Pennsylvania Child Care Works (CCW): Provider Enrollment & Reimbursement Guide (2025)
How to become a CCW provider through your county CCIS agency — reimbursement rates, Keystone STARS enhancements, co-pay management, and payment timelines.
What Is Child Care Works?
Child Care Works (CCW) is Pennsylvania's child care subsidy program, funded through federal Child Care and Development Fund (CCDF) dollars and state matching funds. DHS contracts with Child Care Information Services (CCIS) agencies — one per county or multi-county region — to administer CCW locally. CCIS agencies determine family eligibility, calculate co-pays, authorize care, and issue payments to providers.
To accept CCW-subsidized families, you must hold a current DHS child care license and sign a provider agreement with your county CCIS. Enrollment is free and there is no waitlist to become a CCW provider — eligibility is based solely on your licensure status.
How to Enroll as a CCW Provider
Obtain Your DHS Child Care License
You must hold a valid provisional or regular DHS license before CCIS will execute a provider agreement. Contact your regional Bureau of Certification Services office for licensing information.
Find Your County CCIS Agency
Each Pennsylvania county (or multi-county region) has a designated CCIS. Search for yours at dhs.pa.gov, call the Child Care Information Line at 1-800-222-2117, or look up the CCIS directory through PA Keys at pakeys.org.
Request and Sign a Provider Agreement
Contact your CCIS to request a provider agreement. The agreement covers reimbursement rates, billing procedures, record-keeping requirements, audit rights, and co-pay responsibilities. Review it carefully before signing.
Set Up Direct Deposit
Provide your bank routing and account number to receive bi-weekly payments via ACH direct deposit. Paper checks are available but cause slower payment. CCIS requires your W-9 or equivalent tax ID information.
Receive Family Referrals & Authorizations
CCIS issues an authorization notice for each eligible family, specifying the approved hours of care and the family's co-pay amount. Do not provide subsidized care without a valid authorization — unauthorized care cannot be billed.
Submit Attendance Records & Bill CCIS
Maintain daily attendance records (sign-in/sign-out with parent signatures) for all CCW families. Submit attendance to CCIS on your agreed billing schedule (typically every two weeks). Payment issues are most often caused by late or missing attendance records.
CCW Reimbursement Rates & Keystone STARS Enhancements
CCW base rates are set annually by DHS based on market rate surveys. Rates vary by county and child age group. Providers enrolled in Keystone STARS receive percentage enhancements on top of the base rate. Representative enhancements (statewide):
| Keystone STARS Level | Rate Enhancement | Pre-K Counts Eligible |
|---|---|---|
| STAR 1 (Licensed) | Base rate only (0% enhancement) | No |
| STAR 2 | +10% above base rate | No |
| STAR 3 | +15–20% above base rate (varies by county) | Yes |
| STAR 4 | +25% above base rate (varies by county) | Yes |
Tip: Moving from STAR 1 to STAR 2 can increase your CCW revenue by approximately 10% with no additional children enrolled. Most providers reach STAR 2 within 6–12 months of licensing with help from a PA Keys Quality Improvement Specialist.
Free PA CCW Provider Enrollment Checklist
Get our step-by-step checklist for signing your CCIS provider agreement, setting up billing, and maximizing your Keystone STARS rate enhancements.
Payment Mechanics
Payment Frequency
Bi-weekly (every two weeks) via direct deposit or paper check. Direct deposit is faster and strongly recommended. Payment is based on authorized attendance records submitted to your CCIS.
Attendance Records
Maintain daily sign-in/sign-out records with parent signatures for every CCW child. Submit to CCIS per your provider agreement schedule. Records must be retained for at least 5 years for audit purposes.
Family Co-Pay
CCW families pay a 'family share' (co-pay) directly to you based on their income and family size. CCIS does not collect co-pays. You are responsible for collecting the co-pay — document all attempts. Non-payment grounds termination of care.
Overpayment & Audits
CCIS conducts attendance audits. Billing for hours not authorized or children not present constitutes fraud and can result in repayment demands, provider disqualification, and referral to DHS Office of Inspector General. Never bill for absences beyond your authorized absent-day limit.
Common CCW Provider Compliance Issues
Providing care without a current authorization notice from CCIS: Unauthorized care cannot be billed and will not be reimbursed retroactively.
Missing or incomplete parent signatures on attendance records: CCIS auditors require parent-signed sign-in/sign-out sheets as proof of attendance. Missing signatures = potential recoupment.
Billing for more hours than authorized: Authorizations specify approved daily/weekly hours. Billing above the authorized amount triggers overpayment recovery.
Not notifying CCIS of family changes: If a CCW child's schedule changes significantly, contact CCIS immediately to update the authorization. Changed schedules without updated authorizations can cause billing disputes.
Collecting co-pays above the CCIS-stated amount: You may not charge CCW families more than their official co-pay as determined by CCIS. Doing so violates your provider agreement.
Official Pennsylvania CCW Resources
Related Pennsylvania Provider Guides
Pennsylvania CCW Provider Toolkit
Get our complete CCW provider bundle: enrollment checklist, attendance record templates, CCIS agreement review guide, co-pay collection script, and Keystone STARS rate enhancement calculator.
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This guide is for informational purposes only and does not constitute legal or regulatory advice. Pennsylvania CCW program rules and reimbursement rates are subject to change. Always verify current rates and requirements with your county CCIS agency and PA DHS. CloverMap is not affiliated with DHS or any Pennsylvania state agency.