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_____________________________________________________________________________ DIVISION OF WELFARE AND SUPPORTIVE SERVICES Child Care Policy Manual At the discretion of DWSS or CCR&R agency staff, the provider’s attendance logs may be compared to the provider reimbursement records. Any overpayments/underpayments resulting from the audit must be resolved with the provider. 659 Attendance Record Retention After submittal, provider attendance records must be retained by CCR&R agency staff for a period of 37 months after the month of reimbursement. 660 USE OF MORE THAN ONE PROVIDER Parents/guardians may have multiple providers for the same child when the following circumstances apply: • If the child is enrolled with a provider who is not open on weekends, the parent/guardian may choose to have an additional provider for weekend use only. • If the child attends a program or facility that is closed routinely for holidays, track breaks, etc., the customer may receive an additional certificate for a second provider for use during “track breaks or holidays only.” CCR&R agency staff will request the parent/guardian to provide a copy of the track break schedule for the child to monitor provider usage. The certificate needs to specifically state that care is authorized for “track breaks and holidays only,” etc. and schedule notes must be entered in the system. Note: A parent/guardian may not use multiple providers on the same day. 670 PROVIDER CHANGES Parents/guardians can change providers as often as they choose. However, there is a limit to the number and amount of registration fees that will be paid by the Child Care and Development Program. Refer to manual section 634, Reimbursable Fees. Note: If a family changes from a delegate agency provider to a certificate provider mid-month, the payment will not be made to the delegate agency due to the child not being eligible for the entire service month. Refer to MS 522.3 for more information on program changes. If the parent/guardian chooses to change providers, verification that they do not have an outstanding co- payment balance with the current provider must be obtained. If the parent/guardian does have an outstanding co-payment balance with the current provider, verification must be received stating they have either paid off the outstanding balance or they have signed a Repayment Agreement with that provider to pay off their balance before the change can be made. If the parent/guardian fails to provide verification within the requested time period, their case must be terminated. Note: If the parent/guardian is claiming neglect/abuse is the reason for the provider change, they must be allowed to transfer the child to a new provider immediately, even if they have an outstanding co- payment balance. The parent/guardian must still provide verification that a Repayment Agreement has been signed with the previous provider. The Child Care and Development Program does not cover late charges or charges for tuition, meals, transportation and/or clothing/uniforms (refer to MS 635). Therefore, an outstanding balance on these 600-Provider Information [22] MTL 01/24 July 1, 2024