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_____________________________________________________________________________ DIVISION OF WELFARE AND SUPPORTIVE SERVICES Child Care Policy Manual • V = Vacation • T = Track Break Families paid by attendance will be required to use the following Absent Codes: • D = Discretionary Day (client must initial for these days) • U = Unenrolled • C = Closed (facility closed or provider not available on that day) 652 Timesheet Due Date The provider must sign and date the completed Timesheet for each eligible child and submit the original record to the Child Care office no later than the last day of the month following the service month to be considered timely. The provider must keep a copy for their records. Exception: Providers approved to submit Timesheets via Web Attendance may do so weekly, bi-weekly, or monthly. 652.1 Processing Timesheets Timesheets must be date stamped to reflect the date the Child Care office received it. 652.2 Stale Dated Claims Provider billings and registration/annual fees must be submitted no later than the last day of the month following the month of service (e.g. service month of June must have the billings dated stamped by July 31). Billings submitted after the last day of the month following the service month may be rejected as stale dated and may not be eligible for payment approval. Exception: All delegate agencies will be allowed 60 days after the month of service to submit their billings and registration/annual fees. Billings submitted after 60 days will be rejected as stale dated and may not be eligible for payment approval. Any provider who has a payment rejected for stale dating may request special consideration for payment approval to the Agency Manager of the Child Care and Development Program via the designated CCR&R agency. The special consideration must be in writing (email requests are acceptable) and include the circumstances which warrant the special consideration, the month(s) of service and the amount of the payment for each month requested. A written decision will be issued to the provider and the contracting agency. The Agency Manager’s decision is final and cannot be appealed. 653 Provider Reimbursements Child care reimbursements are issued to the provider directly from the designated CCR&R agency. The shared cost is a combination of the Family Copayment Contribution (federal requirement) and the subsidy portion. Providers are reimbursed for services in accordance with the approved rate at the time the services were rendered. The Family Contribution Copayment and any applicable overages indicated on the child care certificate are the sole responsibility of the parent/guardian and must be paid directly to the child care provider. Providers that charge a daily rate less than the State rate, are reimbursed at their set rates. Reimbursements are paid based upon the approved schedule and the approved level of care (FT/PT). In addition, if the child is scheduled for part-time and the parent/ guardian authorizes a Discretionary Day, the reimbursement must be made at the part-time rate. 600-Provider Information [19] MTL 01/24 July 1, 2024