix. Workflow documents


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OCA Funding Type

Cost Type Billing Group

Eligibility Code

Title Working Definition (Defines or explains the criteria for actual

allowable costs for each OCA. All cost definitions are applicable to the coalition,

coalition’s contractors, and OEL’s contractors)

ADMINISTRATIVE - School Readiness (SR) 97PPA CCDF

Eligible CCEP Funds Code- administrative costs subject to 5 percent restriction

N/A N/A Child Care Executive Partnership (CCEP) Administration

See definition for OCA 97BBA for allowable administrative costs. Reimbursement from OEL to a coalition for these administrative costs may not exceed 5 percent of the coalition’s total costs as shown in OCA

x. Annual inventory report d. Monitoring activities 45 CFR 98.52(1)

i. Preparation of annual monitoring plan ii. Monitoring providers for compliance with statewide provider agreement*

iii. Programmatic and fiscal compliance monitoring of subrecipient iv. Internal monitoring v. Corrective action tracking

vi. Investigation of non-compliance issues * For more instructions on provider support with post-monitoring tasks, see 97QAS for allowable quality-related activities.

e. Fiscal and budgetary activities/costs 45 CFR § 98.52(1) i. Preparation of Match Report

ii. Activities related to “match raising” iii. Expenditure Report preparation iv. Monthly reconciliations v. Budget preparation and analysis

vi. Provider payment processing, including staff time to process provider files to make payments and data entry tasks to enter attendance data into EFS to pay provider invoices

vii. Cash management viii. Financial statement preparation

ix. Reasonable and necessary bank fees x. Utilization Analysis

xi. Invoice and supporting documentation preparation and submission xii. Benefit recovery due to error, not related to fraud

xiii. Filing of tax returns, including quarterly 941s and other payroll tax returns, annual 990, annual Solicitations of Contributions for the State of Florida, other tax-exempt entity filings

xiv. 2 CFR § 200, Subpart F - Audit/Single Audits 2. Human Resource Functions

i. Payroll, payroll processing fees, employee handbook preparation and updates, employee hiring and records administration, employee time and attendance, employee training and development records, employee screening, governing board member screening

3. Procurement and Contract Management i. Development of procurement and contract documents; contract management, including

contract monitoring (includes any monitoring except health and safety) 4. Dues and subscriptions such as membership in civic or community organizations. (Note: These costs require

prior approval. See OEL Program Guidance 240.05, Prior Approval Guidance) 5. Record Retention – cost for storing required program documentation 6. Board Governance – preparation for board and committee meetings, bylaws, meeting minutes, meeting

agendas 7. Match raising – See Program Guidance 440.10 Match Reporting Guidance for more instructions 8. Required insurance and bonding – general liability, property, fidelity bonds; errors and omissions.


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97PPO. If the CCEP participant donor allows, CCEP administrative costs require a dollar for dollar match. If not allowed, a coalition should capture CCEP administrative costs under OCA 97BBA. (s. 1002.94, F.S., and 45 CFR § 98.52)

97LCA State GR Eligible – Unrestricted ONLY– based on funding availability

Administrative Code -

N/A N/A Administration – Local Coalition Option

See definition for OCA 97BBA for allowable administrative costs. OEL includes the costs for this OCA in the 5 percent administrative cap. A coalition must include these services in a coalition’s plan and OEL must approve the plan prior to the coalition incurring expenditures for this OCA. An example of an allowable cost for this OCA would be administrative salaries paid and claimed as matching funds for local funds for local grants. (Section 1002.89, F.S.) Allocations to this OCA require OEL prior approval.

97FIR TANF Eligible; CCDF Eligible; State General Revenue (GR) Eligible

Administrative Code – administrative costs subject to 5 percent restriction

N/A N/A SR Administration – Fraud Investigation and Restitution

Services related to fraud prevention; fraud investigation and fraud case funding restoration, including development and implementation of internal controls to prevent and detect fraud; preparation and submission of fraud referrals to OEL through the online OEL Fraud Referral System (FRS); and tracking, reporting, and reconciling fraud restitution payments. OEL includes the costs for this OCA in the 5 percent administrative cap. (Section 1002.84, F.S.)


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OCA Funding Type


Eligibility Code




ADMINISTRATIVE - School Readiness (SR) 97FIR – Additional Explanation

1. Specific examples of expenditures that are NOT to be charged to 97FIR a. As stated in the Administration for Children and Families’ Policy Interpretation Question Memorandum, Log No.

CCDF-ACF-PIQ-2012-01, OEL has some flexibility in determining appropriate reporting of expenditures related to program integrity. OEL has determined that expenditures related to the following selected program integrity efforts are to be classified as non-direct expenditures: a. Selected Eligibility Determination/Redetermination Related Expenditures to be charged to 97BDE

1. Interviews during which the identification of income information prompts an eligibility specialist to ask additional questions (i.e., review of social security benefits indicates that other family members receive additional social security benefits, etc.). Notification of a change in client circumstances resulting in an additional interview.

2. Conducting inquiries related to documentation on file. 3. Conducting provider or client follow-up resulting from errors identified by Data Edit Reports.

b. Selected Review and Supervision of Child Care Placements Related Expenditures to be charged to 97BBD 1. Inspection, reviews, and supervision of child care placement necessitated by an indication (from a

childcare provider or attendance documentation) of less than full-time care utilization. The coalition may ask a parent to come in for an interview so that the coalition can re-assess FT vs. PT (to prevent misuse of funding). Or a provider consistently submits attendance rosters with 100percent attendance and the coalition visits the provider to review the child care placement.

c. Selected Establishment and Maintenance of Computerized Childcare Information Systems Related Expenditures to be charged to 97SYS 1. Generate edit reports such as SR Dual Enrollment, Total Family Income Exceeds 200 percent, and

Private Payment Rate to ensure coalitions are spending funds appropriately. -

b. Provider payment processing, including staff time to process provider files to make payments and data entry tasks to enter attendance data into EFS to pay provider invoices

II. PROGRAM SUPPORT SERVICES – SCHOOL READINESS OCA Funding


Group Eligibility


(Defines or explains the criteria for actual allowable costs for each OCA. All cost definitions

are applicable to the coalition, coalition’s contractors, and OEL’s contractors)

PROGRAM SUPPORT SERVICES (Non Direct) – School Readiness (SR) Cost Allocation Considerations a. Salaries and benefits shall be allocated in accordance with their PARs allocation (direct charge when possible; allocate

shared activities based on percent of direct staff hours per PAR). b. Other costs should be direct charged, or allocated in accordance with an approved cost allocation plan, if the allocated

cost is appropriate to the OCA to which the cost is being charged. See OEL Cost Allocation Plan Guidance. A cost is allocable to a particular OCA if the costs of goods or services involved are chargeable or assignable to such OCA in accordance with relative benefits received. For example, a telephone may be used by a staff member to provide both administrative and eligibility services for the coalition. The employee’s time working in these areas of responsibility (administration and eligibility services) will determine the allocation of the cost of this equipment.


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97BBD TANF Eligible; CCDF Eligible; State GR Eligible

Program support services (non-direct) costs subject to 22 percent restriction for administrative, quality and non-direct costs.

N/A N/A SR Non Direct Services (Program Support Services)

SR child care services, but not direct child care services, which include supervision of child care placements, case management, processing and tracking of attendance records, recruiting eligible child care providers, preparation and participation in judicial hearings, program development, and rate setting. Program Support Services costs must not include the costs of providing direct services. OEL caps reimbursement for program support services (non-direct), administrative and quality expenses at 22 percent of the total grant award that an ELC expends less CCEP funds unless otherwise directed by OEL. This 22 percent limit applies to coalitions and other subrecipients (i.e. central agencies, material service organizations). (Section 1002.89(c), F.S.).

97BBD – Additional Explanation

1. Specific Expense Examples a. As stated in the Administration for Children and Families’ Policy Interpretation Question Memorandum, Log No.

CCDF-ACF-PIQ-2012-01, OEL has some flexibility in determining appropriate reporting of expenditures related to program integrity. OEL has determined that coalitions should classify selected program integrity efforts as non-direct expenditures. See 97FIR definition for additional information.

b. Supervision of child care placement i. Ongoing review of child care placements to include inspection of attendance reports and records for

authenticity and accuracy ii. Supervision of child care placement/intake staff

iii. Management of Rilya Wilson cases and other Protective Services cases iv. Does NOT include compliance monitoring of historical attendance records

c. Case Management i. Provider contacts on eligibility issues


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OCA Funding Type


Eligibility Code




PROGRAM SUPPORT SERVICES (Non Direct) – School Readiness (SR)

97BBD – Additional Explanation (cont’d)

d. Recruitment of Providers i. Recruiting providers when coalitions identify a need. For example, if a coalition identifies a need for

more providers to serve infants, then a staff member may actively search for these providers and work with them to participate in the SR Program.

ii. Orientation of Providers iii. Day-to-day communications with providers regarding attendance requirements or concerns iv. Technical assistance to providers related to SR requirements and provider contract v. Staff time and travel related to presenting at provider groups related to participating in the SR Program

vi. Allowable provider appreciation activities e. Licensing assistance to providers

i. Providing financial assistance for licensing fees f. Preparation and participation in judicial hearings

i. Time and material costs for document preparation and review, travel, and attendance at judicial hearings to include pre-trial meeting and preparations with legal counsel

g. Rate setting i. Working with providers on rate setting (i.e., approved reimbursement rate versus private pay). When

private pay rate is below reimbursement rate – pay the provider at the private pay rate. ii. Parent fee schedule (parent co-pay rates) analysis and updates related to rate setting

2. Specific examples of expenditures that are NOT to be charged to 97BBD

a. Provider payment processing, including staff time to process provider files to make payments and data entry tasks to enter attendance data into EFS to pay provider invoices.

97PPD CCDF Eligible

CCEP Funds Code – program support services (non-direct) costs subject to 19 percent restriction for CCEP administrative and CCEP non-direct costs.

N/A N/A Child Care Executive Partnership (CCEP) Non Direct Services (Program Support Services)

Non-direct services associated with a coalition related to the CCEP program. See definition for OCA 97BBD for allowable activities. OEL caps reimbursement for CCEP administrative and non-direct at 19 percent. If the CCEP participant donor allows, CCEP non-direct costs require a dollar-for-dollar match; if the donor does not allow, a coalition should capture CCEP non-direct costs under OCA 97BBD “Match funder codes will begin with ‘1’ for Purchasing Pool and ‘2’ for Employee Benefit” (Section 1002.89(c), F.S.).


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OCA Funding Type


Eligibility Code

Title Working Definition (Defines or explains the criteria for actual allowable costs for each OCA. All cost definitions are applicable to the coalition, coalition’s contractors, and OEL’s contractors)


97LCD State GR Eligible – Unrestricted ONLY – based on funding availability


N/A N/A Non-Direct Services – Local Coalition Option

See definition for OCA 97BBD for allowable activities. A coalition must include these non-direct services in a coalition’s plan and OEL must approve the plan prior to incurring expenditures for this OCA. An example of an allowable cost for this OCA would be child care placement paid as matching funds for local grants. Allocations to this OCA require OEL prior approval (Section 1002.89(c), F.S.).

97BDE TANF Eligible; CCDF Eligible; State GR Eligible


N/A N/A Program Eligibility

Non-direct services which include assisting families to complete the required application and eligibility documentation; determining and re-determining the eligibility of a particular person for child care services, and enrollment processes and services, which include costs related to developing and operating a certificate program. The child care certificate is in the form of an approved application for services that identifies the children for whom child care is authorized, the provider selected by the family, the parent fee assessed to each eligible child, and the period for which the authorization is effective.


