Neighborhood and Community Services

703-324-4600 TTY 711
12011 Government Center Parkway
Fairfax, VA 22035
Lloyd Tucker
Director

Department Resources

2023 Child Care Provider Grant Program

The application period closed on July 21, 2023, at 11:59 p.m. EST.
All applicants will be notified of status by email.

The 2023 Child Care Provider Grant Program assists Fairfax County child care providers experiencing negative economic impacts from the COVID-19 pandemic. This opportunity has been developed using funding received from the County’s American Rescue Plan Act of 2021 (ARPA) Coronavirus State and Local Fiscal Recovery Funds (Fiscal Recovery Funds) allocation. In response to the ongoing negative economic impacts on county child care providers, the 2023 Child Care Provider Grant Program seeks to bolster, support, and preserve existing providers and services within the county.

The U.S. Department of the Treasury’s (Treasury) Final Rule gives the county broad flexibility to identify a “class” (e.g., a group of households, small businesses, or nonprofit organizations), demonstrate a public health or negative economic impact to the class, and provide assistance to beneficiaries within that class.  87 Fed. Reg. 4349 (Jan. 27, 2022). In such cases, the county first identifies the class and documents the impact that it faced.

Data at the national, regional and local levels combined with the county’s experience and testimonies from local child care providers, points to the ongoing negative economic impacts of the COVID-19 pandemic on child care providers in Fairfax County. This includes a decrease in enrollment resulting in reduced revenue, increased expenses and community need, and persistent staffing shortages. As such, the county has determined that county child care providers as a whole have been negatively impacted as a result of the COVID-19 pandemic.

As defined by the county, a “child care provider:” 

  1. Has a principal place of business located in Fairfax County.  Fairfax County includes the Towns of Herndon, Vienna, and Clifton. The City of Falls Church and City of Fairfax are separate jurisdictions from Fairfax County and are excluded.
  2. Provides non-residential child care services in either a center-based or home setting for compensation. 
  3. Is licensed by the state (either a current state license or a state license-exempt) or current permit by the county; and 
  4. Is a “small business” as defined by the U.S. Department of the Treasury (see 31 C.F.R. § 35.3) that has a current, valid County Business, Professional and Occupational License (BPOL) or a “nonprofit” as defined by the U.S. Department of the Treasury (see 31 C.F.R. § 35.3)

Timeline:

  • June 20, 2023 – Application Opens
  • July 21, 2023 – Application Closes
  • Mid Fall 2023 – Conditional Award Letters Sent
  • Late Fall 2023 – Disbursements begin

Process: 

  1. Interested child care providers submit electronic application.
  2. Applications are screened for eligibility and funding levels.
  3. Applicants are notified of award.
  4. Applicants will submit receipts for eligible expenses.
  5. Applicants will sign the grant agreement and receive grant funds.

If the number of eligible applicants exceeds available dollars, funding will be prioritized first to those who participate in the county’s Childcare Subsidy program. The remaining applicants will be awarded through a lottery system. Award amounts are based on the size of the applicant’s business as determined by its regulated permit/license capacity:

Permit/License Capacity: Grant Level
Family child care with 1-4 children. $2,000
Family child care with 5-12 children. $3,000
Center-based child care with 13-40 children. $7,000
Center-based child care with 41-120 children. $10,000
Center-based child care with over 121 children. $15,000

The CCPGP funds must be used to cover expenses related to normal business operations that were incurred between July 1, 2021 – June 30, 2023. All final awardees will be required to upload proof of eligible expenses totaling their grant award amount. The below guidance provides examples of common eligible expenses for normal business operations.

Ineligible Expenses*

  • Bank Statements – statements submitted without an invoice
    Invoices must be provided for specific items and submitted as separate items. Items may be purchased with a credit card, but a bank statement alone is not sufficient documentation.
  • Personal Expenses – examples of ineligible expenses
    Expenses not related to the business, or to normal business operations are not eligible.
  • Expenses Paid to Fairfax County – examples of ineligible expenses
    Any invoice (including utilities and fees) paid directly to Fairfax County is not eligible.

