Frequently Asked Questions


Q: What if I do not know my user ID? 
A: Your user ID is in the letter you received from the Ohio Department of Job and Family Services (ODJFS) that contained login information. Your user ID has a prefix of "CCP" to identify it. Your user ID will never change. If you do not have your user ID, call the Child Care Help Desk at 1-877-302-2347, option 1.

Q: What if I do not know my password? 
A: Your initial password was supplied to you in your CCIDS Provider Portal Instructions information letter. If you do not have this letter, please contact the Child Care Help Desk at 1-877-302-2347, option 1 or log onto the CCIDS web site at http://www.jfs.ohio.gov/cdc/CCIDS.stm for CCIDS Provider Portal instructions. If you have previously changed your password but cannot remember it, please see the question below titled "I am not able to use my old password, how do I reset my password?".

Q: What are the password requirements? 
A: A new password must be at least six characters (consisting of letters, numbers, and/or symbols) but less than 20 characters. A password becomes more secure if you use a mixture of upper and lowercase letters, as well as numbers and symbols. The passwords are case sensitive. For example, the password "h169P24x" contains numbers, lowercase letters, and uppercase letters, making it more secure than the password "aberstiou" which contains only lowercase letters.

Q: How do I change my password? 
A: If you know your current password, please follow the steps below to change it:

Q: I am not able to use my old password, how do I reset my password? 
A: If you do not know your current password, please follow the steps below to reset it:

Q: What if I did not receive an email after requesting a new password? 
A: The CCIDS Provider Portal must have a valid email address saved in the system before it can send you a new password. Your email gets saved in the system when you submit the Rate or Banking Information Form for the first time, or when you make changes to the email address by selecting the "Update Primary/Secondary Email Address" link. If you did not receive a confirmation email for updated passwords at the primary email address, you may have incorrectly entered your primary email address.

If you cannot get either your old or new password to work, you should try requesting a new password again (see the "What if I do not know my password? " question above). If that does not work, please contact the Child Care Help Desk at 1-877-302-2347, option 1.

Q: Will my password expire?  
A: No.

Q: I still can't access my account. What should I do? 
A: If clicking on the "Forgot Your Password" link on the log-in page did not work, please contact the Child Care Help Desk at 1-877-302-2347, option 1.

Q: My program information is incorrect. How do I change it? 
A: Type B Homes and In-Home Aides: To update demographic information, you must contact your county department of job and family services.
Centers and Type A Home providers: To update demographic information, you must enter your updates in COLTS-SOLAR.

All providers: To update your tax ID number, you must submit a new W-9.

Q: Can I set up more than one email address for the same program? 
A: Yes. After you submit the forms for the first time, the "Update Primary/Secondary Email Address" link will be available on the Home Page next to the "Logout" link. The primary email address will appear on all forms and is where all portal confirmation emails will be sent. The secondary email address will not be reflected on the forms, but will allow a second email to be added to the CCIDS emailing list.

Q: Do I need to answer the question on the Portal Home Page which asks "Will you be or are you currently providing publicly funded child care"? 
A: New Providers Serving PFCC :

      New Providers Not Serving PFCC:       Existing Providers:

Q: When do I need to enter into a new or change my Provider Agreement? 
A: You must sign a new Provider Agreement when any of the following statements is true:

You must update your Provider Agreement when any of the following statements is true:

Q: How do I change my Provider Agreement? 
A: You can change and resubmit the Provider Agreement form from the Home Page of the CCIDS Provider Portal. Complete all parts of the form and submit it. A confirmation email will be sent to the primary email address on file.

Q: How do I change my rate information? 
A: You can change and resubmit the Rate Information Form from the Home Page of the CCIDS Provider Portal. Complete all parts of the form and submit it. A confirmation email will be sent to the primary email address on file.
Note: You will be paid only for children in age categories for which you entered a rate in a dollar amount. If you do not enter a value, you will be paid $0 for any childern in age categories that show "zero" for the rate.

