Frequently Asked Questions

Below you can find answers to many of your questions about economic supports available to family child care providers, contract matters, and more.

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What is the Payment Protection Program? (Updated 6/13/20)


CHANGES HAVE BEEN MADE TO THE

FORGIVENESS PORTION OF THIS PROGRAM

What is the new timeline for spending the PPP?

You may now take up to 24 weeks from the origination date of the loan to spend the funds.

What is the new forgiveness policy for using funds?

Now you may use up to 40% of the funds on approved, non-payroll expenses.

What can I use the funds for?

60% or more of the funds should be used for payroll which includes:

Payment to yourself

Payroll taxes

Payroll services

Payments to any employees you might have

40% or less of the funds can be used for any of the following (individually or in combination):

Utilities (electricity, gas, water, transportation, telephone, and/or internet access for which service began before 2/15/2020)

Mortgage loan INTEREST (not principle)

Rent

Can I spend the money before the 24 weeks is up?

Yes. You can spend the funds as quickly as you need to.

Is there an advantage to spending the funds quickly?

Yes. Spending the funds quickly can avoid a slow-down of processing loan-forgiveness later this year.

Can I still apply for the PPP? Is there any money left?

Yes. There is PLENTY of money available in this program.

What lenders might still have funds available for the PPP?

  • Paypal – www.loanbuilder.com/application/us/sba/1/a

  • Fundera – www.fundera.com/ppp

  • Funding Circle – www.fundingcircle.com/us

  • Kabbage – www.kabbage.com/paycheck-protection-program-loans

  • CDFI -- https://ofn.org/cdfi-locator

  • Celticbank -- https://start.celticbank.com/paycheck-protection-program

  • Ondeck -- https://www.ondeck.com/covid19

What is the new repayment term?

You now have 5 years to repay any unforgiven portion of this loan. The terms are still 1% with first payment being deferred for 6 months.

I am receiving unemployment compensation. If I get the PPP, how will it affect my unemployment payments?

It depends. In Georgia, the Department of Labor allows you to make up to $300 in gross salary before it impacts your Pandemic Unemployment Assistance (PUA) payment. In this case it may be beneficial to spread out your PPP across a longer period of time so that your PUA payments are not affected. You may also claim the PPP payment for a short period of time which would suspend your PUA payments for that same period of time.

Can I give myself a pay increase with the PPP?

No. The PPP should be used to pay yourself at the pre-COVID rate.

Where can I find a copy of the application for the PPP?

https://www.sba.gov/sites/default/files/2020-04/PPP%20Borrower%20Application%20Form.pdf

Where can I find a copy of the loan forgiveness application?

You can find a copy on the SBA site.

Where can I ask more questions about the PPP?

https://www.pfccag.org/forum

Where can I get assistance in completing the PPP application or forgiveness application?

https://www.pfccag.org/forum

Information below was published 5/23/2020:

FUNDING WAS REPLENISHED FOR THIS PROGRAM.

CONTACT YOUR LOCAL BANK OR PAYPAL OR SQUARE, INC. TO APPLY.

What is the PPP (Payment Protection Program) Loan?

The Paycheck Protection Program is a loan designed to provide a direct incentive for small businesses to keep their workers on the payroll.

I cannot find a local bank or any bank that will take applications. Who can sponsor the loan?

SquareUp is accepting PPP applications.

https://squareup.com/us/en/l/sba-ppp-loans

You can search for other lenders here: https://www.sba.gov/paycheckprotection/find

Is Paypal processing PPP loans?

Not at this time. Paypal was processing PPP loan applications, but as of 5/23/2020 their application system was closed. Check back with Paypal for updates on future opportunities.

How do I request loan forgiveness?

Access the loan forgiveness applications here: https://www.sba.gov/document/sba-form--paycheck-protection-program-loan-forgiveness-application

Is there a deadline for requesting the loan forgiveness?

Yes. October 31, 2020.

Can I use PPP funds to pay my assistant or a helper a bonus or higher wage that pre-COVID?

If you choose to do this, that portion of the loan will not be forgiven.

Am I as a Family Child Care Provider Eligible to apply for the PPP?

Yes. Whether you file taxes as self-employed, sole proprietor, LLC, incorporation, or S-corp, you are eligible to apply for the PPP.

What does the PPP cover?