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OCA Funding Type


Eligibility Code

Title Working Definition

(Defines or explains the criteria for actual allowable costs for each OCA. All cost

definitions are applicable to the coalition, coalition’s contractors, and OEL’s

contractors)


97BDE

(cont’d)

TANF Eligible; CCDF Eligible; State GR Eligible


N/A N/A Program Eligibility

A certificate is an authorization for payment for SR services issued to a parent. A coalition will make payment to the parent’s chosen SR provider, based upon attendance records/invoice for services submitted to the coalition by the selected provider. Reimbursement from OEL for non-direct expenses is capped at 22 percent of the total grant award that an ELC expends less CCEP funds, unless OEL has granted a coalition a waiver of this requirement. This limit applies to coalitions and other subrecipients (i.e. central agencies, material service organizations) (Section 1002.89(c), F.S., 45 CFR § 98.16(k), CCDF State Plan 2.5)

97BDE – Additional Explanation

1. Specific Expense Examples a. Eligibility determination and redeterminations

i. Eligibility staff screening (amount charged will be based on current staff PARs, or new hire position description/historical PARs)

ii. Client intake iii. Application completion and data entry (including history notes related to eligibility) iv. Scheduling appointments for eligibility determinations and redeterminations v. Includes CCEP Eligibility file maintenance – operational processes ensuring file completeness

vi. Parent copay determination b. Enrollment processes and services

i. Establishing and operating a certificate program ii. Waitlist management

iii. Direct family contact as part of SPE/Intake/Waitlist function


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OCA Funding Type


Eligibility Code





97LCE State GR Eligible


N/A N/A Eligibility – Local Coalition Option

See definition for OCA 97BDE for allowable activities. A coalition must include these eligibility determination services in a coalition’s plan and OEL must approve the plan prior to the ELC incurring expenditures for this OCA. Allocations to this OCA require OEL’s prior approval.

97SYS State GR Eligible; CCDF Eligible

Program support services (non-direct) costs subject to 22 percent restriction for administrative, quality and non-direct costs. CC Info. System.

N/A N/A SR Child Care Information Systems

Expenditures related to the establishment and maintenance of a statewide computerized childcare information system. (Section 1002.82 (2)(n), F.S.)

97SYS – Additional Explanation 97SYS is a program support (non-direct) OCA and captures all costs related to the development, implementation, and maintenance of the computerized childcare information systems. These costs include salaries and benefits for staff time related to these responsibilities, as well as hardware, software, and connectivity. The coalition may also allocate other coalition expenses related to IT staff, such as rent, utilities, and phones based on the coalition’s allocation plan; however, all allocated costs must align with the OCA definition to which the coalition charges the expense. Coalitions must charge all IT costs not directly related to development and maintenance of statewide childcare information system to 97BBA or allocate them appropriately based on current OCA definitions and the coalition’s approved cost allocation plan. 1. Specific Expense Examples

a. Existing Information System – EFS i. Maintenance of existing computerized child care information system

ii. Maintenance of secure provider portal for interfacing iii. Maintenance of secure client/parent portal(s) for interfacing iv. Salaries and related cost of staff engaged in above activities, including planning, developing, designing,

updating, and reporting v. Software licenses and system hardware

b. Development of Information Technology Projects i. Training

ii. Network equipment iii. Activities, including planning, developing, designing, updating, and reporting

c. All implementation requirements i. Salaries and related cost of staff engaged in ongoing training and system start-up

d. Software or System Maintenance i. Ongoing costs related to required system connectivity

ii. Salaries and related cost of staff engaged system maintenance iii. EFS-related closeout of ELC hardware/servers as part of transition to Tallahassee-based state-level Data

Center.


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OCA Funding Type


Eligibility Code

Title Working Definition (Defines or explains the criteria for

actual allowable costs for each OCA. All cost definitions are applicable to the coalition, coalition’s contractors,

and OEL’s contractors) PROGRAM SUPPORT SERVICES (Non Direct) – School Readiness (SR)

89JTR State GR Eligible – Unrestricted ONLY – based on funding availability


N/A N/A SR Safety Net – Transportation

Transportation to ensure that a child at risk of abuse or neglect can receive SR services. (Section 402.3145, F.S.) Allocations to this OCA require OEL’s prior approval. (Section 1002.93, F.S.)

89J00 CCDF Eligible


N/A N/A SR Safety Net – Case Management

Case management to ensure that children at risk of abuse or neglect who are receiving SR services are maintained in child care. At a minimum, the following duties and responsibilities shall be performed: a) participation in the case staffing meetings (b) provision of technical assistance to child care staff or parents on child development matters or other issues related to the child (c) supplement the training efforts of the department and other providers in the child care and child development area. (Section 402.313(5). F.S.)

97CCT State GR Eligible; Unrestricted ONLY- based on funding availability

Programmatic Code for non-direct (program support) service costs

N/A N/A Coalitions Coming Together

Activities related to mergers of coalitions. Allocations to this OCA require Office prior approval.


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III. Quality Services – School Readiness OCA Funding


Group Eligibility


(Defines or explains the criteria for actual allowable costs for each OCA. All cost definitions are applicable to the coalition, coalition’s contractors,

and OEL’s contractors)

QUALITY SERVICES – School Readiness (SR) Cost Allocation Considerations Coalitions should charge expenditures related to general business operations (occupancy – rent, utilities, property insurance; phones, copiers, office supplies) in support of quality activities to the following OCAs: 97QI4 for CCR&R activities, 97QIN for inclusion activities, 97INT for infant and toddler activities, and 97QOO for all other allowable quality activities. a. Coalitions shall allocate salaries and benefits in accordance with their PARs allocation (direct charge when possible;

allocate shared activities based on percentage of direct staff hours per PAR). b. Coalitions should direct charge or allocate in accordance with an approved cost allocation plan other costs if the

allocated cost is appropriate to the OCA to which the coalition is charging the cost. See OEL Cost Allocation Plan Guidance for further instructions.

A cost is allocable to a particular OCA if the costs of goods or services involved are chargeable or assignable to such OCA in accordance with relative benefits received. For example, a staff member may use a telephone to provide both administrative and eligibility services for the coalition. The employee’s time working in these areas of responsibility (administration and eligibility services) will determine the allocation of the cost of this equipment. A coalition may allocate a cost between Infant/Toddler OCAs and other Quality OCAs based on specific child count data, with the exception of 97IGS. 97Q00 CCDF

Eligible Programmatic Code – quality costs subject to minimum quality targeted funds of no less than 4 percent, and subject to the 22 percent restriction for administrative, quality and non-direct costs.

N/A N/A SR Quality Early learning quality activities. A coalition generally provides these coalition services directly or on a contracted basis with community agencies or county school districts. Quality services include, but are not limited to: 1. Quality activities identified

and approved in the ELC’s SR plan, unless otherwise specified in the remaining quality OCAs.

2. One-time grants awards or bonuses (any kind of financial support that a program can receive only once and not otherwise specified in the remaining quality OCAs.)

3. Collaboration with local licensing entities that does not result in a duplication of services.

4. Program evaluation tools used to guide technical assistance.

(Section 1002.89(6)(b), F.S., 45 CFR § 98.51, ACYF-PI-CC-99-05, and CCDF State Plan, Part 3)


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OCA Funding Type


Eligibility Code



and OEL’s contractors) QUALITY SERVICES – School Readiness (SR)

97QHS CCDF Eligible

Programmatic Code – quality costs subject to minimum quality targeted funds of no less than 4 percent, and subject to the 22 percent restriction for administrative, quality and non-direct costs.

N/A N/A SR Health and Safety

Early learning quality activities (training and technical assistance for providers and staff and grants to providers) related to health and safety, including:

1. Prevention and recognition of communicable and infectious diseases.

2. Healthy Child America and other health related training, including those designed to provide the social, emotional, and physical development of children that do not result in a duplication of services.

3. Age-appropriate discipline practices, nutrition, first aid and child abuse detection and prevention.

4. Minor remodeling and upgrading child care facilities to ensure that providers meet health and safety standards.

5. School Readiness Program Health and Safety Standards (Rule 6M-4.620, F.A.C.).

(Section 1002.89(6)(b) & (7), F.S., ACYF-PI-CC-99-05 and CCDF State Plan, Part 3.3 and 3.4)

97QCS CCDF Eligible


N/A N/A SR Child Screening – Developmental and Health - Preschool

Early learning quality activities (training and technical assistance for providers and staff) related to providing or contracting for: 1. Developmental and health

screening for children ages 3 and older, including hearing, vision, speech (includes Ages & Stages Questionnaire [ASQ]).

2. Screening reporting activities.

(Section 1002.89(6)(b), F.S., ACYF-PI-CC-99-05 and CCDF State Plan, Part 3.1.5)


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OCA Funding Type


Eligibility Code




97QST CCDF Eligible

Programmatic Code –quality costs subject to minimum quality targeted funds of no less than 4 percent, and subject to the 22 percent restriction for administrative, quality and non-direct costs.

N/A N/A SR Early Learning Standards

Early learning quality activities (training and technical assistance for providers and staff and grants to providers) related to providing or contracting for: 1. Early learning standards

and standards material for children ages 3 years and older.

2. Assistance with meeting the applicable state requirements for child care performance standards for children age three and older.

(Section 1002.89(6)(b), F.S. ACYF-PI-CC-99-05 and CCDF State Plan, Part 3.3)

97QCR CCDF Eligible


N/A N/A SR Early Learning Curriculum - Preschool

Early learning quality activities (training and technical assistance for providers and staff and grants to providers) related to providing or contracting for: 1. Developmentally

appropriate curriculum and related classroom resources that support curriculum materials for children ages 3 and older.

2. Assistance with implementing developmentally appropriate curriculum and related classroom resources supporting curriculum, and providing literacy supports for children age three and older.

3. Character development for children age three and older.

(Section 1002.89(6)(b), F.S. ACYF-PI-CC-99-05 and CCDF State Plan, Parts 3.3 and 3.4)


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OCA Funding Type


Eligibility Code

Title Working Definition (Defines or explains the criteria for actual allowable costs for each OCA. All cost definitions are applicable to the coalition, coalition’s contractors, and OEL’s contractors)

QUALITY SERVICES – School Readiness (SR)

97QAS CCDF Eligible


N/A N/A SR Early Learning Assessment

Early learning quality activities (training and technical assistance for providers and staff) related to providing or contracting for the provision of early learning assessments including: 1. Pre/post assessment of

child participation in the SR program.

2. Assessments of providers’ early learning environments.

3. Costs associated with the purchase of materials for conducting assessments.

4. Reporting assessment results.

5. Provider support with post-monitoring tasks.* Includes follow-up after monitoring activities that improve quality of or expand SR early learning programs by ensuring providers take timely and appropriate action(s) on deficiencies detected through provider monitoring, audits, onsite reviews and/or other means.

*Includes only post-monitoring tasks performed for specific providers that enhance or expand early learning programs; routine provider monitoring activities remain an administrative task allowable only to OCAs 97BBA and/or VPADM. (Section 1002.89(6)(b), F.S., ACYF-PI-CC-99-05 and CCDF State Plan, Part 3.2.6)


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97QTA CCDF Eligible


N/A N/A SR Targeted Technical Assistance to Providers

Early learning quality activities (training and technical assistance for providers and staff and grants to providers) related to providing or contracting for the provision of targeted assistance to providers, including: 1. Initiatives to assist

providers obtaining a license or accreditation.

2. Minor remodeling and upgrading child care facilities to ensure that providers meet state and local child care standards

3. Offering technical assistance in alignment with CLASS tool or other quality improvement activities

(Section 1002.89(6)(b) & (7), F.S.) (ACYF-PI-CC-99-05 and CCDF State Plan, Parts 3.3.2 and 3.3.3).


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OCA Funding Type


Eligibility Code




97QPD CCDF Eligible


N/A N/A SR Professional Development

Early learning quality activities (grants to providers) for childcare provider professional development which the federal government encourages. Eligible expenses include coordination and provision of professional development opportunities to provider staff, including: 1. Teacher Education and

Compensation Helps (TEACH) and other grants or scholarships, including wage incentives.

2. Tuition and fees to achieve the Florida Director Credential, Florida Child Care Professional Credential, or Florida Advanced Staff Credential or Child Development Associate (CDA) credential, or to complete a degree in early childhood development.

3. Support activities related to the other professional development opportunities, including a state credential (for example, a Florida Director’s credential).

4. Teacher –child interactions to promote continuous improvement (training and technical assistance for providers and staff).

5. Validation of credentials submitted through the statewide early learning care and education registry.

(Section 1002.89(6)(b), F.S., ACYF-PI-CC-99-05 and CCDF State Plan, Part 3.4).


