Frequently Asked Questions (FAQ)

• What does EIP pay for?
• How much am I eligible for?
• Are there award limits based on the type of training I choose?
• When should I submit my EIP application?
• Who accepts EIP awards?
• How do I find out if the training organization I've selected participates in EIP?
• Who receives the scholarship money?
• How long does it take to process my application?
• What forms do I need to send in?
• What is the EIP scholarship process?
• Will EIP reimburse me if I have already paid for my course?
• What should I do if my course is cancelled after I receive the Award Notification?
• Why is the type of training printed on EIP award notifications?
• What if I decide not to take the course or I do not complete it?
• Are EIP awards considered income by the IRS?
• Can homework or other assignments be included in the number of training hours per class?
• Can I apply if I work in New York but live outside of New York State?
• How can I contact EIP?

What does EIP pay for?

EIP scholarships fund college tuition with mandatory college fees and non-credit bearing training.  Training must clearly reflect one or more of the subject areas that are required by the NYS Office of Children and Family Services regulations.  All college courses taken as part of an early childhood or related degree program are eligible for scholarship.

EIP scholarships can also fund assessment fees associated with certain credential or certificate programs. EIP can cover other CDA activities along with the 120 preparatory training hours. The CDA Observation is eligible for up to 3 hours with a maximum of $90 and the assessment fee is eligible for $325.  The Field Advisement can cover up to 12 hours for a maximum of $360 per individual.

Books, room, board, and travel expenses cannot be included. Applicants are responsible for any tuition and fees not covered by EIP. A listing of EIP pre-approved credential, certificate or individual accreditation programs is available in the EIP brochure.

How much am I eligible for?

Based on your most recent IRS Form 1040, your household adjusted gross income must fall within the income chart located on pg. 7 of the EIP Brochure. You may qualify for 75% or 100% of your course cost depending on your income. If you reside upstate, you may be eligible to access up to $1500 in 2011. If you live downstate, you may be eligible for up to $2000. Please be aware of the Tiered Award guidelines below that determine the amount you may qualify for:

• If you are applying for non-credit training:
  you may qualify for up to $750 at a rate of no more than $30 per training hour in 2012.  At the time of application for scholarship, you must be providing care for children in a New York State licensed or registered child care program as a paid employee.  Scholarships will be granted for all non-credit training at a rate of no more than $30 per training hour.


• If you are applying for college credit courses, credential and accreditation training, Individualized Training Programs (ITP), distance learning courses leading to a credential or assessment, and pre-approved credential assessment fees:
  you may qualify for up to $1500 or $2000 in 2012 based on residence.  At the time of application for scholarship you must be providing care for children in a New York State licensed or registered child care program continuously for 6 months or more as a paid employee.

Are there award limits based on the type of training I choose?

Yes.  Non-credit training has an award maximum of $750 in 2012 at a rate of no more than $30 per training hour.

Also, college credit courses, credential and accreditation training, Individualized Training Programs (ITP), distance learning courses leading to a credential or assessment, and pre-approved credential assessment fees have a maximum of $1500 or $2000 based on income, residence, and child care employment.  At the time of application for these types of scholarships, you must be providing care for children in a New York State licensed or registered child care program continuously for 6 months or more as a paid employee.

When should I submit my EIP application?

Based on the appropriate application submission period (see pg. 2 of the EIP Brochure), you should apply as soon as possible.  You must know the dates of training/education in order to submit an application to EIP.  If you apply in the wrong submission period, your application will not be reviewed and will be returned to you.  A course completion certificate or transcript is requested for all training/education that EIP pays for.

Example: If your course starts in January, you may apply between December 2, 2011 and June 1, 2012. You may not apply for it after June 1. If funding for this submission period has been depleted before you apply, you may not apply for this course again.

Who accepts EIP awards?

Many of the following organizations have participated in the Educational Incentive Program.

• Colleges and Universities
• Child care resource and referral agencies (CCRRs)
• American Red Cross chapters
• Child care networks
• Professional child care organizations
• Training agencies, libraries, BOCES or high school adult education programs

How do I find out if the training organization I've selected participates in EIP?

Contact the college or training organization directly or visit our searchable list of participating training organizations.

Who receives the scholarship money?

All EIP scholarship award payments are made directly to the education/training organization.

How long does it take to process my application?

• Online applications are generally processed in 2-3 weeks from the date we receive your completed application including required supporting documentation.


