CD11-90/OEC-19 – October 17, 2011

Procedures for Child Care eligibility require the need for a separation of duties as it relates to eligibility determination, authorization of payments.   There are different and specific roles within the operation of the child care approval system.  They are the local Supervisor, Payment Designee, and the Authorizing Worker.

Each office is required to assign the roles of Authorizing Designee and Payment Designee.  Separate individuals are to perform these roles to assure the separation of the duties for program integrity.

1235.005.00  Authorizing Designee (Supervisor I level or above)

CD11-90/OEC-19 – October 17, 2011

The local supervisor has the responsibility of maintaining local controls and conducting case reviews to ensure   the Child Care Assistance Program is being administrated correctly at the local level. The duties of the local supervisor include:

  1. Assuring that the services  are authorized appropriately and meet the needs of the household in a fair and equitable manner;
  2. Coordinating with the authorizing worker and Payment Designee to ensure authorizations and payments are made correctly;
  3. Communicating with the Payment Designee  regarding an existing with a specific authorization that cannot be resolved by the caseworker involved; and
  4. Reviewing copies of notices and documentation sent to parents, appropriate inquiry screens, system reports, and taking any action necessary to ensure that the services and funds are being utilized appropriately.


CD11-90/OEC-19 – October 17, 2011

The Payment Designee is responsible for ensuring correct payment is made for all services authorized and delivered.

The Payment Designee reviews each Child Care Invoice submitted for completeness, reasonableness of service delivery, and accuracy.  The signature of the Payment Designee is mandatory and required prior to data entry of any Child Care Invoice.

Duties of the Payment Designee include the following:

  1. Checking the payment requested to ensure accuracy and completeness.  Determine appropriate action based on the following:
    1. Can a specific invoice be corrected after receiving clarification from the provider, entered for payment, and the 'correction copy' returned to the provider for their records;
    2. Must the entire invoice be returned to the provider for correction and resubmission for payment;
    3. Can payment be processed for correct line items, with return of the partially paid invoice to the provider for correction and resubmission for payment of the remainder of these items.
  2. Processing all invoices submitted for payment in an expedient manner to ensure prompt payment.  If providers do not receive their payment within forty-five days from the date of receipt of a complete and accurate invoice, they may claim interest at the rate of 12% per annum for any unpaid balance.
  3. Contacting the provider immediately to resolve any incompleteness or inaccuracies identified on submitted invoices.
  4. Reviewing systems generated reports to ensure that payments have been made correctly and timely.


CD11-90/OEC-19 – October 17, 2011

The authorizing worker is responsible for taking applications, determining the family's eligibility for services, authorizing services, maintaining and updating case records, and notification to the family.

NOTE:  IM staff should screen for participation in Child Care through the Children's Division (CD) prior to authorizing child care services. When applicable, the child care worker should maintain close contact with the family’s CD worker to ensure they are both aware of the family's current situation and that there is no duplication of services.