Child Development Center (CDC) Operating Manual · Child Development Center (CDC) Operating Manual...

Child Development Center (CDC) Operating Manual

Parent Fees Standards

September 2014

CDC Parent Fees Standards

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Table of Contents

Overview of CDC Parent Fees ___________________________ 1 Chapter 1:

1.1 Purpose .............................................................................................................. 1

1.2 Annual Program Fees Publication ....................................................................... 2

1.3 Roles and Responsibilities .................................................................................. 3

1.3.1 CDC Management Team ...................................................................................................... 3 1.3.2 CDC Training Team ............................................................................................................... 4 1.3.3 CDC Support Staff ................................................................................................................ 4

CDC Rates ___________________________________________ 5 Chapter 2:

2.1 CDC Full-Time Rates ............................................................................................ 6

2.1.1 Multi-Child Rates .................................................................................................................. 6 2.1.2 Full-Time Fees in High-Cost Areas ....................................................................................... 7

2.2 CDC Part-Time Rates ........................................................................................... 7

2.2.1 CDC Part-Time Care Services ............................................................................................... 7 2.2.2 CDC Part-Time Enrichment Programs .................................................................................. 8

2.3 CDC Hourly Care Rates ........................................................................................ 8

Total Family Income (TFI) and Fee Calculation _____________ 10 Chapter 3:

3.1 Calculating Total Family Income (TFI) ................................................................ 10

3.1.1 Determining Family Household ......................................................................................... 11 3.1.2 Acceptable Forms of Income Documentation ................................................................... 12 3.1.3 TFI Calculation Guidelines .................................................................................................. 12 3.1.4 Determining Fee Categories .............................................................................................. 14

3.2 Completing the Parent Fee Agreement ............................................................. 14


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3.3 TFI Validation Guidelines .................................................................................. 15

3.4 Documentation Management ........................................................................... 17

Additional Fees ______________________________________ 18 Chapter 4:

4.1 Deposits ........................................................................................................... 18

4.1.1 Collecting the Deposit ........................................................................................................ 18 4.1.2 Deposit Nonpayment within 48 Hours .............................................................................. 18

4.2 Late Pick Up Fees .............................................................................................. 19

4.3 Other Fees ........................................................................................................ 20

4.3.1 Meals and Snack Fees ........................................................................................................ 20 4.3.2 Field Trip/Transportation Fees .......................................................................................... 20

Discounts and Fee Adjustments ________________________ 21 Chapter 5:

5.1 Discount Codes ................................................................................................. 21

5.1.1 Vacation Discount .............................................................................................................. 21 5.1.2 30-Day Notice Withdrawal Discount ................................................................................. 22 5.1.3 Wounded Warrior Discount ............................................................................................... 22 5.1.4 Ombudsman Discount ....................................................................................................... 23 5.1.5 Family Engagement Program Discount .............................................................................. 23 5.1.6 Respite Care Discount ........................................................................................................ 23

5.2 Fee Adjustments ............................................................................................... 24

5.2.1 Hardship Waiver Request .................................................................................................. 24 5.2.2 Third Party Payments Process ........................................................................................... 24

Payment Options, Due Dates, and Mass Deployment/ Chapter 6:Emergency Situations __________________________________________ 25

6.1 Payment Options .............................................................................................. 25

6.2 Payment Due Dates .......................................................................................... 25

6.2.1 Tracking Payments ............................................................................................................. 25

6.3 Mass Deployment/Emergency Situations ......................................................... 27


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Appendix A: Sample Hourly Care Parent Fee Agreement ........................................ A-1

Appendix B: Sample Parent Fee Calculation Worksheet .......................................... B-1

Appendix C: TFI Tip Sheet ........................................................................................ C-1

Appendix D: Sample Parent Fee Agreement ............................................................ D-1


Chapter 1: Information 1

Chapter 1:Overview of CDC Parent Fees

Navy Child Development Centers (CDC) are a vital part of a nationally recognized child and youth development system that provides quality, available, and affordable child care for military and Department of Defense (DoD) families worldwide. A leader in child care reform, Navy CYP has aggressively responded to the requirements of the 1989 Military Child Care Act (MCCA) by raising the bar for quality expectations across all Child and Youth Programs (CYPs) while keeping them affordable for military families. As an added benefit to military families and civilians, parent fees have been designed to be all-inclusive, meaning that there are no hidden fees for parents using any CDC programs. CDC parent fees include:

Nutritious meals for breakfast, lunch, and afternoon snack;

All activities (including Field Trip Fees);

Up to 12 hours of care per day (Full-time care);

Highly trained Teachers and Staff; and

NAEYC accreditation for all CDCs, the highest standard of quality child care.

Each year, DoD sets fee ranges for the entire military system of care. Commander, Navy Installation Command (CNIC) issues a Navy Fee Policy Letter each fall that provides details on the full range of fees for Navy CYPs worldwide. Local installations then issue a letter to parents informing them of the published fee changes. As a resource for local installations to tailor the information they provide to families based on local needs, CNIC (N926) has developed a Parent Fee Letter template that is available on the CYP E-Library.

Parent fees for all Navy Child Development Centers (CDC), Subsidized Child Development Homes (CDH), and School Age Care (SAC) programs are based on a sliding scale of Total Family Income (TFI) to ensure that all eligible families can afford to have their children cared for by the best system in the world.

All information provided in these Standards is official Navy guidance and must be followed unless otherwise noted. All CYP Professionals who are responsible for or assist with processing, collecting, and/or documenting parent fees shall adhere to these guidelines.

1.1 Purpose The CDC Parent Fees Standards provide guidance on the administration of parent fee regulations in OPNAV 1700.9 and detailed instructions and examples for calculating TFI which is used to determine parent fees in all CDC programs, including full-time, part-time, and hourly care. Specific topics addressed in the CDC Parent Fees Standards include:

https://www.cnic-n9portal.com/elibrary/index.cfm/document-library/?documentlibraryaction=view&id=47



https://qol.navyaims.net/CYPWeb/content/OPNAVINST_17009E.pdf?CSRT=14062890035671333530

https://qol.navyaims.net/CYPWeb/content/OPNAVINST_17009E.pdf?CSRT=14062890035671333530



How to accurately calculate a family’s TFI to determine the appropriate fee amount;

How to determine the appropriate fee based on standardized fee rates and authorized discounts;

What documentation related to parent fess is required to be completed and maintained;

What payment options are available for parents;

How to record payments to ensure fees are accurately accounted for and families’ accounts are kept up to date;

How to collect and record families’ fee payments; and

How to record fees in the Child and Youth Management System (CYMS – see box at right).

Following this introduction, the CDC Parent Fees Standard is organized into these chapters:

Chapter 2: CDC Rates;

Chapter 3: Total Family Income (TFI), Fee Calculations, and Parent Fee Agreement;

Chapter 4: Additional Fees;

Chapter 5: Discounts and Fee Adjustments; and

Chapter 6: Payment Options, Due Dates, and Mass Deployment/Emergency Situations.

1.2 Annual Program Fees Publication Installations must release a single CYP Fee Policy Letter annually (i.e., one letter for all CYPs across all age groups—inclusive of children ages birth to 12 and exclusive of youth sports fees). Parents must receive notification at least 30 days in advance of any changes in fees. CYPs can notify parents using the Parent Fee Letter template located on the CYP E-Library. The letter template is in Microsoft Word™ so that information reflects local needs and fee requirements. A number of additional resources, including parent forms and other templates, have been developed to assist local installations with implementing new program fees. These are:

Fee Policy Frequently Asked Questions and Answers shall be disseminated to all parents as part of the Installation Parent Fee Letter.

Notification for Civilian Sponsors Utilizing Department of Defense Subsidized Child Development Programs must be provided to all civilians using Navy programs. Defense civilian employee sponsors with children enrolled in DoD subsidized child care programs are subject to the requirements of Internal Revenue Code (IRC), Title 26, United States Code, section 61 and title 26, Code of Federal Regulations, section 1.61-1. The IRC requires that child care subsidies generally be treated as cash income in addition to normal earnings. Each civilian sponsor must register with the Third Party Administrator (TPA) contracted by DoD to administer the Defense civilian child care subsidy program.

Child and Youth Management System (CYMS)

CYMS is the Navy’s primary record management system used for: Enrollment tracking Child and household records Personnel records Staff training Parent fees (billing, tracking, and

collection) Programs are required to use CYMS as their primary administration record keeping system. Paper files are no longer allowed and should no longer be used unless indicated in this standard.