Q: How do I enter my accreditation? 
A: You can enter your accreditation on the Rate Information Form from the Home Page of the CCIDS Provider Portal. You can enter any new or updated expiration date for any accreditations your program has. You can select an accrediting body from the drop down list, enter the accreditation expiration date, and click "add".

Q: Is my CDA certificate an accreditation? 
A: The CDA certification does not qualify as an ODJFS approved accrediting body.

Q: Can I make changes to my current accreditation? 
A: You will be able to update the expiration date of an existing accreditation by pressing the "Edit" button. All edited expiration date fields will remain available for update until you press the "Submit" button. If you enter an invalid date on an existing accreditation in the listing, then modifying another accreditation will not be allowed and will result in the following error message. - Enter a valid date in the format of (mm/dd/yyyy).

Q: Can I remove my accreditation? 
A: Once the submit button is pressed, you will see the verification status of "Submitted" upon re-entry of the Rate Form. Once the accreditation has been verified by ODJFS, you may see the results in the "Verification Status" field on the Rate Form. You will be able to delete the entire existing accreditation by pressing the "Delete" button. For the deletion action to be saved, you will need to press the "Submit" button when you have finished entering data on the Rate Form. The accreditation will be removed from the listing when the page redisplays.

Q: What is the effective date of my accreditation? 
A: When you enter a new or updated expiration date for any accreditations your program has, the submitted expiration date will either be validated or denied. If validated, the effective date will be the following Sunday and the word "Verified" will be listed on the form. If denied, the status "Denied" will display and there will be no change that results the following Sunday.

Q: What do accreditation statuses "Submit", "Verified", and "Denied" mean? 
A: "Submit" - A new accreditation or updated accreditation has been submitted.
"Verified" - Accreditation submission has been verified and approved.
"Denied" - Accreditation submission has been denied.

Q: How do I change my banking information? 
A: You can change and resubmit the Banking Information Form from the Home Page on the CCIDS Provider Portal. Complete all parts of the form and submit it. A confirmation email will be sent to the primary email address on file.

Q: How do I complete the Tax Owner information on the Bank Form? 
A: Providers are required to enter the "Tax Owner's" name (as shown on the provider's income tax return) and the mailing address of the EIN, ITIN, or SSN they enter on the Bank Form. You also have the option of including the "Tax Owner's" phone number and e-mail address.

Q: What happens when I select the "No Changes" button at the bottom of the forms? 
A: If you select "No Changes" at the bottom of a form, any new information you typed will not be saved. The Provider Portal does not save partially completed documents. If this is the first time you have entered information, and you select "No Changes," you will have to re-enter all the information.

If you make changes but select "No Changes" before selecting "Submit," no changes will be submitted to ODJFS. All previously submitted information will remain unchanged.

Q: How do I know how much I am going to be paid? 
A: Log into the Provider Portal and go to the Payment Detail section of the Home Page. You will see information for payments in process and payments issued by ODJFS for the past 18 months. If a payment status code is "W," a payment is waiting to process. If the status code is "P," the payment is processing. The amount of each payment is listed in the "Amount" column.

Q: How do I look at my Payment Detail Report? 
A: Log into the Provider Portal and go to the Payment Detail section on the Home Page. Each payment is listed in this section. In the "Payment Detail Report" column, select "View Report" to view the report for a specific payment.

Q: How do I print my Payment Detail Report? 
A: If you are using an Internet Explorer browser you can use the browser's print option or scroll to the bottom center of the page. An option bar will appear, select the "print" button. When the dialogue box opens, change the paper format to "landscape". You must choose "landscape" for all the information to print successfully.

If you are using Mozilla Firefox, use your browser's print option or select the "print" button toward the top right of the page. Select "properties". Orientation should be "landscape". Select "OK" and then select "print".

