In order to be paid for child care services the provider must submit a monthly invoice and maintain attendance records. Registered Child Care providers are required to submit monthly attendance records with their invoice in order to receive payment from DSS. Contracted providers must provide attendance records upon request. In situations where reimbursement to the parent has been approved, the household must provide receipts showing the amount paid, attendance records, and the number of hours in care each day.
Payment to contracted or registered providers who accept direct payment is made through the invoice process. Providers choosing to invoice by paper receive paper invoices in the mail at the end of each month. Providers must complete the paper invoices and return them to DSS for entry. The payment date is determined by the date the invoice is entered by DSS staff for payment.
Providers using the Child Care Online Invoicing System (CCOIS) will have invoices available online on the first day of the month following the service month. Providers enter attendance for each authorized child and submit electronically to DSS for payment. The payment date is determined by the date the attendance is submitted online by the provider. The provider must maintain a hard copy of their attendance records and make the attendance records available upon request.
In order for a family to receive reimbursement for child care services, the participant or provider must meet the exception to direct payment outlined in Reimbursement to the Parent, 1225.010.00. The family must provide receipts signed by the child care provider. The receipts verify actual child care expenses paid by the eligible family. Provide the household with a supply of Child Care receipts, form IM-17A, designed for reimbursement. Encourage families to use these forms and submit for reimbursement on a monthly basis.
CD12-13, OEC12-02 January 30, 2012; CD08-120/OEC08-06 12/24/2008,
Registered providers must maintain and submit the Child Attendance Record By Family Unit form CS-109, or other attendance documentation, with each invoice to verify attendance. This form must be initialed daily and co-signed by the parent or adult designee at the end of each service month.
Request a licensed provider to submit the original copy of the CS-109, or other attendance documentation, when there are questions regarding the Child Care Vendor Invoice and the child's actual attendance. Form CS-109, or other attendance documentation, must be initialed daily and co- signed monthly by the parent or adult designee.
Providers using documentation methods other than the CS-109 to record attendance must ensure that documentation contains (at minimum):
NOTE: If the provider uses a computerized daily attendance system, attendance must be printed monthly for the parent or adult designee's signature and date. All providers are required to keep all attendance records for a minimum of 5 years.