THE HOW & WHAT
Interpreting regulations & putting them into practice can be challenging. Below are strategies to ensure this component is met:
Fiscal Essentials for Alternative Payment Program Contracts
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Alternative Payment programs support continuity of care by providing 12-month eligibility.
Children may attend care based on their certified schedule determined at certification, recertification & as parents voluntarily request changes that are in the best interest of the child.
Beyond reporting income that exceeds 85% of the SMI, there is no requirement to report other changes to eligibility or need. A family may at any time voluntarily request a change to their service level.
Parental Choice/Provider Participation
Programs operate on the premise that parents have the right and responsibility to select the most appropriate child care based on their child’s needs.
Choosing a child care provider can be overwhelming for a parent. For families that need assistance, refer them to your local Child Care Resource & Referral (R &R). The R&R program has a database of child care facilities, including centers & licensed family child care homes around your community. In addition you may use the Choosing Quality Care Flyer to explain the different child care options available.
Families enrolling in a subsidized child care program must submit specific documentation for the type of child care provider they select.
Choosing Quality Child Care Flyer (Sample)
Attendance Policies & Promoting Attendance
Regular attendance is expected & efforts should be made to support families in getting their child to care on a regular basis.
Policies must include:
Recording of absences for the purposes of determining whether hours are broadly consistent
Submittal of attendance records or invoices, including timely reimbursement
Follow-up when attendance is not broadly consistent with certified need
Fraudulently completed attendance records or invoices
Monthly attendance records or invoices must include the following:
Name of the child receiving services
Specific dates services were provided
Actual times the child entered & left care for each day services were provided, & recorded on a daily basis
Signatures of both provider & parent at the end of each month, attesting under penalty of perjury that the information provided is accurate
Determining Provider Reimbursement
Providers are reimbursed based on the following factors:
Reimbursement is based on the reimbursement ceiling selected or provider invoice amount, whichever is less
Days & hours of services provided that are broadly consistent with the certified need for care
For families with a variable and/or unpredictable schedule, reimbursement will be based on the actual days & hours services were provided as documented on the monthly attendance record or invoice, up to the maximum certified need for services
Licensed Provider Rate Verification
Licensed child care providers must submit a copy of the their rate sheet to both the Program & local Resource & Referral (R & R) programs listing rates charged, and the provider’s discount or scholarship policies.
Subsidized child care programs are required to verify provider rates no less than once per year by randomly selecting 10% of licensed child care providers serving subsidized families.
Confirm that rates reported to the program reasonably correspond to those reported to the R & R program, and that the rates actually charged to non-subsidized families for equivalent levels of services.
Projections & Earnings
Develop an enrollment plan
Actively enroll children based on the enrollment plan
Child attends care & daily attendance is documented
Enrollment & attendance activity is reported
Enrollment plan & projections are monitored on an ongoing basis & adjusted to ensure the contracts are being met
Reports are due by the 20th of the month following the end of the reporting period
Monthly reporting is required for contractors on conditional or provisional status & CalWORKs programs
Quarterly reporting is required for all other contractors for the periods ending September 30, December 31, March 31, and June 30
Education Code: 8208(e), 8221.5, 8246(h)
Title 5: 18065, 18066, 18068Education Code: 8208(e), 8221.5, 8246(h)
Attendance & Fiscal Reporting Handbook (Greenbook)