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The following are FAQs related to Operating Guidelines, FCCs, Starting Points and Fiscal information. Please click on the following link to find your appropriate group of questions.
OPERATING GUIDELINES
Contract questions
1. Is it possible to have one contract with an agency rather than individual contracts for each center or family child care provider?
No. Contracts are individualized for each center or family child care provider based on star quality levels, staff qualifications and other criteria.
2. Who should sign the contract with LAUP?
An agency-authorized signatory may sign contractual documents with LAUP.
3. What documentation should a provider have on file as proof of a child's age eligibility in the LAUP program?
Birth certificates, passports, and official medical documents are examples of acceptable documentation.
Program Requirements
1. Does LAUP fund a year-round program?
No. Providers will only be funded for a 10-month school year (September- June). Providers must offer the LAUP program for a minimum of 180 days per year. This includes 175 days of instructional program and five (5) days of training for staff.
2. What is the LAUP school year v. the LAUP program year?
The LAUP school year runs from September 1 to June 30 of the following year. The program year (or fiscal year) runs from July 1 to June 30 of the following year.
3. What is the minimum number of days a provider must offer the LAUP program each month?
LAUP does not require providers to offer the LAUP program for a minimum number of days each month. If the provider is able to offer the LAUP program for the required number of days (175 days of instructional program and five (5) staff training days) in less than the ten (10) month school year, the provider will still receive ten (10) payments from LAUP, regardless of how many instructional days, if any, are offered in a particular month.
4. When should providers submit a program calendar to LAUP?
Providers must submit their LAUP program calendars for the upcoming year to LAUP for approval no later than the first Friday in June of the current year. Program calendars should be submitted to the L&C Calendar Collection Department via mail or walk-in only.
5. What are the hours required for the program?
The LAUP Program must be offered for 3.5 hours each day. Exceptions will be made for Head Start Programs that offer 4.0 hours per day, and State Preschool programs that offer preschool 3.0 hours per day.
6. Can a provider offer the LAUP program after 7 p.m.? (Twilight programs)
No.The LAUP program must be offered during the normal business week (Monday-Friday) and may not operate after 7 p.m.
7. How long can a child be enrolled in the LAUP program?
Four-year-old children are eligible to attend the LAUP program for up to ten (10) months only.
8. How many days per week must a child be enrolled in the LAUP program?
Children must be enrolled in the LAUP program for a minimum of four (4) days per week, unless otherwise stated in the child's IEP.
9. Can a child participate in the LAUP program if the parents of the child are residents of Orange County, but the child attends preschool in Los Angeles?
No. Children participating in the LAUP program must be Los Angeles County residents.
10. Can a child attend an LAUP preschool program in the morning at one site and another LAUP preschool program in the afternoon at another site?
No. A child is eligible for LAUP funding for only one LAUP preschool session per year. However, a child may transfer from one LAUP program to another within the same year.
11. What is a provider's Planned Utilization Rate?
A provider's Planned Utilization Rate is the number of unsubsidized children and subsidized children in the LAUP classroom. This number or rate is determined for each group of children in the LAUP classroom in consultation with a provider's LAUP coach and can not be changed during the year without LAUP approval. LAUP will not fund children who exceed a provider's Planned Utilization Rate.
12. Will LAUP provide guidance and support at each site throughout the year?
Yes. Throughout the course of the year, providers will receive visits from Quality Support Coaches. These coaches will work with the staff to process the results of the star quality rating assessment and to jointly develop a quality improvement plan for the year. This plan will then serve as a roadmap to guide quality support and to determine the metrics of quality improvement for the provider. Coaches will help sites better understand their current quality assessment and identify steps to continually improve program quality.
13. Will there be an opportunity to discuss the LAUP assessment of our program, including how the rating was determined?
Providers may ask the Quality Support Coach assigned to their site for guidance on understanding and interpreting your scores. The Quality Support Coach will assist providers with translating scores into tangible quality improvement steps to help them enhance programmatic quality and achieve a higher star quality rating for the next contract year.
