The Hawaii Department of Human Services (DHS) has administered significant funding to support child care providers through the Supplemental Child Care Grant Program. This initiative, fueled by the American Rescue Plan Act (ARPA) of 2021, aims to stabilize the child care sector, bolster staff retention, and ensure continued access to quality care for Hawaii’s families. Understanding how these funds are managed and tracked is crucial for both providers and the public. This article provides a comprehensive overview of the DHS Supplemental Child Care Grant Program, with a focus on how providers can effectively manage and account for these vital resources, implicitly serving as a guide to the concept of a “Dhs Cares Act Funding Tracking Tool,” even if a specific tool isn’t explicitly named.
Understanding the Supplemental Child Care Grant Program
Initiated to address the financial strain and market instability caused by the COVID-19 pandemic, the Supplemental Child Care Grant Program has been implemented in two rounds. The primary goal is to empower licensed child care providers to maintain operations, prevent permanent closures, and enhance staff recruitment and retention efforts. This financial assistance is derived from the American Rescue Plan Act, demonstrating the federal government’s commitment to supporting essential community services like child care.
Alt text: Banner announcing the Supplemental Child Care Grant Program Round Two, highlighting program details for child care providers.
Round One: Initial Funding and Objectives
The first round of funding was launched with applications accepted starting in January 2024. The objective was clear: to provide a financial lifeline to child care providers struggling with the economic repercussions of the pandemic. Funds were specifically designated to improve staff retention and recruitment, and to offer a stable foundation for covering ongoing operational costs. Eligibility was clearly defined, ensuring that licensed, registered, or qualified exempt Child Care Providers as of December 31, 2022, with a Federal Taxpayer Identification Number and currently operational, could apply.
Round Two: Additional Support for Approved Providers
Recognizing the continued need and due to a surplus of funds, a second round of payments was authorized. Crucially, Round Two was exclusively for providers who had already applied and been approved in the initial round. No new applications were accepted, streamlining the process and ensuring swift disbursement to previously vetted and eligible recipients. This round emphasized the ongoing commitment to supporting existing child care infrastructure.
Process and Timeframe for Round Two
For Round Two, the process was simplified to expedite the flow of funds. Between July 1st and July 19th, approved providers were required to update their existing applications. This update primarily involved confirming the continued employment of staff listed in their original applications. The focus was on efficient distribution, with payments processed and disbursed by Public Consulting Group (PCG) directly via direct deposit, targeted for September 2024. This streamlined approach minimized administrative burden and ensured timely financial relief.
Use of Funds: Ensuring Proper Allocation and Tracking
Both rounds of funding came with clear guidelines on how the grant money could be utilized. Providers were granted flexibility within defined categories, allowing them to address their most pressing needs while maintaining accountability for public funds.
Permissible Uses: Operating Expenses
Grant funds are intended to cover a broad spectrum of operating expenses essential for maintaining and improving child care services. These include:
- Rent, Mortgage, or Lease Payments: Crucial for maintaining physical facilities.
- Facility Fees, Maintenance & Minor Improvements: Ensuring safe and functional environments for children.
- Personnel and Professional Development Costs: Investing in staff through salaries and training.
- Personal Protective Equipment (PPE): Maintaining health and safety protocols.
- Equipment and supplies related to COVID-19: Addressing ongoing pandemic-related needs.
- Goods and Services necessary to maintain or resume child care services: Broad category for essential operational needs.
- Mental Health and Wellness: Supporting the well-being of staff and children.
- Tuition Relief: Potentially assisting families in accessing child care services.
- Tax and Business Services: Ensuring sound financial management.
Family Child Care providers are provided with specific guidance on allocating funds for household expenses that are also used for business purposes, with a recommendation to use a time/space percentage calculator to ensure accurate allocation.
Staff Retention Awards: Investing in the Child Care Workforce
A significant component of the grant program is the Staff Retention Award, designed to address workforce challenges in the child care sector.
- Round One Structure: Offered tiered awards based on staff roles, recognizing the varying responsibilities within child care facilities.
- Round Two Structure: Simplified to a flat payment amount of $1,000 for all caregiving staff, streamlining distribution and providing consistent support across the workforce.
These staff retention funds can be used for retention bonuses and fringe benefit offsets, directly benefiting child care professionals. A key condition is the timely disbursement of a portion of these funds to employees, emphasizing the program’s direct benefit to the workforce.