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OCA Funding Type


Eligibility Code



and OEL’s contractors)


97QPT CCDF Eligible


N/A N/A SR Parental Training and Involvement

Early learning quality activities related to providing or contracting for the provision of training and technical assistance for parental involvement in the early education of their children, including family support, family literacy activities, child screenings, child assessments, developmentally appropriate curricula, character development, teacher-child interactions, age-appropriate discipline practices, health and safety, nutrition, first aid, the recognition of communicable diseases, and child abuse detection and prevention. (Section 1002.89(6)(b), F.S.).

97QVP CCDF Eligible


N/A N/A Quality Improvement – VPK

Federal CCDF quality funds to improve quality of pre-K, including training and technical assistance for provider staff to meet pre-K standards. ELCs may not use quality funds to subsidize the public school system or to train public school teachers in basic education services. (Sections 1002.89(6)(b), and 1002.67, F.S.; ACYF-PI-CC-99-05; and CCDF State Plan, Part 3).

97QI4 CCDF Eligible

Programmatic Code – quality costs with separate minimum requirement (See Notice of Award), subject to minimum quality targeted funds of no less than 4 percent, and subject to the 22 percent restriction for administrative, quality and non-direct costs.

N/A N/A Child Care Resource and Referral (CCR&R)

Developing, establishing, expanding, operating and coordinating CCR&R services specifically related to the provision of comprehensive education to parents and the public. CCR&R services that increase parental choice by helping all families find answers to their questions about how to identify quality early learning programs and how to locate a provider that meets each family’s needs when choosing


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early learning programs. Services that provide child care listings customized to meeting the needs of each family, as well as offering referrals and information about other services available in local communities. Activities to improve the quality and availability of inclusive child care, including resource and referral for early special needs intervention, special needs referrals, warm line, and other activities that facilitate inclusion(Section 1002.89(6)(b), F.S., and CCDF State Plan, Parts 2.2 and 3.3.5, Element 5 – Outreach and Consumer Education).

OCA Funding Type


Eligibility Code


actual allowable costs for each OCA. All cost definitions are applicable to the coalition,



97QIN CCDF Eligible

Programmatic Code – quality inclusion services costs with separate minimum requirement (See Notice of Award) and subject to the 22 percent restriction for administrative, quality and non-direct costs.

N/A N/A Quality Improvement – Inclusion Services

Quality improvement inclusion services may include coalition or contractor staff time, materials, and resources that pertain to assisting any early learning or school-age program (not limited to SR or birth to 5) that has a child with identified or suspected disabilities or special health care needs. Services include, but are not limited to, making accommodations for specific disabilities; quality enhancement; screening and assessment training; collaborative meetings with staff, parents, and partner agencies; and local training. Responding to warm-line requests from providers and parents (Section 1002.85(2)(d), F.S.; CCDF State Plan, Parts 3.3 and 3.4).


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OCA Funding Type


Eligibility Code


actual allowable costs for each OCA. All cost definitions are applicable to the coalition, coalition’s contractors, and

OEL’s contractors) QUALITY SERVICES – School Readiness (SR)

97INT CCDF Eligible

Program code – quality costs with separate minimum requirement (See Notice of Award), and subject to the 22 percent restriction for administrative, quality and non-direct costs.

N/A N/A Quality Improvement – Infant and Toddler

Training and technical assistance for SR providers and staff on topics specific to infant and toddler (children age birth to 36 months). Training and other initiatives may focus on selection of age-appropriate materials, creation of developmentally-appropriate environments, and use of an infant/toddler mental health consultant. Other infant/toddler quality initiatives identified and approved in the ELC’s SR plan. Funds may be used for direct services to providers in their respective area. Coalition services provided through contracted agencies for this service area are allowed. (Section 1002.89(6)(b), F.S., CCDF State Plan, Parts 3.2- 3.4).

97ICS CCDF Eligible


N/A N/A SR Child Screening – Developmental and Health – Infant and Toddler

Early learning quality activities (training and technical assistance to providers and staff) related to providing or contracting for:

1. Developmental and health screening for children ages birth to 36 months, including hearing, vision, speech, (includes Ages & Stages Questionnaire [ASQ]).

2. Screening and reporting activities.

(ACYF-PI-CC-99-05 and CCDF State Plan, Part 3.1.5).

97ICR CCDF Eligible

Programmatic Code – quality costs subject to minimum quality targeted funds of no less than 4 percent, and subject to the 22 percent restriction for administrative,

N/A N/A SR Early Learning Curriculum – Infant and Toddler

Early learning quality activities (training and technical assistance for providers and staff and grants to providers) related to providing or contracting for:

1. Developmentally appropriate curriculum and related classroom resources that support curriculum


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quality and non-direct costs.

materials for children ages birth to 36 months.

2. Assistance with implementing developmentally appropriate curricula and related classroom resources supporting curricula, and providing literacy supports for children ages birth to 36 months.

3. Character development for children ages birth to 36 months.

(ACYF-PI-CC-99-05 and CCDF State Plan, Parts 3.4.1 and 3.4.4).

OCA Funding Type


Eligibility Code




97IAS CCDF Eligible


N/A N/A SR Early Learning Assessment – Infant and Toddler

Early learning quality activities (training and technical assistance for providers and staff and grants to providers) related to providing or contracting for the provision of early learning assessments for children ages birth to 36 months including:

1. Pre/post assessment of child participation in the SR program.

2. Assessments of providers’ early learning environments.

3. Costs associated with the purchase of materials for conducting assessments.

4. Reporting assessment results.

(Section 1002.89(6)(b), F.S., ACYF-PI-CC-99-05 and CCDF State Plan, Part 3.2.6).


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97GSD CCDF Eligible

Programmatic Code – direct service

N/A N/A SR Gold Seal Quality Care

Rate differential to a child care provider who meets national accreditation standards that the Florida Department of Children and Families (DCF), Child Care Licensing Program, accepts. The rate differential shall not exceed 20 percent of the reimbursement rate and Gold Seal rate, and the approved reimbursement rate may not exceed the private pay rate (Section 1002.895(2)(a) F.S., and General Appropriations Act).

OCA Funding Type


Eligibility Code




97IGS CCDF Eligible


N/A N/A SR Gold Seal Quality Care – Infant and Toddler

Rate differential to a childcare provider for children birth to 36 months who meets national accreditation standards that the Florida Department of Children and Families (DCF), Child Care Licensing program, accepts. The rate differential shall not exceed 20percent of the reimbursement rate and Gold Seal rate, and the approved reimbursement rate may not exceed the private pay rate. Note: Currently the statewide automated system does not include this age-range breakout, a transfer from 97GSD to 97IGS is required. Each ELC using this OCA shall generate and maintain supplemental reports to support this expenditure (Section 1002.895(2)(a) F.S., and General Appropriations Act).

97CSQ CCDF Eligible


BGCSQ BGCSQ Contracted Slots – Quality Services

Contracted slots quality services includes costs for contracted slots above the regular SR pay rate and can include the costs of non-reimbursable days under regular SR attendance rules.


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97CSI CCDF Eligible


N/A N/A Contracted Slots – Quality Services Infant and Toddler

Contracted slots quality services for children birth to 36 months includes costs for contracted slots above the regular SR pay rate and can include the costs of non-reimbursable days under regular SR attendance rules. Note: Currently the statewide automated system does not include this age-range breakout, a transfer from 97CSQ to 97CSI is required. Each ELC using this OCA shall generate and maintain supplemental reports to support this expenditure.

IV. DIRECT SERVICES – SCHOOL READINESS

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Eligibility Code



and OEL’s contractors) DIRECT SERVICES – School Readiness (SR)

1, 9 97GNW TANF Eligible

Programmatic Code - direct service costs

BG3 TCAN TCA Not Working

Description: Child care for a child from a family that includes a parent (including an eligible TANF refugee), who is receiving temporary cash assistance (TCA) under chapter 414 F.S., and subject to the federal work requirements, who is not working but is involved in activities assigned by the referring agency. In two parent families, both parents must have a purpose for care as documented on the Child Care Authorization Form.

Applicable Purpose for Care: Education & Training (ET), Job Search (JS) or Work Activity (WA)

Work Requirements: Based on the federal work requirements activity assigned by the referring agency.

Child Age Requirements: Birth to younger than 13 years

Child Care Authorization Form: Yes -- from Welfare Transition Program/local workforce board

Income Eligible: Yes -- at or below


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Eligibility Code




185 percent of Federal Poverty Level (Determined by DCF)

Household Size: All children younger than 18 years and household members who are 18 years of age or older who are included in the TANF assistance group.

Countable Income: Countable unearned income from all household members who are included in the TANF assistance group. Employment income should not exist for this category. Exclude income earned by children including a concurrently enrolled high school student who has attained 18 years or a concurrently enrolled student with a disability who has attained 22 years.

Authorization Period: Based on Child Care Authorization Form - maximum is six months.

Reference: 45 CFR §§98.44, 98.50; CCDF State Plan, Part 2.5; Section 1002.87(1)(a), F.S.; Rule 6M-4.200(2)(b), F.A.C.

1, 9 97G00 TANF Eligible Programmatic Code - direct service costs

BG3W TCAW TCA Working

Description: Child care for a child from a family that includes a parent (including an eligible TANF refugee), who is employed and receiving temporary cash assistance under chapter 414 F.S., and subject to the federal work requirements. In two parent families, both parents must have a purpose for care as documented on the Child Care Authorization Form.

Applicable Purpose for Care: Employment (EM), Both Employment and Training and/or Education (TT)


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Eligibility Code






Child Care Authorization Form: Yes -- from Welfare Transition Program/local workforce board

Income Eligible: Yes -- at or below 185 percent of FPL (Determined by DCF)

Household Size: All children younger than 18 years and household members who are 18 years of age or older who are included in the TANF assistance group.

Countable Income: Earned and countable unearned income from all household members who are included in the TANF assistance group. Exclude income earned by children including a concurrently enrolled high school student who has attained 18 years or a concurrently enrolled student with a disability who has attained 22 years.

Authorization Period: Based on Child Care Authorization Form - maximum is six months.

Reference: 45 CFR §§98.44, 98.50; CCDF State Plan Part 2.5; Section 1002.87(1)(a), F.S.; Rule 6M-4.200(2)(b), F.A.C.

1, 9 97RSP TANF Eligible Programmatic Code - direct service costs

WRC RCI TCA Respite

Description: Child care for a child from a family that includes a parent who is receiving temporary cash assistance (TCA) under chapter 414 F.S., and subject to the federal work requirements, who is not working


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Eligibility Code




but is involved in respite activities assigned by the referring agency. Participants may participate in an out-of-home residential treatment for alcoholism, drug addiction, alcohol abuse, or a mental health disorder, as certified by a physician licensed under chapter 458 or chapter 459, F.S., instead of a work activity while participating in treatment. The participant shall be required to comply with the course of treatment necessary for the individual to resume work activity participation. The treatment agency shall be required to notify the referring agency with an initial estimate of when the participant will have completed the course of treatment and be ready to resume full participation in the Welfare Transition Temporary Cash Assistance Program. Care may be provided for up to 24 hours per day.

Applicable Purpose for Care: Respite Services (WR)



Child Care Authorization Form: Yes -- from Welfare Transition Program/DCF

Income Eligible: Yes -- at or below 185 percent of FPL (Determined by DCF)

Household Size: All children younger than 18 years and household members who are 18


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Eligibility Code




years of age or older who are included in the TANF assistance group.

Countable Income: Earned and countable unearned income from all household members who are included in the TANF assistance group. Exclude income earned by children including a concurrently enrolled high school student who has attained 18 years or a concurrently enrolled student with a disability who has attained 22 years.

Authorization Period: Based on a documented Child Care Authorization Form not to exceed 60 days

Reference: 45 CFR §§98.44, 98.50; CCDF State Plan, Part 2.5.; Section 1002.87(1)(a), F.S.; Rule 6M-4.200(2)(b), F.A.C.; Section 1002.89, F.S.