Active duty service members are not impacted as they receive an exclusion from taxes for benefits under dependent care assistance programs in the Military Family Tax Relief Act.

Notification for Contractor Employees Utilizing Military Child Development Programs shall be provided to all contractor employees in 24/7 Centers, CDC, CDH, and SAC programs. This notification informs them that patrons in Category 9 will no longer receive child care fee assistance.

Installation CYP Directors ensure that the new fee policies are distributed as widely as possible via email distribution lists, hard copies available at the front desk, in children’s cubbies, parent bulletin boards, and at parent meetings throughout all CYP programs. Once published, all Navy CYP fees, including CDC fees, are valid for one year or until the next year’s fee letter is released unless CNIC (N9) issues a policy that supersedes the fee structure.

1.3 Roles and Responsibilities

1.3.1 CDC Management Team

The CDC Management Team is responsible for oversight, quality assurance, and monitoring support staff in meeting all requirements—including implementing strategies related to the safe accountability and collection of parent fees.

CDC Director

The CDC Director has overall responsibility for ensuring parents are aware of current fees, payment due dates, and payment options. Additionally, the CDC Director has the overall responsibility for ensuring the CDC complies with all program and policy requirements regarding the collection and payment of parent fees. If an Assistant Director is authorized, he/she supports the Director in all management functions, including those discussed in these Standards. Some of the CDC Director’s specific responsibilities are listed below.

Ensure all parents receive the new Fee Policy Letter each year within 30 days of the fee changes.

Ensure that all CYP Professionals involved in the calculation and collection of parent fees receive and review the CDC Parent Fees Standards. Invite questions and respond to requests for clarification as part of a global “open door” policy.

Participate in and ensure all involved CYP Professionals engage in training on the new Parent Fee Standards provided by the Training Team.

Review all new CNICCYP 1700/50 Fee Calculation Worksheets and CNICCYP 1700/22 Parent Fee Agreements for validity, consistency, and accuracy (see Section 3.3).

Answer any questions or concerns from parents regarding parent fees.

Implement protocols and procedures to protect against employee theft.

Verify that parents are paying on time by reviewing the activity trial balance report from CYMS (see Section 6.2.1).

Take appropriate action as necessary with parents who have not paid their fees.

Management Team







1.3.2 CDC Training Team

The CDC Training Team is responsible for ensuring that all CYP staff responsible for implementing parent fee procedures detailed in these Standards are fully trained, including CYMS procedures, customer service, and money handling. Some of the Training Team’s specific responsibilities include the following:

Develop training, in conjunction with the CDC Director, on the procedures specified in these Standards to include money handling and customer service.

Ensure that all Operations Clerks, and any other CYP Professionals fulfilling the roles and functions of an Operations Clerk, are fully trained on the procedures specified in these Standards. Conduct training initially for all new Operations Clerks and then annually. The annual training should be held in September once the CNIC Parent Fee Letter is received.

Record training in CYMS on all CYP Professionals’ Individual Development Plans (IDP) documenting that employees were trained on the requirements defined in these Standards.

1.3.3 CDC Support Staff

CDC Operations Clerk

CDC Operations Clerks or other person(s) assigned to front desk duties, have the primary responsibility of ensuring sponsors complete the Parent Fee Agreement and pay applicable fees for services. The Operations Clerk’s duties related to parent fees include the following:

Calculate TFI using the CYP Fee Calculation Worksheet and supporting documentation.

Complete the Parent Fee Agreement with the applicable fees and obtain sponsor’s signature.

Ensure that the CDC Director verifies and signs the Parent Fee Agreements as the authorized CYP Representative prior to filing the paperwork.

Take all payments for parent fees through CYMS.

Run reports from CYMS to show parent account balances after each payment due date for the CDC Director’s review (see Section 6.2.1).

Send out notices to those parents who are late in paying their fees.

Training Team

Support Staff




Chapter 2: CDC Rates 5

Chapter 2:CDC Rates

The Navy is committed to minimizing financial burden on military families by providing accessible, affordable, and high quality child care. This mission objective of affordable child care is accomplished through the implementation of a graduated parent fee scale based on Total Family Income (TFI). Section 3.1 describes TFI and details how it is used to calculate parent fees.

Navy CYP fees are divided into 10 fee categories based on the calculation of a family’s TFI. Once a family’s TFI is determined, it is then used to assign the household to the appropriate category. This category is then used to determine the rate that parents will pay based on the type of care needed. Chapter 3 provides specific guidance on how to determine a family’s TFI. It is being introduced here as foundational information needed for understanding CDC parent fee rates. Beginning in Fiscal Year (FY) 2015, DoD Contractors in Category IX will no longer receive child care fee assistance. Contractors whose family income would previously have placed them in category IX are required to pay the unsubsidized rate fee, designated as category IXA, which is indicated in the CNIC (N926) Fee Letter. Exhibit 2.0a shows an example of the 10 TFI Categories:

Exhibit 2.0a: TFI Fee Categories* Category TFI

I $0 – $30,466 II $30,467 – $36,993 III $36,994 – $47,873 IV $47,874 – $59,841 V $59,842 – $76,162 VI $76,163 – $88,079 VII $88,080 – $103,622 VIII $103,623 – $129,572 IX $129,573 + IXA* $129,573 + * Contractor Employees This chart is a sample only. Please refer to the CNIC (N926) Fee Policy Letter when calculating parent fees.

CYP Mission: Navy Child and Youth Programs (CYP) support military and DoD families worldwide as they protect and serve our country. We do this by providing high quality, innovative, accessible, and affordable child care that supports school

readiness and recreational programs for children and youth.



2.1 CDC Full-Time Rates CDC full-time rates typically cover care for children ages 6 weeks until the child starts school, usually at age 5 years, for more than 5 hours per day, 5 days per week. Full-time rates take into account certain holiday closures and 2 weeks’ worth of vacations which parents may choose to use throughout the year in 2 5-day blocks or 1 2-week block. Full-time rates also cover all meals, activities, supplies, and field trip fees. Parents shall not be asked to cover any other costs associated with full-time care with the exception of personal items such as diapers, ointment, or medication.

The CDC full-time rates are published in the Navy Fee Policy Letter which is typically released in the fall of each year pending the publication of the Office of Secretary of Defense’s (OSD) annual fee letter. All installations must use the fees per income categories from the Navy Fee Policy Letter. There are two types of CDC full-time rates: Basic and High-Cost Areas (see Section 2.1.2). Programs are required to use the Military Pay Day (MPD) rates. Exhibit 2.1a shows a sample of the Basic Full-Time Parent Fee Rates as prescribed in the annual CNIC letter.

Exhibit 2.1a: EXAMPLE OF CDC FULL-TIME PARENT FEE RATES (BASIC)

Category Weekly Rate 1st Child 2nd Child

Military Pay Day Rate 1st Child 2nd Child

I $57.00 $46.00 $124.00 $100.00 II $71.00 $57.00 $154.00 $124.00 III $88.00 $70.00 $191.00 $153.00 IV $102.00 $82.00 $221.00 $177.00 V $117.00 $94.00 $254.00 $203.00 VI $129.00 $103.00 $280.00 $224.00 VII $134.00 $107.00 $290.00 $232.00 VIII $138.00 $110.00 $299.00 $239.00 IX $142.00 $114.00 $308.00 $246.00 IXA $206.00 N/A $446.00 N/A

Always refer to the Navy Fee Policy Letter to ensure using the most current rates.

CYPs are not authorized to use different fees. Once published, all Navy CYP fees, including CDC fees, are valid for one year or until the next year’s fees are released unless CNIC (N9) issues a policy that supersedes the fee structure. The fees are centrally updated in CYMS centrally. Using the TFI chart and the information in Exhibit 2.1a, the following examples of how TFI is used to determine parent fees are provided:

An active duty family with a TFI of $37,500 would be Category III and pay $191 every MPD.

A DoD Civilian with a TFI of $135,000 would be Category IX and pay $308 every MPD.

A DoD contractor earning $135,000 would be Category IXA and pay $446 every MPD.

2.1.1 Multi-Child Rates

CYPs provides a special discounted rate for each additional child from the same family regardless of the program type(s) in which the children are enrolled (e.g., first child in CDC, second child in SAC or CDH) on the installation. These rates are detailed in the Navy Fee Policy Letter as part of the Full-Time Parent Fee Rate chart (See Exhibit 2.1a) and are automatically calculated and applied in CYMS for children enrolled in CDCs, 24/7 Centers, and SAC programs. Siblings who attend programs at different installations do not





receive the multi-child discount since they are living in different households. Exhibit 2.1a shows an example of a fee chart indicating the rate for the first child and the second child. The second child rate applies to any subsequent children.

