How to Apply: Child Care Assistance Program

A "how to" guide to help you navigate the application process for the Child Care Assistance Program in West Virginia.

What is the West Virginia Child Care Assistance Program?

West Virginia's Child Care Program provides financial assistance to working parents or, in some cases, parents attending school, to cover the costs of certified family based or licensed center based child care. The Program provides subsidy for child care to families who meet income requirements, promoting long-term self-sufficiency by enabling parents to work or attend education activities. This program helps cover most of the cost of child care while you work, attend training, or when you cannot provide care yourself. The state pays money directly to your chosen child care provider, and you only pay a small fee based on your income.

How do I apply for West Virginia Child Care Assistance Program?

Applicants must apply for child care assistance in person at any of our CCRC Offices in his/her home county. You cannot apply online or over the phone for this program. Here are the ways to apply:

• In-Person Application: Visit your local Child Care Resource and Referral (CCR&R) office in your home county
• Contact by Phone: Call your local CCR&R office to schedule an appointment for your in-person visit

Find your local Resource and Referral agency using the Child Care Resource and Referral Agency Map.

Resource and Referral Agency Websites:

• Child Care Resource Center
• Choices Child Care Resource and Referral
• Connect Child Care Resource and Referral
• LINK Child Care Resource and Referral
• MountainHeart Child Care Resource and Referral North
• MountainHeart Child Care Resource and Referral South

How long does it take to receive funds from West Virginia Child Care Assistance Program?

The family will need to provide verifications within 13 days of the intake. After you complete your application and provide all required documents within 13 days, your case will be reviewed. After completing your application process for child care subsidy assistance and learning you are eligible, you will be provided a certificate that is good for one (1) year. Once approved, payments go directly to your child care provider, not to you.

Timeline:

• Day 1: Complete in-person application (30-45 minutes)
• Within 13 days: Submit all required documents
• After review: Receive approval decision and certificate
• Ongoing: Payments made directly to your child care provider

What do the application steps look like?

1. Find Your Local Office: Use the agency map to locate your county's CCR&R office
2. Schedule Your Visit: All intakes with families are on a first come, first serve basis. The Case Management Subsidy Team will work with you to determine how we can best help you based on your situation. We ask those who are coming in to apply to plan on meeting with a case manager for no less than 45 minutes.
3. Complete the Application: Meet with a case manager for your 30-45 minute intake appointment
4. Choose Your Provider: It is best to have your child's provider selected/enrolled when applying for child care assistance.
5. Submit Required Documents: These items must be supplied within 13 days of the intake. Failure to supply the required information within that time-frame will result in your application being withdrawn and you would be responsible for payment to the child care program.
6. Wait for Approval: Your case will be reviewed for eligibility
7. Receive Your Certificate: If approved, you'll get a certificate valid for one year
8. Start Services: Begin using your approved child care provider

What documentation is required when I fill out my application?

A list of the Verifications Needed When Applying can assist you in knowing what is required. You must provide these documents within 13 days of your application:

Income and Employment Verification

• Pay stubs from the last 30 days for each working parent
• An applicant who has not yet worked for 30 days may obtain a New Employment Verification Form from a case manager at the Child Care Resource Center.
• Self-employment income records
• Benefits statements (unemployment, disability, etc.)

Child Information

• Birth certificates for all children needing care
• Social Security cards for all children
• Immunization records as required by the State Board of Health
• Medical certification for children with special needs (ages 13-17)

Family Information

• Social Security cards for all household members
• Proof of address (utility bill, lease, etc.)
• Marriage certificate (if applicable)
• Divorce decree (if applicable)

Child Support Documentation

• If the applicant has registered with the BCSE he/she must provide verification of monthly support payments. If the applicant has an agreement with the absent parent outside of the BCSE, he/she must submit a signed statement from the payer regarding the monetary amount that he/she pays per month.
• Bureau of Child Support Enforcement (BCSE) verification (if applicable)

Activity Verification

• Work schedule
• School enrollment and schedule (if attending school)
• WV Works program participation (if applicable)

Common FAQ's

Q: What are the income requirements? A: To be eligible for child care subsidy services the parent must first meet the income guidelines based at 150% of the poverty level. Once services have been established income may raise to 185% of the national poverty level.

Q: Can I get help while looking for work? A: Child care may be provided for up to 90 days for current recipients or new applicants who have lost employment or who have completed school and are looking for work.

Q: Can child care providers get assistance for their own children? A: A child care provider may not receive financial assistance for their own children during the same time that they are providing child care for others. However, if the child care provider participates in a qualifying activity outside of the home, he/she may receive assistance for those times.

Q: What happens if my situation changes? A: Any changes, regardless of the effect on eligibility, must be reported to your case manager at the Child Care Resource Center within 5 days.

Q: How much will I pay? A: You will also be given your child care fee that you are responsible for paying your child's child care program. This is a minimal fee based on your income.

Who do I contact about my application status?

Main Contact Information:

West Virginia Bureau for Family Assistance

• Website: https://bfa.wv.gov/child-care-resource-and-referral

Child Care Resource Center (Northern WV)

• Main Office: 2000 Main Street, Suite 100, Wheeling, WV 26003
• Phone: 304-232-1603 or 1-800-585-1603
• Hours: Monday-Friday 8:30am-4:30pm
• Website: https://ccrcwv.org/

Choices Child Care Resource & Referral (Central WV)

• Phone: 304-622-6528 or 1-866-622-6528
• Website: https://www.choicesccrr.org/

Connect Child Care Resource and Referral

• Website: https://www.connectccrr.org/

Additional Support:

• Child Abuse Hotline: 1-800-352-6513
• If the applicant/client is still unsatisfied with the status of their child care case, he/she may request to speak to the Director of Choices CCR&R or may request a hearing before a State Hearings Officer with the West Virginia Department of Health and Human Resources.

Important Notes:

• All applications must be completed in person at your local office
• Bring all required documents to make the process smoother
• Report any changes in your situation within 5 days
• Your certificate is valid for one year and must be renewed

For the most current information and to find your specific local office, visit the Child Care Resource and Referral Agency Map.

Last updated July 15, 2025