Download New Hampshire 2631 Template in PDF

What is the purpose of the New Hampshire Form 2631?

The New Hampshire Form 2631 is designed for license-exempt child care providers who intend to receive payments for delivering child care through the Child Care and Development Fund (CCDF) Scholarships. By signing this form, a provider agrees to adhere to the rules and requirements set by the Department of Health and Human Services (DHHS), ensuring compliance with state laws, policies, and procedures related to CCDF.

Who needs to complete the New Hampshire Form 2631?

This form must be completed by any child care provider who is license-exempt and wishes to enroll in the Child Care and Development Fund (CCDF) Scholarship Program for receiving payments. It is crucial for providers who are not licensed but meet the other requirements set forth by DHHS for providing child care services.

How do I submit the completed New Hampshire Form 2631?

After thoroughly reading and signing the form, it should be sent to the Child Development Bureau, Division for Children, Youth, and Families at the address provided on the form: 129 Pleasant Street, Concord, New Hampshire 03301. It is recommended to keep a copy of the signed form for personal records. The Bureau retains a copy to include in the provider's file as part of the enrollment process.

What happens if I fail to comply with the agreement specified in Form 2631?

Failure to adhere to the terms laid out in the agreement can lead to termination from the CCDF Scholarship Program and may result in further actions by the Department of Health & Human Services (DHHS). Termination can occur for reasons such as not billing correctly, endangering a child’s health or safety, or if fraudulent billing is determined. Additionally, providers found to have submitted fraudulent claims may be disqualified from participating in the CCDF Scholarship Program for a minimum of five years.

Filling out the New Hampshire 2631 form, a critical document for license-exempt child care providers who wish to participate in the Child Care and Development Fund (CCDF) Scholarship Program, requires careful attention to detail. Despite this, there are common mistakes that many providers make during the completion process. Understanding and avoiding these errors can streamline the application process, ensuring compliance and facilitating smoother transactions with the Department of Health & Human Services (DHHS).

One often-observed mistake is not reading the agreement thoroughly before signing. It's crucial to understand all the obligations and comply with the requirements, as failing to do so can lead to termination from the program. Moreover, inaccuracies in filing out personal and program information, such as the provider's full legal name and physical address, can cause unnecessary delays. Every detail on the form, including contact information, must be accurate and complete.

Another common error is delaying the submission of completed forms. Timeliness is key, as late submissions can lead to missed opportunities for funding. Additionally, a significant portion of providers forget to keep a copy of the form for their own records as recommended. This oversight can create challenges if discrepancies arise or if the document needs to be referenced in the future.

When it comes to the specifics of the agreement, errors often stem from a lack of compliance with billing practices. Not billing only for the time the child was in attendance, submitting invoices late, or failing to submit invoices correctly can lead to non-payment. Moreover, not maintaining daily attendance records and other pertinent information for the required seven years is a mistake that can have serious repercussions during audits or reviews.

In summary, the process of filling out the Form 2631 correctly involves:

1. Reading and understanding all terms within the agreement before signing.
2. Filling out all personal and program information accurately and completely.
3. Submitting the form promptly and keeping a copy for personal records.
4. Strictly adhering to billing practices and documentation requirements set forth in the agreement.

Becoming aware of these common oversights and proactively avoiding them can significantly enhance a provider’s participation in the New Hampshire CCDF Scholarship Program. It underscores the provider's commitment to compliance and the well-being of the children under their care.

The New Hampshire 2631 form is a critical document for license-exempt child care providers who wish to participate in the New Hampshire Child Care Development Fund (CCDF) Scholarship Program. Used in conjunction with other important forms and documents, it lays the foundation for a structured and compliant child care provision under the scheme. The array of documents often used alongside it ensures that both the child care provider and the recipients of care are protected and served according to the program's standards.

• Form 2500 - Child Care Payment Request Invoice: This form is essential for billing purposes. Care providers use it to bill the Department of Health and Human Services (DHHS) weekly for services provided. It requires detailed information, including the time the child was in attendance, to ensure accuracy in billing and payment.
• Form 1099 - Miscellaneous Income: Issued by the DHHS for tax purposes, this form reports the income received by the child care provider through the CCDF Scholarship Program. Any provider paid $600 or more in a year will receive this form, except for non-profit agencies or corporations.
• Confidentiality Agreement: While not a standardized form, a confidentiality agreement aligning with the privacy requirements set forth in the New Hampshire 2631 form is crucial. It stipulates the provider’s obligation to keep information about children and their families confidential, except as permitted by law.
• Daily Attendance Records: These records are a documentation requirement. Care providers must keep detailed attendance logs, including start and stop times and parent/guardian signatures. Although not a single standardized form, maintaining these records is mandatory for compliance and billing.
• Child Development and Care Eligibility Verification (CDC) Form: This document is used to verify a child's eligibility for the CCDF program. It ensures that children under the care of the provider meet the necessary criteria to receive scholarship funds.
• Provider Tax Information Form: Similar to the Form 1099 but more detailed, this document collects tax identification information and other relevant tax details from the provider. It's used to ensure correct tax reporting and compliance by the DHHS.