Funds are to be used for payroll costs, interest on mortgages, rent, and utilities for an eight week period starting on the date of the origination of your loan.

How can I be sure the PPP loan is forgiven?

75% of the borrowed funds must be used for payroll costs. The remainder can be used on mortgage interest (not principle), rent, and/or utilities for the eight week period starting on the origination date of the loan.

Forgiveness is based on the employer maintaining or quickly rehiring employees and maintaining salary levels. Forgiveness will be reduced if full-time headcount declines, or if salaries and wages decrease.

https://www.sba.gov/document/sba-form--paycheck-protection-program-loan-forgiveness-application

I do not have staff. How do I apply for the PPP and explain “payroll costs” to a potential lender?

Use your Schedule C from your 2019 taxes. If you have not prepared your 2019 taxes, you can use your profit/loss sheet in preparation for completing that return or reference your 2018 taxes. Your bank may require information from both the 2018 and 2019 tax returns (Schedule C).

Do I use my gross or net income from my Schedule C to show “payroll costs”?

Enter your average monthly profit (not gross income), using your 2019 Schedule C, line 31 divided by 12 months. If you haven’t completed your 2019 tax return, use your 2018 tax return. So, if you average monthly profit was $3,000, multiply it by 2.5 and enter $7,500 in the next box. If you have employees, add their average monthly payroll amount to your monthly profit before multiplying by 2.5. Note: Even though you can apply to borrow up to 2.5 months of your average monthly profit (plus wages for employees), you may not want to borrow this full amount.

My bank said I have to have a business checking account with them to be eligible for the PPP. Is this true?

Not necessarily. It may be that the bank is trying to limit the number of loan applications it is accepting. Or, it may be that they think they can’t accept an application until the provider has a business account. Either way, the SBA does not require a separate business account in order to qualify for the PPP.

How do I convince my bank that I am in fact eligible for the PPP?

Call to make an appointment to speak directly with the senior loan officer or bank manager. Point out that the federal CARES Act does not require you to have a business account and that self employed people are not required to have such an account. The bank can accept your loan application under federal law without a business account. Make the case that you were in business before February 15th. Show them your tax returns for 2019 or 2018, which includes your business tax forms. Tell them that your personal banking account is your business account as well. You run all (or most) of your income and expenses through this account. Explain that you are a good customer of the bank. You may have multiple personal checking and savings accounts. Some may have a substantial amount of money in them. You may have a credit card or mortgage loan or car loan through the bank. You may have a high credit score.

What if my bank will not allow me to apply for a PPP loan even after I have explained that I should be eligible?

If the bank is denying you the ability to apply because of your self-employment status or that you do not have a business account with the bank, contact your local state congressional office for assistance.

NOTE: If your bank is saying “no” because they do not have any more lending capacity for this program or because you do not have any type of account with them, you will need to try another bank.

What financial institution can take my PPP loan application?

Ask your personal bank first. If your own bank is not able to provide access to the PPP for you, you can apply through any existing SBA 7(a) lender or through any federally insured depository institution, federally insured credit union, and Farm Credit System institution that is participating. Other regulated lenders will be available to make these loans once they are approved and enrolled in the program.

I have applied for Unemployment compensation. Do I still qualify for the PPP?

It depends. Complete your profit/loss sheet to determine whether or not the unemployment compensation you are expecting to receive offsets all of your lost income.

I applied for the PPP the first time it was offered. Should I apply again?

If your request for the PPP was denied, yes, apply again. If your bank told you that they ran out of funds before they could process your request, contact your bank to find out what (if any) next steps need to happen.

How long does it take to apply for the PPP?

It takes between 30 minutes and an hour to complete the initial application process. The more prepared you are, the less time it will take. Following directions is key!

How do we apply for this program since we cannot go to the bank in person to sign any documents?

Your bank will more than likely conduct all business related to the PPP electronically. They will send you links for secure signature capability. Be sure to check your email regularly for communications from your bank. Remember to look in your spam or junk mail folders in case the bank’s email lands there.

How do I scan documents to the bank?

There are a variety of apps you can download to your phone to take a picture of documents or scan them to your computer for emailing. Ask your bank if they will accept jpeg files (pictures) or if the documents have to be saved as a pdf.