2, 5, 9 97R00 CCDF General Revenue Matching Eligible,

State Unrestricted General Revenue Eligible,

CCDF Federal Matching Eligible,

CCDF Mandatory Eligible,

Social Services Block Grant Eligible


BG1 11D At Risk Diversion

Description: Child care for a child who is in a diversion program provided by DCF/contractor and who is from a family that is actively participating and complying in DCF-prescribed activities.

Applicable Purpose for Care: Child Protection (CP)

Work Requirements: N/A


Child Care Authorization Form: Yes -- from DCF or contracted community-based provider

Income Eligible: Eligibility is not dependent on income, but if available should be used to calculate parent fee.


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Eligibility Code




Household Size: All children younger than 18 years and household members who are 18 years of age or older who are currently residing in the same dwelling unit.

Countable Income: If available, count earned and countable unearned income from all household members who are a part of the family unit. Exclude income earned by children including a concurrently enrolled high school student who has attained 18 years or a concurrently enrolled student with a disability who has attained 22 years.

Authorization Period: 12 months.

Reference: 45 CFR, §98.20(a)(1)(ii), 98.44, 98.50; CCDF Part 2.5; Sections 1002.81(1)(b) and 1002.87(1)(b)(e), F.S.;

2, 5, 9 97R00 CCDF General Revenue Matching Eligible

State Unrestricted General Revenue Eligible

CCDF Federal Matching Eligible

CCDF Mandatory Eligible

Social Services Block Grant Eligible


BG1 HOME At Risk Homeless

Description: Child care for a child from a family that is in the custody of a parent/guardian who is homeless as verified by a DCF designated-lead agency on homelessness and is participating with a DCF designated-lead agency's continuum of care services plan for homeless families.

Applicable Purpose for Care: Child Protection (CP)

Work Requirements: N/A


Child Care Authorization Form: Yes -- from a DCF-Designated Lead Agency on homelessness

Income Eligible: Eligibility is not


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Eligibility Code




dependent on income, but if available should be used to calculate parent fee.

Household Size: All children younger than 18 years and household members who are 18 years of age or older who are currently residing in the same dwelling unit.

Countable Income: If available, count earned and countable unearned income from all household members who are a part of the family unit. Exclude income earned by children, including a concurrently enrolled high school student who has attained 18 years or a concurrently enrolled student with a disability who has attained 22 years.

Authorization Period: 12 months.

Reference: 45 CFR, §§ 98.20(a)(1)(ii), 98.44, 98.50; CCDF State Plan, Part 2.5; Sections1002.81(1)(f) and 1002.87(1)(b)(e), F.S.;

2, 5, 9 97R00 CCDF General Revenue Matching Eligible,

State Unrestricted General Revenue Eligible,

CCDF Federal Matching Eligible,

CCDF Mandatory Eligible,

Social


BG1 FAM Family Supports

Description: Child care for a child from a family that is in the custody of a parent who is a victim of domestic violence and who is residing in a certified domestic violence center. Applicable Purpose for Care: Child Protection (CP) Work Requirements: N/A Child Age Requirements: Birth to younger than 13 years Child Care Authorization Form: Yes -- from a DCF-Certified Domestic Violence Center Income Eligible: Eligibility is not dependent on income, but if available should be used to calculate parent fee.


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Eligibility Code




Services Block Grant Eligible

Household Size: All children younger than 18 years and household members who are 18 years of age or older who are currently residing in the same dwelling unit. Countable Income: If available, count earned and countable unearned income from all household members who are a part of the family unit. Exclude income earned by children, including a concurrently enrolled high school student who has attained 18 years or a concurrently enrolled student with a disability who has attained 22 years. Authorization Period: 12 months. Reference: 45 CFR §§ 98.20(a)(1)(ii), 98.44, 98.50; CCDF State Plan, Part 2.5; Sections 1002.81(1)(e), and 1002.87 (1)(b)(e), F.S.;

2, 5, 9 97R00 CCDF General Revenue Matching Eligible, State Unrestricted General Revenue Eligible, CCDF Federal Matching Eligible, CCDF Mandatory Eligible, Social Services Block Grant Eligible


BG1 11 At Risk In Home

Description: Child care for a child from a family that is receiving in-home protective services and is under supervision by DCF/contracted provider for abuse, neglect, abandonment and/or exploitation. Applicable Purpose for Care: Child Protection (CP) Work Requirements: N/A Child Age Requirements: Birth to younger than 13 years Child Care Authorization Form: Yes -- from DCF or contracted community-based provider Income Eligible: Eligibility is not dependent on income, but if available should be used to calculate parent fee. Household Size: All children younger than 18 years and household members who are 18 years of age or older who are


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Eligibility Code




currently residing in the same dwelling unit. Countable Income: If available, count earned and countable unearned income from all household members who are a part of the family unit. Exclude income earned by children, including a concurrently enrolled high school student who has attained 18 years or a concurrently enrolled student with a disability who has attained 22 years. Authorization Period: 12 months. Reference: 45 CFR, §§ Part(s) 98.20(a)(1)(ii), 98.44, 98.50; CCDF State Plan, Part 2.5; Sections1002.81(1)(c) & 1002.87 (1)(b)(e), F.S.;



BG1 13 At Risk Foster Care

Description: Child care for a child in foster care protective services under supervision by DCF/contracted provider for abuse, neglect, abandonment, or exploitation. Applicable Purpose for Care: Child Protection (CP) Work Requirements: N/A Child Age Requirements: Birth to younger than 13 years Child Care Authorization Form: Yes -- from DCF or contracted community-based provider Income Eligible: Eligibility is not dependent on income, but if available should be used to calculate parent fee. Household Size: Related child(ren) on the Child Care Authorization Form only Countable Income: If available, count child(ren)'s income only Authorization Period: 12 months. Reference: 45 CFR §§§ 98.20(a)(1)(ii), 98.44, 98.50 ; CCDF


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Eligibility Code




State Plan, Part 2.5; Sections1002.81(1)(c), and 1002.87 (1)(b)(e), F.S.,



BG1 14R At Risk Out of Home

Description: Child care for a child placed in court-ordered custody of a relative/non-relative by DCF/contracted provider and receiving out-of-home protective services. Applicable Purpose for Care: Child Protection (CP) Work Requirements: N/A Child Age Requirements: Birth to younger than 13 years Child Care Authorization: Yes -- from DCF or contracted community-based provider Income Eligible: Eligibility is not dependent on income, but if available should be used to calculate parent fee. Household Size: Related child(ren) on the Child Care Authorization only Countable Income: If available, count child(ren)'s income only Authorization Period: 12 months. Reference: 45 CFR §§§98.20(a)(1)(ii), 98.44, 98.50; CCDF State Plan, Part 2.5;Sections 1002.81(1)(d), and 1002.87(1)(b)(e), F.S.;

2, 5, 9 97R00 CCDF General Revenue Matching Eligible, State Unrestricted General Revenue Eligible, CCDF Federal Matching Eligible, CCDF


BG1 IN Protective Investiga-tion In Home

Description: Child care for a child from a family who has been referred for investigation by DCF/contracted provider for abuse, neglect, abandonment and/or exploitation. Child remains in the home with the alleged perpetrator. Applicable Purpose for Care: Child Protection (CP) Work Requirements: N/A Child Age Requirements: Birth to younger than 13 years


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Eligibility Code




Mandatory Eligible, Social Services Block Grant Eligible

Child Care Authorization: Yes -- from DCF or contracted community-based provider Countable Income: If available, count all earned and countable unearned income from all household members who are a part of the family unit. Exclude income earned by children, including a concurrently enrolled high school student who has attained 18 years or a concurrently enrolled student with a disability who has attained 22 years. Household Size: All children younger than 18 years and household members who are 18 years of age or older who are currently residing in the same dwelling unit and authorized eligibility by the referring agency. Income Eligible: Eligibility not dependent on income, but if available should be used to calculate parent fee. Authorization Period: 12 months. Reference: 45 CFR §§§98.20(a)(1)(ii), 98.44, 98.50; CCDF State Plan, Part 2.5; Sections1002.81(1)(a) & 1002.87 (1)(b)(e), F.S.; 65C-29.003(9), F.A.C.

2, 5, 9 97R00 CCDF General Revenue Matching Eligible, State Unrestricted General Revenue Eligible, CCDF Federal Matching Eligible, CCDF Mandatory


BG1 OUT Protective Investiga-tion - Out of Home

Description: Child care for a child from a family who has been referred for investigation by DCF/contracted provider for abuse, neglect, abandonment and/or exploitation. Child has been removed from the alleged perpetrator's home where the investigation is being conducted. Applicable Purpose for Care: Child Protection (CP) Work Requirements: N/A Child Age Requirements: Birth to younger than 13 years


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Eligibility Code




Eligible, Social Services Block Grant Eligible

Child Care Authorization: Yes -- from DCF or contracted community-based provider Countable Income: If available, count child(ren)'s income only Household Size: Related child(ren) on the Child Care Authorization only Income Eligible: Eligibility not dependent on income, but if available should be used to calculate parent fee. Authorization Period: 12 months. Reference: 45 CFR, §§ 98.20(a)(1)(ii), 98.44, 98.50; CCDF State Plan, Part 2.5; Sections1002.81(1)(a) & 1002.87 (1)(b)(e), F.S.;, 65C-29.003(9), F.A.C.

2, 5, 9 97GNW TANF Eligible,

Programmatic Code- direct service costs

BG3R RCG At Risk Relative Caregiver

Description: Child care for a child who is a recipient of the Relative Caregiver payment and determined to be a court ordered dependent by a Florida court and placed in a relative's home by the DCF/contracted provider. Applicable Purpose for Care: Child Protection (CP) Work Requirements: N/A Child Age Requirements: Birth to younger than 13 years Child Care Authorization: No -- verification of current RCG payment is required Countable Income: If available, count child(ren)'s income only Household Size: Related child(ren) only Income Eligible: Eligibility not dependent on income, but if available use to calculate parent fee. Authorization Period: 12 months or less Reference: 45 CFR, §§§ 98.20(a)(1)(ii), 98.44, 98.50; CCDF


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Eligibility Code




State Plan, Part 2.5; Sections 1002.81(1)(d) & 1002.87 (1)(b)(e), F.S.

3, 6, 9 97P00 Social Services Block Grant Eligible, TANF Eligible, CCDF Discretionary Eligible, CCDF Mandatory Eligible, CCDF Federal Matching Eligible, State Unrestricted General Revenue Eligible, CCDF General Revenue Matching Eligible, CCDF MOE Eligible


BG8 ECON Economic-ally Disadvan-taged

Description: Child care for a child from a family that is economically disadvantaged including, but not limited to, a working migratory family that is economically disadvantaged as defined by 34 CFR s. 200.81(d) or (f) or an agricultural worker who is employed by more than one agricultural employer during the course of a year, and whose income varies according to weather conditions and market stability. Applicable Purpose for Care: Employment (EM), Education & Training (ET), Both Employment and Training and/or Education (TT), Migrant Employed (ME) or Disability (DI) Work Requirements: In a one parent family, the parent must be employed at least 20 hours per week or engaged in eligible educational activities unless exempt from work requirements due to age or disability. In two parent families, both parents must be working a combined total of 40 hours per week or engaged in eligible education activities unless exempt from work requirements due to age or disability. Parent(s) with whom the child resides can be exempt from work requirements due to age or disability, as determined and documented by a physician licensed under chapter 458 or chapter 459, F.S.