Q: What is IRS Form W-9 and why do I need one? 
A: Each year, the state of Ohio reports the child care payments it made to you to the Internal Revenue Service (IRS). The IRS requires ODJFS to have a completed, signed IRS Form W-9 on file for each independent contractor and other self-employed worker. The information that you submit on IRS Form W-9 must have the correct Individual Taxpayer (same as Tax Owner) Identification Number, Employer Identification Number or Social Security Number. This allows ODJFS to associate you with the annual record of payments it makes to you when reporting to the IRS. Write your License number in the top right corner of the W-9.

All providers providing PFCC are required to submit a completed IRS Form W-9 to ODJFS within 5 business days of signing the Provider Agreement.

Q: How often do I need to submit a new IRS Form W-9? 
A: You must submit a new IRS Form W-9 if you are a new provider, if you are signing a new Provider Agreement or if you need to change any of the following information:

Q: Where can I find an IRS Form W-9?  
A: From the IRS website at: http://www.irs.gov/pub/irs-pdf/fw9.pdf (clicking on this link will open a new browser). You can either enter your information online and print IRS Form W-9, or print the form and write in your information. With either option, you must submit the form to ODJFS after you print and sign it. For more information, please see the question below titled "Where do I send my completed IRS Form W-9?"

Q: How do I complete IRS Form W-9?  
A: The IRS provides detailed instructions for completing Form W-9 on its website, http://www.irs.gov/pub/irs-pdf/fw9.pdf (clicking on this link will open a new browser).

Q: Where do I send my completed IRS Form W-9?  
A: After you complete and sign IRS Form W-9, send it to ODJFS via one of the following methods:

Q: What happens if I do not submit an IRS Form W-9?  
A: If ODJFS does not receive an IRS Form W-9 from a provider, the provider will be in violation of the terms of the Provider Agreement. ODJFS may terminate the Provider Agreement if the provider fails to honor the terms of the agreement and/or any related state, federal or local laws and regulations.

Q: How do I correct a previously submitted Form W-9?  
A: You must send ODJFS a new IRS Form W-9 with the updated information. For more information, see the "How often do I need to submit a new IRS Form W-9?" and "Where do I send my completed IRS Form W-9? " questions above.

Q: What is an Employer Identification Number (EIN)?  
A: An EIN is a unique nine-digit, Federal Tax ID number assigned by the IRS to businesses operating in the United States. For financial safety reasons, business owners can use an EIN instead of their Social Security number on IRS Form W-9.

Q: What is an Individual Taxpayer (same as Tax Owner) Identification Number (ITIN)?  
A: An ITIN is a nine-digit number that always begins with the number 9 and is assigned by the IRS to individuals who are required to have a U.S. taxpayer (same as Tax Owner) identification number but who do not have , and are not eligible to obtain a Social Security Number (SSN) from the Social Security Administration.

Q: How do I obtain an EIN/ITIN?  
A: You can apply online, or print an application for an EIN on the IRS website at:
https://sa2.www4.irs.gov/modiein/individual/index.jsp (clicking on this link will open a new browser).

Obtaining an EIN is free. When you complete your application online you will immediately receive your new EIN.

Q: How do I complete the EIN/ITIN application?  
A: You can find detailed instructions at the IRS website http://www.irs.gov/Businesses/Small-Businesses-&-Self-Employed/How-to-Apply-for-an-EIN (clicking on this link will open a new browser).

Q: How do I look at my Future Authorization Report? 
A: Log into the Provider Portal and go to the "Future Authorization Report" section on the Home Page. A "Retrieve month Report Date" link will display for every month included in the last 90 days. Selecting the month link will change the link to a drop-down list of all available Future Authorization Reports for that month. Selecting a date in the drop-down list will open up the Future Authorization Report for the selected date.

Q: How do I print my Future Authorization Report? 
A: If you are using an Internet Explorer browser you can use the browser's print option or scroll to the bottom center of the page. An option bar will appear, select the "print" button. When the dialogue box opens, change the paper format to "landscape"". You must choose "landscape" for all the information to print successfully.