Where can I find more details and information?

https://www.sba.gov/funding-programs/loans/coronavirus-relief-options/paycheck-protection-program-ppp

https://www.paypal.com/us/smarthelp/article/how-do-i-apply-for-the-paycheck-protection-program-(ppp)-loan-faq4235

https://squareup.com/us/en/l/sba-ppp-loans

https://www.uschamberfoundation.org/reports/coronavirus-emergency-loans-guide-and-checklist-small-businesses-and-nonprofits

http://tomcopelandblog.com/

References:

www.sba.gov

http://tomcopelandblog.com

CARES Act Train the Trainer sponsored by NAFCC

https://www.paypal.com

https://squareup.com/us/en/l/sba-ppp-loans




What is the Pandemic Unemployment Assistance Program (PUA)?


The PUA program will provide unemployment benefits to those not ordinarily eligible for them. This includes individuals who are self-employed, gig workers, 1099 independent contractors, employees of churches, employees of non-profits, or those with limited work history who do not qualify for state unemployment benefits. The Georgia Department of Labor (GDOL) modified its current online unemployment application adding new questions to better identify those individuals who may be eligible for PUA. These individuals must be determined not eligible for state benefits before being evaluated for federal PUA benefits. Source: GDOL Am I eligible for unemployment benefits? If your income has been impacted by COVID-19, yes, you are eligible for pandemic unemployment assistance. Source: GDOL How can I be eligible for unemployment benefits if I never paid into the federal unemployment insurance program? The PUA is not the same as traditional unemployment. The PUA provides unemployment benefits to those not ordinarily eligible for them. Source: GDOL How do I file a PUA claim? In Georgia, you must first file a regular state unemployment claim and wait for the determination of that claim. Starting April 22, 2020, individuals not eligible for state unemployment benefits will receive notification by email with a link to the application or mail containing information regarding the PUA application process. Source: GDOL What documentation will I need? Proof of wages/income for the most recently completed tax year 2019: If you are an employee or 1099 independent contractor, you can send copies of pay stubs, earning statements, IRS Form W-2 or IRS Form 1099 and federal income tax Form 1040 and Schedule C, F, or SE. If you are self-employed, you can send IRS Form 1040 and a copy of Schedule 1, 2, C, F or SE tax return. Source: GDOL I am still receiving CAPS payments for children no longer attending. Can I still apply for PUA? If you are receiving substantially less money because of COVID-19, yes, you can apply for PUA. Thes GDOL will determine whether or not you are eligible for the assistance. Source: GDOL; Tom Copeland I am open but only caring for one child. I used to have 5 children before COVID. Am I eligible for PUA? Yes, you are receiving substantially less money because of COVID-19. Source: GDOL; Tom Copeland I am an older provider with an underlying health problem and had to close. Am I eligible for PUA? Yes, you are receiving substantially less money because of COVID-19. Source: GDOL; Tom Copeland I have an immune compromised family member and chose to close. Am I eligible for PUA? Yes, you are receiving substantially less money because of COVID-19. Source: GDOL; Tom Copeland There was a possible COVID-19 exposure in my program, and after self-quarantine, none of my families brought their children back. Am I eligible for PUA? Yes, you are receiving substantially less money because of COVID-19. Source: GDOL; Tom Copeland I have filed for Georgia Unemployment Benefits. When will I see my first payment? You must first wait for the GDOL to make a determination of your claim. On April 22, 2020, you can apply for the PUA. It may be several weeks before any payments are received should you be determined eligible. Yes, you are receiving substantially less money because of COVID-19. Source: GDOL How much money does the PUA provide? The PUA provides $600 per week that will be back paid from the implementation date of 4/4/2020. Source: GDOL Where can I find more detailed information about PUA? Pandemic Unemployment Assistance, Georgia Department of Labor www.tomcopelandblog.com




What are the Economic Impact Payments?