14. Does LAUP require a specific curriculum?
Currently LAUP does not endorse any particular curriculum, but rather has nine curriculum standards (outlined in the Operating Guidelines) to which all providers must adhere. Any curriculum the provider chooses must meet these nine criteria.
15. Are providers required to assess children in the LAUP classroom?
Yes. LAUP requires that children are assessed at least two times per year. Teachers should assess a child's developmental progress using natural observations, anecdotal records, developmental checklists (e.g. the Desired Results list or Ages & Stages) and other appropriate instruments for the purpose of understanding the child's strengths and weaknesses. Assessment results should be made available and discussed with parents.
16. Does LAUP help providers develop lesson plans?
LAUP Quality Support Coaches will be able to assist providers in a wide variety of quality improvement areas, including curriculum development.
17. Can providers increase their star rating mid-year?
No. LAUP wants to see providers demonstrate quality improvement progress over an extended period before reassessing star levels. Therefore, star levels will not be changed mid-year except in extreme circumstances.
18. How will LAUP monitor providers? Will centers by defunded if the site visit is not positive?
LAUP staff will conduct quality reviews throughout the year. The frequency of these visits depends on the needs of the site. If the site does not meet its contractual requirements, it may be placed on probation or suspended from the LAUP program. Serious violations of these requirements and other extraordinary circumstances may lead to early termination of a provider's LAUP contract.
19. When should Child Enrollment Forms be submitted to LAUP?
Child Enrollment Forms must be submitted within 60 days of a child's enrollment in the LAUP program.
20. May parents participate in the LAUP classroom on a regular basis?
Yes. LAUP encourages parent involvement in the LAUP classroom. Providers should encourage parents to volunteer their time, talents and experiences in their child's classroom.
21. Can a provider keep faith-based symbols in the home?
Yes. Religious symbols do not need to be removed from the home or classroom, but providers may not advance any religion during the 3.5 hour LAUP program. Providers must welcome children from all faiths.
22. Can children recite prayers before they eat during the 3.5 hour LAUP program?
No. Reference to any deity is not allowed during the 3.5 hour LAUP program.
23. Will LAUP help providers that have trouble maintaining enrollment in the LAUP program?
Yes. LAUP will work with providers to help recruit and maintain enrollment in their program.
24. Are providers required to inform LAUP of licensing violations?
Yes. Providers are required to inform LAUP within 14 calendar days of any licensing violations received while under contract with LAUP.
25. Can a provider change the location of their program and still remain in the LAUP program?
A provider's continued participation in the LAUP program after a change in ownership, address or operating location may depend on a successful due diligence review and recertification of the provider by LAUP. In addition, LAUP may use current service rate needs to determine if a provider may remain in the LAUP program after a change in location.
Full day
1. Are providers with full-day programs only receiving funds for 3.5 hours of the day?
Yes. LAUP is funding only 3.5 hours of the program day.
2. If a provider offers a full-day program, may they still charge tuition to parents?
Yes. Parents may be charged tuition for the non-LAUP portion of the day. However, LAUP expects that providers will reduce full-day tuition as a result of payments received from LAUP and Standard Parent Investment Fees.
3. May a provider use LAUP funds to increase the length of the day of an existing operating preschool program?
No. LAUP funds are designated to pay for a 3.5 hour preschool program and should not be used as wrap-around child care to create a full day program.
4. Can a provider with a California Department of Education (CDE) contract to provide full-day preschool (defined by CDE as 6.5-10 hours) offer the program for 6.5 hours and then receive the unsubsidized LAUP rate for an additional 3.5 hours?
No. A provider could, however, receive LAUP funds at the subsidized rate and use these funds to supplement CDE funds to pay for program quality enhancements during the preschool portion of the day. LAUP funds can NOT be used for wrap-around care.
Staff qualifications, compensation, professional development
1. Are teachers compensated for participating in the LAUP program?
Increasing teachers' salaries is an allowable use of LAUP funds. LAUP hopes that providers will allocate LAUP funds to increase the salaries of teachers in LAUP classrooms and/or provide health benefits, paid time-off, etc.
