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Child Care Provider Registration Agreement Page 13 3. All records older than six (6) months may be stored off site; however, they shall be readily available to the Department. By failing to do so, the Department may issue an audit exception and issue an overpayment to you for inadequately retained records. 4. If records are lost or damaged, you will notify the CCA Contracts Unit in writing within 24 hours. 3. Audit Exceptions a. All records and supporting documentation are subject to inspection and audit by ADES. Upon request, you agree to produce the original of any and all such records. At the discretion of ADES, visitation, inspection and copying may be conducted at any time during normal business hours, announced or unannounced. b. Failure to comply with the record keeping requirements may result in audit exceptions. If an audit exception is identified, ADES may offset the amount or withhold payment for billed services, or it may require you to reimburse ADES pass-through penalties (if assessed against ADES) and interest. 3.9 CLAIMS FOR PAYMENT 1. ADES will reimburse you according to your established ADES Reimbursement Rates for child care services you provide to Clients. You agree to: a. Accept the Reimbursement Rates established by ADES as reflected on the Rage Agreement (CC­ 214) [see Attachment #4]; b. Charge the Client the co-payment for child care services; c. Not charge ADES for services covered by other grants, contracts or payments; ADES is the payer of last resort; d. Limit charges you bill to ADES under this Agreement to those services authorized on a Certificate of Authorization and actually provided to a Client; e. Direct all inquiries relating to Client eligibility, including co-payment requirements, fee level assignments, start and end dates, Certificate of Authorizations, and authorized units of service to the assigned Child Care Specialist; f. Direct all inquiries relating to Payment Processing to the ADES Payment Processing Unit; and g. Use the billing form furnished by ADES, as follows: i. Sign and date each page of the original, and any supplements, and addendums to AZCCATS billing forms; ii. Enter in the “Units” column, for both Full Day (D) and Part Day (L), the number of units of service actually delivered, including any applicable paid absence(s) (PA), even if the number is the same as the preprinted number appearing on the billing form; iii. Only claim one unit of care for each child within a 24-hour period of time; iv. Type all entries on the form or write them legibly in ink; v. Indicate any discounts in the “discount” column on the billing form; vi. Submit the original billing form to ADES; and vii. Retain a copy of the billing form for your records. 2. Enhanced Rates You must meet and maintain the criteria as outlined below in order to be eligible for an enhanced rate. CCA-1210B (4-16) – Arizona Department of Economic Security