What is the $1,200 per person opportunity? U.S. residents will receive the Economic Impact Payment of $1,200 for individual or head of household filers, and $2,400 for married filing jointly if they are not a dependent of another taxpayer and have a work eligible Social Security number with adjusted gross income up to: $75,000 for individuals $112,500 for head of household filers and $150,000 for married couples filing joint returns Taxpayers will receive a reduced payment if their AGI is between: $75,000 and $99,000 if their filing status was single or married filing separately 112,500 and $136,500 for head of household $150,000 and $198,000 if their filing status was married filing jointly The amount of the reduced payment will be based upon the taxpayers specific adjusted gross income. Eligible retirees and recipients of Social Security, Railroad Retirement, disability or veterans' benefits as well as taxpayers who do not make enough money to normally have to file a tax return will receive a payment. This also includes those who have no income, as well as those whose income comes entirely from certain benefit programs, such as Supplemental Security Income benefits. Retirees who receive either Social Security retirement or Railroad Retirement benefits will also receive payments automatically. Source: IRS.gov What do I need to do to get the Economic Impact Payment? For most taxpayers, payments are automatic, and no further action is needed. This includes taxpayers who filed tax returns in 2018 and 2019 and most seniors and retirees. Source: IRS.gov When will the payment be deposited in my bank account? Use the "Get My Payment" application (coming mid-April) to: Check your payment status Confirm your payment type: direct deposit or check Enter your bank account information for direct deposit if we don't have your direct deposit information and we haven't sent your payment yet For security reasons, the IRS plans to mail a letter about the economic impact payment to the taxpayer’s last known address within 15 days after the payment is paid. The letter will provide information on how the payment was made and how to report any failure to receive the payment. If a taxpayer is unsure they’re receiving a legitimate letter, the IRS urges taxpayers to visit IRS.gov first to protect against scam artists. Source: IRS.gov Where can I get more information about the Economic Impact Payment or find out if the “Get My Payment” feature is active? https://www.irs.gov/coronavirus/economic-impact-payments




What is the Economic Injury Disaster Loan (EIDL) Program (updated 5/23/20)


The Economic Injury Disaster Loan is for any small business with less than 500 employees (including sole proprietorships, independent contractors and self-employed persons), private non-profit organization or 501(c)(19) veterans organizations affected by COVID-19 in operation since January 31, 2020.

Can I still apply for this loan?

No. The SBA is not taking any new applications unless you have an agri-business.

What is the EIDL Advance?

All applicants who checked the box and followed SBA guidance for requesting the advance will receive $1,000 per employee up to $10,000 regardless of qualification for the full loan. This advance will provide economic relief to businesses that are currently experiencing a temporary loss of revenue. Funds will be made available following a successful application. This loan advance will not have to be repaid.

How much advance money should I expect to get?

Most FCC providers report receiving $1,000 advance money. If you listed on your EIDL application that you have multiple employees, you should expect more -- $1,000 per employee including yourself.

Do I have to pay back any of this loan?

Yes. Any amount over the advance will have to be paid back.

How soon will I get the advance funds?

The SBA reports funds will be deposited within days of a successful application. Many providers around the nation have reported receiving funds. Many others have stated they had additional steps to take to complete their applications.

If I have to pay back any of this loan, what are the terms?

The interest rate on EIDL is 3.75%.

How can I use my EIDL funds?

Funds can be used to provide paid sick leave to employees, maintain payroll, meet increased production costs due to supply chain disruptions, or pay business obligations, including debts, rent and mortgage payments.

Why is it taking so long to get my loan funds?

In March 2020, the government signed a historic stimulus package that included $349 billion meant to help small businesses pay rent, retain their employees, and stay afloat. Resulting programs offered pre-forgiven loans if the money was used accordingly. The electronic system the Small Business Administration is using to set up new coronavirus loans was down much of Monday (6 April 2020), according to senior banking executives, making it impossible for many new loans to be guaranteed. “E-tran,” the SBA’s proprietary loan guarantee system, suffered from technical errors, access issues and extreme slowness since the launch of the $349 billion small business rescue effort authorized by Congress, frustrating small business owners looking for a lifeline. (CBS News, 2020).

I applied for the EIDL the first time it was offered. Should I apply again?

No. The SBA is processing loans in the order they were received. You can try to contact the SBA for a status report. disastercustomerservice@sba.gov 1-800-659-2955.

How long does it take to apply for the EIDL?

It takes between 45 minutes and 1 ½ hours to complete the initial application process. The more prepared you are, the less time it will take. Following directions is key!

What documents will I need?