The multi-child rate always applies to the child assessed at the lowest fee rate. Multi-child rates are not applied to hourly care or part-time enrichment programs. Exhibit 2.1.1a provides some examples of how multi-child discounts are applied.

Exhibit 2.1.1a: Examples of Multi-Child Rates Case scenario Which child gets the second child rate?

A family has a preschooler at the CDC and an infant at a CDH.

The child in the CDH will be assessed the second child rate because children enrolled in a CDH subsidized space receive a 20 percent discount from the CDC rate.

Two siblings, ages 2 and 5, are enrolled in the CDC. Both children’s regular rate would be the same. CYMS will automatically apply the discount to one of the children’s fee.

A two-year-old is enrolled in the CDC and a 7-year-old is enrolled in summer camp.

The 7-year-old participating in Summer Camp would be charged the second child rate.

A 6-year-old is enrolled in SAC and an infant is enrolled in hourly care.

There is no multi-child rate applied as children enrolled in hourly care do not qualify for a multi-child discount.

2.1.2 Full-Time Fees in High-Cost Areas

The high-cost fee option is authorized in areas where it is necessary to pay higher wages to compete with local labor or at those installations where wages are affected by non-foreign area cost of living allowances (COLA), post differential, or locality pay. Programs identified by CNIC (N926) as located in a high-cost area may use the high-cost fee rates. All other CYPs must use the basic fee rate structure (or hourly care rates, if applicable). The Navy Fee Policy Letter includes a listing of installations that are authorized to use the high-cost fees. CYPs that are not included on the list may not use the high-cost fees.

2.2 CDC Part-Time Rates Part-time rates are associated with two different types of services: 1) Part-time care supports working parents who need regularly scheduled part-time care; 2) Part-time enrichment programs are designed for child socialization and education. The rates for these two different types of part-time services are set differently and discussed below.

2.2.1 CDC Part-Time Care Services

CDCs may accommodate parents who work part-time schedules provided all needs for full-time care have been met. Fees for part-time services for working parents shall be computed based on the hourly rate of the program’s established full-time care fees and the number of hours the family needs care. Programs should use the SAC Parent Fee Rate charts included in the Navy Fee Policy Letter to set part-time fees. SAC fees are derived from the CDC full-time parent fee rates, which is why these charts are applicable. Based on how many hours a family will need for part-time care per week, the SAC Parent Fee Chart is used to determine the weekly or MPD rate. For example, if a family needs care Monday and Tuesday from 0800-1200 on a regular basis, this would be 8 hours per week. According to the fee chart in Exhibit 2.2.1a, if their TFI places them in category IV, their part-time fee would be $44 every military pay-day.




Exhibit 2.2.1a: SAMPLE SAC Parent Fee Chart SAC Program Hours of Service/Parent Fees

0–7 8–12 13–17 Cat Weekly MPR Weekly MPR Weekly MPR

1st 2nd 1st 2nd 1st 2nd 1st 2nd 1st 2nd 1st 2nd I $6 $5 $12 $10 $11 $9 $25 $20 $17 $14 $37 $30 II $7 $6 $15 $12 $14 $11 $31 $25 $21 $17 $46 $37 III $9 $7 $19 $15 $18 $14 $38 $30 $26 $21 $57 $46 IV $10 $8 $22 $18 $20 $16 $44 $35 $31 $25 $66 $53 V $12 $10 $25 $20 $23 $18 $51 $41 $35 $28 $76 $61 VI $13 $10 $28 $22 $26 $21 $56 $45 $39 $31 $84 $67 VII $13 $10 $29 $23 $27 $22 $58 $46 $40 $32 $87 $70 VIII $14 $11 $30 $24 $28 $22 $60 $48 $41 $33 $90 $72 IX $14 $11 $31 $25 $28 $22 $62 $50 $43 $34 $92 $74 IXA $21 N/A $45 N/A $41 N/A $89 N/A $62 N/A $134 N/A

2.2.2 CDC Part-Time Enrichment Programs

Installations that meet the needs of all full-time care for working parents may authorize a part-time preschool program designed for recreational, educational, or social programming for eligible patrons. Because these programs are not designed to meet the needs of working families, sign-ups should be open to all eligible patrons on a first come, first serve basis. Part-time fees for enrichment programs may only be used if the program offers a regularly scheduled part-time program such as 3-Day Part-time AM, 2-Day Part-time PM, 4-Day Part-time AM, etc.

Part-time enrichment fees are based on a flat, hourly rate of $4.00 per hour. To calculate fees, take the total number of hours per week the program is in session times the hourly rate of $4.00 per hour. For example, a part-time enrichment program that operates three days a week (M, W, F) for 4 hours will charge 12 hours (4 hours times 3 days) times $4.00 (established hourly rate) or $48 a week. Another example is a part-time enrichment program that operates 2 days a week (T, Th) for 3 hours will charge 6 hours (3 hours times 2 days) times $4.00 (established hourly rate) or $24 a week. TFI is not applicable for Part-Time Enrichment—all families who participate pay the same fee regardless of TFI category.

2.3 CDC Hourly Care Rates All CDC programs must offer hourly care for parents who need short-term care on an intermittent basis. Hourly care programs also ensure that all CYPs are maximizing available program spaces to the greatest extent possible. Hourly care fees shall be used when hourly care is provided.

The rate for hourly care is established by CNIC (N926) and detailed in the Navy Fee Policy Letter. TFI is not applicable for hourly care fees—all families who participate in hourly care pay the same hourly fee, regardless of TFI category. The hourly fee is not discounted for multiple children in a family (see Section 2.1.1 for information about multi-child rates).

Each child is charged the full per-child hourly fee for any hour or portion of an hour of care provided regardless of the number of children in the family. Patrons using hourly care shall be assessed a “no show” fee for the entire reservation if they fail to show up and do not call to cancel. This fee shall not exceed $15




Hourly Care Parent Fee Agreement CNICCYP 1700/39 is valid until there is a change in hourly care rates. It is not necessary to have parents renew agreement annually if the hourly care rate remains the same.

and should be assessed prior to accepting another reservation from the same family. Patrons who have 2 no-shows may be prohibited from making any advance reservations for 30 days. Hourly-care patrons who pick up their child after the center closes will be assessed a $1 per minute late fee, not to exceed $15 (in addition to the hourly fee which continues to accrue until the child is picked up).

When families enroll in and request hourly care, the Operations Clerk must prepare the CNICCYP 1700/39 Hourly Care Parent Fee Agreement. Parents who request hourly care are required to sign this agreement prior to their first use of hourly care. The signed agreement is retained in the child’s file for the next time the family needs hourly care. (An example of an Hourly Care Parent Fee Agreement followed by instructions for completing the form is located in Appendix A. However, if a family uses full-time or part-time care for any of their children, the Operations Clerk can use the Parent Fee Agreement, as Hourly Care fee information has been added to this form so that parents who use hourly care in addition to other services do not have to sign a separate form.)





Chapter 3: Total Family Income (TFI) and Fee Calculation 10

Chapter 3:Total Family Income (TFI) and Fee Calculation

As mentioned in the previous chapter, the Navy, as a benefit to military families, offers child care services on a sliding fee scale making high quality child care affordable for all parents regardless of income. Determining what rates parents pay requires calculating the TFI. Once the Operations Clerk calculates the TFI, he/she can assign the family to the correct fee category and complete a fee agreement to use CYP services. This chapter provides detailed instructions for compiling the documentation needed, calculating the TFI, and assigning families to the correct fee category. An overview of this process is provided in Exhibit 3.0a:

Exhibit 3.0a: Process and Forms needed to determine Parent Fees

3.1 Calculating Total Family Income (TFI) Total Family Income is defined as all earned income including wages, salaries, tips, special duty pay (flight pay, active duty demo pay, sea pay), active duty save pay, long-term disability benefits, voluntary salary deferrals, and retirement or other pension income (including Supplemental Security Income [SSI] paid to the spouse, and Veteran’s Affairs [VA] benefits paid to the surviving spouse before deductions for taxes). TFI also includes housing subsistence and other allowances (whether in cash or in-kind) appropriate for the rank and status of military or civilian personnel (e.g., meals, lodging, etc.).