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Eligibility Code




Child Age Requirements: Birth to younger than 13 years Child Care Authorization Form: No Countable Income: Earned and countable unearned income from all household members who are a part of the family unit. Exclude income earned by children, including a concurrently enrolled high school student who has attained 18 years or a concurrently enrolled student with a disability who has attained 22 years. Household Size: All children younger than 18 years and household members who are 18 years of age or older who are currently residing in the same dwelling unit. Income Eligible: Yes-- at or below 150 percent of FPL for entry into program, at or below 85 percent SMI for continued eligibility; if 85 percent of State Median Income (SMI) is less than 150 percent of FPL, 85 percent is the upper income threshold for continued eligibility. A graduated phase-out may be implemented at the end of the 12-month eligibility period if income is greater than 150 percent of FPL but less than 85 percent of SMI. Authorization Period: 12 months. Reference: 45 CFR. §§§ 98.20(a)(1)(ii), 98.44, 98.50; CCDF State Plan, Part 2.5; Sections 1002.81(7) & 1002.87(1)(c)(f), F.S.;

3, 6, 9 97GTA TANF Eligible Programmatic Code - direct service costs

BG3AP APP Temporary Child care Assistance

Description: Temporary child care for a child from a family that is economically disadvantaged who


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Eligibility Code




Applicant has applied for TCA, including an up-front diversion payment in order to seek employment. Applicable Purpose for Care: Employment (EM), Education & Training (ET), Employment and Education and/or Training (TT), Job Search (JS) or Work Activity (WA) Work Requirements: Based on the federal work requirements activity assigned by the referring agency. Child Age Requirements: Birth to younger than 13 years. Child Care Authorization Form: Yes -- Welfare Transition Program/local workforce board Countable Income: Earned and countable unearned income from all household members who are a part of the family unit. Exclude income earned by children, including a concurrently enrolled high school student who has attained 18 years or a concurrently enrolled student with a disability who has attained 22 years. Household Size: All children younger than 18 years and household members who are 18 years of age or older who are currently residing in the same dwelling unit. Income Eligible: Yes-- at or below 150 percent of FPL for entry into the program, at or below 200 percent of the FPL for continued eligibility. Authorization Period: One 30-day period. Reference: 45 CFR. §§§ 98.20(a)(1)(ii), 98.44, 98.50; CCDF State Plan, Part 2.5; Sections 1002.81(7) & 1002.87(1)(c)(f),


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Eligibility Code




F.S.;; Section 1002.89, F.S.

3, 6, 9 97GNW TANF Eligible


BG3 28A TANF Child Only

Description: Child care for a child who is recipient of temporary cash assistance as a TANF “child only case” who has been placed with a relative permanently or on a short-term basis. Must have documentation from the DCF showing TANF amount with the recipient's name. Guardian(s) must meet the purpose for care requirements. Applicable Purpose for Care: Employment (EM), Education & Training (ET), Both Employment and Training and/or Education (TT) or Disability (DI) Work Requirements: Guardian(s) must be working or engaged in eligible education/training activities at least 20 hours per week or may be exempt from work requirements due to age or disability, as determined and documented by a physician licensed under chapter 458 or chapter 459, F.S. Child Age Requirements: Birth to younger than 13 years Child Care Authorization Form: No (verification of TANF child only payment needed) Countable Income: Child(ren) income only Household Size: Child(ren) only Income Eligible: Yes-- child's income at or below 150 percent of FPL for entry into program, at or below 200 percent of FPL for continued eligibility Authorization Period: 12 months or less Reference: 45 CFR §§§ 98.20(a)(1)(ii), 98.44, 98.50; CCDF State Plan, Part 2.5; Sections 1002.81(7) & 1002.87(1)(c)(f),


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Eligibility Code




F.S.;

4, 7, 9 97G00 TANF Eligible Programmatic Code - direct service costs

BG5 TCC Transition-al Child Care

Description: Child care for a child from a family that includes a parent or parents who transitions from a workforce program into employment as described in Section 445.032, F.S. In two parent families, both parents must have a purpose for care as documented on the Child Care Authorization Form.

Applicable Purpose for Care: Employment (EM), Both Employment and Training and/or Education (TT). Work Requirements: Employment or Both Employment and Education and/or Training based on documented Child Care Authorization Form. Child Age Requirements: Birth to younger than 13 years Child Care Authorization Form: Yes -- Welfare Transition Program/local workforce board Countable Income: Earned and countable unearned income from all household members who are a part of the family unit. Exclude income earned by children, including a concurrently enrolled high school student who has attained 18 years or a concurrently enrolled student with a disability who has attained 22 years. Household Size: All children younger than 18 years and household members who are 18 years of age or older who are currently residing in the same


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Eligibility Code




dwelling unit. Income Eligible: Yes -- at or below 200 percent of FPL initial entry and continued eligibility. Authorization Period: 12 months months or less. Reference: 45 CFR §§§ 98.20(a)(1)(ii), 98.44, 98.50; CCDF State Plan, Part 2.5; Section 1002.81(7) & 1002.87(1)(d), F.S.;

8 97CF0 State Unrestricted General Revenue Eligible; CCDF Eligible


CF SN Special Needs

Description: Child care for a child, who has special needs, has been determined eligible as a student with a disability, has a current individual education plan with a Florida school district, and is not younger than 3 years of age. A special needs child eligible under this billing group remains eligible until the child is eligible for admission to kindergarten in a public school under Section 1003.21(1)(a)2, F.S. Allocation requires office approval. Applicable Purpose for Care: Special Needs (SN) Work Requirements: N/A Child Age Requirements: 3 years of age through admission to kindergarten Child Care Authorization Form: No - IEP needed from local school district Countable Income: Earned and countable unearned income from all household members who are a part of the family unit. Exclude income earned by children, including a concurrently enrolled high school student who has attained 18 years or a concurrently enrolled student with a disability who has attained 22 years. Household Size: All children younger than 18 years and


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Eligibility Code




household members who are 18 years of age or older who are currently residing in the same dwelling unit. Income Eligible: No Authorization Period: 12 months. Reference: Section 1002.87(1)(h) and 1003.21(1)(a)2, F.S.

97PP0 CCDF Discretionary Eligible, CCDF Mandatory Eligible, CCDF Federal Matching Eligible, CCDF General Revenue Matching Eligible


CCPP P1 CCEP Description: Child care for a child from a working family that is economically disadvantaged and receives CCEP matching funds. The CCEP program provides state, federal and local funds to offer subsidies to low-income working parents whose family income does not exceed the allowable income for any federally subsidized child care program with a dollar-for-dollar match from employers, local government, and other matching contributions. Applicable Purpose for Care: Employment (EM), Education & Training (ET), Both Employment and Training and/or Education (TT) or Disability (DI) Work Requirements: In a one parent family, the parent must be employed at least 20 hours per week or engaged in eligible educational activities unless exempt from work requirements due to age or disability. In two parent families, both parents must be working a combined total of 40 hours per week or engaged in eligible education activities unless exempt from work requirements due to age or disability. Parent(s) with whom the child resides can be exempt from work requirements due to age or disability, as determined and documented by a physician


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Eligibility Code




licensed under chapter 458 or chapter 459, F.S. Child Age Requirements: Younger than 13 years of age Child Care Authorization Form: No Countable Income: Earned and countable unearned income from all household members who are a part of the family unit. Exclude income earned by children, including a concurrently enrolled high school student who has attained 18 years or a concurrently enrolled student with a disability who has attained 22 years. Household Size: All children younger than 18 years and household members who are 18 years of age or older who are currently residing in the same dwelling unit. Income Eligible: Yes -- at or below 200 percent of FPL initial entry, at or below 85 percent of the SMI for continued eligibility during the initial 12-month eligibility period; if 85 percent of State Median Income (SMI) is less than 200 percent FPL, 85 percent is the income threshold for eligibility. A graduated phase-out may be implemented at the end of the 12-month eligibility period if income is greater than 200 percent of FPL but less than 85 percent of SMI. Authorization Period: 12 months. Reference: 45 CFR §§§ 98.20(a)(1)(ii), 98.44, 98.50; Section 1002.94, F.S.


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V. AMERICAN RECOVERY AND REINVESTMENT ACT (ARRA) OCA Funding


Group Eligibility


(Defines or explains the criteria for actual allowable costs for each OCA. All

cost definitions are applicable to the coalition, coalition’s contractors, and

OEL’s contractors) AMERICAN RECOVERY AND REINVESTMENT ACT (ARRA) -School Readiness (SR) OCAs provided for reporting restitution adjustments. As of June 30, 2011, expenditure of ARRA funds is no longer available. 97ARA CCDF

Discretionary CCDF funds code - direct service costs

ARRA ARRA

SR Income Eligible ARRA

Services provided to a family in which the parents with whom the child resides are each employed or engaged in eligible education activities (unless exempt from work requirements due to age or disability as documented by a licensed physician) a minimum of 20 hours per week. If a coalition receives a variance from the definition of “working family” under s. 1002.81 (16) F.S., the participant’s eligibility shall be determined in accordance with the terms of the variance. The family income shall not exceed 150 percent of the FPL to enter the program and shall not exceed 200 percent to continue to receive financial assistance. If an existing client transfers from another SR billing group, the family income may exceed 150 percent of the FPL but may not exceed 200 percent. In two-parent families, each parent must individually meet the employment/education/ training criteria (unless exempt from work requirements due to age or disability as documented by a licensed physician). This includes a case when the parent(s) or legal guardian places a child with a relative, permanently or on a short term basis, and is not receiving temporary cash assistance and income eligibility is based on the child’s income and the guardian’s income. The use of the Eligibility Code is optional; it may be used in lieu of the ARRA Eligibility Code for those ELC’s that would prefer to transfer clients from BG 27 to ARRA AR 27 to maintain the continuity for eligibility codes. (Public Law 111-5, American Recovery and Reinvestment Act of 2009).


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97ARA CCDF Discretionary

CCDF funds code - direct service costs

ARRA AR27 SR Income Eligible ARRA

Use the ARRA AR 27 when transferring clients from BG8-27. The coalition does not need to transfer clients from ARRA to AR 27 if the client has already been assigned the ARRA eligibility. Services provided to a family in which the parents with whom the child resides are each employed or engaged in eligible education activities (unless exempt from work requirements due to age or disability as documented by a licensed physician) a minimum of 20 hours per week. If a coalition receives a variance from the definition of “working family” under s. 1002.81 (16), F.S., the participant’s eligibility shall be determined in accordance with the terms of the variance. The family income shall not exceed 150 percent of the FPL to enter the program and shall not exceed 200 percent to continue to receive financial assistance. In two-parent families, each parent must individually meet the employment/education/ training criteria (unless exempt from work requirements due to age or disability as documented by a licensed physician). This includes a case when the parent(s) or legal guardian places a child with a relative, permanently or on a short term basis, and is not receiving temporary cash assistance and income eligibility is based on the child’s income and the guardian’s income. (Public Law 111-5, American Recovery and Reinvestment Act of 2009).



ARRA AR31

SR Income Eligible ARRA

Use ARRA AR 31 when transferring clients from BG8-31. The coalition does not need to transfer clients from ARRA to AR31 if the client has already been assigned the ARRA eligibility. Services provided to a family in which the parents with whom the child resides are each employed or engaged in eligible education activities (unless exempt from work requirements due to age or disability as documented by a licensed physician) a minimum of 20


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hours per week. If a coalition receives a variance from the definition of “working family” under s. 1002.81 (16), F.S, the participant’s eligibility shall be determined in accordance with the terms of the variance. The family income shall not exceed 150 percent of the FPL to enter the program and shall not exceed 200 percent to continue to receive financial assistance. A client with a family income that exceeds 150 percent of the FPL should be transferred to the appropriate billing group/eligibility code. In two-parent families, each parent must individually meet the employment/education/ training criteria (unless exempt from work requirements due to age or disability as documented by a licensed physician). This includes a case when the parent(s) or legal guardian places a child with a relative, permanently or on a short term basis, and is not receiving temporary cash assistance and income eligibility is based on the child’s income and the guardian’s income. The use of this Eligibility Code is optional, it may be used in lieu of the ARRA Eligibility Code for those ELC’s that would prefer to transfer clients from BG8 31 to ARRA AR31, to maintain continuity for eligibility codes. (Public Law 111-5, American Recovery and Reinvestment Act of 2009).


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ARRA UNEM SR Unemployment ARRA

Services provided to a family currently receiving Florida unemployment compensation (UC) benefits or for a family applying to receive UC benefits. Families currently receiving UC benefits must demonstrate evidence of UC benefit receipt and that family income is at or below 150 percent of the FPL. If an existing client transfers from another SR billing group, the family income may exceed 150 percent of the FPL but may not exceed 200 percent. A family maintains in this category for a maximum of six months as long as the family continues to receive UC benefits, complies with the requirements of the UC program, and family income remains below 200 percent FPL. A UC applicant’s family shall be determined eligible for an initial period of 30 days under this eligibility category if the family demonstrates evidence of UC benefit application and that family income is at or below 150 percent of the FPL. A UC applicant’s family will maintain SR eligibility subject to demonstrating evidence of a pending appeal or evidence of UC benefit receipt. If a child is eligible to receive SR services under any other eligibility category, the coalition shall offer the child services under the alternative eligibility category (Rule 6M-ER09-2 F.A.C.).


