To Our Valued Providers
CCR is available to help during this challenging time. Due to the rise in COVID-19 cases, our office is closed to the public and we are no longer taking appointments. Our CCR team will continue to be available during our regular business hours to assist you by phone, email, fax, and mail. If you would like to drop off paperwork, you can use the drop box in the alley located behind our building.
We will not be scheduling site visits until further notices. We will resume our fingerprinting services beginning 3/16/21. Click here for more details. Workshops will continue via Zoom. Online training is a great option – always at distance and available to you 24/7.
We know these changes are uncomfortable, inconvenient, and less friendly than we prefer. We are doing our best to keep you and our staff as safe as possible. Thanks for your patience while the CCR crew does our best to meet your needs remotely.
We’ll continue to post updates here and communicate with you via email. If you do not receive our e-newsletter, please email us and ask us to add you to our distribution list.
Free Air Purifiers
Child Care Resources has purchased air purifiers for all child care providers in our region. They are ready for pick up. Click here for additional details!
Communication from the State of Montana
- Governor Bullock’s Emergency Child Care Directive
- March 2020 Message from ECSB– Patty Butler regarding scholarship payments
- April 2020 ECSB Frequently Asked Questions
- June 2020 ECSB FAQ – Scholarship COVID-19 Invoice Backpay— Licensed providers that suspended operations during the pandemic and have reopened, please check this FAQ for details!
- October 2020 ECSB Frequently Asked Questions
- COVID-19 Vaccine Information for MT. Child care providers are currently in priority 1C.
- February 2020 Fingerprint Update Effective 3.16.21 — See our fingerprint page for additional details.
CARES Act Grants Update
2020 Tax Reporting Year Payments
The state shared some important information pertaining to tax records and information pertaining to tax records and information you may receive in the form of 1099s. For the 2020 tax year, child care providers may receive two types of 1099 reports from the state. One being their usual 1099-N report for typical payment activity. The other will be a 1099-G for the COVID/CARES related payment.
The payments providers received must be reported by the state to the IRS as 1099-N or 1099-G. Department of Administration (DOA) intends to issue 1099-G’s that will include a notice informing you of the reason you are getting a 1099-G, which is because you received CARES act money during the tax year.
The state recommends contacting your tax professional for information on specific guidance for individual, or unique situations. Please see the instruction below if you believe either of the 1099s to be in error. This is the usual process to request a correction if you believe that a 1099 has been issued in error.
“Providers should either fax the fiscal department at 406-444-9763 or email at email@example.com and include the EIN or SSN#. The department will need to know which form needs to be corrected (1099-G or 1099-N). Provide as many details as possible as to why the 1099 is incorrect, including payment dates and amounts. The department will also need to know who to contact and the email and/or phone number. Fiscal will fill out the forms to request that DOA process a correction to the 1099. Providers should also review and contact the fiscal department as soon as they receive their 1099 so that DOA and fiscal have time to process the change before the April tax deadline. The sooner, the better.”
CARES Act Grants to Licensed Providers
- This report is mandatory for all child care programs who received funds after 8/20/2020.
- Responses are due by 1/25/2021
- Questions? Please contact Child Care Resources at 406-728-6446
Complete report here!
The Return Fund Process
- If you were awarded funds that you were not able to spend by 12/30/2020, the State of Montana is requiring your organization to return any unspent funds no later than 1/30/2021 if you have not already done so. Remember, expenses can ONLY be incurred during the period of March 1, 2020-December 30, 2020. See your grant application regarding allowable expenses.
- If you have not already done so, please send a check in the amount of the unspent funds to:
DPHHS – BFSD
PO Box 4210
Helena, MT 59604
- Please include a note with the check with the following details: Your organization name and indicate that it is for the licensed child care provider grant.
Other CARES Act Grants
Montana also has grants to businesses and to individuals who are having trouble paying housing costs due to the pandemic. A comprehensive information resource and application portal is available at COVIDRelief.mt.gov.
CARES Act Grants to Child Care Businesses are taxable income. Check out this article by Tom Copeland, a national expert on the business of family child care, for more information. CCR will be hosting a virtual seminar with Tom Copeland in February to address the many questions child care programs have about taxes during the pandemic. CCR also strongly recommends that you talk to a tax professional before finalizing your 2020 taxes.
