Q: I need to make changes to my child care assistance contract, what do I need to do? (Examples: Change of provider, hours on contract, adding/removing a child or household member, change in activity, change needed for winter/summer break or school time, etc.)

A: You may report a change to your case worker by phone, email or visiting the local office. Please ensure your email or voice message includes your full name, child’s name and date of birth or other identifying information to confirm your child care case. Please also include details of the changes you are needing to make such as start/end date, reason for the change, and your contact information. Please allow up to 48 hours for your worker to respond to you. Once all required documentation is provided, please allow up to 10 business days to process the change.

Q: I need to change providers. How soon can I take my child to the new provider?

A: You can change providers after you have given your current provider a two (2) week notice. Please report to your worker the date you gave notice, the last date of attendance, name of new provider and start date at new provider. Please also ensure any copayments owed are paid in full.  Please remember, if you do not give a two (2) week notice and change providers, you may be responsible for payment to your new provider until the two (2) week notice ends to your previous provider.

Q: I need a new daycare for the weekend but still need care during the week.

A: You may report a change to your case worker by phone, email or visiting the local office. Please also submit your change in work/school schedule.  Please be specific with the hours you need during the week and the hours you need on the weekend.  Your case worker will review your request and will process by sending out a contract or a notice of action. Please note, that the child care assistance program cannot provide care for more than a full-time contract for each child in care. Therefore, if you need contracts for two (2) different providers, you will have two (2) part-time contracts.

Q: I need help finding a new child care provider.  What do I do?

A: Visit ECECD’s New Mexico Child Care Finder to filter results that meet your family’s needs. The Child Care Finder, allows parents and caregivers to search for one of the 1000+ child care programs statewide, filtering by proximity, age of child, quality rating, tuition, language, program type, and more. Need a customized referral with a Family Specialist? Please call NewMexicoKids Resource and Referral at 1 (800) 691-9067. The call will be personalized to your specific needs. It takes approximately 15 minutes to complete, and referrals will be given to you via e-mail or over the phone. Calls are returned Monday through Friday, 8 a.m. – 5 p.m.

Q: I had a baby and need to add him/her to my child care contract.  What do I need to do?

A: Please contact your case worker and submit verification of birth for the new child. You may submit your request by email, phone or visiting the local office.

Q: I know I may have to pay a copayment. Are there any other fees I need to pay to the provider?

A: You may be responsible for gross receipts tax and incidental costs (such as a field trip or special lunch). Gross receipts tax is determined based on your city/county tax amounts. Providers cannot charge registration fees, educational/activity or supply fees, transportation fees or any other fees. Providers are paid by the department for these fees and should not be charging families. However, currently copayments are waived until June 30, 2023.

Q: I do not need help with child care at this time. Can I stop or close my contract?

A: Yes, you can suspend your contract anytime during your eligibility period.  Please be sure to give your current provider a 2-week notice.  Please know your contract may be ended but your case will remain open and you will remain eligible for the remainder of the 12 month eligibility period.  If you wish to start your contract again, please submit your request to your case worker.  This can be done by email, phone or visiting the local office.  Please include the name of your provider and start date in your request.

Q: I had a change in my work/school activity (such as I lost my job, started medical/parental leave, stopped school, etc.). Can I still use child care?

A: Yes, you may continue using child care when you experience a temporary change to your activity, such as loss of a job, medical/parental leave, school breaks/holidays, seasonal employment ending, decrease in hours, etc.  It may benefit a client to notify their caseworker of a temporary change as it may decrease their copayment.  Clients can continue to use child care during the time they are experiencing a  temporary change.  Loss of a work or school activity is limited to 3 months of continued use of child care.

Q: My child care contract is due to end soon.  What do I need to do to renew my child care contract?

A: Please contact your caseworker by phone, email, or visiting the local office. You will need to submit the following documentation and inform your caseworker of any changes to your contact information, household size and work/school activity.

• Completed and Signed Application
• Current proof of income from employment and self-employment
• Current proof of educational activity/school schedule for adult household members
• Any other updated documentation needed

If you are renewing your child care case, you are eligible up to 400% FPL to continue qualifying for child care assistance. It is very important for you to renew your contract no later than 30 days of your eligibility expiration in order to qualify at this income limit.

ECECD now has a Provider Dashboard where you can have easy access to many Child Care Services.  You can approve pending child care assistance contracts quickly, saving time and improving efficiency of child care payments.  You can view all children for whom you received payment, view payment dates, have access to your remittance statements and keep employee records up to date. To gain access, please go to EPICS Child Care Provider Dashboard Information and Support for additional instructions. 

Q: Who should I contact if I did not receive a payment for a child? 

A: Please contact the caseworker directly by phone or email.  You may also contact the local child care office.  If you are not already enrolled, it would benefit you to sign up on the Provider Dashboard.  Please see information at EPICS Child Care Provider Dashboard Information and Support. This will allow you to verify active contracts, approve pending contracts, review history of payment remittances and other helpful information. 

Q: I have a client that applied for child care but I have not received a contract.  When will I receive it? 

A:  If you have not received a contract, we may be missing some required documentation in order to determine eligibility for child care assistance. You can ask the client if they received a Notice of Action and remind them to return the required documentation, or a contract may not be issued. You may also contact the caseworker or the local child care office to inquire on the status of an application.  

Please also check your Provider Dashboard. To gain access, please go to EPICS Child Care Provider Dashboard Information and Support for additional instructions. 

Q: What fees can I charge a client who receives child care assistance? 

A: Providers may charge copayments, gross receipts tax and incidental costs (such as a field trip or special lunch). Providers cannot charge registration fees, educational/activity or supply fees, transportation fees or any other fees. Providers are paid by the department for these fees in their monthly reimbursement rates and should not be charging families. 