Award Information: Amounts and Calculations
The grant program provided funding through two key award components: Operating Expenses Awards and Staff Retention Awards. The calculation methods differed slightly between Round One and Round Two, reflecting program adjustments based on available funding and program goals.
Operating Expenses Award Calculation
Operating awards were calculated as a per-child amount, varying by service type and licensed capacity. This formula aimed to distribute funds equitably based on the size and type of child care service provided.
| Provider Type | Operating Expenses Award (Amount per Child) Round 1 | Operating Expenses Award (Amount per Child) Round 2 |
|---|---|---|
| IT – Infant / Toddler Centers | $2,120.00 | $1,410.00 |
| GCC – Group Child Care / Preschool | $1,350.00 | $898.00 |
| FCC – Family Child Care | $1,830.00 | $1,218.00 |
| GCH – Group Care Home | $1,830.00 | $1,218.00 |
| BAS – Before / After School Programs | $320.00 | $207.00 |
| A+ – A+ Programs | $320.00 | $207.00 |
Note: Round 2 amounts were estimated and subject to change based on final application numbers.
Staff Retention Award Details
- Round One: Tiered system with $3,500 per employee for Tier 1 roles (Directors, Teachers, etc.) and $2,000 per employee for Tier 2 roles (Aides, Substitutes, etc.).
- Round Two: Flat $1,000 payment for all eligible caregiving staff included in the initial application.
These award structures were designed to provide substantial financial support to both child care facilities and their essential staff.
Reporting Requirements: Ensuring Accountability and Transparency
A critical aspect of any government funding program is accountability. The DHS Supplemental Child Care Grant Program includes clear reporting requirements to ensure funds are used appropriately and transparently.
Documentation and Final Report
Grant recipients are mandated to submit documentation for all expenditures throughout the grant period, uploaded via the application portal. Furthermore, a DHS Final Report is required in the application portal by November 14, 2024. These requirements serve as mechanisms for tracking fund usage and demonstrating compliance with program guidelines. While not explicitly a “DHS CARES Act funding tracking tool,” these reporting processes fulfill the function of tracking and accountability.
Application Process and Eligibility (Round One Focus)
While Round Two was limited to existing applicants, understanding the initial application process is valuable for context and for potential future funding opportunities.
Eligibility Criteria: Core Requirements
To be eligible for Round One, providers had to meet specific criteria:
- Be a licensed, registered, or qualified exempt Child Care Provider as of December 31, 2022.
- Possess a Federal Taxpayer Identification Number (EIN or SSN).
- Be currently open and providing services.
These criteria ensured that funds reached legitimate and operational child care providers in Hawaii.
Required Documentation: Essential for Application
Applicants were required to submit specific documentation to verify their eligibility and facilitate the application process:
- Completed W-9 Form: To ensure accurate taxpayer information.
- Proof of Identity: Valid Hawaii driver’s license or government ID for applicant verification.
These documentation requirements streamlined the verification process and minimized fraudulent applications.
Additional Disclosures: Funding Sources and Program Details
Transparency is paramount in government programs. The DHS provided detailed disclosures regarding the funding sources and key program identifiers.
Federal Funding and Identification
The Supplemental Child Care Grant Program is funded through the American Rescue Plan Act (ARPA) and falls under the Child Care and Development Fund (CCDF). Key identifiers include:
- Federal award identification: ARPA Child Care Supplemental Discretionary Funds
- FAIN number: 2101HICSC6
- Federal awarding agency: Department of Health and Human Services (HHS)
- CFDA number: 93.575
- CFDA name: Child Care and Development Block Grant
This detailed information provides a clear audit trail and allows for public scrutiny of fund allocation and usage.
Alt text: Informational poster for the Supplemental Child Care Grant Program, outlining key program highlights and contact information in PDF format.
Conclusion: Managing and Tracking Child Care Funding
The DHS Supplemental Child Care Grant Program represents a significant investment in Hawaii’s child care infrastructure. While there isn’t a specific, publicly named “DHS CARES Act funding tracking tool” for grantees to use beyond the application portal’s reporting features, the program incorporates robust mechanisms for accountability and transparency. Providers are expected to diligently track their use of funds and adhere to reporting requirements. For those seeking to manage these funds effectively, utilizing standard financial tracking practices and tools is recommended to ensure compliance and maximize the impact of this vital funding on child care services in Hawaii. By understanding the program guidelines and diligently managing grant funds, child care providers can contribute to the program’s success and the continued well-being of Hawaii’s children and families.
