The Child Care Subsidy Program (CCSP) helps eligible families pay for child care across the Commonwealth. The program is overseen by the Virginia Department of Education (VDOE) and administered by the Virginia Department of Social Services (VDSS) in partnership with local departments of social services. Providers that service children enrolled in the program are referred to as "Subsidy Vendors."    

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If you are interested in becoming a subsidy vendor, you can consult with your Program Specialist to find more information and to help you sign up for the program.

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If you are currently approved as a subsidy vendor, you can find details on attendance tracking, payment rates and schedules, health and safety requirements, and other important information here: Current Child Care Subsidy Vendor page. ​

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Applying to Become a Child Care Subsidy Vendor Overview for Approved Childhood Development Homes

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Step 1:

Apply to become a Child Care Subsidy Vendor by contacting your Program Specialist. 

Complete upload all required documents prior to submission.

• Required Documents:

  • CCSP Vendor Application

  • W-9

  • IRS Supporting Documentation

  • Professional Development Certificate of Completion of Virginia Preservice Training

  • License, registration, or certificate of legal operations issued by the licensed family day system

• Required forms can be found here. 

 

Step 2:

Once all required forms have been completed, your Program Specialist will submit your application. If additional documentation is required, you may receive a system-generated email and Provider Services will follow up with specific instructions to resubmit documents into the system. You will need to provide them to your Program Specialist.

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A Subsidy Health and Safety Inspection (SHSI) is needed prior to approval to become a vendor. A VDOE licensing inspector will confirm compliance with subsidy-specific health and safety requirements during your initial inspection. Inspection requirements can be found here under the Inspection and Training Requirements section.

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Step 3:

Once the application is complete and has been fully reviewed, you will receive an email with your Subsidy Vendor Agreement Attestation Form. This form needs to be signed and emailed to your Program Specialist.

 

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Step 4:

Once your attestation form is received and your application is approved, you will receive an email with your new subsidy Vendor ID number and a list of resources for new subsidy providers, including instructions to set up your account with the Child Care Subsidy Program attendance tracking system.

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Once you are activated in our system, you may begin serving subsidy approved children.

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Step 5:

 

All publicly funded programs are required to register to participate in Virginia’s Quality Measurement and Improvement system, VQB5. For more information about VQB5 and how to register, please visit here.

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*To report changes CEOs must notify their assigned program specialists. 

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Subsidy Payment Rates

 

Virginia utilizes a cost estimation model to determine the cost to deliver quality care and education and set payment rates known as Maximum reimbursement rates (MRR) in the CCSP. MRR generally vary by provider type and level, locality, and for centers, age of child. All providers are eligible to receive the established MRR, regardless of their private tuition rates.  

All CCSP providers are eligible to receive payment for absences and holidays.

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Visit the Current Child Care Subsidy Providers page to learn more.

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Child Care Program Attendance and Schedule System (PASS)

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🚀 PASS Has Begun!🚀

On December 1, Virginia launched a new attendance tracking platform — the Child Care Program Attendance and Schedule System (PASS) — in partnership with KinderSystems.

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👉 Subsidy Providers:

• • 📝Account registration: Registration for PASS began on Nov. 12. Look for an email from supportVA@kindersystems.com to create an account in KinderConnect! 

  • 🟢Need to record attendance in PASS today? Read Me- How to Get Started in PASS on Dec 1 or Later

  • 📅Key dates for providers: PASS key dates and deadlines 

  • 🎥Training: View live or pre-recorded training at VAPASS.info  

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• 📱State-Issued Tablets:

  • 📦Tablet status: If you are expecting a tablet and want to inquire about the status, contact KinderSystems Support (1-888-211-6884).

  • 📲Haven’t received tablet / need to record attendance without one: If you haven't received your tablet yet and need to record attendance now, use this: Read Me- How to Record Attendance Without a Tablet

 

💡Provider Frequently Asked Questions: Provider FAQ [download PDF, updated Dec 10] / [FAQ en español, proveedores] — Answers to common questions about recording attendance in PASS.

 

👨‍👩‍👧 Family/Sponsor Frequently Asked Questions: Family/Sponsor FAQ (Download PDF, updated Dec 10] / [FAQ en español, familias] — A guide for parents and authorized sponsors explaining what PASS is and how families will check children in and out starting December 1.

 

Timeline

• Now: Providers: register, attend training, and prepare (vapass.info)

• November 30, 2025: Last day to record Child Care Subsidy Program (CCSP) attendance in VaECC (using POS devices, the IVR phone line,  or manual attendance).

• December 1, 2025: All attendance for the CCSP will be recorded electronically in Child Care PASS.

 

Training & Support

• Training Registration: Live and recorded training sessions are available at VAPASS.info

• Weekly Office Hours: Open Q&A sessions will be held every Wednesday (through Wednesday, Dec. 17). These sessions are a space for providers to ask questions and receive additional assistance. (Register here: VAPASS.info/provider-training)

• Help Desk: For technical assistance with PASS, contact KinderSystems Support at supportva@kindersystems.com or 1-888-211-6884 (Hours: Mon-Fri, 6am-7pm).

 

Need More Information?

• This page will be updated regularly leading up to the statewide transition to Child Care PASS. 

• For general questions, contact VDOE at ChildCarePASS@doe.virginia.gov.

 

Leading Up to the Launch, CEOs Should: 

1. Watch for emails and communications – and please respond promptly if information is requested from you. 

2. Ensure program information is current – including name, mailing address, and contact details. Submit updates using this Change Request Form. 

3.  Subscribe to the weekly Readiness Connections e-newsletter for important updates: Sign up here.

 

Context and Additional Resources

• Virginia’s New Attendance Tracking System – Child Care PASS – One Pager  

• What Partners Need to Know to Support Providers and Families: Child Care PASS Resources for Partners — Overview of the new system and how partners can support providers and families through the transition to PASS.

• Child Care Program Attendance and Schedule System, known as PASS, is intended to modernize attendance tracking for the CCSP. PASS will simplify the way providers and families record attendance, reduce administrative burden, and help ensure timely payments—ultimately supporting better outcomes for families and child care providers. 

• PASS is available only to providers who participate in CCSP. Providers with at least one child enrolled in CCSP may use PASS to track attendance for all children in their care, including those whose care is privately paid. Attendance data will only be transmitted to the state for children participating in CCSP. 

• Watch this brief overview of the new attendance tracking system to learn about how PASS will better serve providers and families across the state.  

 

​​​Looking for an email or newsletter? 

 

All communications regarding the new Child Care Program Attendance and Schedule System (PASS) are posted on the CCSP Provider Communications page. This includes announcements, updates, and resources shared with both providers and families.