Question 1

About how long before we know if we qualify?

TN Child Care Help Desk · Accepted Answer

Applicants should hear back within 30 days about whether their grant application has been approved.

Question 2

Are child care providers required to provide complete relief from copayments and tuition for families in their care while they are receiving an ARP Act stabilization subgrant?

TN Child Care Help Desk · Accepted Answer

The Administration for Children & Families' Office of Child Care encourages child care providers to provide relief from tuition and copayments, if financially possible, especially for low-income families. However, child care providers are not required to provide relief from copayments and tuition for families in their care during the ARP Act stabilization subgrant period. The ARP Act requires providers to certify that they “will provide relief from copayments and tuition payments for the families enrolled in the provider’s program, to the extent possible, and prioritize such relief for families struggling to make either type of payment”. If a provider is in the financial position to provide relief from copayments and tuition for families, they should provide that relief and prioritize the relief for families with incomes below 85 percent of state median income.

Question 3

Are TDOE regulated programs eligible to apply for funding?

TN Child Care Help Desk · Accepted Answer

For Rounds 1 and 2, after every TDHS licensed agency has had the chance to apply, a round of applications is planned (early January 2022) for TDOE regulated agencies that participate in the certificate program or otherwise meet the criteria.

For Round 3, only TDOE programs participating in the Child Care Payment Assistance/Certificate Program effective July 01, 2023 will be be eligible to apply in Cohort 7.

Question 4

Are the grant funds taxable?

TN Child Care Help Desk · Accepted Answer

Child care providers should consult with their tax advisor or attorney regarding potential tax consequences of accepting grant funding.

Question 5

Are there any program revenue guidelines to receive this stabilization funding?

TN Child Care Help Desk · Accepted Answer

No, there are no program revenue guidelines for receiving Child Care Program Stabilization Funding.

Question 6

As a part of the Status Report, I am required to submit a completed Expense Tracking Workbook. How do I obtain a copy of the Expense Tracking Workbook and how do I complete it?

TN Child Care Help Desk · Accepted Answer

You will receive an email from the TN Child Care Stabilization Grant Support Team shortly after receiving your funds which will include a copy of the Expense Tracking Workbook. Detailed instructions on how to complete the workbook will be included in the file provided. You should add expenses to this workbook as they are incurred, and expenses should only be added to this workbook if you have documents supporting the expenses in you records. If you are unable to locate the email where you received the Expense Tracking Workbook, please contact the support team at support@TDHSchildcarestabilization.com or by calling 866-960-4180 to receive a new copy.

Question 7

Can Child Care Stabilization Grant funds be used to provide relief from copayments and tuition payments for the families enrolled in my child care program?

TN Child Care Help Desk · Accepted Answer

No. Subgrant funds are limited to the list of allowable uses included in the application and grant contract (the list of 6). Subgrant funds themselves cannot be used to cover tuition or co-payments. Providers should use another way to help pass savings on to families by covering tuition, to the extent possible, and prioritize such relief for families struggling to make either type of payment.

Question 8

Can grant funds be used to support Head Start classrooms?

TN Child Care Help Desk · Accepted Answer

No. Grant funds cannot support the operation of VPK or Head Start classrooms. Child care programs that have a mixture of Head Start and/or VPK classrooms and non-Head Start classrooms may apply for funding, but the funding may only be used to support the operations of the regular child care (non-Head Start/VPK) classrooms. Providers who operate only VPK or Head Start classrooms are not eligible for these child care stabilization grant awards due to other resources specifically dedicated to VPK and Head Start programs.

Question 9

Can I complete a paper application if I am unable to complete the application online?

TN Child Care Help Desk · Accepted Answer

Please contact the TN Child Care Help Desk at TDHS_CCP@utk.edu or call toll free 833-TDHS-CCP (833-834-7227) for more information about completing a paper application.

Question 10

Can I report expenses incurred prior to receiving grant funds?

TN Child Care Help Desk · Accepted Answer

Yes. For Rounds 1 and 2, child care providers may use funds to cover expenses that were incurred beginning January 1, 2021, through the end of the grant period on September 30, 2023.

For Round 3, child care providers may use funds to cover expenses that were incurred through the end of the grant period on September 30, 2024.

Question 11

Can I see what a Child Care Stabilization Grant application looks like?

TN Child Care Help Desk · Accepted Answer

To support timely and efficient submission, review, and approval of child care stabilization grant applications, the process is organized into provider cohorts based upon their license type and capacity. According to the projected schedule of email notifications, cohorts will receive an email with a link to an application that is individualized to their agency.

