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Child Care Assistance Program Policy Manual Issued 07/2023 Payments to providers 9.3 • If your agency identifies an error(s): o Inform the provider what they need to correct; o Keep a copy of anything you send to the provider for the provider’s file; and o Follow instructions below for resubmitting a paper or electronic bill. • If the provider identifies an error(s): o Keep a copy of the provider’s request for their file and/or document the communication in Provider Notes; and o Follow instructions below for resubmitting a paper or electronic bill.

If your agency has program integrity concerns about a provider’s billing practices, follow guidance in Chapter 13.3 (Fraud Referrals) for referring or notifying the DHS Office of Inspector General (OIG) Child Care Provider Fraud Investigations Unit. Resubmitting a paper bill If your agency receives an incomplete/incorrect paper bill, the provider has three options to submit a correction: • Make a copy of the submitted bill and return the original bill to the provider. The provider makes the changes to the original bill and resubmits to the agency. or • Resend the bill to the provider from the provider Notice Activity window. The provider completes the bill and resubmits to the agency. See MEC² User Manual Resend Notice. or • Send the provider the Child Care Assistance Billing Form (DHS-5523). The provider completes the paper bill and resubmits to the agency. Resubmitting an electronic bill Once a bill is submitted through MEC² PRO, the provider user cannot make changes. The provider has two options to submit a correction: • The provider user prints the bill from the “Submitted” window in MEC² PRO, marks the changes and resubmits to the agency OR • Your agency sends the provider the Child Care Assistance Billing Form (DHS-5523), and the provider completes the paper bill and resubmits to the agency. Ending payment for provider non-compliance County and tribal agencies that opt to do so in their County and Tribal Child Care Fund Plan or the Department of Human Services may end or deny a provider’s authorization, stop payment issued to a provider, or refuse to pay a bill submitted by the provider if the provider violates one or more of the following clauses: • Clause 1: The provider admits to intentionally giving materially false information on the billing forms.