2. How are teaching staff compensation levels determined?
Staff compensation levels are determined by the individual preschools or preschool agencies. Currently, LAUP has not published guidelines regarding suggested rates of teacher compensation.
3. How should the 5 staff development days be used?
Staff development days should be used to either allow in-service days for teachers or to provide for substitutes so teachers can attend trainings.
4. Do all LAUP staff members need to meet the 5 training day requirement?
Yes All LAUP staff members must meet the 5 day training requirement. This requirement will be pro-rated for the staff of providers that begin the LAUP program mid-year.
5. Should all adults in the LAUP classroom meet the staff qualifications outlined in the Star Quality Rating Scale?
All teaching staff counted in the classroom's teacher-child ratio must meet the staff qualifications outlined in the Star Quality Rating Scale.
6. Will there be any opportunities for LAUP providers to attend trainings?
Yes. Throughout the course of the year, providers will receive quality support and will have opportunities to attend trainings on a variety of quality enhancement topics.
7. Can the LAUP training be used as experience training for teacher credentialing?
LAUP training hours can be applied towards the professional growth development hours required for upward mobility on the Child Development Permit matrix.
8. Can a provider offer trainings for staff during the summer months (July and August?
Trainings may be provided during the LAUP school year (September-June) or during the months of July and August. LAUP will compensate providers for trainings held during July and August during the school year.
Parent investment fee
1. How does the investment fee work? What are the funds to be spent on?
Many parents will be asked to pay a one-time investment fee in lieu of tuition to help defray some of the costs of the LAUP program and make it sustainable for the years to come. Parents should be charged nothing other than the parent investment fee for the 3.5 hours of the day funded by LAUP.
The fee is determined by the medium family income of the zip code in which the provider is located. If the parent(s)' income is less than the median family income of the zip code of the center, they may appeal this fee directly to LAUP. The fee will then be adjusted to the income level of the parent(s). It is the provide's responsibility to collect this fee; they may determine when and how to collect these fees, which should be deposited into the bank account in which the provider receives electronic funds transfers from LAUP.
Parent investment fees should be used for the same allowable budget categories as the funds received from LAUP (as detailed in the Operating Guidelines). The Parent investment fee reflects a progressive sliding scale and is waived for the following categories of parents:
- Parents of children receiving childcare subsidies from public funds
- Parents of children with a current IEP
- Parents of foster children
- Parents with children under the supervision of the Department of Children and Family Services (DCFS)
- Teen parents (18 years old and under)
2. Can a provider charge an enrollment fee to parents enrolling their child in the LAUP program?
No. Parents should be charged nothing other than the parent investment fee for the 3.5 hours of the day funded by LAUP.
3. Is family size taken into account when setting the parent investment fee?
No. The parent investment fee is based on the median family income for the zip code of provider's center or home.
4. Does LAUP have an appeal process for parents that make below the median income for a provider's zip code?
LAUP has a streamlined appeals process in place for parents that make below the median income for a provider' zip code. Providers are responsible for informing parents of their right to appeal the parent investment fee, and for providing parents with the appropriate LAUP forms. Parent(s) are responsible for returning the completed forms to LAUP within 14 days. LAUP will respond to all appeals within 30 days.
If LAUP denies the appeal, parent(s) will be required to pay the parent investment fee to the provider. If LAUP grants the appeal and the parent investment fee is reduced, the fee will then be adjusted to the income level of the parent(s). LAUP will make the necessary adjustments to the provider's next monthly payment to account for any reductions to the parent investment fee.
5. Should a provider enroll a child while his/her parent is going through the LAUP appeals process?
Yes. Providers must enroll eligible children during the LAUP appeals process.
6. If a provider enrolls a child mid-year, is the parent still responsible for the entire parent investment fee?
Yes. Parent(s) are required to pay the one-time parent investment fee to the provider. It is at the provider's discretion as to when and how to collect the fee.