Question 12

Can I use grant funds for expenses within any eligible expense category even if I did not select the category as a planned use of funds in my application?

TN Child Care Help Desk · Accepted Answer

Yes, you may use the portion of your award related to operating expenses on any eligible expense even if you did not select the corresponding category as a planned use of funds within your application. However, please note that the portion of the award related to staff retention bonuses must be spent on staff retention bonuses as defined in the grant application and may not be used on expenses in other expense categories.

Question 13

Can these funds be used to build an outdoor classroom?

TN Child Care Help Desk · Accepted Answer

Yes. While funds cannot be used for construction or major renovations, they can be used for building or upgrading playgrounds. Other allowable facility maintenance and improvements may include, but are not limited to, building or upgrading playgrounds, renovating bathrooms, installing railing, ramps, or automatic doors to make the facility more accessible, and removing non-load bearing walls to create additional space for social distancing.

Question 14

Can we award the bonus with the stipulation that the employees must stay with us for a specific time period in order to guarantee that they are retained as employees?

TN Child Care Help Desk · Accepted Answer

No. The bonus is intended to be a good faith effort to support retention.

Question 15

Do I need to distribute a Staff Retention Bonus to an employee that has notified me of their intention to leave the agency?

UT SWORPS · Accepted Answer

No. Staff retention bonuses are meant to assist in the stabilization of child care programs through the retention of staff so that they may continue to provide care. If an employee has notified you of their intention to leave the agency’s employment, you are not required to pay that employee a staff retention bonus. That portion of the award must be retained until that vacant position is filled . Upon filling the position, the retention award would go to the new employee. If the full amount of your staff retention bonuses are not paid within 30 calendar days, you must include documentation explaining why the full amount of the award was not paid out within your Status Report submission.

Question 16

Do providers need to save and submit receipts associated with this grant?

TN Child Care Help Desk · Accepted Answer

Yes. All receipts and documentation associated with the spending of this funding should be retained for your records and for reporting and auditing purposes.

Question 17

Do we determine who needs financial help or is there an annual income guideline that we can follow? What is considered "struggling?"

TN Child Care Help Desk · Accepted Answer

The provider will provide relief from copayments and tuition payments for the families enrolled in the provider’s program, to the extent possible, and prioritize such relief for families struggling to make either type of payment. If a provider is unable to provide relief from copayments and tuition payments for all families enrolled in the program, they should prioritize doing so for families most in need of relief and target families earning below 85 percent of the State Median Income.

Question 18

Does the number of staff include staff who are in the hiring process not cleared to work yet?

TN Child Care Help Desk · Accepted Answer

Yes. You may include staff in the hiring process.

Question 19

Does this have to be paid out at one time or can it be paid to employees in multiple installments?

TN Child Care Help Desk · Accepted Answer

The staff retention amount should be paid at one time to each employee and within 30 days of receiving the grant funds.

Question 20

For staff mental and physical health can we purchase some workout equipment for staff for an on site workout area at our daycare?

TN Child Care Help Desk · Accepted Answer

Workout equipment is not an allowable purchase.

Question 21

How do I change the email correspondence for this grant so I receive updates?

TN Child Care Help Desk · Accepted Answer

You should contact your Licensing Consultant to update agency contact information in the TDHS eLicensing system. These email addresses are often the same, but not always. Typically, the agency email address is used by TDHS for communications to the agency and the eligibility lists.

Question 22

How do I know if I am a part-time or full-time program?

TN Child Care Help Desk · Accepted Answer

Full-time = The program provides services for 30 or more hours per week.

Part-time = The program provides services for less than 30 hours per week.

Question 23

How do I register as a “vendor”?

TN Child Care Help Desk · Accepted Answer

Providers who are not already registered vendors in the Edison system will need to create an account in the supplier portal linked here before any payments can be issued to them. Funds can only be issued through electronic funds transfer.

Providers who are participating in the child care payment assistance program are already registered in Edison and do not need to create a new account.

Question 24

How does a program apply for Child Care Program Stabilization Funding?

TN Child Care Help Desk · Accepted Answer

To support timely and efficient submission, review, and approval of child care stabilization grant applications, the process is being organized into groups of providers based upon their license type and capacity. According to the projected schedule of email notifications, the child care programs in that group will receive an email with a link to an application that is individualized to their agency. Programs with a licensed capacity of 100 children or more will be the first group to receive their application notices.