The Operations Clerk, or other CYP Professional as assigned, validates the TFI by reviewing all income documentation provided by the parents and recording this information on the Fee Calculation Worksheet.

•Current Navy Fee Policy Letter (Includes Fee Categories and current fees for all CYP Programs)

•Nonlocality BAH rates

Have reference information readily available

•Electronic CNICCYP 1700/50 Fee Calculation Worksheet •Parent Income Documentation (return to parent when finished)

Calculate TFI based on Parent Income Documentation

•Electronic Fee Calculation Worksheet

•CNICCYP 1700/22 Parent Fee Agreement

•Fee categories (in the Navy Fee Policy Letter)

Use the TFI to determine fee category to complete the Parent

Fee Agreement




ALERT!

Always ask parents if other children are enrolled in CYP and conduct a search in CYMS before creating a new family record to avoid duplication in CYMS.

Section 3.1.2 provides detailed information about applicable income documentation. A member of the CDC management team (the CDC Director or his/her designee) then reviews the CNICCYP 1700/50 Fee Calculation Worksheet to confirm the validity and accuracy of the information included. Having a second set of eyes review the fee information is best practice to check for mistakes and miscalculations and provide quality assurance that fees are being appropriately applied. A sample of a completed Fee Calculation Worksheet as well as instructions for completing the worksheet are provided in Appendix B.

TFI is validated once per household during the initial enrollment of a family member and reverified at least once per year for all parents using CDC full-time or part-time services, typically in the fall after the Navy Parent Fee Policy Letter is released and within the 30-day period prior to the effective date of the new fees. The Navy Parent Fee Policy Letter includes information about when this reverification is required to take place. TFI is only recalculated during the year if there is a substantial change in a family’s income. All families must have their TFI reverified annually unless they required reverification for some reason within 60 days of publication of the Navy Fee Policy Letter. Section 3.3 provides scenarios for when it may be appropriate to recalculate fees during the year.

3.1.1 Determining Family Household

For the purposes of TFI calculation, a “family household” includes any adults (married or not) who contribute to the expenses of raising and caring for the child or children. In the case of geographically separated parents or parents who are divorced or legally separated, the child is only eligible for services if he/she is living with the sponsor. Determining TFI can be challenging due to variations in family structures. Exhibit 3.1.1a provides examples of different scenarios to help determine TFI.

TFI is calculated for the entire family and not for each child in the family. For example, if a family has three children—one 2-year-old, one 4-year-old, and an 8-year-old—the TFI is calculated and applied to the entire household to determine fees for all children in the family regardless of which programs (CDC, SAC, etc.) they attend.

Exhibit 3.1.1a: Case Scenarios for Determining Family Household

Case Scenario Child Eligible

for Care What is included in TFI? Biological parents who live together, whether they are married or not, and both parents are working.

Yes Both parents’ Income must be included in TFI.

Legal Guardians of the children if one of the Legal Guardians is active duty and they have legal authority to care for the child (no biological parents).

Yes Both Guardians’ income must be included if both Guardians are named as Legal Guardians on court papers.

The child is being raised by his/her grandparents (parent relinquished custody) and one grandparent is active duty.

Yes Any income from both grandparents (e.g., retirement, military pension) must be included in TFI.

The child’s active duty parent is away on military duty (e.g., deployment, temporary duty, and training) and leaves the child with someone—as part of the family’s Family Care Plan (FCP)—now serving as the “in loco parentis” guardian.

Yes The TFI is still based on the TFI of the active duty parent, not those serving “in loco parentis.”





Case Scenario Child Eligible

for Care What is included in TFI? The child’s parents are married, and the sponsor takes a duty station that is geographically separated from the child and other parent.

Yes TFI income must include both parents, even with the active duty parent in a different geographical location.

The child has one active duty parent, but the parents are divorced or have never been married, and the active duty parent moves away from the area and leaves the child with the other parent.

No The child is no longer eligible because he/she does not live with the active duty parent.

The child’s parents are divorced and the active duty parent remarries. The child lives with the active duty parent. The stepparent is employed.

Yes TFI must be included for the new stepparent in addition to the Active Duty parent.

3.1.2 Acceptable Forms of Income Documentation

In order to calculate TFI, families must provide documentation of their income. Depending on their employment and benefit status, this proof of income varies. Listed below are some of the types of proof of income that are acceptable for TFI verification.

Most recent W-2 form(s) of a civilian sponsor and/or the spouse/partner (if applicable);

Current Leave and Earnings Statement (LES) for sponsor;

Pay stubs;

For newly employed individuals with no other prior employment history or individuals with fluctuating incomes: a written estimate of anticipated annual earnings that is signed by the employer;

For individuals who own their own business: a copy of the business net income (found on the individual’s tax information);

Long-term disability benefits statement;

SSI statement;

VA benefits statement; and

Retirement/pension statement.

3.1.3 TFI Calculation Guidelines

Once the acceptable forms of income documentation is collected from parents, the Operations Clerk uses this information to calculate the family’s TFI. Calculating parents’ TFI requires knowledge of the many types of income that sponsors/civilians/spouses receive as part of their pay, including the different types of pay that are listed on the sponsor’s LES and on a civilian’s pay stub or W2. The DoD Office of the Under Secretary for Personnel and Readiness’ Military Personnel Policy (MPP) and the Office of Children and Youth have provided clarification related to calculating TFI, including military compensation that does not fall under the TFI definition and shall not be included in determining TFI. The TFI Tip Sheet (Appendix C) is provided as a guide for programs to assist in determining what income categories should be included or excluded when calculating TFI. While not intended to be an all-inclusive list, the TFI Tip Sheet represents some of the most frequently encountered types of pay, entitlements, and allotments. When there are questions about including a particular source of income in TFI, contact the CNIC point of contact (POC) located on the Navy Fee Policy Letter.



The following are general guidelines for helping to interpret military income documentation, including nuances related to Basic Allowance for Housing (BAH).

Include all pay and allowances: When calculating TFI, military income includes all pay and allowances listed on a member’s LES, except for BAH. For civilians, income includes all pay as listed on pay stubs, retirement income, and any other documents showing required income. See Exhibit 3.1.3b for a sample LES and the TFI Tip Sheet for more information on what pay and allowances to include.

Use the Non-Locality Basic Allowance for Housing with Dependents Rate (BAH RC/T): Installations must use the BAH RC/T for all members, regardless of whether they live in government housing or off the installation, instead of using the BAH listed on the LES. BAH RC/T rate charts are included in the CYP E-Library.

− In areas where military members receive less than the BAH RC/T allowance: Use the local BAH rates ONLY in areas where military members receive less than the BAH RC/T allowance.

− For dual military members: For dual military members, regardless of whether they reside in government housing or off the installation, use the BAH RC/T with Dependents Rate of the senior member only.

− For single military members: For single military members, regardless of where they reside, use the BAH RC/T with Dependents rate.

Exhibit 3-1.3b: Sample Leave and Earnings Statement

Using the LES in Exhibit 3.1.3b, the pay grade of the airman is E5. The BAH listed on the LES is $1725.00. The BAH RC/T rate from the BAH chart (in the CYP E-Library) is $842.70. In this case, the airman receives more ($1725.00) than the BAH RC/T Chart so the BAH RC/T Chart amount of $842.70 is used to

Use the BAH RC/T rate (from the BAH RC/T rate charts on the CYP E-Library instead of the BAH listed on the LES unless the military member receives less than the BAH RC/T allowance. If she/he receives less than the BAH RC/T rate, use the BAH listed on the LES.




CYMS If the parent is not a contractor and does not disclose his/her TFI, then the OPS Clerk enters 777,777 in CYMS and the family is placed in category IX. If the parent is a contractor and does not provide TFI, the OPS Clerk enters 888,888, and the family is placed in IXA.

calculate TFI. To learn more about how to read a LES, refer to the Defense Finance and Accounting Service (DFAS) resource, Understanding Your Pay.

3.1.4 Determining Fee Categories

Once the necessary income documentation has been provided, the Operations Clerk uses this information to calculate TFI and determine the applicable fee category. When calculating and documenting a family’s TFI, the Operations Clerk must use the electronic Fee Calculation Worksheet to automatically calculate the TFI. Once determined, the Operations Clerk enters the TFI amount into CYMS which will place the family in the correct fee category. A sample of a completed Fee Calculation Worksheet and Instructions is provided in Appendix B.