Please note: If a provider does chose to collect the investment fee in monthly installments and a child leaves the LAUP program mid-year, a provider can not continue to collect the investment fee from the parent(s) for a child who is no longer participating in the LAUP program. LAUP assumes the provider will find another eligible child to fill this spot.
7. Will LAUP deduct the entire parent investment fee from a provider's September payment?
No. LAUP will divide the parent investment fee by 10 and deduct that amount from each of the 10 monthly payments from September to June.
Provisional contract recipients
1. Can a provider operating the LAUP program under a provisional contract use LAUP to market their program?
Yes, but provisional providers must inform parents and the public of their provisional status.
2. Should provisional providers collect the Standard Parent Investment Fee?
No. A provisional provider should not collect the Standard Parent Investment Fee until after undergoing a successful certification process and entering into a full LAUP contract.
3. Are provisional providers subject to minimum enrollment requirements?
No. Provisional providers are not subject to minimum enrollment requirements. LAUP realizes that minimum enrollment standards may not be attainable in the early stages of a provisional provider's participation in the LAUP program.
4. What if a provider under a provisional contract is not ready to transition to a full LAUP contract when the provisional contract expires?
A provisional provider who does not successfully transition into a full LAUP contract may be offered a provisional contract extension for no additional funding. LAUP will still offer coaching and require continued cooperation from the provisional provider during the extension period.
Advertising / Communications
1. What are the guidelines for using the LAUP logo?
Providers must use an approved LAUP logo and the words "High-quality preschool for 4-year-olds funded by LAUP" in all materials (including flyers, banners, website postings, and print advertisements) used to market their LAUP program. Providers should contact the LAUP Communications Department for electronic versions of the LAUP logo.
2. Can providers post star ratings in the LAUP classroom or family child care home?
Providers are free to include their program's Star Quality Level in the classroom or in materials used to market classrooms funded by LAUP. If, however, different classrooms in the same center or home or different sessions in the same classroom have different Star Quality Levels, all Star Quality Levels or only the lowest of the provider's Star Quality Levels may be used.
3. May providers advertise the LAUP program before a contract is signed?
No. Providers must wait until they receive a fully-executed contract before using LAUP's name or logo in any advertisements.
4. Is a provider's site information posted on the LAUP website?
Once a provider signs a contract with LAUP, LAUP will post the provider's contact information on the LAUP website (http://www.laup.net/) so that interested parents can contact the provider.
Inclusive sites
1. Will LAUP fund 3-year-old children at preschools participating in the inclusive site program?
No. Providers may enroll 3- and 4-year-old children in order to meet the minimum enrollment requirement of 15 students in the LAUP classroom, but LAUP will only provide funding for eligible 4-year-old children.
2. What is the requirement for screening/assessment at inclusive sites?
Children should be screened for the possible presence of a disability within sixty (60) days of enrollment in the LAUP Inclusive Center Program. Any screening instrument used should be developmentally appropriate, valid, reliable, culturally competent and administered by trained personnel.
3. How many children must have an IEP in the LAUP classroom?
A minimum of 10% of the children in the LAUP classroom must have current IEP.
Family Child Care Homes
1. Can FCC providers move LAUP children from a morning program to an afternoon program?
FCC's may allocate their already approved number of children over two time slots. The flexibility for splitting sessions exists to allow providers to maximize their license capacity and increase their business income. They may do so as long as they complete the FCC Split Session form and submit it to the Capacity Development Department. However, FCC's can not add new spaces. They will not be reimbursed for additional children not previously approved by LAUP. In addition, each time slot must meet the minimum number of children and have the same teaching staff.
Recertification
1. Are providers recertified every year?
Providers with 3- and 4-star ratings are recertified every year. Each LAUP classroom group or session must successfully complete an annual certification process. Recertification will usually occur around the year anniversary date of the previous certification or one year after the start date on the initial contract. Providers with 5-star ratings will only be reviewed and recertified every three years.
2. How long must a provider' staff be in the LAUP classroom before the recertification process?
An assessment for recertification will only be conducted if the staff in the LAUP classroom has been working in the LAUP classroom for at least sixty (60) days prior to the review. A provider's staff observed in the recertification assessment must remain in the LAUP classroom for a minimum of thirty (30) days after the review. (Staff includes the site supervisor, lead teacher and teacher's assistant(s).)