Question 25

How might the staff bonuses be treated on an individual’s income tax filing?

TN Child Care Help Desk · Accepted Answer

An agency or worker should consult with a tax adviser to get specific advice on their situation.

Question 26

How will funds be disbursed?

TN Child Care Help Desk · Accepted Answer

After an application is reviewed and approval status is determined, funds will only be distributed through electronic funds transfer to agencies that are registered with the State of Tennessee as a “vendor” in the Edison payment system.

Question 27

How will I report on my use of funds?

TN Child Care Help Desk · Accepted Answer

You will be required to submit Status Reports on your use of funds and your adherence to the certifications included in the application to the Tennessee Department of Human Services at regular intervals. The Status Reports will be submitted in TDHS's Program Management Portal.

Question 28

I am a home care provider who does not provide a traditional salary to myself and do not have paychecks to provide as proof of payroll expenses. Am I still allowed to claim payroll expenses on my Expense Tracking workbook? If so, what type of documentation must I provide?

UT SWORPS · Accepted Answer

Yes, home care providers who do not provide a traditional salary may still cover and claim payroll expenses under this these grants. These providers may use Schedule C of their most recent tax return to support the payroll expenses listed in the Expense Tracking Workbook. The amount listed on line 31 of the Schedule C represents your net annual income (your “take home” pay after paying the financial obligations and operating expenses of your child care business). This amount will be used to calculate average monthly payroll expenses.

Please note that salaries paid to the owner or other employees through salaries must be supported by typical payroll documentation. If you have questions regarding how to support your payroll expenses, please contact the support team at support@TDHSchildcarestabilization.com or by calling 866-960-4180.

Question 29

I am an owner/director, but am not on the payroll. Am I eligible to receive the staff retention award?

TN Child Care Help Desk · Accepted Answer

The staff retention award is intended for full-time or part-time staff members. A Family Home provider who is an active employee and who is directly providing care or oversight of daily operations is eligible. A Director/Owner who is engaged in the day to day operations of the agency or who is considered a full-time or part-time employee of the agency would be eligible for the retention award.

Question 30

I am the owner/co-director for multiple agencies. Can I be included in the staff count for all agencies that I own or where I serve as director?

TN Child Care Help Desk · Accepted Answer

If agency records indicate that you are supporting multiple agencies, then yes, you should be included in the staff count for each agency you support.

Question 31

I have a new EIN but my old EIN is on the application, how do I update it?

TN Child Care Help Desk · Accepted Answer

Please contact your Licensing Consultant to update your EIN in our system, then we will be able to reissue your application with your new EIN.

Question 32

I have not received my application invitation. What do I do?

TN Child Care Help Desk · Accepted Answer

Please check the projected schedule for email notifications. If the application has been released to your program's cohort, please email the Child Care Help Desk at tdhs_ccp@utk.edu or call toll free 833-TDHS-CCP (833-834-7227). The projected schedule for email notifications may be updated over the course of the coming weeks.

Question 33

If approved, will I have the option to turn down the funds?

TN Child Care Help Desk · Accepted Answer

Once approved, the agency will have the option to accept, reduce, or turn down the grant dollars at the time the Notice of Award is issued. The awarded dollar amount will not be dispersed unless the Notice of Award is signed by the child care agency and returned.

If a provider has already accepted the grant through the Notice of Award process and later chooses to decline the funds before they are dispersed, a person with signature authority on behalf of the child care program may send a notification to decline the award to TDHS Child Care Compliance by emailing ChildCareContracts.DHS@tn.gov. Next steps will be dependent upon the child care program's individual circumstances.

Question 34

If I accept the funds, will my organization be required to participate in the child care certificate program?

TN Child Care Help Desk · Accepted Answer

No, you may receive payment without participating in the Child Care Payment Assistance/Certificate Program.

Question 35

If my agency is a non-profit, will we be required to pay taxes on the grant?

TN Child Care Help Desk · Accepted Answer

An agency or worker should consult with a tax adviser to get specific advice on their situation.

Question 36

If we accept funding, does that mean our employees must receive the COVID vaccine?

TN Child Care Help Desk · Accepted Answer

Agencies are encouraged to follow CDC guidance, when practicable and may use ARPA grant funding to support employee time off to get the COVID vaccine.

Question 37

In Tennessee, which providers are included in the Child Care Stabilization Grant program?

TN Child Care Help Desk · Accepted Answer

Lead agencies have discretion to choose which providers are included in their subgrant programs. Currently, two categories of providers are included in Tennessee's Child Care Stabilization Grant program.

