Sentry Page Protection

THE WHY

Requirements

Programs: CAPP, CMAP, C2AP, C3AP

Programs adopt policies for recording & reporting attendance that are consistent with the certified days/hours of enrollment established for the parent.

Reimbursement is based on the hours of service provided that are broadly consistent with the certified hours of need; or for variable schedules & licensed exempt provider reimbursement is the actual days & hours of attendance up to the maximum certified hours for the month.

 
shutterstock_547760521.jpg

THE HOW & WHAT

Strategies

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

  1. Download Resource Guide (May update to include agency specific strategies/forms)

  2. Watch Training Videos

  3. Review Strategies

  4. Complete Knowledge Check:

    • Individual for eLearning

    • Group for in-person learning (Group Facilitator must sign-up for a free Kahoot.com account)

LINKS/RESOURCES

Participants Learn to Use Kahoot! Random Fun Facts

Fiscal Essentials for Alternative Payment Program Contracts Resource Guide.jpg

Resource Guide

Tool for self-paced new employee trainings, live trainings & as a day-to-day desk reference manual.


Certified Attendance

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.

LINKS/RESOURCES

Request to Change Services: Alternative Payment


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. 

LINKS/RESOURCES

Choosing Quality Child Care Flyer (Sample)

Provider Participation Documentation Reference Sheet


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

LINKS/RESOURCES

Promoting Attendance Flyer (English) (Spanish)

Child Success Plan Template (English) (Spanish)

How to Help Your Child Have Successful Bedtime

How to Help Your Child Have a Successful Morning


Recording Attendance

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

LINKS/RESOURCES


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

LINKS/RESOURCES


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.

Review.jpg

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

LINKS/RESOURCES


Reporting

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

LINKS/RESOURCES

shutterstock_529069435.jpg

Reference

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)

 

Member Login
Welcome, (First Name)!

Forgot? Show
Log In
Enter Member Area
My Profile Log Out