FAMILY CHILD CARE PROVIDERS
1. When are FCC payments processed?
FCC payments are based on the previous month's enrollment. For example, a January 08 payment is based on December 07 enrollment.
2. When are Monthly Enrollment Reports due?
The deadline for the Monthly Enrollment Report is the 2nd Friday of every month. Providers are to submit this by fax to the enrollment fax number, (213) 416-1991 or by email to
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or by mail to Attn: Janet Jung, LAUP, 750 N. Alameda St. Suite #200, Los Angeles, CA 90012.
3. When are Monthly Payments distributed?
Payments are released by the Finance department on the 10th business day of every month. It may take two-to-three business days for the payment to be recorded in your account, depending on the bank.
4. Who can I contact at LAUP?
The following LAUP staff are available to answer questions you may have regarding payment. If your payment is incorrect, it is the responsibility of the Provider to report these matters to the staff below in order to have the issue rectified.
FCCs that entered the LAUP network through Early Launch or originally came through a hub:
Janet Jung
(213) 416-1261
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FCCs that entered through Starting Points:
Angeles Umana
(213) 416-1231
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FCCs that participate through a hub; please contact your hub staff representative:
Aurora Garcia
(310) 452-3202
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Alicia Davis
(562) 427-8834 ext. 245
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5. When do I need to submit a Child Enrollment Form?
If you welcome a new child to your program, you are required to submit a copy of the Child Enrollment Form for that child along with your Monthly Enrollment Report. You are not required to submit a copy of the birth certificate unless requested to do so. Please keep in mind when recruiting a new child that the date the parent signs the Child Enrollment Form must be reflective of the recruitment date and must fall before the first business day of the first month of attendance.
6. What is the difference between Parent Investment Fee Appeals and Waivers?
Parent Investment Fee Appeal Forms (PIF appeals are also known as waivers) should be submitted after the child is enrolled in the class, not before. Please submit all additional documentation (proof of income, front page of IEP, etc.) along with the PIF appeal in order for the request to be considered complete.
Please allow 30 days from the receipt of the complete request to receive a response. Please direct all questions regarding Parent Investment fee appeals/waivers to:
Angeles Umana
(213) 416-1231
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Automatic Waivers
A child automatically receives a Parent Investment Fee waiver if the child has an Individualized Education Program (IEP), has an Individualized Family Service Plan (IFSP), is a foster child, is under the supervision of DCFS, has a relative caregiver or has a parent under the age of 18 in the juvenile probation system. There is no need to submit a PIF appeal/waiver form in this case. Also, it is not necessary to submit a PIF appeal form for children who are subsidized.
7. What makes a child eligible for LAUP funds?
A child is eligible for LAUP funds if:
- He or she is recruited to the program by the first business day of that month. If the child is recruited on a later day, then the payment for that child will not begin until the following month. (For example, if Joe Smith is recruited on January 3, 2008, the provider should report the child on February's Enrollment Report and LAUP will pay the Provider for that child beginning with the March 08 payment.)
- He or she must be 4-years of age on or before December 2 of the program year. In other words, his or her birth date must fall between December 3, 2007 and December 2, 2008.
- He or she lives in Los Angeles county.
- He or she must be enrolled to attend the LAUP program for a minimum of four days per week.
8. What does Non-compliance mean?
Non-compliance with operating guidelines is a direct violation and can affect payment. The following are some of the most common issues or matters that may result in payment holds.
i. If LAUP does not have a current proof of insurance on file. It is the responsibility of the Provider to submit to LAUP a current proof of insurance without a lapse in expiration date. If you do not know when your insurance expires, please contact your insurance company.
ii. FCC Providers must have a minimum of $300,000 per occurrence on their policy for bodily injury, property damage, personal injury, and completed operations.
iii. FCC Providers must name LAUP as an additional insured on their policy.
iv. FCC Providers must meet state requirements regarding worker's compensation.
b. Fiscal report - If LAUP does not receive your quarterly fiscal report by the deadline.
i. Quarter 1 fiscal report due 3rd Friday in October.
ii. Quarter 2 fiscal report due 3rd Friday in January.
iii. Quarter 3 fiscal report due 3rd Friday in April.
iv. Quarter 4 fiscal report due 3rd Friday in July.