1. TDHS Licensed Child Care Providers
As part of compliance with TDHS licensing regulations, all TDHS licensed child care agencies meet federal Child Care Development Block Grant (CCDBG) requirements and are eligible to apply for Child Care Stabilization Grants, excluding Head Start and VPK programs, which are part of other federal COVID relief funding programs. Drop-in centers are also excluded because, by their nature, they do not provide care to a consistent population of children.

2. Tennessee Department of Education (TDOE) Regulated Child Care Agencies Participating in the Certificate Program
Only TDOE regulated child care agencies that are contracted to participate in the Child Care Payment Assistance/Certificate Program as of July 01, 2023 are eligible to apply for Round 3 Child Care Discretionary Supplemental Grants, excluding Head Start and VPK programs as explained above. Even this category of program that is operated by local school systems are eligible to apply because, by contracting to participate in the certificate program, they are taking on a higher level of accountability to comply with CCDBG requirements and to be available to care for children participating in the certificate program.

Question 38

Is there a deadline to apply for Child Care Stabilization Grants?

TN Child Care Help Desk · Accepted Answer

Each group of providers will have a 2-week window from their email notice to submit a stabilization grant application.

Question 39

Is there an application in Spanish? What other languages are available?

TN Child Care Help Desk · Accepted Answer

The application is available in English, Spanish, Arabic, and Somali.

Question 40

Is this a 3 month grant or longer?

TN Child Care Help Desk · Accepted Answer

For Rounds 1 and 2, the award is based upon calculation of 3 months of operating expenses. For Round 3, the award is based upon calculation of 2 months of operating expenses. You will be required to separately report progress spending on funds for each grant awarded.

Question 41

My agency is closing. Can our agency still use the funds?

TN Child Care Help Desk · Accepted Answer

Providers that close before an award is dispersed are ineligible to receive the award, including staff bonuses, because these funds are intended to support the stability of the child care sector in order to maintain or resume child care services.

Question 42

One of our employees quit after we submitted our application, but before we received funding. What should we do with the excess bonus funds?

TN Child Care Help Desk · Accepted Answer

The bonuses are based on the number of full-time, part-time employees at time of application submission. If you intend to fill the vacant position should an employee leave, the bonus would be tied to the vacant position. Upon filling the position, the retention award would go to the new employee.

Question 43

Our agency is applying for LLC and will have a new FEIN when grants are received. Can I complete the application with the old FEIN that is pre-populated?

TN Child Care Help Desk · Accepted Answer

You should use the FEIN that exists for your agency at the time of submitting the application. If your FEIN changes, you must notify your Licensing Consultant.

Question 44

Our operating hours change in the summer, on the application, should I list our current hours or do I need to account for our summer hours?

TN Child Care Help Desk · Accepted Answer

You should select for the current hours of operation not for a summer operating structure.

Question 45

The Expense Tracking Workbook requires that I select an expense category for each expense. What types of expenses are included in the eligible expense categories listed in the Expense Tracking Workbook?

TN Child Care Help Desk · Accepted Answer

a. Personnel costs – Includes all expenses related to personnel costs including wages, benefits, premium pay, and recruitment and retention costs.

b. Facility costs – Includes rent or mortgage payments, utilities, facilities maintenance and improvements, and insurance.

c. PPE, Cleaning and Safety – Includes personal protective equipment, cleaning and sanitation supplies and services, or training and professional development related to health and safety practices.

d. Equipment and Supplies – Includes purchases of, or updates to, equipment and supplies to respond to COVID-19.

e. Goods and Services – Includes good and services necessary to maintain or resume child care services.

f. Mental Health Services – Includes mental health support for children and employees.

Question 46

We are a multi-site organization. Do we apply as one organization or for each site?

TN Child Care Help Desk · Accepted Answer

Each individual program site will receive an email notice of the opportunity to apply based upon the site’s license type and capacity.

Question 47

We are currently operating at reduced capacity due to COVID, is this considered our current capacity, or is the grant award based on licensed capacity?

TN Child Care Help Desk · Accepted Answer

The calculation of grant award amount is based upon licensed capacity, with the hope that these funds will help agencies return to a full operations level.

Question 48

We received a loan to continue personnel costs and operating costs for the preschool during our 2 month closure during COVID. May we use these funds for repayment?

TN Child Care Help Desk · Accepted Answer

No. The funds can be used to pay current personnel costs, but other revenue must be used to repay loans.

