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CAPS Policy – Provider Rights and Responsibilities No.: CAPS/00-12 Effective Date: 10/01/2016 Revised: 03/02/2026 Revision Effective: 03/02/2026

CAPS Policy Manual

Page 73 of 109 provider. The electronic system must record and display who signed the child in and out as well as when and how the child was signed in and out. 12.4.7.11 Providers are responsible for ensuring that documents provided to DECAL and its representatives are current, accurate, and complete. Failure to provide current, accurate, and complete documentation may be construed as submitting a false statement. DECAL will refer for criminal prosecution any provider who knowingly submits false documentation. 12.4.7.12 If it is determined through provider self-reporting, compliance reviews, or investigations that the provider failed to maintain arrival and departure records with the parent or authorized representative’s original or electronic signature, CAPS must recoup the amount of any child care subsidies paid for any portion of the review period for which the provider failed to maintain acceptable records. Further sanctions may be imposed, up to and including dismissal and disqualification from CAPS, which may also jeopardize the provider’s ability to participate in other DECAL programs. 12.4.7.13 If CAPS determines during an attendance verification assessment that the provider does not maintain records in accordance with CAPS policy, the person legally responsible for the program and the person responsible for maintenance of records will be required to complete mandatory training. If the provider does not make improvements in record maintenance, CAPS may submit a referral for investigation to DECAL’s Audits and Compliance Division.

12.4.8 Payments, Billings, and Refunds 12.4.8.1 As prescribed in CAPS Purchase of Child Care Through Scholarships Policy (CAPS/00-10), the provider understands and agrees that the total weekly amount it receives for CAPS services for each child in care (the CAPS family’s assessed fees plus the amount paid by the state for CAPS services) shall not exceed the provider’s published rate as outlined on the child care scholarship. All child care providers must enroll to receive child care payments from CAPS through direct deposit. Any child care provider that does not participate in direct deposit will not receive its reimbursement and may not participate in the CAPS program. Note: The parent is responsible for payment of any charges that exceed any amount that CAPS has authorized for reimbursement. Possible charges include transportation costs, book fees, and field trip costs. 12.4.8.2 When CAPS subsidizes child care for a child in DFCS custody or a child with a qualifying disability enrolled in a licensed or licensed exempt facility, CAPS will reimburse up to the provider’s published rates on file with CAPS. At DECAL’s sole discretion, CAPS may approve a negotiated rate that exceeds the provider’s published rate. CAPS will not pay negotiated rate retroactively for any period prior to approval. 12.4.8.3 CAPS will only pay up to the state’s maximum reimbursement rate (Appendix C) 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 exceeds the maximum reimbursement rate. 12.4.8.4 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 state maximum rate for full time care or the provider’s published rate (or negotiated rate) for full time care for children in DFCS custody and children with qualifying disabilities. 12.4.8.5 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 (refer to Holding Slots section below). Note: As prescribed in CAPS Case Changes and Documentations Policy (CAPS/00-13), excessive unexplained absences for 30 calendar days or more may result in closure of CAPS case. The excessive unexplained absence should be reported to CAPS. 12.4.8.6 The provider may not bill, and CAPS will not pay for any service periods during which the provider was not open for business for the purpose of providing child care services.