In cohesion, the New Hampshire 2631 form and the accompanying documents ensure a systematized operation of the CCDF Scholarship Program. Providers are guided through a framework of compliance for billing, attendance, and reporting, ensuring that the child care services offered are not only high quality but also meet the stringent requirements set by the Department of Health & Human Services (DHHS). Using these documents in tandem facilitates a transparent, accountable, and effective child care provision ecosystem.

The New Hampshire 2631 form is similar to various other documents that facilitate child care services and provider agreements across the United States. While each form has a unique purpose and scope within its own state or program, many share common features such as provider qualifications, billing procedures, and compliance with state or program-specific laws and policies. Below are a few documents that share similarities with the New Hampshire 2631 form, highlighting how exactly they compare.

Child Care Provider Agreement Forms in Other States: Just like the New Hampshire 2631 form, many states have their own versions of child care provider agreements for those participating in state-funded programs, such as the Child Care Development Fund (CCDF). These forms typically require the provider to adhere to program regulations, bill accurately for services provided, and maintain confidentiality and safety for the children under their care. They model the structure by laying out the expectations and responsibilities of the provider, including compliance with laws and policies, billing instructions, and the process for terminating the agreement.

IRS Form W-10 (Dependent Care Provider's Identification and Certification): While IRS Form W-10 serves a different purpose—it is used by taxpayers to report information about the child care provider for tax credits—it shares similarities with the New Hampshire 2631 form in its collection of provider details and the emphasis on official documentation of child care services. Both forms require accurate provider information and reinforce the legal aspects of child care services, though the New Hampshire 2631 includes more detailed agreements related to the scope of services and compliance with specific program rules.

Child Care Application Forms for Parents: On the other side of the spectrum, child care application forms that parents fill out to receive child care services or subsidies, like those used for CCDF eligibility, similarly gather detailed information and set expectations about the nature of care to be provided. While these forms are designed from the perspective of the parent or guardian, they correlate with documents like the New Hampshire 2631 form in ensuring that care provided is in line with state regulations, safety standards, and billing practices. The relationship between these forms emphasizes the interconnected roles of providers, parents, and state agencies in facilitating and regulating child care.

When completing the New Hampshire 2631 Form, specifically designed for license-exempt child care providers intending to participate in the Child Care And Development Fund (CCDF) Scholarship Program, certain practices should be followed to ensure accuracy and compliance. This guide outlines actions to adopt and avoid in the submission process.

1. Read the entire agreement thoroughly before signing to ensure you understand all requirements and obligations.
2. Ensure your eligibility by confirming you meet criteria such as being 16 years of age or older, not residing in the same household as the child you're providing care for, and knowing you won't be paid for caring for your own children.
3. Complete all sections of the form accurately, providing your legal name, street address, and other requested details without omissions.
4. Keep daily attendance records and other documents related to billing for the required seven-year period.
5. Bill DHHS weekly for services provided, using either Form 2500 or the automated web billing system after services are rendered.
6. Submit invoices within 90 days following service provision to ensure timely payment.
7. Retain a copy of the signed agreement for your records, as advised in the form instructions.
8. Protect the confidentiality of information concerning children and their families, except as law permits.
9. Report any overpayment received to DHHS immediately to avoid potential complications.
10. Contact the Child Development Bureau if you have any questions while filling out the form.

• Leave any sections incomplete. Review the form carefully to prevent the Child Development Bureau from returning it for missing information.
• Sign or submit child care payment request invoices before services are provided; this should only be done retrospectively.
• Allow anyone else to use your Personal Identification Number (PIN) for invoice submissions if you opt for automated web billing.
• Forget to report all income received under this agreement to DHHS annually for tax purposes.
• Assume an employer-employee relationship with DHHS by signing this form; it is merely a provider agreement.
• Overlook the requirement to bill only for actual attendance time and services in accordance with the agreement.
• Ignore the program's billing and enrollment procedures. Understanding and complying with these is crucial for participation.
• Fail to maintain full responsibility for all invoices submitted under your care and supervision, including those submitted using your PIN.
• Neglect the agreement's terms related to confidentiality, record-keeping, and reporting, as these are fundamental to your participation.
• Delay notifying DHHS in the event of receiving an overpayment or encountering discrepancies in invoicing or payment.