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VI. OTHER – SCHOOL READINESS OCA Funding


Group Eligibility


(Defines or explains the criteria for actual allowable costs for each OCA. All cost

definitions are applicable to the coalition, coalition’s contractors, and OEL’s

contractors) Other – School Readiness (SR) Administration

97ADV TANF Eligible; CCDF Eligible; State GR Unrestricted ONLY

Unassigned N/A N/A SR Advance Payments that the Office makes in advance to a coalition to ensure adequate funding levels and allow for cash flow management at the local level. Advances should not exceed the actual and immediate cash needs of the highest prior year monthly cash need.

VII. ADMINISTRATION – VOLUNTARY PREKINDERGARTEN (VPK) OCA Funding


Group Eligibility



cost definitions are applicable to the coalition, coalition’s contractors, and

OEL’s contractors) ADMINISTRATION –Voluntary Prekindergarten (VPK) Cost Allocation Considerations

a. Coalitions shall allocate salaries and benefits in accordance with their PARs allocation based on direct staff hours (direct charge when possible; allocate shared activities based on percentage of direct staff hours per PAR).

b. Coalitions should direct charge or allocate in accordance with an approved cost allocation plan other costs if the allocated cost is appropriate to the OCA to which the coalition is charging the cost. See OEL Cost Allocation Plan Guidance for further instructions.

A cost is allocable to a particular OCA if the costs of goods or services involved are chargeable or assignable to such OCA in accordance with relative benefits received. For example, a staff member may use a telephone to provide both administrative and eligibility services for the coalition. The employee’s time working in these areas of responsibility (administration and eligibility services) will determine the allocation of the cost of this equipment. VPADM VPK State

Funds – SPK_XX

Administrative N/A N/A VPK Administration

Administrative costs for the VPK Education Program the coalition or its contractor pay to all subrecipients. Costs in this category include, but are not limited to, program administration, costs related to determining VPK provider payments, reconciling VPK pre-payments, and other fiscal services. OEL reimbursements to a coalition for total costs in this category –combined with total costs for VPK Enrollment (VPENR), and VPK Monitoring (VPMON) –may not exceed 4 percent of the total costs a coalition expends for VPK Direct Program Services (VPPRS), and VPK


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School District Roundup.

VPADM – Additional Explanation Specific Expenditures Examples 1. Program Administration

a. Salaries of and benefits of the executive director, administrative assistant, information technology, finance director, and human resources personnel engaged in administrative activities (Note: Certain employee overtime may require prior approval)

b. Insurance – directors, officers, property, liability c. Human Resource Functions – payroll, employee handbook preparation and updates, employee hiring and

records administration, employee time and attendance, employee training and development records, employee screening

d. Meetings and staff time related to any administrative services listed within this definition e. Development, updates, amendments, and submissions of the following documents:

i. Coalition Annual Report ii. Cost Allocation Plan

iii. Prior Approval (where federal funds are involved, see OEL Program Guidance 240.05) v. Entity Policies – HR, Fiscal, Procurement, IT, Security Disaster Recovery Plan, COOP Plan

vi. Internal Control Questionnaire and Internal Control Evaluations vii. Workflow documents

viii. Annual inventory report f. Dues and Subscriptions (membership in civic or community organizations requires prior approval. See OEL

Program Guidance 240.05) g. Audio/visual support for VPK trainings h. Procurement and Contract Management

i. Development of procurement and contract documents and contract management, including contract monitoring (includes any monitoring except health and safety)

i. Legal Services j. Reasonable and necessary bank fees k. Fraud – prevention and detection, submission of fraud referrals, and tracking of fraud restitution l. Travel costs incurred for official business in carrying out the program m. All costs related to activities identified above, including, but not limited to, postage, shipping, telephone/cell

phones, maintenance and repairs, information technology other than establishment and maintenance of a statewide computerized child care system, printing, rent, pest control, utilities, office supplies, rental of copiers, computers, printers, office furniture, meeting space rental, janitorial services, and facility security

n. Fiscal/Fiscal Related Activities iv. Audit Services to meet Single Audit requirements v. Filing of tax returns, including quarterly 941s and other payroll tax returns, annual 990, annual

Solicitations of Contributions for the state of Florida, and other tax-exempt entity filings vi. Entering and reconciling VPK provider payments into a computerized childcare information system

vii. VPK attendance sheet processing and paying providers viii. Preparing and submitting reimbursement requests and supporting documentation

ix. Benefit recovery due to error not related to fraud x. Preparing expenditure reports on a monthly basis, including utilization reports

xi. Financial management: tasks related to OEL or coalition prior approval, purchasing, and allowability of expenditures guidance

xii. Calculating and reporting of interest earned xiii. Bank and other account reconciliations, including general ledger reconciliations to statewide

information system xiv. Tracking, reporting, and reconciling restitution payments

2. Activities allowable under multiple OCAs: a. Outreach activities for VPK – also allowable under OAMI VPLPI b. Training, technical assistance, and other staff development activities for coalition staff, contractors, and VPK


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providers – also allowable under OAMI VPLTR c. Provider grants for VPK classroom enhancement – curricula and materials for providers also allowable under

OAMI VPLCM d. VPK Attendance monitoring – also allowable under VPMON and VPMNI

Time spent on activities after the file was “authorized” for service including re-enrollment of parent, parent request to change providers, and matching certificates to case files – also allowable under VPENR

OCA Funding Type


Eligibility Code


ADMINISTRATION –Voluntary Prekindergarten (VPK)

VPENR VPK State Funds – SPK_ XX

Administrative N/A N/A VPK Enrollment

VPK enrollment includes program planning and implementation; local curricula and materials; local training; enrolling and reenrolling children, maintaining and distributing provider profiles, and registering providers; and determining eligibility of providers (would not include the initial registration of providers prior to July 1, 2005, because this was implementation). OEL reimbursements to a coalition will be for total costs in this category, combined with total costs for VPK Administration (VPADM) and VPK Monitoring (VPMON). All combined costs for VPK Administration may not exceed 4 percent of the total amount a coalition expends for VPK Program Services (VPPRS), and VPK School District Roundup (VPKSD).


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VPENR – Additional Explanation Specific Expenditures Examples 1. Determination of child eligibility

a. Enrolling and re-enrolling children b. Entry of data into a computerized childcare information system related to enrollment, including updating

history codes of families who are eligible but not enrolled c. Staff time for authorizing the child for service with documentation in place and follow-up with parents for any

additional documentation for the file d. Entry of provider profile data into a computerized childcare information system e. Registering providers f. Determining eligibility of providers

2. Others costs related to enrollment a. All costs related to activities identified above, including, but not limited to, postage, shipping, telephone/cell

phones, data lines, printing, rent, pest control, utilities, office supplies, rental of copiers, IT other than establishment and maintenance of a statewide computerized childcare information system, and security. Direct charge or allocated in accordance with approved cost allocation plan

3. Activities allowable under multiple OCAs a. Time spent on activities after the case was “authorized” for service, including re-enrollment of parent, parent

request to change providers, matching certificates to case files – also allowable under VPADM b. Costs related to VPK enrollment round-ups and interviews, including advertising, supplies, data entry, time

spent on VPK forms, and the overall costs of the event – also allowable under VPLPI 4. Cost Allocation Considerations

a. Coalitions shall allocate salaries and benefits in accordance with their PARs allocation based on direct staff hours (direct charge when possible; allocate shared activities based on percentage of direct staff hours per PAR)

b. Coalitions should direct charge or allocate other costs in accordance with an approved cost allocation plan if the allocated costs are appropriate to the OCA to which the coalition is charging the cost. See OEL’s Cost Allocation Plan Guidance

c. A cost is allocable to a particular OCA if the costs of goods or services are chargeable or assignable to such OCA in accordance with relative benefits received. For example, a staff member may use a telephone to provide both administrative and eligibility services for the coalition. The employee’s time working in these areas of responsibility (administration and eligibility services) will determine the allocation of the cost of this equipment.

OCA Funding Type


Eligibility Code



VPMON VPK State Funds – SPK_ XX

Administrative N/A N/A VPK Monitoring

VPK monitoring includes verifying compliance of providers and other contractors, removing providers/contractors because of noncompliance, documenting and certifying student enrollment and student attendance, and reviewing/approving provider improvement plans and corrective action plans. OEL reimbursements to a coalition for total costs in this category, combined with total costs for VPK Administration (VPADM) and VPK Enrollment (VPENR), may not exceed 4 percent of the total amount expended by a coalition for VPK Program Services (VPPRS), and VPK School District Roundup (VPKSD).


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VPMON – Additional Explanation Specific Expenditures Examples 1. Verifying compliance of providers and removing providers because of noncompliance

a. VPK compliance monitoring of providers b. Costs associated with removal of a provider from the program

2. Documenting and certifying student enrollment and student attendance a. VPK attendance reconciliation matching the VPK attendance sheets to the payment records and verification of

SAPCC (parent form), all attendance sheet sorting, matching to the parent certificates, researching discrepancies between attendance sheets and enrollment issues, or what is in the computerized childcare information system. Includes research for reconciliation of payment

b. Reviewing/approving provider improvement plans and corrective actions 3. Reviewing and approving provider improvement plans and corrective actions

a. Reviewing and approving Providers on Probation (POPs) improvement plans b. Follow-up reviews on POPs corrective action plans

4. Other a. All costs related to activities identified above, including, but not limited to, postage, shipping, telephone/cell

phones, printing, rent, pest control, utilities, office supplies, rental of copiers, computers, and printers 5. Activities allowable under multiple OCAs Time spent on activities after the file was “authorized” for service, including re-enrollment of parent, parent request to change providers, matching certificates to case files – also allowable under VPADM

OCA Funding Type


Eligibility Code



VPSYS VPK State Funds – SPK-XX

Administrative N/A N/A VPK administrative child care information system

Expenditures related to the establishment and maintenance of a statewide computerized child care information system. Expenditures shall be based on the approved cost allocation plan.

VPSYS – Additional Explanation VPSYS is a program support (non-direct) OCA and captures all costs related to the development, implementation, and maintenance of the computerized childcare information systems. These costs include salaries and benefits for staff time related to these responsibilities, as well as hardware, software, and connectivity. The coalition may also allocate other coalition expenses related to IT staff, such as rent, utilities, and phones based on the coalition’s allocation plan; however, all allocated costs must align with the OCA definition to which the coalition charges the expense. Coalitions must charge all IT costs not directly related to development and maintenance of statewide childcare information system to VPADM or allocate them appropriately based on current OCA definitions and the coalition’s approved cost allocation plan. 2. Specific Expense Examples

a. Existing Information System – EFS i. Maintenance of existing computerized child care information system

ii. Maintenance of secure provider portal for interfacing iii. Maintenance of secure client/parent portal(s) for interfacing iv. Salaries and related cost of staff engaged in above activities, including planning, developing,

designing, updating, and reporting v. Software licenses and system hardware

b. Development of Information Technology Projects i. Training

ii. Network equipment iii. Activities, including planning, developing, designing, updating, and reporting

c. All implementation requirements i. Salaries and related cost of staff engaged in ongoing training and system start-up

d. Software or System Maintenance


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i. Ongoing costs related to required system connectivity ii. Salaries and related cost of staff engaged system maintenance

d. EFS-related closeout of ELC hardware/servers as part of transition to Tallahassee-based state-level Data Center.

VPADV VPK State Funds – SPK_XX

Unassigned N/A VPK Advance Payment

Payments OEL makes in advance to a coalition for administrative cost to ensure adequate funding levels and allow for cash flow management at the local level for the VPK program.

