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Child Care Assistance Program Policy Manual Issued 07/2023 • The provider did not report a change timely that resulted in an error in the amount of care authorized; or • The provider did not correctly bill the day as an absent day. Family overpayments Do not charge a family an overpayment for an absent day unless: • The family did not report a change timely or did not provide required documentation, which resulted in an error in the amount of care authorized; or • The child exceeded their absent day limit for the year. Frequent absent days If you are concerned that the amount or time of care authorized does not fit the current or future needs of the family, reassess the authorization. 12-Month Reporters You cannot reduce a Service Authorization for a family that is a 12-Month Reporter during their 12-month eligibility period unless the family requests their authorized hours be decreased. You may contact a family using frequent absent days and ask if they would like their authorization reduced. Schedule Reporters You may adjust a Schedule Reporter’s authorized care schedule during the 12-month eligibility period if they do not need all hours authorized to cover their verified activity schedule. You may contact a family using frequent absent days and ask if they would like their authorization reduced. Overpayments assessed for paid absent days If the family is found to be ineligible and an overpayment is assessed for an absent day payment, do not count the absent day(s) against the 25-day limit. Notification of absent day use Providers and families are notified of the number of absent days used in that calendar year upon initial authorization for a family. Providers and families receive ongoing notification of the number of absent days used as of the notice date on Service Authorizations and Remittance Advice. Partial day absences Only days in which a child is absent for the entire time authorized count against the child’s 25 absent days per calendar year limit. If a child attends child care for any part of a day, but is absent for part of the day, the full amount of care authorized for that day can be billed and paid, and the day will not count towards the 25 absent day limit.