There are several misconceptions about the New Hampshire 2631 form that deserve clarification. This form is essential for license-exempt child care providers participating in the Child Care and Development Fund (CCDF) Scholarship Program in New Hampshire. Understanding these misconceptions can help providers ensure compliance and maintain their eligibility for the program.

• Misconception 1: Age Requirement Is Flexible

  Some believe that the age requirement to be a child care provider under this program is flexible. However, the form clearly states that providers must be 16 years of age or older, establishing a firm age requirement for eligibility.

• Misconception 2: Providers Can Live With the Child or Parent

  Contrary to what some may think, child care providers cannot reside in the same home as the parent and/or child for whom care is being provided, ensuring a professional distance and compliance with program rules.

• Misconception 3: Payment for Caring for Your Own Children Is Allowed

  Another common misconception is that providers can be paid for caring for their own children. The agreement specifies that providers will not be paid for providing care to their own children, highlighting the program's intention to support external child care services.

• Misconception 4: There's No Limit to the Number of Children You Can Care For

  Some providers might think there is no limit to the number of children they can care for. However, the form restricts providers to caring for up to 3 children other than their own at any given time, ensuring manageable and quality care.

• Misconception 5: Invoices Can Be Submitted Late

  There's a belief that the timing of invoice submission is flexible. Yet, providers agree to submit invoices within 90 days after the services were provided, maintaining the program's administrative efficiency and financial accountability.

• Misconception 6: The Form 1099 is Issued to All Providers

  A common misunderstanding is that all child care providers receive a Form 1099. According to the agreement, DHHS issues a Form 1099 only if the total reportable payment equals $600 or more, and not for nonprofit agencies or corporations, ensuring compliance with tax laws.

• Misconception 7: An Employer-Employee Relationship Is Created with DHHS

  Many believe signing the Form 2631 establishes an employer-employee relationship with the Department of Health & Human Services. The agreement clarifies that signing this form does not create such a relationship, maintaining the provider's status as an independent entity.

Understanding these key aspects of the New Hampshire 2631 form can help license-exempt child care providers navigate the requirements and responsibilities of participating in the CCDF Scholarship Program, ensuring they can effectively support the families they serve while adhering to the program's guidelines.

Filling out and using the New Hampshire Form 2631 is a crucial step for license-exempt child care providers looking to participate in the Child Care and Development Fund (CCDF) Scholarship Program. Here are key takeaways to ensure providers fill out and use the form correctly:

• Eligibility Requirements: To be eligible, a provider must be at least 16 years of age, cannot reside in the same home as the child they are caring for, cannot be paid for caring for their own children, and can care for up to three non-related children at a time.
• Billing Process: Providers agree to bill the Department of Health & Human Services (DHHS) weekly for services provided the previous week, using Form 2500 or an automated web billing system. It's critical that bills are submitted within 90 days of service.
• Accuracy and Accountability: By submitting an invoice, a provider is certifying the truth and accuracy of the bill. The DHHS will reclaim payments for any inaccurate or fraudulent billing, underscoring the importance of accurate record-keeping.
• Unique Billing Identification: Providers choosing to use the automated web billing method will receive a Personal Identification Number (PIN) from DHHS, which is non-transferable and solely for their use, ensuring secure and responsible billing.
• Record Keeping: Providers must keep meticulous daily attendance records and all related billing records for seven years and furnish them to DHHS upon request. This also includes complying with a request if you believe you have received an overpayment.
• Tax Responsibilities: All payments received under this agreement must be reported as income to DHHS, and providers are responsible for paying all federal and state taxes accrued from these payments. A Form 1099 will be issued by DHHS if applicable.
• Relationship and Payment Terms: Signing the agreement does not create an employer-employee relationship between the provider and DHHS. It also leaves the decision on whether to charge parents a cost share up to the provider.
• Termination Clauses: The agreement highlights conditions under which a provider can be terminated from the CCDF, including failure to comply with the terms or fraudulent billing, with a minimum disqualification period of five years for founded fraudulent claims.

Understanding and adhering to these guidelines ensures not only compliance with the DHHS requirements but also a smoother operation of child care services under the CCDF Scholarship Program. Keeping informed and engaged with the terms of this agreement is fundamental to a successful partnership with DHHS and the families served.