How can I prepare my North Dakota program for the July 13 CCDF rule changes? - post

These changes are coming fast. This short guide helps North Dakota child care directors and #providers get ready for the July 13, 2026 CCDF rule changes. Read the quick steps, pick one or two actions to do this week, and use the links to trusted resources.

Why it matters:

1. Families and funding: CCDF rules affect how families get help and how you get paid. Federal changes can change billing and documentation right away—so planning now protects your revenue and your staff. See the HHS final rule for details and the effective date of July 13, 2026.
2. Program risk: Federal attention on fraud and improper payments means more audits. Strong records help you pass reviews and keep funds flowing.

State requirements vary - check your state licensing agency. For North Dakota-specific supports and step-by-step help, start with ChildCareEd’s North Dakota pages (ND grants & supports and ND home daycare checklist).

What exactly changes on July 13, and why does HHS do this?

1) Short answer: HHS removed four prescriptive requirements from the March 2024 CCDF rule. These rescissions let states choose how to set family copays, whether to pay providers up front or by attendance, and whether to use grants/contracts for some services. The final rule is posted in the Federal Register and takes effect July 13, 2026.

2) Why HHS acted: HHS said the older rule added costly, rigid rules that many states could not implement easily. The change restores state flexibility so each state can decide how best to prevent fraud and support families and providers. Background on CCDF purpose and state flexibility is summarized by policy resources like CRS and the CCDBG overview (Early Learning Policy Group).

3) What this means for North Dakota:

1. Payment method choices: Your state may use attendance-based payments again or keep enrollment-based payments if it chooses. That can change how you invoice.
2. Family copays: The federal 7% cap on copays was rolled back, so your state can set copays within its plan.
3. Fraud focus: HHS emphasized program integrity; expect more verification steps and possible audits. See the GAO fraud examples at GAO.

For a friendly summary written for providers, see ChildCareEd’s quick guide on 2026 rule changes (New Daycare Regulations: What’s Changing in 2026?).

What records and billing practices should my ND program update now?

Good records equal steady payments. If your state returns to attendance-based billing, clean daily logs and matched invoices are key. Use these steps:

1. 📌 Keep daily attendance that is signed or time-stamped. Place a copy in each child's folder and a digital backup. ChildCareEd explains why attendance matters in practice (ChildCareEd guide).
2. 🗂️ Record keeping and supervision: To help staff build the daily attendance habits that protect subsidy payments and hold up during the increased audits expected after July 13, ChildCareEd's Balancing Act: Record Keeping & Supervision is a 2-hour online course covering how to maintain accurate sign-in/out logs, organize child and staff files, and balance documentation with daily supervision — a direct match for the signed attendance, billing-to-attendance matching, and audit folder preparation steps outlined in this guide.
3. 📁 Match billing to attendance every pay period. Before you submit invoices, review: 1) CCAP/authorization, 2) daily attendance, 3) staff schedules. North Dakota provider verification steps are on ChildCareEd (What should employers in North Dakota track).
4. 💾 Centralize documents: subsidy authorizations, signed parent agreements, staff files, and receipts. Keep scanned copies in a secure folder labeled "Subsidy-Audit."
5. 🧾 Track payments and follow-up: keep a simple ledger of billed vs. paid amounts and dates. If a subsidy payment is delayed, you’ll have the facts ready to share with your state subsidy office.
6. 📚 Update your policies and family notices: explain any billing changes to families and post refund and waitlist rules. State requirements vary - check your state licensing agency.

Helpful North Dakota tools: attendance templates and provider checklists at ChildCareEd’s ND pages (ND home daycare checklist).

How can we protect our program from payment delays, audits, and fraud concerns?

Prevention keeps programs stable. Use these steps to reduce risk and answer reviews quickly.

1. 🔎 Improve daily practices:
   1. Keep accurate arrival/pick-up times and parent signatures or electronic timestamps.
   2. Note closures, staff absences, and special events so billing matches real care.
2. 📑 Strengthen verification files:
   1. Keep authorization letters and any CCAP forms in each child’s file.
   2. Record staff schedules to show supervision matched attendance.
3. 📞 Build a rapid response plan:
   1. Assign a staff member to handle subsidy questions and audits.
   2. Keep a single audit folder with the last 12 months of records.
4. 🛡️ Train staff on common red flags:
   1. Inconsistent times, billing for closed days, and missing signatures are red flags.
   2. Teach staff how to fix small errors before they become findings.
   3. 📋 Legal and ethical compliance: For directors and staff who want to strengthen their understanding of CCDF billing obligations and fraud prevention practices ahead of the rule changes, ChildCareEd's Legal & Ethical Essentials in Child Care is a 6-hour online course covering the legal and ethical responsibilities providers must follow — directly supporting the verification file strengthening, red flag training, rapid response planning, and subsidy integrity steps described throughout this article.
5. 📘 Learn from past cases: GAO undercover tests showed vulnerabilities when states lacked controls. See examples at GAO. Use that to guide improvements.

Common mistakes and how to avoid them:

1. ❌ Weak attendance records — ✅ Fix: use daily sign-in sheets or electronic logs and back them up.
2. ❌ Mixing family payments and subsidy funds — ✅ Fix: keep separate accounts or clear ledgers for subsidy income.
3. ❌ Ignoring small documentation gaps — ✅ Fix: correct errors immediately and note the fix in the file.

For ND-specific verification forms and employer tracking, see ChildCareEd’s ND guide (What Should Employers Track).

Where can North Dakota providers find help, money, and training to prepare?

Use local and online help. Start with these trusted places:

1. 🔗 State agency pages: ND HHS has CCAP and provider guidance. ChildCareEd summarizes ND resources and grants at ND grants & supports.
2. 📚 Training: Complete CCDF health and safety topics and keep certificates on file. ChildCareEd’s CCDF health & safety fact sheet is a quick resource (CCDF hub and health & safety training).
3. 💸 Bonus and grant money: ND offers infant/toddler bonuses and other supports—see how to apply at Infant & Toddler Bonus.
4. 🧰 Practical tools: Templates for attendance, emergency plans, and business forms are free in ChildCareEd resources (free resources).

FAQ (quick):

1. Q: Will my state force attendance-based billing? A: Not necessarily. HHS gave states flexibility. Check ND guidance and your subsidy office.
2. Q: What if my subsidy payments change? A: Keep your records and communicate with families. Use the ND provider pages at ChildCareEd for specifics.
3. Q: Who enforces rules? A: ND HHS and the Administration for Children and Families. State requirements vary - check your state licensing agency.

Next steps (simple):

1. 📌 This week: back up 6 months of attendance and payment records.
2. 📚 This month: complete any missing CCDF health & safety trainings and save certificates (CCDF hub).
3. 📞 Contact ND CCAP if you expect payment method changes and ask for provider guidance.

You're not alone. Small, steady steps—strong attendance records, clear billing matches, and training—will make the July 13 changes easier and protect your #providers, children, and program. For practical ND tools and checklists, use ChildCareEd’s North Dakota pages (ND grants & supports, ND home daycare checklist, and ND verification).