2019 tax return (or 2019 if you haven’t completed 2019 yet)

IRS Form 4506

Where can I get more information about the EIDL/Advance?

www.sba.gov

https://www.georgiasbdc.org/georgia-small-business-recovery/

References:

www.sba.gov

https://www.georgiasbdc.org/georgia-small-business-recovery/

www.tomcopelandblog.com

CARES Act Train the Trainer sponsored by NAFCC

KINDERLIME. (2020, April 4). How to Apply for Financial Assistance Offered by the COVID-19 Stimulus Package. Retrieved April 4, 2020




Who is Tom Copeland?


Tom has been the nation’s leading trainer, author, and advocate for the business of family child care since 1981. He is a licensed attorney and has presented hundreds of business workshops for family child care providers across the country. He has written nine books on the business of family child care published by Redleaf Press. Tom lives in St. Paul, Minnesota with his wife Diane and two cats, Duke and Ella. Where can I find Tom Copeland’s website and facebook page? www.tomcopelandblog.com www.facebook.com/tomcopelandblog How can Tom Copeland help me individually? Tom answers thousands of calls and emails each year to help providers, tax professionals, and trainers understand complex business and tax issues. He can be reached by phone: 651-280-5991 or Email: tomcopeland@live.com. Visit him on Facebook. How can I view Tom’s recent webinars? To access Tom Copeland’s webinars presented to Georgia providers, you must first become a member (FREE) of the Provider Resource Hub sponsored by Quality Care for Children. To join, click here. Once you are a member of the Provider Resource Hub, log in and click on any of the links below: PowerPoint presentation slides for “Dealing with the Financial Side of the Coronavirus” originally presented April 14, 2020. You can also access this file by logging into the Provider Resource Hub, click on “Family Child Care Toolkit” then click on “Trainings and PD” then select on the hyperlink under Tom’s name. For the actual recorded webinar “Dealing with the Financial Side of the Coronavirus” originally presented April 14, 2020 can be viewed here. https://www.providerresourcehub.org/successful-program-management/family-child-care-toolkit/training-pd/videos/ You can also access this file by logging into the Provider Resource Hub, click on “Family Child Care Toolkit” then click on “Trainings and PD” then click on Videos then select on the hyperlink to the video. You then must register to watch the recording. Dealing with the Financial Side of the Coronavirus webinar covered answers to the following questions:

  • Can you get covered by insurance for loss of business income?
  • Are you eligible for unemployment benefits if you shut down?
  • Can you exclude children if you think they are too sick to attend?
  • How to change your contract/policies to cover you when parents temporarily keep their children home.
  • What can you do financially if you shut down temporarily?
Please note that this webinar will only be sending out GaPDS training certificates to those who attended the live webinar. No CEU credit was offered. No training certificates can be given to those who view the recording.





Federal Grant/Loan Opportunities

Other Loan Programs and Grant Opportunities

 

Are there CURRENT loans or grants that are not part of the federal stimulus package or C.A.R.E.S. Act?


Yes. New opportunities appear in the media and on the Provider Resource Hub regularly. This page will update when new opportunities arise and when opportunities expire.

What current non-federal loans/grants are available?

  • Hello Alice – Covid-19 Business for All Emergency Grant 

  • Amber Grant 

  • Caleb Brown Grant

What is the Hello Alice Emergency Grant opportunity?
Hello Alice is offering $10,000 grants being distributed immediately to small business owners impacted by the coronavirus as part of their broader missing to ensure Business for All. This grant opportunity expires July 16 25, 2020. ****THIS IS A NEW DEADLINE****

How do we apply for the Hello Alice grant?
Go to https://businessforall.helloalice.com/signup and sign up to apply.

What will the Hello Alice grant pay for?
Apply for grants up to $50,000 to support business growth, including $10,000 emergency COVID-19 Business for All Grants to help small businesses in crisis. Join leaders such as Gwyneth Paltrow, Kristen Bell, Lisa Price, and Zaw Thet to empower every American with an entrepreneurial spirit.


    
What is the Amber Grant opportunity?
Amber grants for women is offering $4,000 grants for women owned business. This grant opportunity expires July 31, 2020. There is a $15 application fee required.

How do we apply for the Amber Grant?
Go to https://ambergrantsforwomen.com/ to apply.

What will the Amber Grant pay for?
You will explain how you want to use the funds when you apply.

What is the Caleb Brown grant opportunity?
The Urban Excellence in Community grant by Caleb Brown offers $1,000 and 500 hours of free business consulting service. Applications are reviewed monthly. Recipients are required to attend business training courses during the first two months of receipt of funds.