Question 49

What adjustments for terminology do TDOE agencies need to make when completing the application?

TN Child Care Help Desk · Accepted Answer

In order to make these applications available as soon as possible, the template for TDHS licensed agencies is being used. As a result, some of the terminology used in the TDHS template may not match the base funding formula used for agencies regulated by TDOE. For example, the TDOE formula is generally based upon reported enrollment rather than capacity (with some limited exceptions where the reported enrollment exceeded the approved capacity). Therefore, references to “capacity” or “licensed capacity” in the application template for TDOE regulated agencies equate to the official enrollment number reported to TDOE and captured in the system of record. Within the application there is a question that asks you to confirm that “The current licensed capacity is: __________” by indicating “Yes” or “No”. As noted above, for the purposes of applications for TDOE regulated agencies, the total populated here will generally be the last enrollment number reported to TDOE and recorded in the system. This enrollment number is multiplied by the average cost per child associated with your sized agency to calculate the potential base award amount.

Question 50

What are the allowable uses of the Child Care Program Stabilization Funding?

TN Child Care Help Desk · Accepted Answer

Funds may only be used for one or more of the purposes listed below.

Personnel costs, benefits, premium pay, and recruitment and retention
Rent or mortgage payments, utilities, facilities maintenance and improvements, or insurance
Personal protective equipment, cleaning and sanitation supplies and services, or training and professional development related to health and safety practices
Purchases of, or updates to, equipment and supplies to respond to COVID-19
Goods and services necessary to maintain or resume child care services
Mental health supports for children and employees

Subgrant funds CANNOT be used to support general building renovations or remodeling, or any other enhancement to a facility or grounds that are not specific to the operation of a child care agency.

Question 51

What elements are used to calculate the amount of a potential grant award?

TN Child Care Help Desk · Accepted Answer

The following elements are used to calculate the potential base award amount.

Agency Type and Capacity
Whether the program is operating full-time (provides services for 30 hours or more per week) or part-time (provides services for less than 30 hours per week)
Whether the program participates in Child Care Payment Assistance/Certificate Program as of May 31, 2023 (or TDOE programs as of July 01, 2023).
Whether the program operates in a community scoring .6 or above on the Social Vulnerability Index (SVI). For more information about the SVI, please visit CDC/ATSDR SVI Frequently Asked Questions (FAQ) | Place and Health | ATSDR

The grant applicant may wish to apply for an additional Staff Retention Award of $2,000 per full-time staff member and $1,000 per part-time staff member. If awarded, these funds are to be paid directly to these staff members as bonus payments within 30 days of receipt of subgrant funds.

Question 52

What happens if an agency receives grant funds but closes prior to spending all or any of the funds?

TN Child Care Help Desk · Accepted Answer

If your agency closes prior to spending any of the grant funds awarded, please contact TDHS Child Care Compliance at ChildCareContracts.DHS@tn.gov.

Please include the following information in any email contact:

Agency Name
Agency Address
FEIN/Extension
Contact Phone Number

Thereafter, you will receive a remittance notice with detailed instructions for returning the funds.

If your agency closes prior to spending all of the grant funds awarded, please contact TDHS Child Care Compliance at ChildCareContracts.DHS@tn.gov.

Please include the following information in any email contact:

Agency Name
Agency Address
FEIN/Extension
Contact Phone Number
Balance of Funds Unspent

Thereafter, you will receive a remittance notice with detailed instructions for returning the unspent balance and any next steps.

Question 53

What if I attest to the verified reopening but my program does not reopen?

TN Child Care Help Desk · Accepted Answer

If you attest to the verified reopening of the program but do not reopen, you must return the funds. Please notify TDHS Child Care Compliance by emailing ChildCareContracts.DHS@tn.gov.

Question 54

What information or documents will I be asked to provide in the Status Report?

TN Child Care Help Desk · Accepted Answer

In each Status Report you will be asked to report on expenses incurred since the last Status Report was submitted. If you are submitting your first Status Report, you will report on all expenses incurred to date. Information and Documents required as a part of the Status Report will include:

A completed Expense Tracking Workbook which details all expenses incurred
Total expenses by expense category incurred since the last Status Report, as calculated in the Expense Tracking Workbook
For a portion of expenses selected after an initial review of your Expense Tracking Workbook, documentation supporting those expenses including proof of purchase, proof of payment, and/or payroll documentation (if applicable)
Employee listing including rates of pay, level of employment, and benefits for each employee as of the date you received funds
Employee listing including rates of pay, level of employment, and benefits for each employee as of the date you submit the Status Report
Information regarding your adherence to the certifications included in the application.

