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Page 117 Iowa Department of Health and Human Services Employees’ Manual Processing Claims Title 13: Social Service Resources Chapter G: Child Care Assistance June 14, 2024 Returning Attendance Forms If form 470-4534 has errors that can’t be corrected by the provider and require a new form to be completed, print and send a new billing/attendance sheet for the child for the billing period in question and send this along with the Child Care Claim Cover Letter. Retain the original attendance form and a copy of the cover letter. (For instructions on how to print new billing/attendance sheets, see 14-H, KinderTrack System.) If the provider indicates on the attendance sheet that the provider is unable to obtain the signature of the parent, do not return the attendance sheet to the provider. Process the claim as usual. The centralized child care unit will contact the parent to obtain the signature. Reviewing Attendance and Processing Payments Policy: Attendance submitted by providers (either on-line or by using the billing/attendance form) is loaded into the Payment Module of the KinderTrack (KT) system. Attendance for each two-week billing period submitted by a provider is assigned a unique payment identification number by KT and becomes a “payment” in the system. Each payment must be reviewed to verify that the units billed are within the amount authorized by the Notice of Decision: Child Care, and that any attendance reported over the units authorized has been documented and authorized by CCA staff before payment is made for the extra units. The expectation is that claims for child care payment be processed within seven business days of receiving a complete and correct claim. Procedure: KT compares attendance information for each payment to the units that have been authorized for the child. KT will automatically authorize attendance for payment when: ▪ The attendance submitted by the provider does not exceed the maximum number of daily or weekly units authorized on a varying schedule, or ▪ The attendance submitted exactly matches the time in/out on a fixed schedule. When KT cannot automatically authorize a payment, the worker must review the time and attendance to determine whether all or part of the claim can be paid. There may be minor variances between the units authorized on the Notice of Decision: Child Care and the claim. These minor variances can be paid as long as there is a legitimate need. If a provider submits a claim for more units than the child has been approved for on the Notice of Decision: Child Care, and there is no obvious need, pay the number of units that were approved on the Notice of Decision: Child Care and deny the additional units.