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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 74 of 109 12.4.9 Reconsideration and Fair Hearings 12.4.9.1 When a provider receives a notice for the establishment of an overpayment from DECAL or its representatives, they may submit additional documentation to support their requests for payment. 12.4.9.2 DECAL will review the reconsideration request and supporting documentation in a timely manner. After this review, the Audits and Compliance Division will send the child care provider a Reconsideration Notice notifying the provider of any change in the amount of overpayment resulting from reconsideration. 12.4.9.3 Any request for reconsideration must be accompanied by supporting documentation. A. Reconsideration shall only include requests for clarification/review of existing documents already submitted and shall only cover the time period and/or children previously reviewed. B. Reconsideration shall not include the opportunity to submit new documentation that has been previously requested but not submitted unless authorized by DECAL in writing for unique circumstances. 12.4.9.4 If a signed repayment statement or a request to formally appeal the overpayment and request a fair hearing is not postmarked by the due date contained on the notice, DECAL or its representatives will close the investigation and forward the overpayment to CAPS to begin the collection process. Recoupments will be established to allow overpayments to be repaid within 24 months. CAPS is responsible for pursuing, collecting, tracking, and reporting overpayments identified by DECAL or its representative. 12.4.9.5 A fair hearing request must be submitted in writing. The written request must be postmarked by 5:00pm on the due date contained in the reconsideration notice to the attention of: Chief Legal Officer - Georgia Department of Early Care and Learning East Tower, Suite 754 2 Martin Luther King Jr. Drive Atlanta, GA 30334 12.4.10 Holding Slots 12.4.10.1 There may be situations when a child cannot attend the child care program for an extended time frame. A. CAPS may authorize payment to a provider to hold a slot for a maximum of two service weeks during the eligibility period when a child is absent from care. B. The provider must be open for business in order to receive payment for holding slots and must include specific payment requirements for holding slots in its policy. This policy must be on file with CAPS. C. The child must have attended the provider in person at least once to claim a holding slot.

12.4.11 Child Care Rates 12.4.11.1 The provider shall charge the same rates to families/children subsidized by CAPS as it charges other consumers and shall provide documentation, upon request, to demonstrate compliance with this requirement. 12.4.11.2 The provider shall not bill CAPS and CAPS shall not pay for child care during any period of time when another federal or state program, such as Head Start or Georgia’s Pre-K Program, has paid for a child’s care for the same service period, unless DECAL authorizes the use of layered federal or state funding in writing. A. CAPS may recoup any payments for subsidies issued when another federal or state program has covered the cost of child care if DECAL had not previously authorized the use of layered federal funding in writing. 12.4.11.3 The provider shall not bill CAPS and CAPS shall not pay for child care during any period of time when child care services are subsidized in full as part of the parent’s employment.