When families receive an offer of care, they must provide proof of income during the enrollment and registration process. They are also informed that if they do not present proof of income, they will be charged the highest fee category, Category IX. DoD Contractors whose TFI places them in category IX are required to pay the unsubsidized rate, categorized as IXA, as indicated in the Navy Fee Policy Letter. If a DoD contractor does not provide proof of income, he/she will be categorized as IXA and charged the unsubsidized rate.

Families who do not present proof of income must still sign the Parent Fee Agreement which must be updated annually. It is not necessary to calculate TFI since they are presenting no proof of income.

Once the family’s fee category is determined, this information is used to determine the appropriate parent fee rate that the family will be required to pay each military payday. Once these rates are determined, the Operations Clerk uses this information to complete the Parent Fee Agreement.

3.2 Completing the Parent Fee Agreement Once the family’s TFI has been calculated and their fee category determined, the sponsor must sign a Parent Fee Agreement which is a binding document specifying the requirements for using CYP services and guidelines for parental responsibilities and termination of care in the event of nonpayment by specified dates. If the sponsor is unable to sign the Parent Fee Agreement due to deployment or other circumstances, the spouse/guardian may sign if he/she has a Power of Attorney (POA) authorizing him/her to act on behalf of the sponsor. A copy of the POA must be kept on file with the family’s signed Parent Fee Agreement. The Parent Fee Agreement is the only form that requires a POA in order for the spouse/guardian to sign. All other forms, including the Hourly Care Agreement, do not require a POA for spouse/guardian signature.

Families using hourly care services must sign the Hourly Care Parent Fee Agreement in order to use hourly care services in any CYP. Because hourly fees are a set rate, no calculation of TFI is needed and families using only hourly care are not required to sign a new annual agreement unless a new hourly fee rate is published by CNIC.

The Operations Clerk shall prepare the Parent Fee Agreement electronically before family orientation or annually during reverification so that it is ready for the parents to review and sign. The CDC Director (or

http://www.dfas.mil/militarymembers/payentitlements/aboutpay.html








his/her designee) must review the Fee Calculation Worksheet and ensure that the income matches the category assigned on the Parent Fee Agreement. The CDC Director’s review provides a critical “second set of eyes” and appropriate due diligence to minimize the possibility of fraud and of parents being charged incorrectly.

Both the sponsor and the CDC Director (or his/her designee) must sign the agreement at the time of initial registration and at reverification. The completed and signed Parent Fee Agreement is kept in a binder or locked drawer separate from the child’s administration file (see Section 3.4 regarding maintaining income documentation). A sample of a completed Parent Fee Agreement followed by instructions for completing the form are included as Appendix D.

3.3 TFI Validation Guidelines TFI is validated once per household during the initial enrollment of a family and reverified once per year for all parents using CDC full-time services, typically in the fall after the Navy Fee Policy Letter is released and within the 30-day period prior to the effective date of the new fees. The Navy Parent Fee Policy Letter includes information about when this reverification is required to take place. TFI is only recalculated during the year if there is a substantial change in a family’s income (see Exhibit 3.3a for examples). Subsequently, all families must have their TFI reverified annually unless they required reverification for some reason or their initial enrollment verification occurs within 60 days of publication of the Navy Fee Policy Letter.

If a family enrolls a child in a CYP (and the family’s TFI is calculated) within 60 days of the publication of the Navy Fee Policy Letter, when annual reverification occurs it is not necessary to complete a new Fee Calculation Worksheet and reverify TFI as the family’s current TFI is already on file. However, a new Parent Fee Agreement must be completed in order to incorporate the new fees and kept on file for the family. The child will be added to the CYMS household and enrolled in the applicable activity. CYMS will use the household TFI information to apply the correct fees.

TFI is typically reviewed and revised when a new family registers or when CNIC (N926) publishes the new Navy Fee Policy Letter. However, families may experience a change in income during the intervening year,

Scenario #1

A family comes in August 15th to enroll in the CYP. They have their TFI verified and complete the Parent Fee Agreement when they are provided a space at the CDC. When the new Navy Fee Policy Letter is issued in September, they would normally need to complete a new Parent Fee Agreement updating their new fees. However, because their TFI was calculated less than 60 days ago, they do not need to complete a new TFI Worksheet until the following reverification period (or if income changes during the upcoming year).

Scenario #2

A family enrolls their preschool child in the CDC in February and has their TFI calculated. In August, they enroll their 6-week-old infant. The family completes a new Parent Fee Agreement for the new child. Because the family had their TFI calculated in February (after the current year’s Navy Fee Policy went into effect), the next time they will have TFI calculated will be during the annual reverification period (or if there are income changes).




such as loss of a job or a promotion resulting in a substantial change in TFI. If this occurs, families may ask for a change in fees by submitting new income documentation for reverification of TFI and establishment of a new fee category (see Section 3.1). Exhibit 3.3a provides some case scenarios in which recalculating fees may be necessary.

Exhibit 3.3a: Examples of Recalculating Fees

Case Scenario Answer Employment/Self-Employment A sponsor or spouse/partner loses employment.

TFI may be recalculated if there is a substantial change in income. If the loss of employment puts an undue hardship on the family for paying fees, they may apply for a hardship waiver. See Section 5.2.1 for information regarding fee adjustments and hardship waiver requests.

The family enrolls for care while an adult member of the household was unemployed and the adult later secures employment.

The family’s initial enrollment was contingent upon the adult gaining employment, therefore the family’s TFI is recalculated when the adult becomes employed.

A family enrolls a child when an adult member of the household was a full-time student, and that adult later leaves school (e.g., s/he graduates or stops attending classes) and becomes employed.

TFI must be recalculated when the adult becomes employed because the initial enrollment was contingent upon his/her full-time student status, which later changed to employment.

Self-employed income Use the individual’s business net income from Schedule C of their most recent income tax form. Individuals who have not yet filed a schedule C are required to provide an estimate of income. The following year a Schedule C will be required.

Raises/Promotions The sponsor or other adult in the home is promoted and receives a raise.

TFI shall not be recalculated until the next registration period.

Marital/Partnership Status Can fees be adjusted if the parents become divorced or separated?

Fees may be adjusted only if a hardship waiver is approved by the Installation Commander. See Section 5.2.1 for information regarding fee adjustments and hardship waivers.

A single sponsor marries or enters into a legal partnership.

TFI shall not be recalculated until the next registration period.

Surviving Spouses A surviving spouse remarries. TFI shall not be recalculated until the next registration period. The

following notes regarding surviving spouses’ TFI apply: When a surviving spouse remarries, annuity income will cease or

transfer to the child. A child’s annuity is not included in the TFI. A reduction in TFI due to loss of annuity can be addressed out of

cycle with a fee reduction hardship waiver. Adult Household Members Another adult moves into the family’s home, and their income supports the child.

TFI shall not be recalculated until the next registration period. (Note: The term “adult” refers only to the sponsor, spouse, partner, or parent of the child. Other adults such as grandparents or roommates are not included unless they contribute to the welfare of the child.)



DoD requires all military programs to complete the DD Form 2652, Application for Parent Fees or an electronic equivalent. The CYP Fee Calculation Worksheet, CNICCYP 1700/50 is the electronic equivalent and is required to be used by all Navy programs.

Case Scenario Answer Child Eligibility The child does not live with the sponsor whose income is included in the TFI calculation.

Eligibility for child care is based on sponsor status, and therefore is based on the sponsor’s income. However, various scenarios must be handled differently as they may affect the child’s eligibility. Refer to the Introduction to Navy CDC for complete eligibility requirements, including guidance on how to determine a child’s eligibility if he/she does not live with the sponsor.

Siblings A sibling attends another program at a different installation.

Siblings who attend programs at different installations do not receive the multi-child discount since they are living in different households. Each sibling’s TFI must be calculated for the household in which they reside. See Section 2.1.1 for additional information about multi-child rates.

A family with a child already enrolled in a program enrolls another child in a program.

The family’s TFI was calculated when the first child was enrolled and it shall not be recalculated until the next registration period.

3.4 Documentation Management An important part of administrative recordkeeping is ensuring proper management of family income documentation. Due to the sensitive nature of families’ financial information, CYPs must adhere to the following guidelines:

Both the completed Fee Calculation Worksheet, and the Parent Fee Agreement must be kept in a binder in a locked file cabinet or locked office separate from the child’s file. This information should be kept together and filed alphabetically in a binder. If someone other than the sponsor signed the Parent Fee Agreement, a copy of the POA must also be included.

Access to completed forms is restricted to the CDC Operations Clerk (or other authorized CYP Professional) and the Management Team.

