How to Apply: Virginia Child Care Subsidy Program

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

What is the Virginia Child Care Subsidy Program?

The Child Care Subsidy Program helps families pay for child care costs for children under age 13 or children with special needs under age 18 who live with you. If you qualify and get approved, the program will pay part of your child care costs directly to your child care provider. This means you pay less out of your own pocket for quality child care while you work, go to school, or participate in training programs.

Am I eligible for the Virginia Child Care Subsidy Program?

To qualify for the program, you must meet specific requirements regarding your residency, household, and activity:

• State of Residence: You must be a legal resident of Virginia.
• Age Cut-offs: Assistance is available for children under the age of 13, or children with special needs under the age of 18 who live with you.
• Citizenship: The child receiving the subsidy must be a U.S. citizen or a qualified legal resident. (Note: Eligibility is based on the child's status, not necessarily the parents').
• Income Limits: Your total gross household income must fall within the limits set for your specific area (based on the Federal Poverty Level and State Median Income). Homeless families or families receiving TANF may have different income considerations.
• Employment or Education Requirements: Parents or guardians must be participating in an "approved activity," which includes:

• Working or looking for work.
• Attending an educational program or vocational training.
• Participating in SNAP work requirements or the VIEW (Virginia’s welfare-to-work) program.
• Receiving Child Protective Services (CPS).

How do I apply for the Virginia Child Care Subsidy Program?

You have two easy ways to apply:

Option 1: Apply Online (Available 24/7)

• Visit CommonHelp to apply online or check if you qualify
• You can use CommonHelp any time, day or night
• Watch this helpful video tutorial or read the Quick Guide to help you through the process

Option 2: Submit a Paper Application

• Fill out the Child Care Service Application and Redetermination Form
• Submit it to your local Department of Social Services office
• You can also pick up an application at your local office or ask them to mail one to you

How long does it take to receive funds from the Virginia Child Care Subsidy Program?

Your application will be reviewed within 30 days. During that time, you may need to participate in an interview and provide documents to prove you qualify. Once approved, payments go directly to your chosen child care provider, not to you.

Important Note About Waitlists: As of July 1, 2024, many areas in Virginia now have waitlists for the Child Care Subsidy Program. New families can only get help when other families leave the program. Contact your local Department of Social Services to learn about waitlist status in your area.

What do the application steps look like?

Step 1: Check if You Qualify

Step 2: Gather Documents - collect proof of income, residency, and identity to avoid delays.

Step 3: Complete Your Application - Ensure every section of the application (online or paper) is filled out entirely. Incomplete applications are the leading cause of processing delays or denials.

Step 4: Submit Your Application

Step 5: Interview Process

Step 6: Get Your Decision - You will receive a written notice in the mail stating whether you are approved, denied, or placed on a waitlist.

Step 7: Choose Your Provider

• Pick an approved child care provider from the Search for Child Care website
• The program pays your provider directly

What documentation is required when I fill out my application?

Child's Age/Date of Birth (only 1 of the following is required)

• Birth certificate
• Hospital records
• Baptismal certificate
• Vaccination records

Child's Citizenship/Legal Status (only 1 of the following is required)

• Documentation of child's citizenship or legal residence in the United States
• Birth certificate (if born in US)
• Immigration documents (if applicable)

Child's Health Requirements (only 1 of the following is required)

• Documentation of child's immunization requirements as outlined by the State Board of Health
• Vaccination records
• Medical records showing up-to-date shots

Family Income (submit all that apply to your family)

• Documentation of household income that does not exceed the limits of your area
• Pay stubs (last 4 weeks)
• Tax returns from previous year
• W-2 forms
• Unemployment benefits statements
• Social Security benefits statements

Work/School/Training Status (only 1 of the following is required)

• Employment verification letter
• School enrollment records
• Training program enrollment documents
• Job search documentation (if looking for work)

Residence (only 1 of the following is required)

• Utility bills or lease agreements showing your Virginia address.

Special Situations (submit all that apply to your family)

• Foster care or adoption papers (if applicable)
• Child Protective Services documentation (if applicable)
• Medical certification for children with special needs ages 13-17

Note for Homeless Families: Families experiencing homelessness who cannot provide all required documents may be approved temporarily for up to 90 days while gathering paperwork.

What to expect after applying to the Virginia Child Care Subsidy Program?

After submitting your application, a caseworker will review your file. You should expect a phone or in-person interview to discuss your application; keep your phone nearby and check your voicemail regularly.

• Wait Time: You will receive a determination notice within 30 days.
• Appeals: If your application is denied, you have the right to an Administrative Appeal. Instructions on how to file—including the deadline (usually 30 days from the notice date) and the address to send the request—will be included in your denial letter.

What if I need to report a change to my eligibility?

You are required to report changes that may affect your eligibility within 10 days of the change occurring.

• What to report: Changes in household income (if it exceeds 85% of the State Median Income), changes in your "approved activity" (losing a job or leaving school), changes in your child care provider, or changes in household composition (someone moving in or out).
• When: Within 10 days of the change.
• To Whom: Report these changes to your caseworker at your Local Department of Social Services.

Common FAQ's

1. Who can get help from this program? You must be a Virginia resident who is working, looking for a job, going to school, in training, receiving child protective services, participating in VIEW (Virginia's welfare-to-work program), or participating in SNAP work requirements.

2. What ages of children are covered? Children under age 13, or children with special needs under age 18 who live with you.

3. Is there a waitlist for this program? Yes, as of July 1, 2024, many areas in Virginia have waitlists. You can still apply and be placed on the waitlist. Contact your local office to learn about your area's waitlist.

4. Do I choose my own child care provider? Yes! You can choose any approved child care provider. Use the Search for Child Care tool to find providers near you.

5. How much will I have to pay? You'll pay a monthly copayment based on your family size and income. The exact amount depends on your situation. The program pays the rest directly to your provider.

6. How long do my benefits last? Once approved, your benefits are typically guaranteed for 12 months (your eligibility period), even if your income increases, as long as it stays below 85% of the State Median Income. You will need to complete a "Redetermination" process every year to keep your benefits.

Who do I contact about my application status?

For Application Questions:

• Contact your Local Department of Social Services in the county where you live
• They can help with application status, waitlist information, and eligibility questions

For Program Questions:

• Email:childcaresubsidy@doe.virginia.gov
• Agency: Virginia Department of Education
• Phone: Contact your local Department of Social Services for the best phone support

For Help Finding Child Care:

• Child Care Aware of Virginia
• Phone:866-543-7852
• Website:vachildcare.com

For Help Using CommonHelp (Online Application):

• Visit CommonHelp
• Watch the video tutorial
• Read the Quick Guide

Last updated May 5, 2026