Department of Human Services Online Directives Information System

Index: Revised: Review:

MAN3540 06-15-2013 06-01-2015

DISCLAIMER: The Childcare and Parent Services program uses a third party State Provider Management Agent (SPMA) to issue provider payments, monitor provider compliance and capture case and reporting data on applicants and clients. Policies, procedures, letters, forms and alerts dealing with the SPMA are not located on the ODIS system. To obtain information in regards to SPMA policies, procedures and alert updates please contact the Child Care Unit Manager at 404-657-3434. Policy for the Temporary Child Care Assistance (TCCA) program has been removed from ODIS effective January2011. To obtain policy and/or procedural information in regards to any TCCA program, please contact the Child Care Unit Manager at 404-657-3434.

Section Subsection Title Page 6000 Child Care Program Overview 6001 CAPS Overview 1 6002 Confidentiality 1 6003 HIPAA 5 6004 Legal Authority 9 6005 Child Care and Development Fund (CCDF) 9 6006 State Office Responsibilities 11 6007 Local County Responsibilities 11 6008 Mandated Reporting 12 6009 Title IV, Section 504 Civil Rights Compliance 12 6010 Americans with Disabilities Act 13 6100 Child Care and Programmatic Requirements 6101 Eligibility 1 6102 Waiver Request 5 6103 Immunization 6 6104 Citizenship 7 6105 Citizenship Criteria 7 6106 Verification of Citizenship 8 6107 Alien Categories 9

6108 Citizenship Verification Process 10 6109 Voter Registration 12 6200 Application Process 6201 Inquiries 1 6202 Priority List 1 6203 Application and Certification 3 6204 Income Determination 6 6205 Social Security Numbers and Unique Identifiers 9 6206 Certification Period 6300 Child Protective Services 6301 Child Protective Services, Children in DFCS Custody and

Court Ordered Supervision 1

6302 Interstate Compact on the Placement of Children (ICPC) 2 6303 CPS Chart 3

6304 Supplemental Supervision Eligibility 4 6305 Referral Process 6 6306 Regular, Ongoing Child Care 6 6307 Irregular or Temporary Child Care 8

6308 Regulated Providers 9 6309 Informal Providers 9 6310 Informal Providers not Approved by SSCM 10 6311 Informal Providers Approved by SSCM 10 6312 Informal Provider Enrollment 11 6313 Foster Parents as Informal Providers 12 6314 Child Leaves Family Foster Home 13 6315 Provider Reimbursement 14 6316 Retroactive Payments 14 6317 Attendance and Absences 14 6318 Federal Reporting 15 6319 Choosing the Appropriate Program to Provide Supplemental

Supervision` 16

6400 Family Fee 6401 Assessing Family Fees 1 6402 Fee Facts 2 6403 Assigning Family Fees 3 6404 Waiving or Adjusting Fees 4 6405 Terminating Services for Nonpayment of Fees 5 6500 Uniform Accounting System Codes for CAPS 6501 Overview 6502 UAS 516 TANF Applicant 6503 UAS 517 TANF Recipients

6504 UAS 535 Transitional Child Care – 12 month time limit 6505 UAS 539 Food Stamp Employment and Training Program 6506 UAS 544 Child Care Block Grant 6507 UAS 545 (Child Care Block Grant Eligible Exceptions) 6508 UAS 554 Tiered Reimbursement 6509 UAS 555 Non-TANF Lottery Funded pre-k Families 6510 UAS 556 TANF Pre-K Families 6511 UAS 557 Supplemental Supervision 6512 UAS 735 Diverted TANF Applicants 6600 Needs of Family 6601 Assessing the Needs of the Family and Child 1 6602 Child Care Resources and Referral (CCR&R) 1 6603 Children With Special Needs 2 6604 Types of Providers 2 6605 Types of Child Care 3 6606 Cross-County and Out-of-State Placement 3 6607 Child Care Reimbursement Rates 4 6608 Purchasing Child Care Services 5 6609 Enrollment 6 6610 First Day of Service 6 6611 Attendance and Absences 6 6612 Holding Slots 7

6613 Changing Rates as the Child’s Age Changes 8

6700 Provider Requirements 6701 Types of Providers 1 6702 Requirements for all Provider Types 1 6703 Requirements for Licensed Child Care Providers 2 6704 Requirements for Exempt Providers 3 6705 Requirements for Informal Providers 3 6706 Enrolling Informal Providers 4 6707 Criminal Records Check (CRC) 6 6708 Health and Safety Training for Informal Providers 6 6709 Monitoring Informal Providers for Health and Safety

Compliance 8

6710 Case Management for All Providers 8 6711 Provider Relations & Communication 9 6712 Child Protective Services Screening (CPS) 9 6713 Provider Complaint Procedures 11 6714 Terminating the Purchase of child care from Providers 11 6715 Child Care Provider Responsibilities 15 6800 Improper Payments

6801 Types of Improper Payments 1 6802 Overpayment Claims 1

6803 Suspected Intentional Program Violations 2 6804 Administrative and Inadvertent Errors (AE/IE) Clients 3 6805 Processing Client Claims 3 6806 Administrative and Inadvertent Errors (AE/IE) Providers 4 6807 Managing Claim Collections 6 6808 Sanctions 8 6809 Renegotiations or Deferments 8 6810 Underpayments Claims - Clients 9 6900 Case Management 6901 Certification Period 1 6902 Annual Recertification Review 1 6903 Reported Changes 3 6904 Changing Providers 3 6905 Suspending Services 4 6906 Client moves to another county 5 6907 Transitional Child Care 6 6908 TANF Diversion Clients 7 6909 Terminating Child Care Services 8 6910 Notification to Applicants/ Clients 9 6911 Customer Complaint Procedures 12 Appendices Appendix A Rate Chart Appendix B Provider Violations Provider Violations Overview Guideline #1 – Provider Deficiencies Guideline #2 Provider Civil Penalties Letter #2 Civil Penalty Guideline #3 Suspected Provider Maltreatment Letter #3a Suspected Provider Maltreatment Letter #3b Suspected Provider Maltreatment Guideline #4 Confirmed Provider Maltreatment Letter #4a Confirmed Provider Maltreatment Letter #4b Confirmed Provider Maltreatment Letter #4c Permission to Resume the Purchase of Child Care Guideline #5 Provider License/Registration Revocation Letter # 5a License/Registration Revocation Letter # 5b License/Registration Revocation Appendix C Pre-K & Head Start Pre –K Referral Form

Appendix D Record Keeping Appendix E Hearings Appendix F Immunization Appendix G Case Accuracy CAPS CAR Guide Instructions CAR Selection Process CAR County Summary Results CAPS CAR Review Form OFI Case Accuracy Review Form OFI Case Accuracy Summary Results Appendix H Bright From the Start Appendix I CCR&R Appendix J OIS Appendix K Abbreviations and Acronyms Appendix L Website Addresses Appendix M Glossary Appendix N Appendices\Appendix N -Forms Table of Contents.doc Appendix O Manual Transmittal Cover Letters