Best Beginnings Scholarship
School Age Reimbursements:
Effective 8/1/2020 in response to the pandemic, state school-age reimbursement rates were changed to match the higher state preschool-age rate. Beginning 11/1, the scholarship will start reimbursing school age children at either the provider’s school-age rate or the state’s rate, whichever is lower. Here is a state flyer outlining this change. If your current school-age rate is lower than the state’s rate, you will be paid at the lower rate beginning 11/1. If you would like to be paid at the state rate, you can update your school-age rates to match. Please note that this will change rates for private pay families as well so you may not wish to make any adjustments. Click here to view the current state reimbursement rates (scroll to the bottom for temporary COVID-rates). Click here if you would like to update your rates.
Beginning November 1, school-age children can be authorized for up to 30 hours per week during the 2020/2021 school year regardless of the learning environment and school schedule. This limitation in hours is to comply with federal rules regarding school age care. Authorizations were adjusted to comply with this rule effective 11/1/2020. The scholarship will only cover 30 hours per week for a school-age child, even if school is not in person. If a child receives the Special Needs Subsidy or if parents work non-traditional hours, they may be eligible for more 30 hours. Parents should contact their case worker for questions on these circumstances. Providers will receive new authorizations in the mail for any school-age children. Here is a state flyer outlining the changes.
Co-payments & Sliding Fee Scale:
Beginning November 1, the sliding fee scale was updated. This may have changed the copay for some of your families. New income limits can be found here. Co-payments were automatically re-determined and providers received a change of copay notice for any family this affected. New amounts appeared on invoices and in the portal beginning in November.
Montana has accepted federal CACFP waivers which create flexibility for participating child care facilities. Specifically, facilities participating in CACFP may temporarily:
- forego the Montana requirement for a Family Style Meal service;
- be approved to serve breakfast, lunch, or supper without milk, when emergency conditions prevent an institution or facility from having a normal supply of milk;
- or may be approved to provide service of meals without milk-provided an equivalent of canned, whole dry or fat-free dry milk is used in the preparation of the components of the meal when unable to obtain a supply of milk on a continuing basis.
- Note: Meal Pattern Substitutions are currently approved for the 2020/2021 school year. Substitutions are only approved on a case-by-case basis if an item is unavailable due to a reduction in supply. A provider is required to receive approval prior to making a substitution.
- Conduct monitoring remotely which CCR is doing to avoid adding risk to child care programs.
If your home child care is participating in CCR’s CACFP, contact Claudette for more guidance. If you are participating with a different sponsor or the state, you must contact them to obtain approval.
New COVID-19 Resources:
- MT Disinfection & Sanitation Letter to child care providers
- COVID-19 Health Policy Template for child care businesses
- Working with Infants and Toddlers
- Social Emotional Well-being
- Check In / Check Out Protocols
- Disinfecting and Sanitizing
- Mixed Age Groups (for centers)
- Outdoor Activities with Children
- Child Care Licensing COVID-19 Child Care Facility Daily Checklist
- Guidance from the Missoula City/County Heath Department on Phase 2 in child care facilities
- Centers for Disease Control
- Child Care Aware of America Flowchart on considerations for re-opening child care or transitioning to serving more children
- Field Guide for Camps on Implementation of CDC Guidance from American Camp Association and YMCA of the USA
We recently delivered non-contact thermometers to facilities in our region. Here are some additional resources that you might find helpful:
- Calibration Instructions & Quick Start Guide
- Manual of Medical Infrared Thermometer
- YouTube Tutorial
Face Coverings in Child Care
Missoula County: The Missoula City-County Health Department issued a directive effective July 9 for face coverings in indoor spaces and an updated directive on October 15. Governor Gianforte released an updated directive on February 12, rescinding the statewide mask mandate and urging personal responsibility and encouraging continued mask use. But, if you are a provider in Missoula County, you must follow the more restrictive measures of each mandate. In Missoula County, face masks are still required in child care facilities because they are a business and subject to this order. Employees and children ages 5 and up must wear a mask indoors. Children under 2 should never wear them. Exceptions include when children and adults are engaged in strenuous exercise or other conditions where it would be unsafe or impractical. Parents must also wear them at drop off and pick up.
