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Child Care Assistance Program Policy Manual Issued 10/2019 Provider record keeping 11.15 Child care providers are required to maintain the following records: • Daily attendance records for children receiving child care assistance. • Documentation of payment of a family’s copayment by a source other than the family. • Documentation of child care expenses paid by other sources. Details about each of these requirements are included below. Daily attendance records for children receiving child care assistance Attendance records must be completed daily and include the date, the first and last name of each child in attendance, and the times when each child is dropped off and picked up. To the extent possible, the times the child dropped off to and picked up from the child care provider must be entered by the person dropping or picking up the child. CCAP does not require providers to keep attendance records in a specific format as long as they contain the required information. Providers are able to use the CCAP Monthly Child Care Attendance Record form DHS-6584A (PDF) or the CCAP Daily Attendance Record form DHS-6584B (PDF) to meet the attendance record keeping requirement. • The daily attendance records must be kept at the site where services are delivered for 6 years after the date the care was provided. • Daily attendance records must be accurate and legible. • Daily attendance records must include an “A” for any day a child is absent for all scheduled hours or an “H” for any day the provider was closed for a holiday if the child was scheduled to be in care. • Attendance records must be immediately available upon request of the CCAP agency or the Department of Human Services (DHS). Records not produced immediately cannot be submitted later to challenge an overpayment or disqualification. • An electronic sign in and out system meets this requirement if the person doing drop off and pick up is the person who actively participates in signing in or out, using a method such as a pin number or card that is assigned to the parent. Providers that use this method must be able to provide printouts of each child’s attendance records when requested by the CCAP agency or DHS. • The CCAP agency is not required to monitor that all providers are meeting attendance record requirements but may request attendance records at any time. This may include but is not limited to conducting provider reviews or if an agency has concerns about a provider’s record keeping practices. • The CCAP agency or DHS may end a provider’s authorization, stop payment issued to a provider, or refuse to pay a bill submitted by a provider when the provider submits false attendance records or refuses to provide attendance records upon request for children receiving CCAP. Agencies must include this policy in their County and Tribal Child Care Fund Plan prior to implementation. See Chapter 9.3 (Payment to Providers).