No CYP shall keep any copies or originals of documents used to verify family income (e.g., LES, pay stubs, W-2 forms, and other similar documents). Income should be verified in the presence of the parents. After verifying family income, the Operations Clerk must return all original documents to parents/guardians. Copies of documents used for TFI verification that are not returned to the parents must be shredded.

No CYP Professional may discuss a family’s TFI or parent fees with anyone else, including other CYP Professionals, except for the CDC Director. Violating the confidentiality of a family’s TFI or parent fee information may result in disciplinary action up to and including termination.





Chapter 4: Additional Fees 18

Chapter 4:Additional Fees

4.1 Deposits

Installations have the discretion to implement a $100 deposit requirement to hold a CDC full-time care space that has been offered to a family. Installations with wait lists can benefit from requiring a deposit to ensure parents respond when a space is offered and that the space does not remain unfilled when others are waiting for care. The deposit fee charged shall be $100 for all families and may be nonrefundable. If the deposit places an undue burden on the family, the Installation CYP Director has the authority to waive the requirement for the deposit.

If assessed, families must pay deposits within 48 hours of accepting a space. Once a family accepts a space in the CDC, the deposit is credited toward the family’s first week of care. If the family later declines the space they previously accepted, they forfeit the deposit. Deposits can only be refunded at the discretion of the CDC Director based on extenuating circumstances.

4.1.1 Collecting the Deposit

The Operations Clerk, when making an offer of care, should advise parents that they must come to the CDC facility within 48 hours to pay or go online to Navy CYP Online and pay the deposit via credit card directly to their account. The clerk must provide the family with any information needed to access Navy CYP Online. If Navy CYP Online is not yet an option, use the collection method established at the installation. The callout box on the next page provides sample email text for CYP Professionals to use to explain to families the requirements for a deposit and how to make this payment.

In order for families to make their deposit through Navy CYP Online, they must have the household file set up in CYMS with at least basic required information entered.

4.1.2 Deposit Nonpayment within 48 Hours

If a family does not pay the deposit within 48 hours of accepting the offer, the Operations Clerk should place a courtesy reminder phone call to the family. If the family does not answer, the Operations Clerk should leave a message clearly stating that the deposit must be paid within 24 hours and then reiterate that message in a follow-up email. If the family still has not paid the deposit within the next 24 hours (total of 72

Navy CYP is in the process of implementing the online version of CYMS, or Webtrac, at all locations. Webtrac is referred to as Navy CYP Online. Once implemented, Navy CYP Online allows families to make online credit card payments and sign up for hourly care and other youth recreation activities.



hours after the offer was accepted), the Operations Clerk should offer the space to the next family on the wait list.

4.2 Late Pick Up Fees CDCs may assess late pick up fees to parents if they pick up their child after the designated closing time. CDCs may charge a late pick up fee of $1.00 per minute per child to a maximum late pick up fee of $15.00 per child. If the CYMS drawer is still open, late pick up fees should be collected immediately, otherwise, parents need to pay the next morning at drop off. The amount of late pick up fees will be added to the family’s household account.

Hourly Care parents are charged a late fee only if the child is not picked up by closing time. However, an additional hourly fee will be charged to parents if the child is picked up more than 5 minutes late. For part-time programs, the parents shall be charged a late pick up fee of $1.00 per minute per child to a maximum late pick-up fee of $15.00 per child if parents are late picking up their child after the regular operating hours of the part-time program. For example, if the part-time programs ends at 1100 and the parent does not pick their child up until 1110, they will be assessed a $10 late fee ($1 per minute after the program ended).

Instructing Parents on Setting up Deposit: Sample Email Text

Dear {Parent Name},

Thank you for choosing the {installation Name} Child Development Center to care for your child {name of child}.

You have been offered a space in {name of room}. In order to hold this space until your start date, we require a deposit of $100. This deposit will be applied to your first week of care once you start.

You can pay the deposit via credit card through our Navy CYP Online Web site—our secure, online payment system or come into the center and pay the deposit either by cash or check. To access Navy CYP Online and set up an account, please visit {Web site URL}. Your user name and password are {XXXXXX}. If you do not already have an account, you will be prompted to change your password once you are at the Web site.

You have 48 hours from the time of this email to make the deposit payment either in person or online. If payment is not made within 48 hours, you will forfeit your place on the waiting list. Again, this deposit is nonrefundable should you decide later to not enroll your child in our program.

You have been scheduled to attend orientation on {insert date and time}.

Should you have any questions, please do not hesitate to call us at {phone} or {email}. We are looking forward to providing care for your child and for serving you as part of our Navy Child and Youth Programs!

Sincerely,

{Name of CDC Director}



Parents should be instructed to call if they will be late and, if space is available, their child can be moved into an hourly care space.

CDC Directors have the discretion to waive part or all of the late fees if the delay was work-related or due to extenuating circumstances. Commands are required to establish and implement policies for local security pick up procedures, the number of late pick-ups allowed before denying care, and allowable exemptions (e.g., unforeseen mission requirements).

4.3 Other Fees

4.3.1 Meals and Snack Fees

CDC parent fees include all meals and snacks. Full-time programs shall provide a morning snack or breakfast, lunch, and an afternoon snack. All meals and snacks must meet the United States Department of Agriculture (USDA) nutritional requirements.

CDCs may not charge any additional fees for meals or snacks.

4.3.2 Field Trip/Transportation Fees

Field trips and transportation costs are an important part of ongoing program services and are included in parent fees and other appropriated fund support. Families shall not be charged additional fees for either field trips or transportation to/from the program. For example, if the Preschool class wants to visit the zoo, the entrance fees must be paid for by the program and not the parents. Many programs enjoy going strawberry picking in the summer or to the pumpkin patch in the fall. For some parents, even small fees can be unaffordable and a burden. CDC Directors should budget accordingly to include all field trip and transportation costs in the annual budget.


Chapter 5: Discounts and Fee Adjustments 21

Chapter 5:Discounts and Fee Adjustments

Navy CYPs are required to offer discounts on fees for the areas outlined in this chapter. The discounts vary depending on the circumstances and are designed to help parents offset the costs of care for a variety of situations including taking vacations, providing a 30-day notice of withdrawal, and participating in family engagement opportunities. Additionally, discounts are offered to assist specific groups of personnel, including Wounded Warriors, Ombudsmen, and families experiencing stress and needing respite care. For assistance with calculating or processing discounts in CYMS, contact the CYMS POC for your region/installation.

5.1 Discount Codes Navy CYPs provide families with discounts on their fees under a variety of circumstances as listed below. Discount pay codes have been set up in CYMS to assist programs in tracking the costs associated with these discounts. All CYPs are required to use these discount codes when applying discounts to a family’s account in CYMS.

Exhibit 5-2: CYMS Discount Pay Codes Discount Type CYMS Pay Code

Vacation Week Discount Pay Code 61 Last Week of Summer Camp Discount Pay Code 62 30-Day Notice Withdrawal Discount Pay Code 63 Wounded Warrior Discount Pay Code 64 Ombudsman Discount Pay Code 65 Hardship Discount Pay Code 66 Respite Care Discount Pay Code 67 Family Engagement Program Discount Pay Code 55

5.1.1 Vacation Discount

Vacation discounts are authorized for all Navy CDC full-time programs. Installations must provide each child two weeks of vacation per fiscal year at no cost. Vacation time must be taken in blocks of 5 consecutive days, either in two 1-week blocks or one 2-week block. For example, a family can take 1 week in April and 1 week in August or both weeks in August.

Families with more than one child may take different weeks for each child. For example, the parents may have each child visit grandparents on different weeks, attend different summer camps, and/or have different custody parameters for each child. Any multi-child rates that have been established remain in effect during vacation weeks.



If discount amount is greater than the final prorated MPD rate owed, the parent must be credited the discount on the prior MPD fee.

Parents must provide the CDC program with at least 30 days advance written notice before using a vacation discount by submitting a CNICCYP 1700/48 Vacation Notice Form to the Operations Clerk.

Parents may request their vacation discount immediately upon enrollment. Programs are not authorized to require parents to be enrolled for a period of time before authorizing the discount, however, a 30-day notice is still required. The additional child space that results from a family’s vacation must immediately be included in the CDC’s hourly care spaces and made available to parents reserving hourly care at least 30 days in advance.