If you are using Mozilla Firefox, use the browser's print option or select the "print" button toward the top right of the page. Select "properties". Orientation should be "landscape". Select "OK" and then select "print".

Q: How do I look at my 1099 form? 
A: Log into the Provider Portal and go to the "Reprint 1099" section on the Home Page. Select the "Reprint 1099 links" button. Select the specific year link to view a 1099 form.

Q: How do I print my 1099 form? 
A: If you are using an Internet Explorer browser you can use the browser's print option or scroll to the bottom center of the page. An option bar will appear, select the "print" button. The 1099 is set up for portrait format.

If you are using Mozilla Firefox, use the browser's print option or select the "print" button toward the top right of the screen. Select "properties". Select "portrait" under orientation. Select "OK" and then select "print".

Q: What is the Statewide Student Identifier (SSID) report? What is an SSID??  
A: The Statewide Student Identifier (SSID) is a unique set of 9 letters and numbers assigned to each child. Using this number prevents confidential or identifying information such as name, SSN, DOB or address to be used to identify a child. This number has been used for many years for Ohio's children in the school system, and is now being introduced for children in early care and education settings.

Beginning in early 2016, Step Up To Quality programs with a 3-, 4-, or 5-star rating will be able to voluntarily complete a bi-annual assessment of the learning progression of children in their care so that the state can determine if participating in early childhood programs has long-term beneficial impacts on the child's school success. This is referred to as the Early Learning Assessment (ELA). In the fall of 2016, Step Up To Quality programs with a 3-, 4-, or 5-star rating will be required to complete this bi-annual assessment.

When completing the assessment, providers will need to identify the children in their care with a unique identifier; providers should use this SSID to identify the children in their care.

The Statewide Student Identifier Report is a report that is generated weekly, and identifies the children in your care that are in Kindergarten, or younger, and had an authorization to your program at any point from 60 days prior to the date the report was generated, through 30 days after the report was generated.

Q: How do I look at my SSID Report? 
A: Log into the Provider Portal and go to the "Statewide Student Identifier (SSID) Report" section on the Home Page. Click on the "Retrieve SSID Report Dates" link. From the "Select SSID Date" drop down, select the date of the specific week's report to view.

Q: How do I print my SSID Report? 
A: If you are using an Internet Explorer browser you can use the browser's print option or scroll to the bottom center of the page. An option bar will appear, select the "print" button. When the dialogue box opens, change the paper format to "landscape". You must choose "landscape" for all the information to print successfully.

If you are using Mozilla Firefox, use the browser's print option or select the "print" button toward the top right of the report. Select "properties". Orientation should be "landscape". Select "OK" and then select "print".

Q: I am applying to be a licensed child care program but do not offer publicly funded child care (PFCC) services. Why do I need to enter my program rates?  
A: Due to the requirements in Ohio Administrative Code (OAC 5101: 2-14-02 and 5101: 2-13-02) all licensed programs, even those not offering publicly funded services, must identify and submit their customary child care rates to ODJFS.

Q: As a licensed program that is not providing PFCC services, am I only required to enter and submit our program rates to ODJFS?  
A: Yes. Programs that are not providing PFCC services are required to complete the Rate Form. Programs that are providing PFCC services are required to submit additional information to ODJFS through the CCIDS Provider Portal such as, a provider agreement, and banking information.

Q: As a licensed program not providing PFCC services, how do I submit my rates to ODJFS?  
A: : Each licensed program will be issued a unique User ID to sign into the CCIDS Provider Portal and enter and submit their customary rates to ODJFS. You may receive this User ID by letter or you may call the Child Care Help Desk at 1-877-302-2347, option 1. When you call the Help Desk you will want to have your program license number for reference and the Help Desk representative will assist you with obtaining your unique user ID and password. The user Id and password are required to successfully sign into the CCIDS Provider Portal (https://www.ccidsportal.ohio.gov/login.jsf) .

Steps for completing only the Rate Form include: