What Should Employers in North Dakota Track for CCAP Workforce Benefit Verification? - post

If you employ staff in a North Dakota child care program, you may be asked to complete CCAP Child Care Workforce Benefit Verification. The goal is simple: make sure the benefit goes to eligible employees, and that payments match real care and real attendance. 

North Dakota’s Workforce Benefit uses a specific verification form (SFN 354) and is part of the state’s Child Care Assistance Program (CCAP). Federal oversight also emphasizes strong program integrity and reducing improper payments. #verification #NorthDakota

What is the CCAP Child Care Workforce Benefit, and why does tracking matter?

North Dakota HHS explains that employees of licensed child care programs may be able to get help with their own child care costs through CCAP using the Workforce Benefit.

Tracking matters because:

• It helps you prove employment and eligibility for the Workforce Benefit form.

• It helps you avoid billing errors and overpayments when you submit attendance and payments.

• It supports fair use of public funds (a big focus in federal CCDF oversight).

One key rule to remember: ND policy notes that owners of a licensed child care program do not qualify for the Workforce Benefit (unless their children attend a different licensed program), and some provider types are not eligible.

What documents should employers collect for Workforce Benefit Verification (SFN 354)?

Use a simple checklist for every employee who may request the benefit. The Workforce Benefit Verification form (SFN 354) asks for details like employer/program name, license number, employee name and DOB, position, registry ID, and start/end dates.

Keep these in the employee file:

• Identity + hiring basics

  • Government-issued ID (for your internal HR file)

  • Hire date and job title/role

  • Signed job description

• Proof of employment status

  • Offer letter or employment agreement

  • Current schedule or typical hours (weekly)

  • Start date and (if applicable) end date

• Registry/training identifiers

  • Growing Futures Registry ID (if used/required in your setting) — the SFN 354 form includes a space for this.

• Program proof

  • Your provider license number (needed on SFN 354)

  • Any program IDs listed on the form (keep them easy to find)

File tip: save SFN 354 forms in one folder called “Workforce Benefit,” then subfolders by employee name. That keeps audits calm and quick. #workforce

What should I track weekly so my verification stays accurate?

Think “three tracks”: employment, attendance, and payments.

1) Employment tracking (for verification)

• Employee start date (and end date if they leave)

• Position/title and whether it changed

• Hours worked each week (or scheduled hours)

• Unpaid leave or long absences (so you can explain gaps)

2) Child attendance tracking (for CCAP payment support)
North Dakota uses attendance records uploaded through the Provider Self Service Portal (SSP) to verify attendance. The state provides an attendance record form (SFN 1220) and notes it should be completed for each CCAP child and submitted after the month.

Track:

• Child arrival and pick-up times (daily)

• Days the program was closed (so you don’t bill accidentally)

• Notes for unusual days (field trip, early pickup, etc.)

3) Billing/payment tracking
From the ND provider guidebook: CCAP includes required documentation, billing, payments, and overpayments—so keep a clean trail.

Track:

• CCAP authorizations (what care is approved)

• What you billed (dates/times)

• What you were paid (payment notices, deposits)

How do I avoid common billing mistakes and overpayments?

North Dakota’s attendance record guidance emphasizes submitting attendance to avoid overpayments. A simple routine can prevent most problems:

Daily routine (5 minutes)

• Staff completes child attendance times the same day

• Director/admin checks for missing times or unclear notes

Weekly routine (10–15 minutes)

• Compare:

  • classroom attendance records

  • staff schedules (who was present)

  • any closure days or special events

Monthly routine (20–30 minutes)

• Prepare your attendance upload (SFN 1220 or your own approved format) for the SSP.

• Double-check that billed care matches recorded attendance

Helpful rule: bill only for care actually provided, and keep the backup documents together (attendance + authorizations + payment records).

What red flags should employers watch for (and what should we do)?

You don’t need to be a detective. You just need calm systems that catch mistakes early. Federal oversight has pushed states to strengthen fraud and payment-error controls in child care subsidy programs.

Red flags to watch

• Attendance sheets with missing times or repeated “perfect” times every day

• Billing for days your program was closed

• A mismatch between staff coverage and child attendance (ratios/supervision concerns)

• Verification forms with unclear employment dates or job titles

If you spot a problem

• Pause the questionable billing item

• Review the source records (attendance, schedules, authorization)

• Correct the record in writing (what changed and why)

• Contact ND CCAP support if you need guidance (use your usual HHS/provider contacts)

Stay fair and factual. Most issues are mistakes—not fraud—but they still need fixing.

What training and tools can help my team stay consistent?

Training helps staff follow the same steps every day—especially for new hires and busy seasons. These ChildCareEd courses match what employers need for strong systems:

• Child Care Orientation (online)
  https://www.childcareed.com/courses-child-care-orientation.html

• Safe Supervision in Child Care: Birth to School Age (online)
  https://www.childcareed.com/courses-safe-supervision-in-child-care-birth-to-school-age-3918.html

• Mandated Reporters (online)
  https://www.childcareed.com/courses-mandated-reporters.html

One ChildCareEd resource (helpful for organized operations):
Hazard Mapping for Early Care and Education Programs
https://www.childcareed.com/r-00444-hazard-mapping-for-early-care-and-education-programs.html

One related ChildCareEd article (ND + CCAP context):
https://www.childcareed.com/a/north-dakota-ccap-provider-bonuses-what-can-you-earn-and-how.html

Quick checklist employers can save and use

Use this mini list during hiring, scheduling, and monthly paperwork:

• SFN 354 completed when needed (employee + employer sections)

• Employee file: start date, job title, schedule/hours

• Child attendance tracked daily and ready for SSP upload (SFN 1220 if needed)

• Billing matches attendance + authorizations

• Monthly review completed (catch mistakes early)

• Files stored securely (limited access) #employers

FAQ (short)

How long should I keep records?
Follow ND CCAP guidance and your licensing requirements. If you’re unsure, keep records long enough to cover audits and reviews (ask your CCAP contact).

Do I have to use SFN 1220 for attendance?
ND says you can upload your own attendance form in the SSP, but if you don’t have one, you can use SFN 1220.

Who is the Workforce Benefit for?
ND describes it as a benefit for employees of licensed child care programs, and ND policy notes key eligibility limits (like owners not qualifying in most cases).