To determine the correct vacation discount, refer to the Discount Fees Table found on the CYP E-Library. Once the discount amount from the table is applied in CYMS using discount pay code 61, the parent pays the difference as shown in the household balance in CYMS. For example, if parents at the CDC typically pay a basic Category III fee of $191.00 on each military payday and decide to take one week of vacation, their balance would be $103.00 which is calculated by deducting the Category III weekly fee of $88.00 from their military payday rate of $191.00. If the same parents uses two weeks of vacation during one pay period, deduct two weekly fees ($88.00 for the first week and another $88.00 for the second week) from the $191.00 military payday rate. After the two weeks are deducted for the vacation discount, the parent owes the balance of $15.00. Use Pay Code 61 to enter into CYMS.

5.1.2 30-Day Notice Withdrawal Discount

CYP staff should strongly encourage parents to plan ahead and give the CDC a 30-day withdrawal notice. By providing a 30-day notice, the CDC Management Team has a better opportunity to fill the open slot with no lapse in enrollment. This information must be clearly communicated during the orientation process, in the parent handbook, and in the Parent Fee Agreement. Use Pay Code 63 to enter this discount into CYMS.

Remind parents of this discount if they mention that they will be receiving PCS orders or indicate that their child is leaving for school soon. Provide parents with the Navy CNICCYP 1700/47 Withdrawal Notice Form found on the CYP E-Library.

Families who provide the program with 30-day notice of their child’s withdrawal shall be given a 10 percent discount off their final MPD rate. Upon receiving notice, the Operations Clerk determines the family’s withdrawal discount. To determine the correct withdrawal discount, refer to the Discount Fees Table.

Despite the CYP Professionals’ best efforts to encourage families to provide 30-day withdrawal notice, some parents may provide the program with only 2 weeks’ notice (or less). Families who only provide a 2-week notice (or less) do not receive a discount. If a minimum of two weeks’ notice is not provided, parents will be responsible for the payment of the final two weeks of care even if services are not received.

5.1.3 Wounded Warrior Discount

Wounded warriors who are enrolled in the Safe Harbor Program, or other Service equivalent, shall be charged Category I parent fees while in treatment, regardless of TFI. Families who qualify for the Wounded Warrior discount should provide a letter indicating eligibility for the program to keep in the child’s file.

CDCs must be flexible in helping families take their vacation time. While vacation must be taken in 5- and 10-day blocks, it can begin any day of the week.





http://safeharbor.navylive.dodlive.mil/



To determine the correct Wounded Warrior discount, reference the Discount Fees Table found on the CYP E-Library. The discount applied will be the difference between the family’s fees based on their originally calculated TFI and Category I. For example, if a family’s original TFI is Category VI with $280.00 in parent fees, while the sponsor is in treatment, the family is charged the Category I rate of $124.00. This results in a $156.00 discount ($280.00 - $124.00 = $156). Use Pay Code 64 to enter the discount into CYMS.

5.1.4 Ombudsman Discount

An Ombudsman is an official representative of the Commanding Officer who serves as a link between command leadership and their families. He/she plays a vital role in establishing and maintaining current and accurate communication between the command and its family members. While performing official duties, Ombudsmen shall be provided hourly care free of charge whenever possible and where available (i.e., during normal CDC operating hours, whenever a CDH provider offers hourly care, etc.). The Ombudsman must provide a copy of his/her appointment letter signed by the Commanding Officer to be kept in the child’s administrative file. Use Pay Code 65 to enter into CYMS.

5.1.5 Family Engagement Program Discount

The Family Engagement Program acknowledges and accommodates differences in skills, interests, and time that families are able to commit. The Family Engagement Program improves the quality of the CDC program and allows children to benefit from having families involved and actively engaged. Families earn points, or “CYP Rewards,” for each activity in which they participate. CDC staff track the points in CYMS. Each activity has a predetermined point value either based on the activity itself or the amount of time the family member spends participating in that activity. When families accumulate a total of 10 points, they receive a $30 discount on their next MPD fee payment. Each military household is allowed one $30 credit per month. There is no limit on the number of months families can earn and receive the discount credit. Families may not share points with other families. For more information about the Family Engagement Program, see the Family Relations Standards (due for release Fall 2014) on the CYP E-Library. Use Pay Code 55 to enter into CYMS.

5.1.6 Respite Care Discount

Military families are subject to unique stressors associated with military life such as deployments, remote tours of duty, and extended working hours. The Navy CYP Give Parents a Break (GPAB) Program is designed to give family members a short break from their child care responsibilities in order to help them deal with these stressful situations. The program is intended for families who may be experiencing duress due to a deployment and/or sponsor’s Temporary Duty Status (TDY), recent transfer to the area, illness in the family, caring for a child with special needs, or other unique circumstances or hardships.

Installation CYPs are required to offer the GPAB program to eligible families. This program must be widely advertised and briefed to command personnel who support families, including Fleet and Family Support Program Directors, Chaplains, Ombudsmen, Family Readiness Groups, and command leadership. This program is not a substitute for regularly scheduled child care and may be used at the discretion of the parent in a minimum of 2-hour increments. A combination of installation CYP programs (CDC, CDH, SAC, 24/7 Center) may provide a maximum of 16 hours of care per child per month. Use Pay Code 67 to enter into CYMS.





5.2 Fee Adjustments Certain situations, such as hardship waivers and third-party payments, allow CDCs to adjust fees to accommodate situations that arise for families. For more information or for answers to specific questions about discounts and fee adjustments, please contact the POC listed in the Navy Fee Policy Letter.

5.2.1 Hardship Waiver Request

Installation Commanding Officers have the sole discretion to grant case-by-case exceptions to an individual’s fee or fee range based on hardship or other special circumstances (e.g., divorce, illness, or loss of employment) that affect TFI. Commanders must consider the balance of non-appropriated fund (NAF) income and appropriated fund support whenever they approve hardship waivers and the fee should not be set below Category I of the fee scale. Fees lower than category I require approval from CNIC (N926). Command hardship waivers must be documented in writing, maintained with the family’s Fee Agreement, and re-evaluated at least every 90 days (or more frequently depending on the situation).

To consider a family for a fee adjustment and/or hardship waiver, the CDC Director must submit a written request through the appropriate installation chain of command up to the Commanding Officer for approval and signature. Chain of command communications vary across installations, thus CYP Directors must be familiar with their local chain of command requirements. At a minimum, the request must include the following information:

Sponsor’s first and last name;

Sponsor’s military branch/grade/command information (military only);

TFI and current fee category;

Detailed description of the nature of the reason for the fee adjustment/hardship waiver request;

Anticipated duration for which the fee adjustment/hardship waiver will be necessary; and

Next due date for re-evaluating the fee adjustment/hardship waiver (if granted); re-evaluations should occur at least every 90 days.

The applied discount will equal the difference between the regularly calculated TFI and the waiver-based TFI category. For example, if a family’s regular TFI is Category VI with parent fees of $280.00 and the Commanding Officer approves a hardship waiver at the Category III level with $191.00 in parent fees, the hardship waiver discount is $89.00 ($280 - $191.00 = $89.00).

5.2.2 Third Party Payments Process

Third party/agency payments are defined as any payments made on behalf of a household towards child care fees. If a family qualifies for a State program to help with tuition fees, a specific process is warranted in CYMS for payments from these agencies, as outlined in the Navy CYMS Agency Third Party Process document. State agency rules may apply.




Chapter 6: Payment Due Dates, Auto Debit, and Mass Deployment/Emergency Situations 25

Chapter 6:Payment Options, Due Dates, and Mass Deployment/Emergency Situations

6.1 Payment Options Parents must be advised that there are various options for paying child care fees. Navy CYP is moving towards a paperless system and all programs are strongly encouraged to advise parents to pay via auto-debit or using a credit card through Navy CYP Online where available. Although auto-debit is not mandatory, the CDC should encourage families to set up auto-debit not only because it simplifies the fee collection process for the program but also because of the time savings realized (i.e., they do not need to worry about remembering to pay the child care bill). Any programs that are processing fees through CYMS that have not yet implemented the auto-debit payment option must contact their NAF Finance Office immediately to coordinate the auto-debit process. Instructions for setting up recurring credit card payments through the auto-debit payment options are included in the CYMS FY14 Fee Policy Training-E-learning Webinar. Auto-debit forms should be available when parents update fees. The CNICCYP 1700/49 Auto-Debit Authorization Form can be found in the CYP E-Library. Payments can also be made in person with cash or check.