• Mailed applications are generally processed in approximately 4-6 weeks from the date we receive your completed application including required supporting documentation.

Please allow 10 weeks from the date EIP receives your signed scholarship award for payment to be made to the college or training organization.

What forms do I need to send in?

*If you apply online for any type of scholarship, you must submit a signed online application agreement in addition to the following requirements*

Applying for non-credit training:  You must submit your most recent federal income tax return (form 1040) and employment verification.

Acceptable forms of employment verification are:

• For Program Owners: a copy of a valid child care license or registration.
• For Employees: a copy of a paystub or paycheck dated within the past 8 weeks or proof that a background clearance was conducted and you have been cleared to provide care for children in a licensed or registered program.

Applying for college credit courses, credential and accreditation training, Individualized Training Programs (ITP), distance learning courses leading to a credential or assessment and pre-approved credential assessment fees:  You must submit your most recent federal income tax return (form 1040), employment verification, and proof of continuous employment for 6 months or more in a NYS licensed or registered child care program. 

Acceptable forms of employment verification:

• For Program Owners: a copy of a valid child care license or registration.
• For Employees: a copy of a paystub or paycheck dated within the past 8 weeks or a letter from NYS Office of Children and Family Services (OCFS) or NYC Department of Health (DOH) clearing the applicant to work at the child care program. 

Acceptable forms of proof of continuous employment:

• For Program Owners: a copy of a valid child care license or registration with the date of first licensure at least 6 months prior to the date of your application for scholarship. 
• For Employees: a signed and dated statement from your program director that verifies you are a paid employee who has been providing care for children in a NYS licensed or registered child care program continuously for 6 months or more OR a pay stub from a NYS licensed or registered child care program verifying your employment 6 months ago.  If this is not your current employer please indicate the child care license number on the pay stub.

What is the EIP scholarship process?

1. YOU complete an online web application and fax or mail your required documents
   OR
   YOU fill out and mail a completed EIP application with all required documents.
2. EIP processes the application (Allow 2-3 weeks for online applications, 4-6 weeks for paper applications.)
   
3. YOU print out your own scholarship results through your previously created PDP account.
   OR
   If you mailed in a paper application EIP will mail your scholarship results to your home address.
4. If approved, YOU sign the scholarship award and submit it to the education/training organization.
5. Education/Training Organization completes and mails the scholarship award to EIP for payment.
6. EIP processes a check payable to the education/training organization on your behalf. Training Organizations should allow at least 10 weeks from the date EIP receives a completed scholarship for payment to be sent.

Will EIP reimburse me if I have already paid for my course?

No. It is your responsibility to know the refund policy of the college or training organization. All EIP scholarship award payments go directly to the college or training organization.

What should I do if my course is cancelled after I receive the Award Notification?

Mark the award “COURSE CANCELLED” and return the Award Notification to EIP immediately.

Why is the type of training printed on EIP award notifications?

Each EIP award notification displays the type of course or training beneath the course title. This allows both the training organization and the award recipient to verify the name and type of training for which they are accepting the EIP scholarship. When the training organization and the awardee sign the award and return it to EIP for payment, they are attesting that all the award information is correct. Like any other information on the award, if any information on the award is not correct, the training organization and/or the awardee must notify EIP before redeeming the award.

What if I decide not to take the course or I do not complete it?

The signed Agreement in Section 4 of the submitted EIP Application requires you to notify EIP if you do not complete the course(s).

• Return the Award Notification to the EIP Office with a brief explanation of why it is being returned.
• If payment has already been issued to the college or training organization, a refund will be required in order to qualify for EIP in the future.

Are EIP awards considered income by the IRS?

EIP awards may be considered income by the IRS. Each case will be different. Check with your tax advisor or the IRS for clarification of your situation. Federal tax reporting regulations require the Research Foundation of SUNY to report certain awards dollars paid on behalf of individual awardees in a given calendar year. You are solely responsible for all local, state, and federal taxes.

Can homework or other assignments be included in the number of training hours per class?

No. EIP may only provide scholarship assistance for actual hours spent in the classroom. Hours spent completing homework or other assignments outside of the class cannot be compensated.

Can I apply if I work in New York but live outside of New York State?

Yes. You may apply as long as you are caring for children in a NYS licensed child care program as a paid employee. Please refer to the upstate award eligibly income chart for guidelines.

How can I contact EIP?