Child Care Assistance Program Information for Child Care Providers

Registration is the process used by CCAP to determine whether a child care provider meets the necessary requirements to get program payments.

For more information about CCAP registration, see the Minnesota Child Care Assistance Program (CCAP) Provider Guide (DHS-5260) (PDF).

All provider types, except for licensed family child care providers, may use the CCAP Provider Management tool in the Provider Hub beginning April 28, 2025, to register, renew their registration, or submit changes to their registration information. The CCAP Provider Management tool in the Provider Hub will be available to licensed family child care providers by August 2025.

DCYF CCAP manages registration for child care assistance for all providers. Providers have two options for completing the registration process:

• Option one: CCAP Provider Management tool in the Provider Hub
• Option two: CCAP Provider Forms Submission site (DHS-8671)

If you are unsure which option you should use to submit registration information, visit the DCYF CCAP Provider Support Team engagement site for more information.

Managing your CCAP information using the CCAP Provider Management tool in the Provider Hub is the fastest, easiest, and most secure way to register for CCAP.

The Provider Hub:

• Uses existing data the State of Minnesota has about your program to streamline the registration and renewal process.
• Keeps your data more secure than using mail, email or fax to share information.
• Reduces processing time for registration, renewal, and changes so payments occur faster and with fewer interruptions.
• Provides digital access to CCAP notices including information about Service Authorizations and payments.

To manage your registration information outside of the Provider Hub, complete and submit information using the CCAP Provider Forms Submission Site (DHS-8671).

Examples of information providers may submit on this site include:

• Registration and Acknowledgement forms and change requests
• W-9 tax information
• Requests to receive payments via direct deposit
• Requests to bill CCAP electronically using MEC² PRO
• Updates to your credentials or accreditations that make you eligible for a higher CCAP reimbursement rate
• Requests from certified centers to provide care in a short-term alternative location
• Training verifications

Beginning April 28, 2025, child care providers register for CCAP with the Department of Children, Youth, and Families (DCYF). Providers no longer register directly with the family’s CCAP agency. Providers who are currently registered with any CCAP agency will have their registration converted to a DCYF registration automatically. Registering with DCYF allows payment from any CCAP agency. This registration is valid for two years. After two years, providers must renew registration with DCYF. During the two-year registration period, providers must submit updates to registration information to DCYF.

Providers can manage their CCAP information, including registration requests, renewals, and change reporting in the Provider Hub or by using the CCAP Provider Forms Submission Site (DHS-8671) if you don’t have access to the CCAP Provider Management tool in the Provider Hub. 

Review the resources available on DCYF CCAP Provider Support Team engagement site or contact the DCYF CCAP Provider Support Team at [email protected] or 651-431-4848.

Registered providers must notify the DCYF CCAP Provider Support Team when their registration information changes. All providers agree to notify the DCYF CCAP Provider Support Team about changes as part of the registration process.

Report changes through:

• CCAP Provider Management tool in the Provider Hub
• CCAP Provider Forms Submission site (DHS-8671)

If you are unsure which option you should use to submit registration information, visit the DCYF CCAP Provider Support Team engagement site for more information.

For more information about reporting changes to your registration information, see the Minnesota Child Care Assistance Program (CCAP) Provider Guide (DHS-5260) (PDF).

Every two years, providers must renew their registration with DCYF. The renewal process is like the initial registration process. DCYF will notify your program when you must renew your registration. 

For more information about renewing your registration, see the Minnesota Child Care Assistance Program (CCAP) Provider Guide (DHS-5260) (PDF).

DCYF can revoke your registration and stop payments if you do not follow all program rules. This includes rules about:

• Maintaining a healthy and safe child care environment for children
• Keeping records and reporting accurate information about your program and families
• Billing accurately for care you provide to families using CCAP
• Giving caregivers unlimited access to their children during all hours that a child is in your care
• Follow rules about employing parents of enrolled children who are eligible for child care assistance

For more information about CCAP program rules, see the Minnesota Child Care Assistance Program (CCAP) Provider Guide (DHS-5260) (PDF).

You must submit a CCAP Billing Form to be paid by child care assistance. CCAP will send you a Billing Form for each family eligible for CCAP with a child authorized for care at your program. You can bill CCAP by submitting a paper Billing Form that is mailed to you or electronically using MEC² PRO. For more information about electronic billing with MEC² PRO, see the MEC² PRO Provider User Manual (DHS-8672).

For more information on how to bill CCAP for child care charges, see the Minnesota Child Care Assistance Program (CCAP) Provider Guide (DHS-5260) (PDF) or check out the Child Care Assistance Program billing rules and policies YouTube tutorials:

• English
• Spanish
• Somali
• Hmong

• To bill electronically using MEC2 PRO, submit the User Agreement for MEC2 PRO (DHS-3813) using the CCAP Provider Forms Submission Site (DHS-8671).
• If you lose a check, a check is damaged, or if payment is sent but not received, complete an Affidavit of Failure to Receive Warrant - Vendors/Payees DHS-1609A (PDF) and send it to the CCAP agency that issued the payment.  

CCAP pays you the lesser of the maximum CCAP payment amount or your charge. CCAP cannot pay you more than what you bill for care. You cannot charge a family receiving child care assistance a rate more than your private, full-paying client rate.

Once a CCAP agency receives a completed bill, they will issue you payment within 21 days. Providers can choose to be paid by check or direct deposit.

For more information about CCAP payment policies, see the Minnesota Child Care Assistance Program (CCAP) Provider Guide (DHS-5260) (PDF).

CCAP can pay up to your charges but may pay less than what you charge. Families are responsible for covering any additional charges and their assigned copayment amount, if any. CCAP has higher rates for accredited and Parent Aware Rated programs and providers with certain credentials.

Child care assistance has maximum rates that can be paid for hourly, daily and weekly care. CCAP uses these rates to determine the maximum payment amount you can receive for care provided to a child eligible for CCAP.

The Child Care Assistance Program uses higher rates to determine the maximum payment amount, if providers submit proof that they hold certain current early childhood development credentials or are accredited by an approved organization. Use the Provider Hub or submit the CCAP Quality Differential Rate Request Form (DHS-4795) using the CCAP Provider Forms Submission Site (DHS-8671) to identify qualifying credentials and/or accreditations, and request the higher rate.

For more information about CCAP rates and payment policies, see the Minnesota Child Care Assistance Program (CCAP) Provider Guide (DHS-5260) (PDF).

Reimbursement rates:

• Minnesota CCAP Standard Maximum Rates - No Quality Differential (DHS-6441F) lists the standard reimbursement rates for child care providers who have not submitted proof that they qualify for a higher rate for quality.
• CCAP 15 Percent Quality Differential Maximum Rates DHS-6442F (PDF) lists the reimbursement rates for providers who hold certain accreditations or credentials or have a Three-Star Parent Aware Rating.
• CCAP 20 Percent Quality Differential Rates DHS-6824D (PDF) lists the reimbursement rates for providers who have a Four-Star Parent Aware Rating.