How to become a CAPS provider in Georgia
CAPS (Childcare and Parent Services) is Georgia's subsidized childcare program. Becoming an approved CAPS provider opens your daycare to thousands of eligible families who couldn't otherwise afford your services — and adds a reliable state payment stream to your revenue.
What CAPS means for your daycare
Georgia's CAPS program helps income-eligible families pay for childcare so parents can work, attend school, or participate in job training. As a CAPS-approved provider, you accept CAPS authorizations in place of some or all of a family's tuition — and the state pays the subsidy portion directly to you, typically twice per month.
For daycares, CAPS approval does three things: it expands your potential market to include families who couldn't otherwise afford your rates, it adds a reliable state payment stream, and it signals to prospective families that your center meets Georgia's quality standards. On CloverMap, daycares marked as "Accepts CAPS" receive noticeably more inquiries from families filtering by subsidy acceptance.
Eligibility requirements
Before you can enroll as a CAPS provider, your daycare must meet all three of these requirements.
Active DECAL license (not provisional)
A provisional or pending license does not qualify. Your license must be fully issued and active. If you're still in the application process, wait until your license is in hand before applying for CAPS.
Georgia Star Quality rating of at least 1 star
Georgia Star Quality is a voluntary rating system that assesses childcare quality on a 3-star scale. Even 1 star is sufficient to enroll in CAPS. The Star Quality application is free, takes 2–3 weeks to process, and is separate from your DECAL license. Apply at decal.ga.gov/StarQuality.
No serious compliance violations in the past 12 months
CAPS reviews your DECAL compliance history before approving enrollment. Significant violations — particularly those involving child safety, ratios, or unauthorized operation — may delay or prevent approval. Minor corrections that were resolved promptly are generally not disqualifying.
Free: CAPS provider enrollment checklist
Every document and step you need before submitting your CAPS provider application — organized and printable.
The CAPS enrollment process
- 1
Gather your documents before starting
You'll need: active DECAL license certificate, EIN (and IRS EIN confirmation letter), W-9 (completed and signed), voided check or bank letter for direct deposit setup, Star Quality certificate, and your current tuition rate schedule by age group. Having all of these ready before logging into the portal saves significant time.
- 2
Create your CAPS provider portal account
The CAPS provider portal is separate from your DECAL licensing account. Go to the CAPS provider portal (caps.decal.ga.gov) and register as a new provider using your business email. This email will receive all CAPS correspondence including authorization notices and payment confirmations.
- 3
Complete the provider enrollment application
The application asks for your DECAL license number, EIN, facility address, licensed capacity, hours of operation, and tuition rates by age group. Take particular care with your tuition rate schedule — errors here can cause payment disputes later. Upload all required documents as you go.
- 4
Wait for CAPS review (1–3 weeks)
A CAPS regional coordinator reviews your application. You may receive a request for additional documentation. Respond within the requested timeframe — delayed responses extend your approval timeline. You can check your application status in the portal at any time.
- 5
Sign and return your provider agreement
Once approved, you'll receive a CAPS provider agreement to sign electronically or by mail. Read it carefully before signing — it specifies your obligations including attendance tracking requirements, notification deadlines for enrollment changes (5 business days), and audit cooperation. Return the signed agreement within the deadline provided.
- 6
Set up attendance tracking
CAPS requires daily attendance records for every subsidized child showing exact arrival and departure times. You can use paper CAPS attendance sheets or an approved electronic system. This is the most important ongoing requirement — missing or inaccurate attendance records are the most common cause of CAPS payment holds and audits.
CAPS payments: how the money works
Understanding how CAPS payments flow helps you manage your cash flow and avoid surprises.
State pays subsidy, family pays co-pay
CAPS pays the subsidy portion directly to you via direct deposit. The family pays you the co-payment (the difference between your tuition and the CAPS rate) directly. You collect these separately — CAPS does not collect co-pays on your behalf.
Payments come twice monthly
CAPS typically pays providers on the 1st and 15th of each month based on attendance records submitted through the portal. Payment timing depends on when you submit your attendance records — late submission delays payment.
Your rate cannot exceed private-pay
The CAPS reimbursement rate for your county and age group is the maximum CAPS will pay. If your private-pay rate is lower than the CAPS rate, CAPS pays your private-pay rate. If higher, CAPS pays the CAPS rate and the family covers the difference as co-pay. You cannot charge CAPS families a higher rate than private-pay families for identical services.
Attendance records are audited
CAPS conducts routine audits comparing attendance records to payment claims. Discrepancies — even honest ones — can trigger a repayment demand. Keep clean, daily records from day one.
Frequently asked questions
What is CAPS and how does it work for daycare providers?
CAPS (Childcare and Parent Services) is Georgia's state-subsidized childcare assistance program. Eligible low-income families receive a CAPS authorization that pays a portion of their childcare tuition directly to approved providers. As a CAPS-approved provider, you receive regular subsidy payments from the state for enrolled CAPS families. Families are responsible for any co-payment difference between the CAPS rate and your tuition.
How long does CAPS provider enrollment take in Georgia?
The CAPS provider enrollment process typically takes 2–4 weeks from application submission to approval, assuming your documents are complete. The most common delays are missing or incorrect tax documentation (W-9, EIN confirmation) and bank information errors. Having all documents ready before starting the application significantly reduces the timeline.
Do I need a DECAL license before enrolling as a CAPS provider?
Yes. An active, non-provisional DECAL license is required before you can apply for CAPS provider enrollment. You also need a Georgia Star Quality rating of at least 1 star. If you don't yet have a Star Quality rating, apply for it immediately — it's free and the application takes 2–3 weeks.
How much does Georgia pay CAPS providers?
CAPS reimbursement rates vary by county, age group, and the type of childcare setting (center vs. home). Rates are set by the state based on a periodic market survey. You can view current rates by county on the DECAL website. Your CAPS rate cannot exceed your private-pay tuition for the same age group — you cannot charge CAPS families more than private families for the same service.
Can CAPS families pay more than the CAPS rate?
Yes — the difference between the CAPS reimbursement rate and your tuition is the family's co-payment, which you collect directly from the family. For example, if your weekly infant tuition is $350 and the CAPS rate for your county is $280, the family pays a $70 co-pay per week directly to you. Families cannot be charged additional fees not charged to private-pay families.
What happens if a CAPS family's authorization lapses?
When a family's CAPS authorization expires or changes, CAPS notifies providers through the portal. You must stop billing CAPS for that family immediately. If you continue to serve the child after the authorization lapses, you absorb that cost — CAPS will not retroactively pay for unauthorized care. Always verify authorization status when you receive a notice from CAPS.
Official CAPS resources
Related guides
Get the free CAPS enrollment checklist
Every document and step to complete your CAPS provider application, organized and printable.
Get the complete CAPS enrollment guide
The full step-by-step guide walks through the portal, every document, the provider agreement clauses that matter, and the attendance system setup — with direct links to every form and portal you need.
View the CAPS enrollment guide — $4.99Information current as of April 2026. Verify current CAPS requirements at caps.decal.ga.gov.