How do we apply for the Caleb Brown Grant?
Go to http://calebbrownonline.com/Grant_Application.html to apply.


Who is eligible for the Caleb Brown grant?
Urban business who have been operational for less than 3 years

What will the Caleb Brown grant pay for?
Funds must be used to hire staff or interns within the year.

    

EXPIRED opportunities

Georgia Foundation for Early Care and Learning Greater Atlanta COVID-19 Response and Relief Fund. EXPIRED APPLICATION PERIOD

PAACT Fund for Quality Stabilization Grants. EXPIRED APPLICATION PERIOD

Verizon Small Business Recovery Fund/LISC Grant – VERIZON fourth round. EXPIRED APPLICATION PERIOD

Citizens Bank Small Business Recovery Program. EXPIRED APPLICATION PERIOD

U.S. Chamber Foundation Save Small Business fund. EXPIRED APPLICATION PERIOD

For more information about expired grant/loan programs, please contact us.
 

Questions About Georgia Government Programs

DECAL

Who does DECAL consider as “Essential Services Workforce Priority Group”?


The Essential Services Workforce, as defined by DECAL, includes those employed in the critical jobcategories below.
• Law enforcement, public safety, and first responder personnel (including police officers, fire fighters, emergency medical technicians, paramedics, 911 call center staff, dispatchers, and National Guard)
• Medical personnel who provide direct care to patients and the personnel who support direct care to patients (including sanitation staff, lab technicians, and reception staff)
• Pharmacy personnel (including pharmacists, technicians, pharmacy assistants)
• Child care personnel
See HERE for additional details and to apply (Essenntial Services BFTS, 2020)




How do I File for Unemployment?


If your FCC business has been impacted by COVID 19 and you need to file for unemployment in Georgia, start HERE :
You may be eligible to file for unemployment if…
• You lost your job through no fault of your own
• Your FCC temporarily stops operations because of COVID-19
• You’re quarantined and are expected to go back to work once your quarantine is done
• You leave your job because you may be exposed to COVID-19 at work
4/24/2020 PROJECT REPORT 5
• You leave your job because you’re infected or taking care of a sick family member

How to file...
You can file for unemployment by submitting a claim to the unemployment insurance agency in the state where you worked.
• Depending on your state, you can file online, over the phone, or in person (don’t forget social distancing)
• File ASAP after you’re unemployed so you can get your potential benefits ASAP
• Have some info handy, like the Schedule C from your taxes.

What Happens Next?
Your claim will be eligible for the Pandemic Unemployment Assistance (PUA) which was announced on April 13, 2020. Since most FCC Provider do not meet the ‘normal’ requirements for Unemployment, this program was implemented. This program covers individuals who are self-employed, gig workers, 1099 independent contractors, employees of churches, employees of non-profits, or those with limited work history who do not qualify for state unemployment benefits. Access the full details and process HERE: (Labor, 2020).
When you’ll get your first check...
There’s typically a 2-3 week waiting period before you get your first unemployment benefit check. But some states are working to get checks out faster. (The Skimm, 2020).
Read updates on the PUA from the NAFCC HERE.




What is the Short-Term Assistance Benefits for Licensed Entities (STABLE) grant?


It is a one-time payment available to licensed child care programs in Georgia. The Department of Early Care and Learning (DECAL) received additional funds from the federal government through the CARES act. These funds supplement the existing Child Care Development Block Grant the state receives to administer the CAPS, QR, and instructional supports programs (among others). DECAL chose to disburse these funds through the development of the STABLE grant.

Who can get the grant?

Any license child care provider – family child care or center.

How do I apply for the grant?

Apply through DECAL’s KOALA portal -- https://decalkoala.com/

When can I apply for the grant?

The application period is open May 1 – May 15, 2020.

How much can I get with the grant?

It depends. There is a worksheet to calculate the maximum grant available for each individual program. The amount of the grant is based on February enrollment, whether or not the children were on the CAPS program, and whether or not your program was open or temporarily closed. Programs with private-pay children and that were open will receive the highest rate calculation.

How will DECAL know if I am open or temporarily closed?

All licensed programs should indicate their status on DECAL’s KOALA site.