Ravalli & Mineral County: Governor Gianforte released an updated directive on February 12, rescinding the statewide mask mandate and urging personal responsibility and encouraging continued mask use. An updated FAQ for the changes to the state COVID-19 directive has not yet been published by the Governor’s office.
And remember, wearing a face covering does not replace the need to continue all other health and safety measures.
- Missoula City/County Health Department guidance on face coverings in child care
- Guidance from the CDC and DIY instructions for making cloth face coverings
- Video: Why the New Face Mask Recommendations
- Video: How to Make Your Own Face Covering
- Video: For Kids – Wearing Masks
Resource – Social Stories
- Staying healthy at school
- Masks Aren’t Scary! A COVID-19 story about face masks for children ages 0-3
- Wear Face Masks, Stop Germs! A COVID-19 story about face masks for children ages 4-6
Business and Financial Support
- Communicate honestly, clearly and often with your families, employees, venders and lenders.
- Review your contract regarding payment and cancellations.
- Unemployment – under the CARES Act, there is no waiting week and there is a $400/week supplemental benefit amount. And, importantly, self employed workers, including child care business owners, are eligible. Apply here.
- The Small Business Administration has loan programs designed specifically to support businesses during this crisis, including nonprofit businesses. Learn more about these programs:
- More information at the SBA website.
- The Families First Act requires employers to offer paid sick leave in response to the coronavirus. Because most child care businesses employee fewer than 50 people, it is possible to obtain an exemption. Learn more here.
SBA PPP Loans
NEW: As part of the COVID-19 Relief Law, the Paycheck Protection Program (PPP) is reopening 1/11/21 for First Draw borrowers. This round is set to authorize up to $284 billion in job retention and other expenses through March 31, 2021. Existing borrowers may apply for a Second Draw PPP loan beginning on Wednesday, 1/13/21. Providers, please reach out to your bankers ASAP if you want to access these funds. Portion spent on payroll does not have to be repaid. For additional information on key updates, eligibility, Second Draws for current borrowers, and more, here are some additional resources:
- Small Business Administration PPP Loan Details
- Montana Nonprofit Association Update from 1/11/2021
- Overview of First Draw PPP from the Small Business Administration
- Overview of the Second Draw PPP from the Small Business Administration
If you received an original SBA Paycheck Protection Program Loan, now is the time to start looking into details about the forgiveness process and discussing this with your lender. Here are some resources to help:
- The SBA released this fact-sheet to outline the process.
- Fiscal Management Associates (FMA) wrote this article discussing the process and some FAQs. And, here is a recorded webinar from FMA on navigating the forgiveness process.
- The Montana Nonprofit Association held a Town Hall in June on PPP Forgiveness.
Training & First Aid/CPR
- The federal waiver which allowed First Aid/CPR training to be completed online expired on September 30, 2020. As of October 1, all child care teaching/caregiving staff are once again required to take hands-on First Aid/CPR training. Licensing and ECP approved online course certifications taken after March 15 and prior to October 1 will be accepted and honored through their expiration date. Any new hires or certificate renewals on or after October 1 will need to complete a hands-on training. Check our Professional Developmentpage for a list of local offerings. Effective 3/1/2021, all First Aid cards must state “Pediatric” in order to be accepted by ECP. In order to avoid having to retake First Aid, please ensure that any First Aid course you complete states “Pediatric” on the card. Here is some additional information from ECP:
As you may know, new requirements regarding CPR and First card requirements will be taking effect starting March 1, 2021. The examples shown in this attachment is not a comprehensive list but are the most common examples of certification cards seen by the Early Childhood Project and would be deemed as acceptable. Please make sure that by March 1, 2021 all of the cards submitted to the Early Childhood Project meet the guidelines shown in the document. Thank you.
- Discounted rates on ChildCareTraining.org! Courses are currently being offered at half price! Please visit the Course Catalog for a full listing.
- Courses via Video Conference – Check out our training calendar to register. Registrants will receive a link to these courses via email.