WELCOME

We are a community service organization that works with parents, child care providers, businesses, and community organizations to help promote the availability of quality child care services in the area. We provide parents with child care referrals and information on evaluating quality child care, plus resources on various parenting issues. We offer child care providers access to valuable training, and supportive services for new or established programs.

Upcoming Events and Announcements

Billable Days for November and December

DATE: November 12, 2025

TO: Child Care Providers

FROM: WV Division of Early Care and Education

SUBJECT: Billable days November 2025 and December 2025

The purpose of this memo is to inform all West Virginia Child Care Providers of the number of billable days for November 2025 and December 2025.

The Division of Early Care and Education sets the billable days based upon the number of possible work days in each month. The child(ren) must have attended the site at least one full day during the month to be eligible for the full billable days' payment. If children attend more than the set number of billable days, actual days of attendance may be billed. If a child attends two different providers during the month, actual days of attendance must be billed.

Providers shall not deny access to care to any child for whom they receive payment by enrollment.

Billable days for the upcoming months:

November 2025 - 20 days, allowable closures Veterans Day 11/11, Thanksgiving Day 11/27, Lincoln's Day 11/28

December 2025 - 23 days, allowable closures - Christmas Eve 12/24, Christmas Day 12/25

*A note about closures, if your parent has to use a backup provider on allowable closure days, you cannot be paid for that day as it is not permissible to pay two child care providers for the same time period for the same child.

School-Age Billing Requirements

To support timely and accurate payments, please review the requirements for school-age children listed below:

Full-Day Attendance (4 hours or more): If a school-age child attends care for at least one full day (4 hours or more) during the month, providers will be paid by enrollment. Providers should list each child's actual attendance on the Request for Payment Form, however, payment by enrollment will be issued for all eligible children.
Part-Day Attendance (less than 4 hours): If a school age child attends care for partial days (less than 4 hours) throughout the month, providers will be paid by attendance. Please note that part days can convert to full days of care. Appendix C of the WV Child Care Policy and Procedure Manual (https://bfa.wv.gov/page/ece-policies-and-regulations) list the full conversion chart, but for example 19 billable 2-4 hour days converts to 13 full days. If a child is in care for 13 full days, providers will be paid a monthly rate, this rate will depend on the age of the child and the parents’ fee.
Attendance Sheets:
- Attendance sheets are required for all school-age children, including Pre-K and Head Start (but not Early Head Start).
- To make sure payments are processed without delay, all provider types must submit attendance sheets for school-age children.
- If attendance sheets are missing, payment forms will be returned, and processing may be delayed.

Billing Procedure:
- Billing procedures have not changed, the policy regarding billing for school age children during time they are in school is not a new policy and has been in place for many years and is based on long-standing federal policy.

BFA ECE Appendix C Conversion Chart 10 07.jpg

Frequently asked questions regarding provider billing and payments

What is considered a full day?
- Care for at least four (4) hours but less than 18 hours per day
What is considered a part day?
- There are two types of part day. Part day less than two hours which is care no less than one minute but not exceeding 1 hour and 59 minutes per day. Part day 2 hours but not exceeding 4 hours per day.
Do part days convert to full days?
- Yes, part days can convert to full days, Appendix C of the WV Child Care Policy and Procedure Manual (https://bfa.wv.gov/page/ece-policies-and-regulations) list the full conversion chart, but for example 19 billable 2-4 hour days converts to 13 full days.
Is there a way to still get monthly billing with only part days?
- Yes, if a child is in care for 13 full days, providers will be paid a monthly rate, this rate will depend on the age of the child and the parents’ fee.
How is time counted?
- Time in care begins when the child is dropped off at your site and signed in, time ends when the child is picked up from your site and signed out by the parent. Time is counted in exact minutes to determine the type of day you will be billing. An exception to this is if your site picks up the child from a school location, then time begins when the child is signed in by a childcare worker on the transportation from school to the childcare site.
If I have the child in the morning and afternoon can those times be added together?
- Yes, billing is for the total time in care, so if the child is in your care in the morning before school and in the afternoon after school, those times may be added together to determine if the type of billable day.
When should I submit my billing?
- Billing should be submitted to the Resource and Referral office no earlier than the first day of the month following the month of care. For example, August billing would be submitted no earlier than September 1st.
What should I submit with my billing?
- All billing submissions should include the request for payment form signed by the childcare provider. Family childcare homes and facilities must submit sign in\out sheets for all children in care each month. Childcare centers must submit sign in\out sheets for school age children monthly, and full sign\in and out sheets twice per year as requested by the Resource and Referral office.
Why has billing changed/ new requirements been introduced regarding school-age children?
- Billing procedures have not changed, the policy regarding billing for school age children during time the are in school is not new and has been in place for many years and is based on long-standing federal policy.