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DIVISION OF WELFARE AND SUPPORTIVE SERVICES Child Care Policy Manual who have received subsidy benefits during the last 12 months must be on site at one (1) location for auditing purposes. b. Child Attendance Records - Retain these records for three (3) calendar years from the last date of attendance. c. Billing Records - Retain these records for three (3) calendar years from the date upon which the bill is paid or rejected. 831 Subsidy Amount The subsidy amount is paid according to the current Child Care Subsidy Reimbursement Rates for the Delegate Agency provider type (e.g., OST/OSR or Wraparound provider). The Contracted Slot Program and Wraparound Program are always paid from the Discretionary Category (see MS 102). 840 REQUIREMENTS FOR REIMBURSEMENT The Delegate Agency must submit Enrollment Attendance Verification (EAV) billings monthly to their designated CCR&R agency on or before the 5th business day of each month to ensure timely reimbursement. The EAV must: • Include the service site/location’s name, address, telephone number, and period of time covered; • The names of the children for which child care reimbursement is requested including the date and time of attendance; and • Each page of the EAV must be signed by an authorized person unless the Delegate Agency uses electronic means to record attendance. Reimbursement will be allowed for the entire billing month for a child if: • The child is eligible for the entire service period; • The child attends at least one (1) day during the service period; and • The Delegate Agency submits a reimbursement request for the child. Example: If the Contracted Slot or Wraparound case is approved with an effective date of 05/01/2009 through 04/30/2010, the 05/2009 service period can be reimbursed. However, if the case is approved with an effective date of 05/10/2009 through 04/30/2010, the 05/2009 service period will not be reimbursed, as the child was not eligible the entire service period. Additionally, when a child turns 13 or no longer attends, the monthly service period will not be reimbursed, as the child was not eligible for the entire monthly service period. Note: A Delegate Agency will not be reimbursed above the approved budget in their MOA or contract unless special consideration is approved by the DWSS Agency Manager. 800- Delegate Agencies [6] MTL 01/24 July 1,2024