Providers who received award funds for staff retention bonuses will also be required to provide:

The number and amount of staff retention bonuses paid by staff level (full-time/part-time)
Documentation supporting payment of bonuses to employees within the required 30 days of receipt of funds.

Question 55

What is Child Care Program Stabilization Funding?

TN Child Care Help Desk · Accepted Answer

Child Care Stabilization Grants are appropriated in the American Rescue Plan (ARP) Act (Public Law 117-2) signed into law on March 11, 2021. Most stabilization funds (at least 90% for states and territories and at least 80% for tribes) must be spent as subgrants to qualified child care providers to support the stability of the child care sector during and after the COVID-19 public health emergency. In Tennessee, the lead agency is the Tennessee Department of Human Services (TDHS).

Question 56

What type of documentation am I required to maintain regarding the certification that I will implement policies in line with guidance and orders from corresponding state, territorial, Tribal, and local authorities and, to the greatest extent possible, implement policies in line with the guidance from the U.S. Centers for Disease Control and Prevention (CDC)?

TN Child Care Help Desk · Accepted Answer

You should maintain any documents related to health and safety policies or protocols you have in place, including those put in place in response to COVID-19.

Question 57

What type of documentation am I required to maintain regarding the certification that I would continue paying each employee at least the same amount of weekly wages and maintain the same benefits (such as health insurance and retirement) for the duration of the subgrant, as well as not furloughing employees from the date of the application submission through the duration of the subgrant period?

TN Child Care Help Desk · Accepted Answer

You should maintain employee records detailing rate of pay, hours worked, and benefits for each employee as of the date of receipt of the award and as of the date you fully expended funds. You should also keep documentation regarding in changes in payrate, terminations for cause, and resignations throughout each grant period.

Question 58

What type of documentation am I required to maintain regarding the certification that I would provide relief from copayments and tuition payments for the families enrolled in my child care program, to the extent possible, and prioritize such relief for families struggling to make either type of payment?

TN Child Care Help Desk · Accepted Answer

You should maintain all records regarding tuition and copayments for your records for each grant. If relief is granted, you should document all amounts of relief provided and document how you prioritized relief for families struggling to make payments. All grant records must be maintained for no less than 5 years as required by the Notice of Award.

Question 59

What type of documentation of expenses paid for using grant funds should I maintain in my records for auditing and reporting purposes?

TN Child Care Help Desk · Accepted Answer

You are required to maintain proof of purchase and proof of payment for all expensed purchases. Proof of purchase includes but is not limited to: invoices, receipts, or mortgage/lease agreements. Proof of payment includes but is not limited to: cleared check copies, bank statements showing check copies or electronic payments, credit card statements, or receipts indicating payment. All documentation related to fund expenditures be kept for 5 years from the grant closure date.

Question 60

What types of documents will I be required to submit to support payroll expenses?

UT SWORPS · Accepted Answer

To support payroll costs, you must provide support showing that the individuals included in the payroll expenses were employed by the child care provider, that the employees worked the hours for which they were paid (if not a salaried employee), and that the employees were paid.

Typical documentation that will support payroll expenses includes the following:

An employee roster including employee names or unique employee identifiers, pay rate, and full-time or part-time status AND
A system-run payroll register OR pay stubs for each employee OR copies of the following documents:
- Cleared check copies/bank statements AND
- Timesheets with hours worked and pay rate

If any additional related employer payroll costs are being claimed (FICA, unemployment insurance, etc.), please submit supporting documents for these costs as well.

Question 61

What types of documents will I be required to submit to support staff retention bonuses?

UT SWORPS · Accepted Answer

The following documentation is required to support staff retention bonuses:

An employee roster including employee names or unique employee identifiers, pay rate, and full-time or part-time status;
Proof of payment, support for which may include the following:
- A system-run payroll register; OR
- Pay stubs for each employee; OR
- A copy of a cleared check for each employee; OR
- If the bonuses were paid in cash, a signed receipt from the employee stating their name, date paid, and amount received.

Question 62

What types of documents will I be required to submit to support the purchase of goods and services?

UT SWORPS · Accepted Answer

You are required to maintain proof of purchase and proof of payment for all expensed purchases . Proof of purchase includes but is not limited to: invoices, receipts, or mortgage/lease agreements. Proof of payment includes but is not limited to: cleared check copies, bank statements showing check copies or electronic payments, credit card statements, or receipts indicating payment. All documentation related to fund expenditures be kept for 5 years from the grant closure date.