PLEASE NOTE: On May 1, 2022, the Early Childhood Education and Care Department (ECECD) expanded and extended its commitment to pay all eligible families’ copayments until June 30, 2023. As a practical matter, ECECD will pay all copayments for families receiving subsidized child care assistance in New Mexico until at least June 30, 2023.

Q: Currently the department is waiving copayments for some families. How can I know if a child’s copayment has been waived? 

A: Effective May 1, 2022, the department is waiving copayments for all families until June 30, 2023. All families will not be required to pay a copayment through June 30, 2023. Child care providers will receive payment for the copayments directly from ECECD via the existing child care reimbursement process. Please note May 1, 2022, the department expanded eligibility to more NM families up to 400% FPL.  Families in these higher income limits are categorized as Priority 4+.The contract will indicate the client’s determined priority. 

If copayment is waived, it will be noted on the client’s contract. The department is waiving copayments for most families until June 30, 2022. Families in all priorities, except Priority P4+, will not be required to pay a copayment through June 30, 2022.  The copayment will be included in the regular payment issued by the department for each child that falls in this category. Please note August 1, 2021, the department expanded eligibility to more NM families up to 400% FPL.  Families in these higher income limits are categorized as Priority 4+ and will have a copayment. The contract will indicate the client’s determined priority. 

Q: A child has stopped attending my child care facility/home?  What do I need to do? 

A: Providers must report to the Department within 14 calendar days of a child no longer attending your child care facility/home. Providers can email, fax or mail the notice of non-attendance to the caseworker or local child care office. Failure to report non-attendance timely may result in sanctions including recoupment.

Q: I have been trying to contact a caseworker and have been unsuccessful.  Who else can I contact to discuss questions or concerns? 

A: You may contact a Supervisor or Regional Manager at your regional Child Care Assistance office, or call Early Childhood Services at 1-800-832-1321 or email us at  Child.care@state.nm.us. 

Question: How long will the copayments be waived?

Answer: The Early Childhood Education and Care Department (ECECD) is paying the child care assistance copayments to child care providers through June 30, 2023. During this time period, child care providers may not charge copayments to families, parents and guardians that receive child care assistance, as providers will receive these copayments directly from ECECD.

Question: Is the state waiving gross receipts taxes that clients pay to the child care facility?

Answer: The cost estimation model referenced in 8.15.2.6(B) NMAC, and that ECECD used to increase child care assistance rates in July 2021, includes gross receipts taxes in all the child care assistance rates that ECECD pays providers. While the state is not “waiving” gross receipts taxes, ECECD strongly encourages child care providers to pay the gross receipts taxes themselves through the child care assistance rates paid by ECECD.

Question: Do clients need to take any action on their current Child Care Placement Agreement?

Answer: No, clients do not need to take any action on their Child Care Placement Agreement. Providers will receive the entire approved child care subsidy rate, including the client’s copayment, directly from ECECD via the existing child care reimbursement process.

Question: Do clients with an active Child Care Placement Agreement need to reapply in order for this copayment waiver to take effect?

Answer: No. Clients with active Child Care Placement Agreements remain eligible for services through the end of their eligibility period as outlined on their current Child Care Placement Agreement. Clients active Child Care Placement Agreements do not need to take any action until they receive written notice from ECECD. Providers will receive child care subsidy payments, including any calculated copayments, directly from ECECD via the existing child care reimbursement process.

Question: Does a new Child Care Placement Agreement need to contain new language about the copayment waiver language?

Answer: No, a new Child Care Placement Agreement does not need to be contain the new copayment waiver language. The expanded copayment waiver went into effect on May 1, 2022. Providers will receive child care subsidy payments, including any calculated copayments, directly from ECECD via the existing child care reimbursement process.

Question: Is the copayment waived for all families?

Answer: Under the current copayment waiver, ECECD will pay copayments for all families enrolled in the Child Care Assistance Program until June 30, 2023.

Question: How does a family qualify for child care assistance?

Answer: Applicants must meet all eligibility requirements of the Child Care Assistance program, including income and qualifying activity requirements, unless otherwise exempt. ECECD expanded the income guidelines for the child care assistance program on May 1, 2022, and families, parents and guardians earning up to 400% of the Federal Poverty Level (FPL) now qualify. As a practical matter, a family of four earning $111,000 a year or less now meets the Child Care Assistance Program’s income requirement. Parents/guardians must be working, going to school, searching for employment, in a job training program or other qualifying activity to be eligible.

Question: Will the child care provider receive more money on top of the current rates?

Answer: No, the child care subsidy rates effective as of July 1, 2021, remain in place. The only change is that providers will receive the entire rate, including ay calculated copayment, directly from ECECD via the existing child care reimbursement process.

Question: Will ECECD be implementing provider incentive payments again since this incentive was re-instated?

Answer: No. At this time, ECECD does not plan to re-implement provider incentive payments. Governor Michelle Lujan Grisham, however, recently announced that ECECD will dedicate $10 million of its federal relief dollars to child care supply building grants to increase the availability of child care in communities where it is most needed. This Child Care Supply Building grant will be a competitive rolling grant that ECECD will announce no later than May 17, 2022. The grant will be open to licensed and registered providers in the state of New Mexico, including eligible head start and tribal early child care providers, and to employers that intend to create or expand child care for their employees.

Question: If a child care provider charges more than the department rate, will the provider be paid their rate or the difference between the department rate and their own?

Answer: Child care providers that accept ECECD’s child care assistance payments are not allowed to charge additional rates and doing so may subject them to sanctions. See 8.15.2.15(E) NMAC (“Child care providers accept the rate the department pays for child care and are not allowed to charge families receiving child care assistance above the department rate for the hours listed on the child care placement agreement. Failure to comply with this requirement may result in sanctions.”)