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Capacity - If a Provider is under the minimum LAUP enrollment level, they will receive a warning letter from the Legal and Compliance Department. If a Provider is over the maximum capacity, LAUP will only pay for the LAUP children allowed in the license.
i. Minimum - For every FCC: 3 children
ii. Maximum
1. Small FCC - LAUP will fund up to 6 LAUP children per session.
2. Large FCC - LAUP will fund up to 12 LAUP children per session.
9. Who do I contact if I want to split sessions or time slots?
If you would like to split your previously approved session into a morning and an afternoon time slot, you may submit a request to the Capacity Development department. Please contact:
Yovana Perez
(213) 416-1200 ext. 1278
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Please note that each time slot requires a minimum of three (3) children. The total of both enrollment numbers cannot exceed your maximum licensed capacity.
10. What if I change banks?
If your bank account information changes, it is the responsibility of the Provider to notify the contact people referenced above or your fiscal coach and to submit a new ACH form along with a current voided check. This procedure ensures that the Finance department can direct funds to the appropriate bank account.
Starting Points
1. What is the Starting Points 4 Preschool program?
The purpose of this program is to ensure the development of a strong foundation of quality for center-based and family child care providers to meet a 3-Star Quality Assessment. Providers receive a provisional contract that lasts from 4-6 months during which they receive funding as well as technical support from a Starting Points coach.
2. Do providers receive support to help prepare them to become a full member of the LAUP network?
Providers are assigned a Starting Points coach who offers technical assistance on classroom environment, programmatic policies, LAUP Operating Guidelines, staffing, enrollment and the Early Childhood Environment Rating Scale-Revised (ECERS-R) and the Family Day Care Rating Scale (FDCRS)/Family Child Care Environment Rating Scale-Revised (FCCERS-R).
3. What are the Early Childhood Environment Rating Scale-Revised (ECERS-R) and the Family Day Care Rating Scale (FDCRS)/Family Child Care Environment Rating Scale-Revised (FCCERS-R)?
The Environment Rating Scales are tools used by LAUP to assess the program quality of our providers. The Early Childhood Environment Rating Scale-Revised (ECERS-R) is used to assess Center-based programs and the Family Day Care Rating Scale (FDCRS)/Family Child Care Environment Rating Scale-Revised (FCCERS-R) is used to assess Family Child Care Homes. The scales evaluate various interactions that go on in a classroom/learning environment between staff/providers and children, staff/providers, parents, and other adults, among the children themselves, and the interactions children have with the many materials and activities in the environment, as well as those features, such as health and safety, space, schedule and materials that support these interactions. For additional information on how LAUP uses the ECERS-R and FDCRS-R/FCCERS-R, please refer to the LAUP 5-Star Quality Assessment and Improvement System.(can we add a link to the form here or the actual form?)
4. When is a provider's review conducted?
A provider's first review is conducted when children are enrolled, qualified staff is hired and the program, at a minimum, meets the 3-Star Quality Assessment. This can fall between the 3rd and 5th month of a provisional contract.
5. How much are providers paid during their provisional contract?
Monthly payments are calculated according to the current number of children enrolled at the LAUP 3-Star rate and a proration of $5,500 based on unfilled spaces. For additional information on LAUP's Star Rating payments, please refer to LAUP's Operating Guidelines.
6. What qualifications do staff need to hold?
Qualifications for staff are higher than the Community Care Licensing Division (CCLD) and are based on the California Commission on Teaching Credentialing. More information on staff and administrative qualifications can be found on the LAUP 5-Star Quality Assessment and Improvement System and the Child Development Permit Matrix. (can we add a link to the forms here or the actual forms?)
