Frequently Asked Questions
A current, signed copy of the attendance record agreement must be on file for each child care provider receiving child care subsidy payments from the 4C Council. Click on the question to download a copy of the Provider Attendance Record Agreement.
Completed attendance records are due as early as the 1st (no later than the 5th) of the month following service. Attendance records can be faxed to (408) 321-7454; emailed to firstname.lastname@example.org; mailed to 4C Council, 150 River Oaks Parkway, San Jose, CA 95134, Attn. Fiscal; dropped off at the 4C Council in the green mailbox located in the parking lot. Please note that the ORIGINAL attendance records must be received in order to release payment.
The 4C Council gives each provider an original copy of Attendance Record in the New Provider Packet when the provider registers with the 4C Council's Subsidized Program. Click on the question to open up a copy of the Attendance Record.
How do I complete the Attendance Record?
For instructions on how to complete the Attendance Record, please click here to download a copy of the Attendance Record Checklist.
When are provider checks mailed?
All attendance sheets are due on the 5th calendar day of the month.
When complete and accurate attendance sheets are received by the 4C Council by the 5th calendar day of the month after the month of service, provider payments will be mailed on the 15th of the month. For attendance sheets received after the 5th, but no later than the 20th of the month, provider payments will be mailed on the last day of the month. Attendance sheets received after the 20th of the month will be paid using the next month’s schedule.
Complete and accurate attendance sheets must be received no later than two (2) months after the month of service in order for payments to be made. No payment will be made for attendance sheets received after the final due date.
For a calendar of the 2019-2020 Provider Payment, click here.
If you have not received your check within five (5) days of mailing, please email email@example.com. A Fiscal Accountant will contact you within the next business day.
My check is short. Who do I speak to?
If you feel your check does not reflect the correct dollar amount you were expecting to be paid please contact one of our Fiscal Accountants at 408-487-0747 or email questions and concerns to firstname.lastname@example.org.
Can I fax or email my Attendance Records?
Yes, you may fax to (408) 321-7454 or email to email@example.com. However, in order to release the check we must have original Attendance Records with the original signatures. Original Attendance Records must be mailed or dropped off to our office at 4C Council, 150 River Oaks Parkway, San Jose, CA 95134.
Rates and Non-Operational Days
How do I update my rates?
Each child care provider is allowed to update their rates once per year. If you are a provider that operates multiple sites, each site must submit a separate rate sheet.
If you are a licensed provider you may fax your updated rates to 408-321-7454 or email your Rate Sheet to firstname.lastname@example.org. You may also mail your rate sheet to "4C Council, 150 River Oaks Parkway, San Jose, CA 95134, Attn. Provider Coordinator. To confirm we have received your updated rate sheet contact Provider Coordinator Supervisor at 408-487-0747. The Rate Sheet will be stamped on the date of receipt and go into effect 30 daysafter receipt. Rates charged to subsidized parents must be the same rates charged to the general public.
Do I get paid for Non-Operational Days?
Licensed Family Day Care Providers and Child Care Centers may be reimbursed for the time that the provider has a paid day of non-operation and can provide documentation that the contractual terms used by the provider for services to unsubsidized families require payment for such day(s) of non-operation.
The number of reimbursable paid day(s) of non-operation are limited to a maximum of ten days per fiscal year per provider.
Each provider must submit to the 4C Council the following documents:
1. List of non-operational days for the period July 1-June 30
2. Copy of Provider's Parent Handbook or Contract with Parents that states unsubsidized parents must pay for provider's days of non-operation
4C Council will date stamp receipt of the documents. The Non-operational days will become effective on the date received. 4C Council will not pay for non-operational days that occurred prior to receipt of the documents.
If you are a provider that operates multiple sites, each site must submit a separate List of Non-operational Days and the Parent Handbook or Contract.
4C Council will not pay for provider's non-operational days if these two (2) requirements are not met.