Philadelphia Child Care Subsidy 2026–27: How to Apply for Child Care Works Through ELRC 18, the Income Limits, Documents and Appeal Deadlines
Parents in Philadelphia often still call it CCIS, the name of the old county child care offices. Today the program is Child Care Works, Pennsylvania's subsidized child care program, and in Philadelphia it is run by Early Learning Resource Center (ELRC) 18. The names changed. The basic deal did not: if you work or train enough hours and your income is under the limit, the ELRC pays part or all of your child care bill directly to the provider, and you pay a co-payment based on your income and family size.
This guide is organized around the questions parents actually ask, in roughly the order they come up.
Last checked October 2026. Sources: Pennsylvania Department of Human Services Child Care Works pages, ELRC 18 Philadelphia County, and DHS Office of Child Development and Early Learning notice guidance. This is general information; ELRC 18 makes the final eligibility decision.
"Do I Even Qualify?"
Start with four tests. According to the Department of Human Services, you must:
Live in Pennsylvania.
Need care because you work or attend an education program.
Meet the hours rule: each adult in the family works at least 20 hours a week, or works at least 10 hours and is in an approved training program at least 10 more. A job offer that starts within 30 days of applying also counts. Teen parents must be enrolled full-time in an education program.
Be under the income limit for your family size.
Your child must be a U.S. citizen or lawfully admitted permanent resident and be under 13 (eligibility runs until the day before the 13th birthday). Children with disabilities may be eligible through age 18. You also need proof of identification for each parent or caretaker in the home.
One rule people miss: subsidized care hours must line up with your work, school or training hours. The subsidy covers the time you are working or in class, not every hour the center is open.
"What Is the Income Limit?"
The limit is 200% of the federal poverty guidelines. DHS lists these maximum yearly family incomes, updated May 2026:
Family size | Maximum yearly income |
2 | $43,280 |
3 | $54,640 |
4 | $66,000 |
5 | $77,360 |
6 | $88,720 |
7 | $100,080 |
8 | $111,440 |
A single parent with two children is a family of three, so the cap is $54,640 a year, about $4,553 a month before taxes. DHS notes the table is a general guideline and other conditions may apply. If you are close to the line, apply anyway. The state's own FAQ says that if you are not sure, you should complete an application and let your ELRC determine it.
"How Much Will I Pay?"
Two separate amounts can come out of your pocket:
The family co-payment. It varies with your income and the number of people in your family. It is paid to the provider along with the subsidy.
The gap between the subsidy and the provider's price. If the subsidy does not cover the full amount your program charges, DHS says the provider may ask you to pay the difference.
Ask any provider you are considering two questions: do they accept Child Care Works, and do they charge above the subsidy rate? The answers can change your monthly cost more than the co-pay does.
"Where Do I Apply?"
You have three routes:
Online through COMPASS, Pennsylvania's benefits portal. ELRC 18 calls this the fastest way to get your information reviewed.
On paper, by downloading the application in English or Spanish and mailing, faxing or hand-delivering it to ELRC 18.
In person at one of ELRC 18's two offices, where staff can help you complete it.
ELRC 18 Philadelphia County
4601 Market Street, Philadelphia, PA 19139
2801 Grant Avenue, Philadelphia, PA 19114
Monday to Friday, 8:30 a.m. to 5 p.m. Walk-ins are welcome; appointments are preferred.
Application questions: ELRC18Intake@phmc.org
Toll-free: 888-535-2209; local: 610-480-3190; e-fax: 267-592-4178
Family questions: ELRC18Family@phmc.org
Statewide, the Child Care Works helpline is 877-472-5437.
"What Documents Do I Need?"
ELRC 18 asks families to send supporting documents after submitting the application. Its list:
Authorization to Release Information form (on ELRC 18's site)
Driver's license or state ID
Proof of address
Birth certificates for your children, or an alternative such as a birth record, school record, court document or medical document
Income verification: one month of pay stubs, or an Employer Verification Form
ELRC 18 also posts other forms that apply to particular situations, including forms for self-employment income, training or education verification, homelessness, domestic violence and medical assessment. If your situation is not a standard paycheck job, ask which ones apply to you before you submit, so your file is not held for missing information.
Tip: send everything at once, labeled with your name and the child's name. If ELRC 18 writes to you asking for anything else, respond by the date on that letter.
"Can I Pick Any Child Care?"
Mostly yes. DHS says you can choose a child care center, a small family day care home, a group day care home or even a relative. The provider must be eligible to take Child Care Works. Relatives who provide care must sign an agreement with the ELRC and complete CareCheck background clearances. All participating providers must have child abuse, State Police, FBI and National Sex Offender Registry clearances.
To compare options, use the COMPASS child care provider search. Once you are approved, ELRC 18 contacts the provider to confirm your child's start date.
If you later need to finalize enrollment or transfer to another provider, ELRC 18 says you must have an open case and your co-payment must be paid in full through your last day at the current provider before it processes the request.
"What If There Is a Waiting List?"
DHS says that if funding is not available when a low-income working parent applies, the child may be placed on a waiting list. Apply as early as you can, keep your contact information current with ELRC 18 and answer any letters quickly so you do not lose your place. In the meantime, ask the ELRC about other early learning programs in the city that may have openings.
"What If I'm Denied, or They Try to Cut Me Off?"
ELRC decisions arrive as written notices. According to DHS guidance, every Child Care Works notice includes the same appeal-rights pages, explains how to appeal and lists the address and phone number of your local legal services office. You can appeal a decision to deny, end or change your subsidy, and you can also appeal when the ELRC fails to act.
Two deadlines matter, according to DHS guidance on Child Care Works notices:
30 days to appeal. Your written request for a hearing must be postmarked or received within 30 calendar days of the date of the notice. If it arrives late, the appeal is dismissed without a hearing.
10 days to keep your care going. If the ELRC plans to end your subsidy and your written appeal is received within 10 days of the notice date, your care can continue while you wait for the decision. The date for this is printed in bold on the notice. If you lose the appeal, you may have to pay back what was paid during that time.
How to appeal:
Put it in writing and include a copy of the notice.
Give a phone number and your exact address.
Fill out and return the bottom part of the notice, saying whether you want a phone or in-person hearing, whether you need an interpreter or a disability accommodation, why you are appealing and whether you want care to continue.
You can also call ELRC 18 to discuss the problem informally. That does not delay or replace your hearing. At the hearing you can explain why the decision is wrong, bring evidence or witnesses and represent yourself or have someone represent you.
Common fixable reasons for denial include missing pay stubs, hours that do not add up to 20 a week, or a birth certificate that did not arrive. Often the quickest fix is to file the appeal on time and send the missing document at the same time.
A Quick Timeline for a New Applicant
Week 1: Check the hours rule and income table. Gather ID, proof of address, birth records and a month of pay stubs.
Week 1–2: Apply through COMPASS or at an ELRC 18 office. Email your documents to the intake address.
While you wait: Shortlist providers that accept Child Care Works and ask about charges above the subsidy.
After the decision: Read the notice the day it arrives. Mark the 10-day and 30-day dates on your calendar if anything looks wrong.
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