7. When can I start enrolling children in my LAUP program?
Providers who hold a license can enroll children at any time. Children in an LAUP program must be four years old on or before December 2 of the current program year. Additionally, LAUP children can participate in the program for up to 10 months for a minimum of 4 days per week. For additional information on eligibility requirements, please refer to LAUP's Operating Guidelines.
8. What are the group size and ratio requirements?
Ratios are one teaching staff per eight children. Group size for center-based providers are a minimum of 15 children and a maximum of 24 children; for family child care providers the minimum is three children.
9. Are there rules and regulations providers have to follow?
The Operating Guidelines highlight LAUP's requirements to implement and deliver high-quality preschool programs.
Fiscal
1. What are my fiscal requirements for the LAUP program?
On an annual basis, an LAUP provider is required to complete and submit a budget and four quarterly fiscal reports. For new providers, a Fiscal Information Questionnaire must be submitted upon entry into the program.
2. When are my fiscal reports and budget due?
Quarterly fiscal reports are due on the third Friday following the end of that quarter. Budget report and narrative is due on the last Friday of May before the upcoming fiscal year. For providers on provisional contracts, a budget is due 30 days upon entering into an operational contract. Please contact your fiscal coach for further details.
3. Where do I send my completed quarterly fiscal report and budget?
You or your accountant should email an electronic copy as an attachment to
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.
4. Should I send in a signed hardcopy of the various fiscal reporting documents that I submit to LAUP?
Yes, you should always mail or fax a signed hardcopy of documents submitted electronically. The fax number to use to submit fiscal reports is (213) 416-1290.
5. How can I get my fiscal questions answered?
LAUP assigns a Fiscal Coach to each of our providers. The fiscal coach is available to assist you with your fiscal questions and will help you with all your fiscal matters. If your fiscal coach has not made initial contact, you can ask any of our LAUP staff to direct you to your assigned coach.
6. Do I have to prepare quarterly fiscal reports myself?
You have the option to complete the quarterly fiscal reports yourself or you may hire an outside accountant to prepare the reports for you. Talk to your fiscal coach to determine the best solution.
7. Are there resources to help me complete the quarterly fiscal reports and budget?
Yes. Your fiscal coach will be your primary resource. In addition, LAUP has many reference materials available to assist you with the completion of these required forms.
8. What can I spend my LAUP monies on?
LAUP funding should be used to increase quality and operate an LAUP preschool program for four year old children. Refer to the categories included in the quarterly fiscal reports to determine allowable types of costs. Fiscal and Quality Support coaches are available to help you determine the optimal use of your funds for your specific program. LAUP Operating Guidelines provide additional details on allowable expenses.
9. What happens to the LAUP funds that are unspent within the fiscal year they are received?
Providers should spend all LAUP funds received in the current fiscal year. Please contact your Fiscal Coach if your program anticipates having excess funds at the end of fiscal year, June 30.
10. Should I report expenses above and beyond spending of LAUP funding?
Providers are encouraged to show all actual expenses incurred relating to the LAUP program. By providing complete information, you can get a true fiscal picture of your LAUP Program. In addition, an accurate record of provider financial health will be valuable data for LAUP.
11. My preschool program is in danger of running a deficit, what options do I have?
The first step is to determine that the deficit is accurate and re-examine the accounting for the program. Once you have determined that the deficit is real, contact your fiscal coach to take a closer look at your budget and cash management options. Relevant factors will include minimum enrollment, expense mitigation, growth potential and other funding sources. Your fiscal coach will help you gather information and review your options.
12. Can I use other program funds to subsidize my deficit?
Although deficits are not encouraged, a provider can use non-public funds, such as private tuition, to subsidize an LAUP operating deficit. LAUP encourages that you work with your fiscal coach to minimize or eliminate an operating deficit.
13. As an LAUP provider, am I able to participate in other programs?
Yes. You can participate in other programs; however, you will need to maintain an LAUP bank account and separate accounting for your LAUP Program revenues and expenditures. (If you are an audited School District or agency that uses fund accounting you do not need to maintain an LAUP bank account).