VIII. OUTREACH, AWARENESS, AND MONITORING INITIATIVE – VOLUNTARY PREKINDERGARTEN (VPK)

OCA Funding Type


Eligibility Code


OUTREACH, AWARENESS, AND MONITORING INITIATIVE –Voluntary Prekindergarten (VPK) Cost Allocation Considerations

a. Coalitions shall allocate salaries and benefits in accordance with their PARs allocation based on direct staff hours (direct charge when possible; allocate shared activities based on percentage of direct staff hours per PAR)

b. The coalition should direct charge or allocate in accordance with an approved cost allocation plan other costs if the allocated cost is appropriate to the OCA to which the coalition is charging the cost. See OEL Cost Allocation Plan Guidance for further instructions.

A cost is allocable to a particular OCA if the costs of goods or services involved are chargeable or assignable to such OCA in accordance with relative benefits received. For example, a staff member may use a telephone to provide both administrative and eligibility services for the coalition. The employee’s time working in these areas of responsibility (administration and eligibility services) will determine the allocation of the cost of this equipment. VPMNI VPK State

Funds – SPK_ XX

Outreach, Awareness,

and Monitoring

Initiative

N/A N/A VPK Monitoring – Improvement

VPK monitoring improvement includes verifying compliance of providers and other contractors, removing providers/contractors because of noncompliance, documenting and certifying student enrollment and student attendance, and reviewing and approving provider improvement plans and corrective action plans. The VPK OAMI grant funds this OCA.

VPLPI VPK State Funds – SPK_ XX

Outreach, Awareness, and Monitoring Initiative

N/A N/A VPK Local Planning and Implementation

VPK local planning and implementation includes, but is not limited to, increased capacity needed for IT, initial registering of providers and students, and planning activities. The VPK OAMI grant funds this OCA (Section 1002.55, F.S., Section 1002.61, F.S., and Section 1002.63, F.S.).


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VPSYI VPK State Funds – SPK-XX


N/A N/A VPK Outreach Child Care Information System

Expenditures related to the establishment and maintenance of a statewide computerized child care information system. Expenditures shall be based on the approved cost allocation plan.

VPLCM VPK State Funds – SPK_ XX


N/A N/A VPK Local Curricula and Materials

VPK local curricula and materials include curricula and materials made available to a VPK provider. The VPK OAMI grant funds this OCA. (Section 1002.71(7), F.S.).

VPLTR VPK State Funds – SPK_ XX


N/A N/A VPK Local Training

VPK local training includes training for coalition staff, contractors, and VPK providers. The VPK OAMI grant funds this OCA. (Section 1002.71(7), F.S.).

VPAVP VPK State Funds – SPK_ XX


N/A N/A VPK Advance Payment – Outreach, Awareness and Monitoring Initiative Grant

Payment OEL makes in advance for funds to a coalition to ensure adequate funding levels for outreach and awareness and allow for cash flow management at the local level for the VPK program. The coalition must return funds as it incurs actual costs.

IX. DIRECT SERVICES – VOLUNTARY PREKINDERGARTEN (VPK) OCA Funding


Group Eligibility


DIRECT SERVICES -VOLUNTARY PREKINDERGARTEN (VPK)

VPPRS VPK State Funds - SPK_ XX

Direct Services N/A N/A VPK Direct Program Services

Program services delivered to an eligible four-year-old child enrolled in the VPK program. Expenditures in this OCA are payments to the private and public school VPK providers (Section 1002.51-79, F.S.; and Rule 6M-8.100-8.900, F.A.C.).


Direct Services VPK VPKS VPK Direct Program Services

Program services delivered to an eligible four-year-old child enrolled in the VPK summer program. Expenditures in this OCA are payments to the private and public school VPK providers (Section 1002.51-79, F.S.; and Rule 6M-8.100-8.900, F.A.C.)


Direct Services SISP SISP VPK Direct Program Services

Program services delivered to an eligible four-year-old child enrolled in the VPK Specialized Instructional Services program. Expenditures in this OCA are payments to the private


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and public school VPK providers. This funding type pertains to both VPK SIS Summer and VPK SIS School-year (Section 1002.51-79, F.S.; and Rule 6M-8.100-8.900, F.A.C.).

VPPRV VPK State Funds - SPK_ XX

Direct Services

N/A N/A VPK Direct Program Services Advance

Payment the Office makes in advance to a coalition based on projected enrollment to ensure adequate cash flow for the coalition. A coalition may not keep the advance for the full fiscal year (; Section 1002.51-79, F.S.; and Rule 6M-8.100-8.900, F.A.C.).

VPPRP VPK State Funds - SPK_ XX

Direct Services

N/A N/A VPK Provider Prepayment

Prepayments the Office makes to a coalition for VPK direct services based on the number of children enrolled in the program. The coalition will reconcile a prepayment with VPK actual direct services costs. At the end of the state fiscal year, this account should have a zero fiscal balance. (Section 1002.51-79, F.S.; and Rule 6M-8.100-8.900, F.A.C.).

OCA Funding Type


Eligibility Code


DIRECT SERVICES -VOLUNTARY PREKINDERGARTEN (VPK)

VPKSD VPK State Funds - SPK_ XX

Direct Services N/A N/A VPK School District Minimum Funding

School district minimum funding for the VPK summer program (Section 1002.71(3) (d), F.S.).

X. QUALITY SERVICES – EARLY LEARNING PERFORMANCE FUNDING PROJECT (ELPFP) OCA Funding


Group Eligibility


QUALITY SERVICES –EARLY LEARNING PERFORMANCE FUNDING PROJECT

97PFA CCDF Eligible

Programmatic Code – ELC Quality Services –Project Management costs subject to maximum restriction for ELC Quality Supports and Project

N/A N/A Performance Funding – ELC Project Management

Costs related to the allowable project management tasks of the early learning performance funding project. This includes costs associated with determining provider


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Management (See ELPFP Notice of Award)

eligibility and participation tiers assignments, budget management, contract management, and project management responsibilities in accordance with OEL Program Guidance 420.01.

97PFQ CCDF Eligible

Programmatic Code – ELC Quality Services – Quality Supports costs subject to maximum restriction for ELC Quality Supports and Project Management (See ELPFP Notice of Award)

N/A N/A Performance Funding – ELC Quality Supports

Costs related to implementing quality improvement strategies and teacher stipends within the Early Learning Performance Funding Project in accordance with OEL Program Guidance 420.01.

PFPPD CCDF Eligible

Programmatic Code – Provider Quality services

PFPD T2 Performance Funding Providers – Tier 2 Non High Need

Performance differential to early learning performance funding Tier 2 providers not located in high needs tracts.

Reference: OEL Program Guidance 420.01 - Early Learning Performance Funding Project

PFPPD CCDF Eligible


PFPD T2H Performance Funding Providers – Tier 2 High Need

Performance differential to early learning performance funding Tier 2 providers located in high needs tracts.

Reference: OEL Program Guidance 420.01 - Early Learning


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Performance Funding Project

PFPPD CCDF Eligible





PFPPD CCDF Eligible





PFPPD CCDF Eligible


PFPD T3A Performance Funding Providers – Tier 3 Non High Need with Child Assessment

Performance and child assessment differential to early learning performance funding Tier 3 providers not located in high needs tracts that are participating in optional child assessment implementation.

Reference: OEL Program Guidance


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420.01 - Early Learning Performance Funding Project

PFPPD CCDF Eligible


PFPD T3HA Performance Funding Providers – Tier 3 High Need with Child Assessment

Performance and child assessment differential to early learning performance funding Tier 3 providers located in high needs tracts that are participating in optional child assessment implementation.


PFPPD CCDF Eligible




Reference: OEL Program Guidance 420.01 - Early Learning Performance Funding Project .

PFPPD CCDF Eligible





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PFPPD CCDF Eligible




Reference: OEL Program Guidance 420.01 - Early Learning Performance Funding Project.

PFPPD CCDF Eligible






65

PFPPD CCDF Eligible





PFPPD CCDF Eligible





PFPPD CCDF Eligible




Reference: OEL Program Guidance 420.01 - Early Learning Performance Funding


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Project

PFPPD CCDF Eligible





PFPCL CCDF Eligible


N/A N/A Performance Funding Provider Bonus

Costs for bonus payments to performance funding project Tier 1 providers based on composite CLASS score improvement.Subject to availability of funds. Reference: OEL Program Guidance 420.01 - Early Learning Performance Funding Project


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XI. OTHER – EARLY LEARNING PERFORMANCE FUNDING PROJECT (ELPFP) OCA Funding


Group Eligibility


QUALITY SERVICES –EARLY LEARNING PERFORMANCE FUNDING PROJECT

97PAV CCDF Eligible

Unassigned N/A N/A Performance Funding – ELC Advance

Payments OEL makes in advance to a coalition to ensure adequate funding levels and allow for cash flow management at the local level for the Performance Funding Project. This OCA must be reconciled based on current cash needs with each invoice and fully repaid by the end of the grant award period.


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XVI. ADMINISTRATIVE – HELP ME GROW OCA Funding


Group Eligibility


(Defines or explains the criteria for actual allowable costs for each OCA. All cost definitions are applicable to the contractor and the contractor’s

subrecipients) ADMINISTRATIVE – Help Me Grow Represent costs associated with the overall management and administration of program operations which are not related to the direct provision of program services. These costs are subject to an annual 5 percent spending cap. Cost Allocation Considerations When goods or services benefit more than one activity or grant program operated by an entity the related costs are considered shared costs that must be “allocated” (i.e., split out or assigned) to the benefitting programs and activities. Cost allocation is the process of splitting and assigning these costs. State and/or federal cost principles instruct us to (1) allocate these costs based on the relative benefits received by each program/activity and to (2) use a reasonable and consistent basis for these calculations. Cost allocation considerations have been added to the expanded OCA definitions included here. A short summary is provided below and is applicable to all HMG OCAs and related expenditures.

• Salaries and benefits shall be allocated in accordance with the entity’s Personnel Activity Reports (PARs) allocations based on direct staff hours (i.e., direct charge staff time when possible; allocate shared activities based on the percentages of direct staff hours per PAR for each program/project).

• Costs should be direct-charged or allocated in accordance with an approved cost allocation plan. Remember costs can only be charged against allowable OCA codes; make sure any allocated cost is appropriate for the OCA to which the cost is being charged.

A cost is allocable to a particular OCA if the costs of goods or services are chargeable or assignable to such OCA in accordance with relative benefits received as described in OEL’s OCA guidance. For example, a telephone may be used by a staff member to provide both administrative and eligibility services for the HMG affiliate. The employee's time working in these areas of responsibility (administration and program support services) will determine the allocation of the related cost. Reminders for invoicing costs Each OEL subrecipient and its subcontractor(s) should review the illustrative examples provided here and charge expenses according to OCA definitions. Please remember -

• Enhanced OCA definitions have been provided to clarify restrictions on types of costs allowed based on input/instructions provided to the Office by federal/state funding agencies and oversight bodies.

• All entities that participate in the early education program service delivery system and that are subject to federal/state cost allocation requirements must follow this guidance. All cost reporting/allocation calculations will comply with updated OCA working definitions as provided by the Office.

• In no circumstances will cost allocation plan disclosures override the Office’s OCA definitions. 97HMA General

Revenue Administrative – costs subject to 5 percent restriction

N/A N/A HMG Administrative

Administrative costs are necessary and allowable expenses associated with the overall management and administration of a program which are not related to the direct or non-direct provision of services or otherwise allocable to the program cost objectives/categories. These costs can include (1) both personnel


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and non-personnel expenditures and (2) costs that represent directly-identifiable activities or shared/common costs associated with the management of programs/projects funded by OEL. Examples of these costs include, but are not limited to the following items. Example administrative activities salaries and related costs of staff engaged in administration.

• Reviewing agreements or contracts for accuracy and program and fiscal compliance;

• Monitoring activities – see examples

• Preparing reports – see examples identified in - Additional Explanations c. and e ;

• fiscal and budgetary activities;

• human resource activities;

• procurement - see examples identified in Administrative Activities g.;

• authorization of and payment for contracts payments;

• match raising activities; • legal services; • general services; • civic or community

organization dues and general program subscriptions; maintaining complaint files and general record retention activities;

• resolution of audit findings;

• travel costs incurred for carrying out office business of the program;

• board governance activities HMG FL Governing Team activities to determine funding, expectations


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and policy issues for HMG affiliates; and

• indirect costs, such as required insurance and bonding costs.