Question 63

When do the grant funds need to be expended by my agency?

TN Child Care Help Desk · Accepted Answer

ARPA Child Care Stabilization Funds dispersed during Rounds 1 and 2 must be spent by no later than September 30, 2023. ARPA Child Care Discretionary Supplemental Funds dispersed during Round 3 must be spent no later than September 30, 2024.

Question 64

When should I expect payment?

TN Child Care Help Desk · Accepted Answer

Once you complete the application, your information will be reviewed to determine approval status. If an application is approved, the child care agency will receive an email with the amount of the award to be issued. An agency may expect to receive the grant award approximately 90 days from receiving notice of approval of the grant application.

Cohort	Form	Open	Close
Cohorts 1 & 2 Cohorts 1 & 2	Round 3 Applications Round 3 NOAs	Monday, June 5, 2023 Wednesday, July 5, 2023	Tuesday, June 20, 2023 Wednesday, July 12, 2023
Cohorts 3, 4, 5 Cohorts 3, 4, 5	Round 3 Applications Round 3 NOAs	Monday, July 17, 2023 Wednesday, August 9, 2023	Monday, July 31, 2023 Wednesday, August 16, 2023
Cohort 6 & 7 Cohort 6 & 7	Round 3 Applications Round 3 NOAs	Monday, August 21, 2023 Wednesday, September 13, 2023	Tuesday, September 5, 2023 Wednesday, September 20, 2023

	Distribution date	Deadline
Cohort 1: (Center (100+)	October 5, 2021	October 18, 2021 at 11:59 p.m. CT
Cohort 2: Center (76-100)	October 19, 2021	November 1, 2021 at 11:59 p.m. CT
Cohort 3: Center (51-75)	November 2, 2021	November 15, 2021 at 11:59 p.m. CT
Cohort 4: Center (26-50)	November 16, 2021	December 1, 2021 at 11:59 p.m CT
Cohort 5: Center (up to 25)	November 16, 2021	December 1, 2021 at 11:59 p.m. CT
Cohort 6: Family/Group	December 2, 2021	December 15, 2021 at 11:59 p.m. CT
Cohorts 1–5 Notice of Award	December 6, 2021	Friday, December 10, 2021 at 11:59 p.m. CT
TDOE Cohort (More info)	January 25, 2022	February 7, 2022 at 11:59 p.m. CT
DOE Cohort Notice of Award	Wednesday, April 13	Wednesday, April 20 at 11:59 p.m. CT
Clean-up Round Application	Monday, April 18	Monday, May 2 at 11:59 p.m. CT
Clean-up Round Notice of Award	Wednesday, May 11	Wednesday, May 18 at 11:59 p.m. CT

Cohort	Form	Open	Close
Cohorts 1 & 2 Cohorts 1 & 2	Round 2 Applications Round 2 NOAs	Monday, June 13, 2022 Wednesday, July 6, 2022	Monday, June 27, 2022 Wednesday, July 13, 2022
Cohorts 3, 4, 5 Cohorts 3, 4, 5	Round 2 Applications Round 2 NOAs	Monday, July 18, 2022 Wednesday, August 10, 2022	Monday, August 1, 2022 Wednesday, August 17, 2022
Cohort 6 Cohort 6	Round 2 Applications Round 2 NOAs	Monday, August 22, 2022 Wednesday, September 14, 2022	Monday, September 6, 2022 Wednesday, September 22, 2022

CCDF Stabilization Grant

Applications Closed as of September 30, 2023.

Application and Award Notice Distribution Schedule

Round 3 (Final Round)

Previous Rounds (2021–2022)

Round 1

Round 2

Category

About how long before we know if we qualify?

Are child care providers required to provide complete relief from copayments and tuition for families in their care while they are receiving an ARP Act stabilization subgrant?

Are TDOE regulated programs eligible to apply for funding?

Are the grant funds taxable?

Are there any program revenue guidelines to receive this stabilization funding?

As a part of the Status Report, I am required to submit a completed Expense Tracking Workbook. How do I obtain a copy of the Expense Tracking Workbook and how do I complete it?

Can Child Care Stabilization Grant funds be used to provide relief from copayments and tuition payments for the families enrolled in my child care program?

Can grant funds be used to support Head Start classrooms?

