Page 59

CAPS Policy – Purchase of Child Care Through Scholarships No.: CAPS/00-10 Effective Date: 10/01/2016 Revised: 10/06/2025 Revision Effective: 10/06/2025

CAPS Policy Manual

Page 59 of 109 10.7.3 CAPS will subsidize care based on the amount authorized on the scholarship. Any amount, including a registration fee, in excess of what CAPS authorizes is the financial responsibility of the parent. CAPS authorizes up to $65 in registration fees per child. CAPS does not pay registration fees for care authorized in informal provider settings.

10.7.4 The following guidelines will be used for CAPS reimbursements:

10.7.4.1 CAPS will only pay up to the state’s maximum reimbursement rate for children authorized in informal provider settings, except for children with disabilities and children in DFCS custody. For children with disabilities and children in DFCS custody who have been authorized for care in informal provider settings, CAPS may approve a negotiated rate for informal providers that exceed the maximum reimbursement rate. CAPS will not pay the negotiated rate retroactively for any period prior to approval. 10.7.4.2 For children in Georgia’s Division of Family and Children Services (DFCS) custody who have been determined eligible for CAPS, CAPS will reimburse up to the provider’s published rate. When multiple types of care are provided for the same child within the same service week (i.e., full time, part time, before and/or after), the maximum rate CAPS will reimburse to the provider is the provider’s published rate for full time care. 10.7.4.3 For children with disabilities, CAPS will reimburse up to the provider’s published rate except as noted in section 10.7.4.1 for informal providers. At DECAL’s sole discretion, CAPS may reimburse at a negotiated rate. CAPS will not pay negotiated rates retroactively for any period prior to approval. When multiple types of care are provided for the same child within the same service week (i.e., full time, part time, before and/or after), the maximum rate CAPS will reimburse to the provider is the provider’s published rate, or approved negotiated rate, for full time care. The family may be assessed a fee based on the family’s gross income. Refer to CAPS Family Fee Policy (CAPS/00-9) regarding when CAPS will assess family fees. 10.7.4.4 Changes to reimbursement rates related to a child’s age (e.g., rate changes at child’s first and third birthday) will go into effect the Monday following the child’s birthday. 10.7.4.5 CAPS does not pay for other costs, including but not limited to, transportation, meals, activity fees, or book fees that are separate from the weekly rates established by the provider.

Provider Billing and Payments 10.8.1 CAPS will not pay if the child did not attend at least one day during the service week as listed on the child care scholarship, except in instances where the provider is requesting payment to hold a slot as prescribed in the CAPS Provider Rights and Responsibilities Policy (CAPS/00-12).

10.8.2 A child care scholarship must be used within 30 calendar days of the begin date of the scholarship. If the child is not enrolled and attending in accordance to the child care scholarship, the CAPS case may be closed as prescribed in CAPS Case Changes and Documentation Policy (CAPS/00-13). The provider should report non- attendance and excessive unexplained absences to CAPS.

10.8.3 Any amount charged by the child care provider above what is authorized to be paid on the child care scholarship will be the responsibility of the parent. This includes any amount over the authorized registration fee.

10.8.4 All child care providers must submit invoices electronically through the CAPS administration and payment system. Any child care provider that does not submit invoices through the CAPS administration and payment system will not receive reimbursement and may not participate in the CAPS program.

10.8.5 Providers shall submit invoices that accurately report information about attendance to the CAPS administration and payment system within 60 calendar days of providing services. Invoices not submitted within 60 calendar days of service will delay payments to the provider. Invoices submitted after 90 calendar days of services will not be processed for payment and will not be reimbursed.

10.8.6 Invoices containing unpaid service weeks more than 60 calendar days and less than 90 calendar days, from the date the invoice is submitted to the CAPS administration and payment system, must be approved by DECAL before the invoice is paid, except under limited circumstances, at the sole discretion of DECAL.