It is important not to confuse the terms “Auto-Debit” and “Auto-Payment.” Auto-debit means that parent fees or other charges are automatically charged to the parents’ credit card or deducted from their bank account. Auto-payment refers to when any type of discount is applied to a family’s account in CYMS.

6.2 Payment Due Dates Payment cycle due dates for family fees must be published in the Parent Fee Letter (see Parent Fee Letter template on the CYP E-Library). CDC full-time programs shall implement payment due dates that are aligned with MPDs of the 1st and 15th of each month. While weekly payments are authorized for part-time enrichment programs, weekly payments are not authorized for CDC full-time care. Families must make all payments in advance, however, hourly care payments are due when services are rendered. For information about what to do if a parent is having difficulty making payments, see section 5.2.1 on hardship waivers.

6.2.1 Tracking Payments

Families must pay for services in advance. An important responsibility of the Operations Clerk and CDC Director is ensuring that all parent fees are paid and that accounts are kept up to date. Parents whose fees have not been paid by the due date must be sent CNICCYP 1700/51 Late Payment Reminder Letter to prompt them to pay on the day after payment was due and to explain the consequences of nonpayment. If fees have not been paid by the 5th day after the payment is due and a hardship waiver has not been discussed with the








Director, child care services cannot be provided until either payment is made or a hardship waiver is approved. Because all payments are due in advance, programs are not authorized to charge parents late payment fees.

CDC Directors must ensure that accounts remain current by reviewing the CYMS activity trial balance report on a regular basis and taking immediate action to ensure payment is made. The Operations Clerk will assist with this process by running the CYMS report on the day after payments are due and presenting this information to the CDC Director for review. Parents will be provided a late notice, the next day after payment was due. The Operations Clerk will provide a daily update to the CDC Director about any outstanding accounts. The CDC Director is responsible for tracking outstanding accounts on a daily basis until all payments have been made or a payment plan is in place.

Families who have not paid by the 4th business day after the payment due date and have not been placed on a hardship waiver must be informed that they will not be allowed to bring their child in for care the next day unless payment is made. Exhibit 6.2 outlines the process for dealing with parents who are late paying their fees.

Exhibit 6.2: Late Payment Process

If needed, CYP Directors have the authority to grant a family a 5-day grace period if that family has an extenuating circumstance that prevents them from paying on time. If a family is having problems making a payment due to a financial hardship beyond the authorized 5-day grace period, a hardship may be requested and a payment plan put in place to temporarily assist the family. The payment plan must be signed and dated by the sponsor and the CDC Director and submitted to the command for approval. The CDC Director is responsible for working out a payment plan with the family and obtaining final written approval from the Command. A copy of the approved payment plan and command approval shall be placed in the binder with the parent’s fee information.

The day after payments are due, the Operations Clerk must

run the activity trial balance and provide the report

to the CDC Director.

The Director reviews the balances to see who hasn't

paid and validates balances of those already on a hardship

waiver.

The CDC Director notifies the Operations Clerk of all late

payments who then sends the Late Payment Reminder Letter

to the family(ies).

Commands are required to implement local policies for handling delinquency including denying care, chain of command notification, and payroll deductions.



End of Month (EOM) Activity Balance Transfer Process for Late Payments

As a reminder, all Navy child care payments are required prior to services (certain exceptions may apply). All program revenue must be posted the month service is provided. Program revenue is posted in CYMS only if payments are made. For households that have been granted a hardship waiver, and have not paid by the end of the month, an additional process is necessary to move the revenue into the appropriate account. Operations Clerks must use the EOM Activity Balance Transfer Process on a monthly basis.

6.3 Mass Deployment/Emergency Situations During mass deployments or emergency situations, CNIC (N926) is authorized to grant exceptions to the fee policy if the situation has a serious impact on a family’s need for child care and their ability to pay for services. CNIC (N926) will notify installations if these types of exceptions become applicable.


Appendix A: Sample Hourly Care Parent Fee Agreement A-1

Appendix A Sample Hourly Care Parent Fee Agreement

Appendix A: Sample Hourly Care Parent Fee Agreement A-1

Appendix A: Sample Hourly Care Parent Fee Agreement

Appendix B: Sample Parent Fee Calculation Worksheet B-1

Appendix B Sample Parent Fee Calculation Worksheet

Appendix B: Sample Parent Fee Calculation Worksheet B-1

Appendix B: Sample Parent Fee Calculation Worksheet

Appendix C: TFI Tip Sheet C-1

Appendix C TFI Tip Sheet


Appendix C: TFI Tip Sheet Types of Pay YES NO Additional Information Note: Use pre-tax amounts when calculating TFI Wages and Salary

X Includes geographically separated parents/custodians that are married or in a legal partnership

Tips X Overtime Pay X Special Duty Pay (Flight, Active Duty Demo, Sea, Submarine, Nuclear, Diving) X

Assignment Incentive Pay X Active Duty Save Pay X Social Security Paid to Adult X Social Security Paid for Child X Retirement X Other Pension X Long Term Disability X Combat Pay X Family Separation X Hazardous Duty X Hostile Fire X Imminent Danger X Jump Pay X Dislocation X Command Responsibility X Adoption Reimbursement X Foreign Language Proficiency X Medical Personnel X Hardship Duty X Cash Awards X Reenlistment Bonus X Voluntary Salary Deferrals X Housing Allowance Based on BAH RC/T X Housing Allowance Based on BAH RC/T of Dual Military X Use BAH for Senior Member

Civilian Housing Allowance X Use Civilian to Military Grade Equivalency Chart Cost of Living Allowance in High Cost Areas X Post Allowance X Alimony X Child Support X Temporary Duty Allowances X Move In Housing Allowances X Educational Allowance (e.g. GI Bill) X



Types of Pay YES NO Additional Information Supplemental Security Income (SSI) Paid to Spouse XSSI Paid for Children XVA Payments to Surviving Spouse XBasic Allowance for Subsistence (BAS) XClothing Allowance XSurviving Spouse Benefits XSurviving Child Benefits XUnemployment Compensation XHealth and Wellness Reimbursements XCivilian Maintenance Allowance Subsistence XLocality Pay XWounded Warrior Pay (any type) X Frequently Asked Questions YES NO Additional Information

Can fees be adjusted after losing employment? X If a fee reduction hardship waiver is approved by the Installation Commander.

Can fees be adjusted for divorce or separation? X If a fee reduction hardship waiver is approved by the Installation Commander.

Is TFI recalculated when a single sponsor marries or enters a legal partnership? X TFI may not be recalculated until the next

registration period.

Is TFI recalculated when another adult moves into the home? X

TFI may not be adjusted until the next registration period. Note: Adult refers only to sponsor, spouse, partner, or parent of the child. Other adults such as grandparents are not included unless they contribute to the welfare of the child.

Is TFI recalculated when a sponsor or other adult in the home is promoted or obtains a higher paying position?

X TFI may not be recalculated until the next registration period at which time the fees may be adjusted.

Is TFI recalculated when access to child care was obtained while an adult member was unemployed, but the member gains employment?

X Because initial enrollment was contingent upon gaining employment.

When a surviving spouse remarries is TFI recalculated? X

TFI may not be recalculated until the next registration period at which time the fees may be adjusted. Note 1: When a surviving spouse remarries annuity income will cease or transfer to the child. Note 2: A child’s annuity is not included in TFI. Note 3: A reduction in TFI due to loss of annuity can be addressed out of cycle with a fee reduction hardship waiver.

When civilians live on base is the BAH RC/T chart used? X To calculate use of Civilian to Military grade

equivalency chart. Do siblings that attend another program at a different installation get the multi-child discount?

X

Can child support payments be deducted from TFI? X



Frequently Asked Questions YES NO Additional Information

When the child doesn’t live with the sponsor whose income is included?

Eligibility for child care is based on sponsor status, therefore is based on the sponsor’s income. – See OPNAV 1700.9E for additional eligibility criteria.

What is the definition of a contractor?

If the individual does not possess a CAC card that specifies that he or she is a DoD Contractor, check with the Installation’s Contracting Office to verify contractor status.

Is TFI recalculated when an existing customer enrolls a new child in the program? X

Is TFI recalculated when an adult member is no longer in school full-time, but gains employment?

X Because initial enrollment was contingent upon student status which changed to full-time employment.

Is self-employment income included in TFI? X Use business net income or an estimate of annual income.

Appendix D: TFI Tip Sheet D-1

Appendix D Sample Parent Fee Agreement


Appendix D: Sample Parent Fee Agreement D-1

Appendix D: Sample Parent Fee Agreement

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