Can I complete a paper application if I am unable to complete the application online?

Can I report expenses incurred prior to receiving grant funds?

Can I see what a Child Care Stabilization Grant application looks like?

Can I use grant funds for expenses within any eligible expense category even if I did not select the category as a planned use of funds in my application?

Can these funds be used to build an outdoor classroom?

Can we award the bonus with the stipulation that the employees must stay with us for a specific time period in order to guarantee that they are retained as employees?

Do I need to distribute a Staff Retention Bonus to an employee that has notified me of their intention to leave the agency?

Do providers need to save and submit receipts associated with this grant?

Do we determine who needs financial help or is there an annual income guideline that we can follow? What is considered “struggling?”

Does the number of staff include staff who are in the hiring process not cleared to work yet?

Does this have to be paid out at one time or can it be paid to employees in multiple installments?

For staff mental and physical health can we purchase some workout equipment for staff for an on site workout area at our daycare?

How do I change the email correspondence for this grant so I receive updates?

How do I know if I am a part-time or full-time program?

How do I register as a “vendor”?

How does a program apply for Child Care Program Stabilization Funding?

How might the staff bonuses be treated on an individual’s income tax filing?

How will funds be disbursed?

How will I report on my use of funds?

I am a home care provider who does not provide a traditional salary to myself and do not have paychecks to provide as proof of payroll expenses. Am I still allowed to claim payroll expenses on my Expense Tracking workbook? If so, what type of documentation must I provide?

I am an owner/director, but am not on the payroll. Am I eligible to receive the staff retention award?

I am the owner/co-director for multiple agencies. Can I be included in the staff count for all agencies that I own or where I serve as director?

I have a new EIN but my old EIN is on the application, how do I update it?

I have not received my application invitation. What do I do?

If approved, will I have the option to turn down the funds?

If I accept the funds, will my organization be required to participate in the child care certificate program?

If my agency is a non-profit, will we be required to pay taxes on the grant?

If we accept funding, does that mean our employees must receive the COVID vaccine?

In Tennessee, which providers are included in the Child Care Stabilization Grant program?

Is there a deadline to apply for Child Care Stabilization Grants?

Is there an application in Spanish? What other languages are available?

Is this a 3 month grant or longer?

My agency is closing. Can our agency still use the funds?

One of our employees quit after we submitted our application, but before we received funding. What should we do with the excess bonus funds?

Our agency is applying for LLC and will have a new FEIN when grants are received. Can I complete the application with the old FEIN that is pre-populated?

Our operating hours change in the summer, on the application, should I list our current hours or do I need to account for our summer hours?

The Expense Tracking Workbook requires that I select an expense category for each expense. What types of expenses are included in the eligible expense categories listed in the Expense Tracking Workbook?

We are a multi-site organization. Do we apply as one organization or for each site?

We are currently operating at reduced capacity due to COVID, is this considered our current capacity, or is the grant award based on licensed capacity?

We received a loan to continue personnel costs and operating costs for the preschool during our 2 month closure during COVID. May we use these funds for repayment?

What adjustments for terminology do TDOE agencies need to make when completing the application?

What are the allowable uses of the Child Care Program Stabilization Funding?

What elements are used to calculate the amount of a potential grant award?

What happens if an agency receives grant funds but closes prior to spending all or any of the funds?

What if I attest to the verified reopening but my program does not reopen?

What information or documents will I be asked to provide in the Status Report?

What is Child Care Program Stabilization Funding?

What type of documentation of expenses paid for using grant funds should I maintain in my records for auditing and reporting purposes?

What types of documents will I be required to submit to support payroll expenses?

What types of documents will I be required to submit to support staff retention bonuses?

What types of documents will I be required to submit to support the purchase of goods and services?

When do the grant funds need to be expended by my agency?

When should I expect payment?

When should I expect to find out whether my application has been approved?

When will I be required to submit a Status Report?

Where can I find the Child Care Stabilization Grant (CCSG) reporting portal administered by HORNE?

Who should I contact if I have questions regarding required documentation or the Status Report?

Will grant awards be determined on a first-come, first-served basis?

Will I be required to submit all receipts for expenses funded by the grant?

Will I need to provide individualized financial materials as part of my Child Care Stabilization Grant application?

Will staff bonuses be paid directly to the agency and then distributed from there?

Within the categories of providers included in Tennessee’s Child Care Stabilization Grant program, which ones are qualified to apply?

About how long before we know if we qualify?

Are TDOE regulated programs eligible to apply for funding?