What is the “date of record” DECAL is using to calculate grant rates?

March 27, 2020, is the date of record DECAL will use as indicated on the KOALA site to determine the rate at which grants are calculated.

I had 4 full time children enrolled and 4 part-time children enrolled in my program in February. How many children count for the grant?

All 8 children will count in the grant calculation. A maximum of 8 children enrolled can be included.

My own children were present and cared for during February. Do I count them as enrolled for the grant?

Yes, as long as they were present in your care at least one day in February.

How do I provide enrollment verification from February?

You can use your CACFP documentation, CAPS documentation, and/or sign-in/out sheets. You can also use copies of tuition receipts.

What can I use the grant for?

Retaining or hiring lead and assistant teachers

Retaining or hiring other employed staff

Substitute teachers

Classroom Materials and supplies

Unreimbursed food

Facilities costs

Supplies to adhere to CDC guidelines

Tuition relief for families

Do I have to spread the funds out across all the categories?

No. You can spend 100% of the funds in a single category. You can spend 50% in one category and 50% in another. You can spread it out across as many categories as you choose. Note: the more categories you choose, the more recording keeping will be involved.

I do not technically pay myself a salary or consider myself an employee. Can I use the grant to pay myself like I would if families were paying me?

Yes. The owner can consider him/herself an employee for the purpose of putting an amount in that expenditure category.

Is there a time limit on spending the grant money?

Yes. You must spend all the grant funds you get by September 30, 2020. For example, if you said in the application you would spend 100% of the funds on facilities costs (ie, mortgage/rent), but you spent 25% of the funds on supplies to adhere to CDC guidelines, you document your change and have that documentation available when it is requested.

Will someone check to see if I spent the money the way I said I would?

Yes. You must be able to account for your spending.

What if things change and I end up not spending the money in the ways I listed in the budget table?

You can continue to make changes to the percentages you listed for each category until September 30, 2020.

How will DECAL check on how I spent the grant money?

Be prepared to show receipts, bank statements, cancelled checks, and/or credit card statements if/when you are asked to account for the funds.

I heard DECAL will ask for my private banking information. Is this true?

No. The grant application will require you complete a W-9 and give them your bank routing and account number so that the deposit can be made. No one will be requesting your account access information. No one will be able to log into your bank account to see your personal financial information.

Where can I get more information about this grant?

https://decalkoala.com/

http://decal.ga.gov/documents/attachments/release_STABLE%20funds%20043020.pdf

Where can I ask a specific question about this grant?

stable@decal.ga.gov





Questions About Contracts

Can I ask families to pay during extended closures?


If your contract already stipulates that you charge during extended closures, yes, you can ask families to pay. If not but you want to charge, you can change your contract, and as long as famil ies sign, you can ask families to pay.
However, many providers are deciding not to charge, or to charge a reduced rate, because they know many families are in difficult financial situations due to the pandemic. No matter how much the families want to honor the contract with their provider, they may not be able to.
You have the flexibility to decide what to do, but remember that your clients can always decide to terminate their contract with you. This document (https://bit.ly/2WgvLIu) suggests many ways that families can support their providers, and not just financially. (All Our Kin, 2020)




How legitimate is a contract in this disaster situation? How can I word my contract so I don't have to write a new one every time something like this happens?


Your contract is still legitimate, even in a disaster situation. You don’t need to write a new contract every time something changes; rather you can make edits to your exis ting contract. Remember, all clients must re-sign an edited contract for it to be legitimate. (All Our Kin, 2020)




How should I write my contract so that it’s clear that I run like the public schools, so if the public schools are closed, I am closed?


You have 100% control over your business and you are not required to be open. If you want to run on the public school schedule, just state that clearly your contract. (All Our Kin, 2020)




Is it possible to prepare a short term contract?


We don’t recommend putting an end date on your contract, even if you expect it to be short term, in case that date passes without you realizing it and you end up without an agreement. You should have a clear termination clause that explains how either party can end the contract whenever they choose to. Remember, if you're caring for children of essential workers, you may want to keep their business after this pandemic ends! (All Our Kin, 2020)




I have struggled with families actually reading and understanding the contract. Are there any tips to get them to really read it?