Eligible Expenses*

  • Payroll/Personnel Costs –  examples of eligible expenses
    • Employee payroll
    • Owner’s draw (self-pay)
    • Payroll processing fees
    • Benefits
    • Independent contractor payments
    • Scholarships and ongoing professional development or training
  • Rent – examples of eligible expenses
    • Rent, lease payments
    • Real estate taxes – Not eligible if paid to Fairfax County
    • Mortgage payments
    • Security deposits (in the case of a business space change)
  • Fees – examples of eligible expenses
    • Credit card transaction fees
    • Brand rights
  • Equipment – examples of eligible expenses
    • Equipment leasing
    • Equipment purchases
    • Indoor and outdoor equipment and supplies
  • Insurance – examples of eligible expenses
    • Liability insurance
    • Renter’s/ Other Property insurance
    • Health/Dental insurance
    • Car insurance
  • Cleaning ∙ Covid-19 Supplies – examples of eligible expenses
    • Janitorial services, cleaning supplies
    • PPE (e.g. masks, hand sanitizer)
  • Utilities – examples of eligible expenses
    • Water – Not eligible if paid to Fairfax Water
    • Gas
    • Electric
    • Internet/Phone
    • Alarm/Security services
    • Trash removal – Not eligible if paid to Fairfax County
    • Parking costs – Not eligible if paid to Fairfax County
  • Website ∙ Technology ∙ Programs – examples of eligible expenses
    • Website development and maintenance
    • Technology service software (e.g. Canva, Quickbooks, Wix, Zoom, Mailchimp)
    • Business software and upgrades and/or technological upgrades that allow for data collection and reporting
    • Technology to support regulation compliance activities (e.g. monitoring visits) and business operations
  • Maintenance – examples of eligible expenses
    • Replacing broken equipment and furniture
    • Necessary facilities maintenance and upgrades
  • Professional Services – examples of eligible expenses
    • Accounting services
    • Legal services
    • Business Consultants
  • Office Supplies – examples of eligible expenses
    • Xerox, Printer, Paper supplies
    • Desks, Office furniture
    • Laptops, iPads, Computers
  • Advertising ∙ Marketing ∙ Social Media – examples of eligible expenses
    • Social media consultant
    • Promotional materials
    • Promoted social media posts, Advertisements
  • Inventory ∙ Materials, Goods and Services – examples of eligible expenses
    • Inventory purchases
    • Inputs to create goods or provide services
    • Consignment costs
    • Food and beverages - Not eligible if participating in the USDA Child and Adult Food Program
    • Storage space
    • Shipping materials and costs
    • Uniforms
    • Furniture
    • Additional toys/books/supplies to minimize sharing

*The County reserves the right to update the list of eligible and ineligible expenses at any time.

If you have any questions, please email ccpgpfairfax@ledcmetro.org
 

When does the application period close?

  • The application period closes July 21, 2023 at 11:59 p.m.

When will we receive a response about our application?

  • We anticipate that awards will be announced at the end of September, 2023.

What is the total amount of funds for the 2022 ARPA Nonprofit sustainability grant program?

  • The total amount available for this funding opportunity is $2.5 million.

What are the potential grant amounts available? How are the award amounts determined?

Permit/License Capacity: Grant Level
Family child care with 1-4 children. $2,000
Family child care with 5-12 children. $3,000
Center-based child care with 13-40 children. $7,000
Center-based child care with 41-120 children. $10,000
Center-based child care with over 121 children. $15,000

Will there be a lottery?

  • If the number of eligible applicants exceeds available dollars, funding will be prioritized first to those who participate in the county’s Childcare Subsidy program.  The remaining applicants will be awarded through a lottery system.  

Is this a one-time grant program, or will it be renewed?

  • At this point, we have $2.5 million for this one-time grant program. After the grant awards are given, we will analyze how many applicants we were able to satisfy, how our lottery worked and how many people we were able to serve. That information will be provided to county leadership for further funding opportunities.

What are the eligible expenses?