14. When should I submit an Expenditure Approval Form?
If you are purchasing equipment or completing a project that costs more than $5,000, you must complete and submit an Expenditure Approval Form to LAUP prior to purchase. The form requires written estimates or bids from three different vendors. See the Operating Guidelines for more detail.
15. How do I determine if a project meets the dollar requirements of the Expenditure Approval Form?
All costs related to the preparation, purchase, installation, and other related costs of equipment are included in the total amount of the project. For example, if playground equipment is purchased for $3,500, preparation of the ground is $1,500, and purchase and installation of the protective surfacing is $2,500, then the total cost of the project would be $7,500.
16. Will LAUP reimburse me for expenses outside of the monthly payments I receive?
No, allowable LAUP expenses should be paid for using the LAUP funds that you receive monthly. No supplemental funds are provided by LAUP. This includes expenditures submitted via the Expenditure Approval Form.
17. What is the difference between Program and Administrative types of expenses?
Administrative expenses are costs incurred for administrative activities where neither family nor the children participating in the LAUP Program directly benefit from the activity. Administrative costs include non-program related expenses or allocations, such as office supplies, telephone, printing, postage, insurance, rent/mortgage interest, mileage, accounting costs, maintenance costs, taxes, licenses and utilities.
18. What percentage of LAUP funds may be used for administrative costs?
No more than 10% of LAUP funds can be allocated to administrative expenses.
19. Can I charge a percentage of the agency's indirect cost rate to the LAUP Program on the quarterly fiscal report?
Yes, however, please note that your center is still required to maintain the administrative expense threshold outlined in the Operating Guidelines. On an annual basis, no more than 10% of total expenses are allowed to be administrative for center based providers.
20. What types of automobile expenses are covered using LAUP funding?
If a vehicle is used to transport children to or from the LAUP program, you may track and submit mileage expense based on the prevailing IRS rate.
21. Do I need to allocate monies spent on staff salaries?
It depends; if you have staff that work with both the LAUP Program and other programs, you should allocate these costs using a method that adequately measures the degree of benefit for all programs.
22. How much can I pay as salary for myself and my staff?
LAUP cannot advise you in this area. However, LAUP does have resources available to help you make an informed decision. Please check with your fiscal coach.
23. Can providers use LAUP funds for fundraising events?
Yes. LAUP funds may be used for fundraising events, within reason. The associated costs and funds raised must be reported on the quarterly fiscal report submissions.
24. Does LAUP require an annual audit?
No, however LAUP has contracted with independent accounting firms to review LAUP providers. The purpose of these reviews is fiscal oversight as well as to identify ways providers may better manage and spend LAUP funds.
25. May LAUP funds be used to cover the costs of an outside auditor or an independent audit?
Yes. However, providers are responsible for allocating the costs of such services across each of its funding sources in proportion to the amount of funding received from each source. These costs would be counted toward the 10% administrative cap allowed under the contract.
26. My agency is already audited on an annual basis, can that suffice for an LAUP review?
No, however it is mandatory that results from annual audits are forwarded to LAUP within 30 days of receipt.
27. My agency has reportable conditions identified in the last annual audit, can LAUP provide any resources?
Yes. LAUP has CPAs and financial professionals on staff to assist you with building better business practices, such as strengthening internal controls.
28. I am interested in other financial and business resources that LAUP can provide. What other types of assistance are there?
LAUP fiscal staff may provide assistance in several areas, including financial reporting, internal controls, accounting and budgeting. Contact your fiscal coach to discuss your specific needs.
29. As a Family Child Care Provider, can I allocate any expenses related to my home to the LAUP program?
Yes, contact your fiscal coach to work with you on an approved "Business Use of Home" rate to be applied to expenses related to your home.
30. Can parents donate money to a provider for programs that run during the 3.5 hour LAUP program?
Providers should not solicit monetary donations from LAUP parents for the 3.5 hour LAUP program. Monetary donations can be accepted by providers if offered. Donations of goods or volunteer time can be solicited from parents in lieu of the parent investment fee.
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