Responses received from other Providers, which you may find use ful, include: (All Our Kin, 2020)

  • “I personally go over my handbook and contract during every interview.”
  • “Give them a quiz and if they pass the quiz they get a free day of childcare.”
  • “Have them initial every page or paragraph and go through it with them.”
  • “The last page of my contract they have to return back to me signed acknowledging they receive it and that it was their responsibility to read it and ask any question they might have.”
  • "I keep the contract to two pages so that it’s not too overwhelming.”




Is it appropriate to charge clients since I chose to close my business?


Responses received from other Providers via a Poll Results include: (All Our Kin, 2020)

  • 39 % said "Don't charge because you made the decision to close."
  • 32% said "Charge families a reduced rate."*
  • 22% said "Other."*
  • 7% said "Charge only until your vacation and personal days run out."




What should I say to my clients to explain to them why I should be paid for my vacation time?


Responses received from other Providers, which you may find useful, include: (All Our Kin,2020)

“In my contract I get 20 PTO's paid time off. I tell them during the interview that I get paid whether their child is here or not.”

“I don’t charge for my vacation as they have to pay another provider at that time and usually double what I charge. I do charge for THEIR vacations as they get paid for them.”

“I charge 50 weeks a year, giving parents two weeks’ vacation they don't have to pay. They cannot use their two weeks when I'm using mine.”

“After 17 years of providing care I finally decided to add 1 week paid vacation. It went well, only wish I would have done it sooner.”




What do I say in my contract if I want to hold a slot for a famil y until after the pandemic?


If you want to hold a slot, specify in your contract whether or not you will charge (full fee, reduced fee, or no charge) and until when. However, you don't have a guarantee that your client will come back, and you may foreclose revenue if you turn away paying clients because of the saved spot. One solution may be to say "I will hold the spot for you, and if another paying client wants to enroll, I will give you first choice if you want to take that spot at cost." (All Our Kin, 2020)




If I am contracting with a hospital to take care of children of healthcare workers, does the contract with the hospital supersede the terms I put in my usual contract with families?


You should clarify your expec tations in a contract with families, even if you have another contract with their employer (like a hospital). In this case of two contracts, they shouldn’t have conflicting terms, and each term should appear only once between them. If you don’t like the terms of the contract with the employer, you can negotiate with them or decide not to agree to it. (All Our Kin, 2020)




Is the parent handbook considered part of the contract?


No, the handbook is usually not considered part of the contract. Contracts include terms related to time and money, handbooks include other, non legally binding terms like what supplies families should bring, expectations for a typical day, and toileting policies. (All Our Kin, 2020)




If my parents can't pay their weekly fee because they have no income now, what do I say to them during this time?


You can decide what to say. You can ask them whether they’d like to terminate their
contract, or stay on as a n on paying client until they’re back in work, unless you are able to enroll a paying client during this time. It’s a good idea to be understanding of the situation they’re facing and maintain a strong relationship with your clien ts. State and federal govern ments are currently working to help small business owners like yourself make up for lost income (like your families’ tuition) through grants and loans. (All Our Kin, 2020)




What if you're open but they are choosing not to attend? Should they have to pay?


Not necessarily. Many states recommend that families keep their children at home if parents are not essential workers, and many families are facing financial losses due to the coronavirus. If your contract explicitly states it, you may choose to enforce family payments while they keep their children home, but it may be a better solution to take advantage of other forms of financial relief. (All Our Kin, 2020)




If a parent is not working and still decides to bring the child, can I decide not to accept this to protect the child and myself from COVID19?


Yes, you can ask a family not to bring a child in to protect the child and yourself from COVID19. This would not be co nsidered illegal discrimination. (All Our Kin, 2020)




If you want to charge for your own vacations, what do you say to parents who have to pay a backup provider while you're out?


It’s up to you to find the line between being empathetic to their situation and protecting your paid vacation days. You could decide not to charge them. You could hold a hard line on your paid vacation policy. You could split the difference. Try to give fa milies your vacation days far in advance (perhaps in January of each year) so they have time to plan alternative care . (All Our Kin, 2020)





Disclaimer: The information in this document may change subject to additional legislation, guidance from Congress and other federal agencies, legislation-guidance from the state of Georgia, and other circumstances.  This document is for informational purposes only and should not be considered as legal advice.

To our family child care provider community: In the midst of this crisis, we know you are doing your best. We are trying our best too, and we appreciate your patience.

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