  1.  Supplies to support the Child Care Provider: 
    • Supplies and equipment 
    • Cleaning supplies 
    • Food (snacks and meals served to children that are NOT funded through USDA program) 
  2. Operational costs (must be consistent with and not to exceed the proportioned amount claimed on   most recent tax return):  
    • a.    Rent 
    • b.    Utility costs 
  3. Implementation of COVID-19 prevention or mitigation tactics: 
    • Physical changes to enable social distance 
    •  Personal Protective Equipment (e.g., masks) 
    • Barriers or partitions 
  4. Other business critical operating costs as determined by the County 

What documentation will be needed?

  • Applicants (selected in the lottery if applicable) will be invited to submit required documentation (e.g. current state license and W-9) which will be used to verify that small businesses and or nonprofit organizations meet eligibility requirements.

Can we apply if we received other ARPA funding from Fairfax County?  

  • You can apply if you received funding through the ARPA Active and Thriving Community Grant (2021) or the CARES Nonprofit Sustainability Grant (2019) that were offered previously.

Note: However, if you received funding through the 2022 ARPA Nonprofit Sustainability Grant is different than the you are NOT eligible for this opportunity. 

We have two program locations in Fairfax County. Are both eligible for funding or just one?

  • If the two locations file taxes separately under different Employer Identification Numbers (EIN), then you can submit an application for each location. If they share the same EIN, they will both be included on one application. Only one grant award is allowable per EIN.

Is the grant on a first come, first served basis?

  • All applications submitted by the deadline, July 21, 2023 at 11:59 p.m. will be considered. There is no advantage to submitting an application earlier in the process.

Do we need to submit evidence to show how the grant money is used?

  • As part of the process, programs must submit documentation for expenses incurred between July 1, 2021, and June 30 2023.

Will this be a one-time payment or paid over a period of time?

  • This grant will be a one-time payment.

Will we have to return the money at a certain point? Is this a loan?

  • This is a grant award and does not have to be repaid. It is not a loan.

Will you be mailing the grant application?

  • The application is only available electronically. If you are having trouble accessing it, please email ccpgpfairfax@ledcmetro.org

What time period must expenses be made in for this grant?

  • Expenses occurred between July 1, 2021, and June 30 2023, are eligible. Funding cannot be used for the same expenses that have been covered under another federal, local or state COVID-19 program and/or contract (including but not limited to ARPA Food Access Program, ARPA Active and Thriving Community Grants, CCFP, PPP, EIDL, RISE, RebuildVA, ERA, Cares Act Nonprofit Sustainability Grant).

I received a COVID-19-related grant previously. Can I apply for this one?

  • Yes. But funding cannot be used for the same expenses that have been covered under another federal, local or state COVID-19 program and/or contract (including but not limited to ARPA Food Access Program, ARPA Active and Thriving Community Grants, CCFP PPP, EIDL, RISE, RebuildVA, ERA, Cares Act Nonprofit Sustainability Grant). For example, if you used another grant to pay rent for July 2020, you CANNOT use this grant to also pay rent for July 2020. But you could use it to pay rent for other eligible months.

I opened my business after March 2020. Why am I not eligible for this program?

  • The ARPA Fiscal Recovery Funds specify that the grants are only allowable for businesses that were open and operating prior to March 2020.

If I used a different grant I received for rent, then can I use this grant for rent again?

  • If you are awarded a 2023 Child Care Provider Grant, you cannot use the funding for the same expenses that have been covered under another federal, local or state COVID-19 program and/or contract (including but not limited to ARPA Food Access Program, ARPA Active and Thriving Community Grant, CCFP, PPP, EIDL, RISE, ERA, RebuildVA, Nonprofit Sustainability Grant). For example, if you used another grant to pay rent for July 2020, you cannot use this grant to also pay rent for July 2020. But you could use it to pay rent for other eligible months.

CONTACT 

If you need assistance with the application, please contact:

  • LEDC for technical assistance
  • The Women’s Business Center of Northern Virginia is available to support family child care providers.
Close
Fairfax Virtual Assistant