97HMA – Administrative activities – Additional Explanations Specific Expense Examples a. Salaries and benefits of the executive director, executive director’s administrative assistant, director of program operations, information technology director, finance director, and human resources director, or personnel performing these administrative functions.

i. Staff time for the listed executive level positions spent on shared/pooled activities should be charged as administrative costs. ii. Staff time for the listed executive level positions that directly benefits a non-direct or direct service activity (see other OCA descriptions) may be charged directly if such time is tracked and documented.

b. Costs for goods and services required for the administration of the program. i. Includes rental or purchase of equipment, utilities, and office supplies. ii. Includes all costs related to activities identified in the definition above, including, but not limited to, postage, shipping, telephone/cell phones, maintenance and repairs, printing, rent, pest control, utilities, office supplies, rental of copiers, website maintenance and hosting, printers, office furniture, meeting space rental, janitorial services, and facility security.

c. Development, updates, amendments and submissions of the following documents i. Annual Report ii. Cost Allocation Plan iii. Prior Approval Requests (See OEL Fiscal Guidance 240.05) iv. Entity Policies – HR, Fiscal, Procurement, IT, Security v. Disaster Recovery Plan, COOP Plan vi. Internal Control Questionnaire and Internal Control Evaluations vii. Workflow documents viii. Annual inventory report

d. Monitoring activities - *For 2015-16, see 97HMS definitions for examples of scoped support services/monitoring tasks. No administrative monitoring tasks planned for 2015-16 as implementation year 2 for this program/project.

i. Preparation of annual monitoring plan ii. Programmatic and fiscal compliance monitoring of sub-recipient(s) iii. Internal monitoring iv. Investigation of non-compliance issues

e. Fiscal and budgetary activities/costs – *Match related activities not applicable in program year 2015-16. i. Preparation of Match Report ii. Activities related to “match raising” iii. Expenditure Report preparation iv. Monthly reconciliations, including bank accounts and general ledger reconciliations to statewide information systems. v. Budget preparation and analysis vi. Provider payment processing vii. Cash management viii. Financial statement preparation ix. Reasonable and necessary bank fees x. Invoice and supporting documentation preparation and submission xi. Filing of tax returns, including quarterly 941s and other payroll tax returns, annual 990, annual Solicitations of Contributions for the State of Florida, other tax-exempt entity filings xii. OMB A-133 Audit/Single Audits

f. Human Resource Functions


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XVII. PROGRAM SUPPORT (NON-DIRECT) SERVICES – HELP ME GROW

i. Payroll tasks, employee handbook preparation and updates, employee hiring and records administration, employee time and attendance, employee training and development records, employee screening, governing board member screening.

g Procurement and Contract Processing i. Processing of procurement and contract documents for execution and /payment. (Note, this does not include

contract development with the exception of an administrative review of the contracts and amendments for accuracy and program and fiscal compliance. This also does not include contract management, with the exception of authorization for and processing for contract payment.)

h. Dues and subscriptions such as membership in civic or community organizations. (Note: These costs require prior approval. See OEL Fiscal Guidance 240.05. In addition, the membership fee to the HMG National Center is excluded because this fee is purchasing support from the National Center, including but not limited to technical assistance, use of other states’ common indicator reports, and information on innovative strategies and practice. See 97HMS definition) i. Record Retention – cost for storing required program documentation j. Required insurance and bonding – general liability, property, fidelity bonds; error and omissions. 97HMM Local Match N/A N/A HMG Local

Match For use at the subrecipient level only to record matching funds.

OCA Funding Type


Eligibility Code


actual allowable costs for each OCA. All cost definitions are applicable to the

contractor and the contractor’s subrecipients)

Program Services – Help Me Grow Program services expenditures are costs that can be specifically identified with providing HMG services from one of the four core components of the HMG model to eligible children and families, to health care providers, early education professionals, partnering early education program providers or to members of local communities in the state of Florida. Notes:

1. Represent HMG System structural requirements from national website on the HMG model. 2. Represents a core component of the HMG system service model. 3. Represents items defined by the HMG national website on the HMG model.

Represents items defined in draft OEL’s three-year state plan. 97HMS General

Revenue HMG Structural Reqts

N/A N/A HMG Program Support

The HMG national model describes three structural elements needed for effective and efficient delivery of program services.

1. Organizing entity1 2. Statewide expansion and

sustainability1 3. Continuous quality

improvement1

Organizing entity1 • Establish, maintain and

oversee HMG state coordinating office.

• Provide administrative and fiscal oversight.


72

• Serve as stable administrative “home”

• Develop the capacity of HMG affiliates.

• Help identify and coordinate partners into a leadership team or steering committee that will guide the HMG network as it evolves.3

• Conduct periodic project evaluation tasks.

• Data compilation (e.g., tasks for each local site to compile data for the common indicators of the HMG model to help target services to needy populations; also includes tasks to compile data from all local sites at the state level for program management/oversight activities.

• Providing/participating in technical assistance and training.

• Identifying innovative practices and strategies to improve the system.

• HMG Governing Team discussions regarding program direction and infrastructure.

Help Me Grow Website4

Support activities to host and update formats, for a HMG Florida website. Statewide expansion & sustainability1 Efforts to build broad-based ownership of the system across service sectors to leverage resources and improve linkages in communities.3

• State-level project plans. • Local level plans. • Utilize and maintain a

statewide steering committee (key stakeholders in the health, early childhood and other related service systems) to create state level


73

partnerships and provide guidance for HMG Network activities.

Continuous Quality Improvement1

• Efforts to ensure the success of programs and services through ongoing analysis and modification in response to data provided and lessons learned.3

• State-level plans • Local level plans

Includes, but may not be limited to, activities such as3

• Caller satisfaction surveys • Online surveys • Training of staff for

individual HMG affiliates • Statewide training sessions

for HMG affiliates • Annual membership fee to

the HMG National Center for program support including but not limited to technical assistance, use of other states’ common indicator reports, and information on innovative strategies and practices.

Contract Management, Monitoring and Strategic Planning5 Efforts to perform management and oversight tasks of program operations and compliance with applicable laws, rules, regulations and guidance. Strategic planning, management and oversight duties include, but may not be limited to the following tasks. • Contract development.

Determining framework and scope of work for HMG Affiliates implementation and enhancement of HMG.

• Contract management. Ensuring the fidelity of the implementation of the HMG model through review of the programmatic and fiscal deliverable information against the contract.


74

• Support services to coordinate the provision of HMG services in the local communities with other federal, state and local-funded early childhood development programs.

• Reviewing required financial and programmatic reports

• Following-up and ensuring affiliates take timely and appropriate action on deficiencies detected through audits, on-site reviews, and other means

• Technical assistance on program-related matters.

• Planning, developing and designing the state’s Help Me Grow Project system

97HMI General

Revenue HMG Structural Reqts

N/A N/A HMG Information Systems

Common Database Referral Tracking System4

Costs to develop, purchase and install a common computerized database/call center referral system for HMG’s State Coordinating office and any affiliates. Includes licensing, hosting and other related fees.

97HMI – HMG Network Information Systems - Additional Explanation 97HMI is a program support (non-direct) OCA and captures all costs related to the development, implementation, and maintenance of the computerized Common Database Referral Tracking System information systems. These costs include salaries and benefits for staff time related to these responsibilities, as well as hardware, software, and connectivity. The entity may also allocate other expenses related to IT staff, such as rent, utilities, and phones based on OEL-approved cost allocation plan; however, all allocated costs must align with the OCA definition to which the expense is charged. All IT costs not directly related to development and maintenance of the Common Database system should be charged or allocated based on current OCA definitions and OEL cost allocation guidance. 1. Specific Expense Examples a. Existing Information System – *will apply after implementation year 2014-15

i. Maintenance of existing computerized information tracking system ii. Maintenance of secure provider portal for interfacing iii. Salaries and related cost of staff engaged in above activities, including planning, developing, designing, updating, and reporting iv. Software licenses and system hardware

b. Development of Information Technology Projects i. Training ii. Network equipment iii. Activities, including planning, developing, designing, updating, and reporting

c. Software or System maintenance i. Ongoing costs related to required system connectivity ii. Salaries and related cost of staff engaged system maintenance


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XVIII. DIRECT SERVICES – HELP ME GROW OCA Funding


Group Eligibility



cost definitions are applicable to the contractor and the contractor’s

subrecipients) Program Services – Help Me Grow Program services expenditures are costs that can be specifically identified with providing HMG services from one of the four core components of the HMG model to eligible children and families, to health care providers, early education professionals, partnering early education program providers or to members of local communities in the state of Florida. Notes:

4. Represent HMG System structural requirements from national website on the HMG model. 5. Represents a core component of the HMG system service model. 6. Represents items defined by the HMG national website on the HMG model.

Represents items defined in draft OEL’s three-year state plan. 97HMD General

Revenue Programmatic – direct service costs, and list four core elements of the HMG model

N/A N/A HMG Program Activities

Child Health Care Provider Outreach2 Activities to support early detection and intervention for eligible children. HMG service model goals are to (1) conduct developmental surveillance and screening of children from birth to age five; (2) use the call center and (3) systematize developmental surveillance and screening and the use of HMG in health care provider practices.1 HMG service model activities include3

• Conduct targeted outreach to child health care providers through office-based education and training.

• Conduct follow-up visits to leave materials.

• Maintain visibility of HMG. • Learn about local issues,

specific needs and best practices in supporting developmental surveillance and screening.

Centralized Telephone Access Point2 Activities to connect children and their families to services and care coordination. Call center activities focus on “go-to” services to family members, child health care providers and other professionals seeking information, support and referrals for children.3 • Call center must be

adequately staffed with


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individuals who are trained in telephone casework, have cultural sensitivity, and have backgrounds in child development. 3

• Will assist parents with early childhood questions, conducting basic child screening, referring families to needed services, following up with families regarding services received and recording data for the families and other individuals served.

Community Outreach and Public Awareness2

Activities to promote the use of HMG and provide networking opportunities among families and service providers.3 • Initiate and maintain a

community presence. • Compile and maintain a

resource directory. • Public awareness campaign to

promote child development and screening.

Efforts to compile and maintain a resource directory includes, but is not limited to (1) primary and specialty medical care providers (2) early childhood education and child care programs (3) developmental disabilities assessments and intervention programs (4) mental health services (5) family and social support programs (6) child advocacy and legal services.3 • This directory (i.e., the

parent portal) will be web-based and will provide direct access to an inventory of locally available information and services.4

Public awareness materials and products will achieve the following4

• Promote parent and community knowledge of the issues and resources to


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support the health and development of young children (includes, but is not limited to developmental milestones and the importance of child screening).

• Inform parents about HMG and how HMG can help to optimize their child’s development.

• Encourage parents and other concerned individuals to contact HMG.

Data Collection2 Call Center Data - Information on who calls and why, as well as the outcomes for those requesting services.3 Data should also be collected on how well the HMG system is operating (i.e., surveys)3

• Child health care providers who participated in training(s).

• Families and providers who participated in educational sessions or networking opportunities.

• “Audit” the resource directory for current and complete resource sharing.

Community System Development

• Engaging stakeholders and partners in developing a system of community services and supports for the health and development of young children.

• Coordinating the provision of HMG services in the communities with other federal, state or local funded early childhood development programs.

Help Me Grow Website4

Activities to create, host, maintain and provide website content for a HMG Florida website. This website shall contain information about the HMG Florida program, local affiliate


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XVIII. OTHER – HELP ME GROW

sites, links to national site, developmental screening resources and news about the implementation of HMG. This website provides parents access to HMG service through a parent portal that enables parents to request HMG services from their local HMG Affiliate.

OCA Funding Type


Eligibility Code


actual allowable costs for each OCA. All cost definitions are applicable to the

contractor and the contractor’s subrecipients)

Other – Help Me Grow 97HMV General

Revenue Unassigned

N/A N/A HMG Advance Payments that the Office makes in advance to the FDDC to ensure adequate funding levels and allow for cash flow management of local level activities. Advances should not exceed the actual and immediate cash needs of the highest prior year monthly cash need. Note: This funding restriction will not apply for the implementation year 2014-15.

program guidance 250.10attch1...program guidance 250.01 attachment 1 other cost accumulators (oca)...

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