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4 A. Required Verifications ............................................................................................................................................................ 83 B. Required Documentation ....................................................................................................................................................... 84 C. Document Management Imaging System (DMIS) Scanning ................................................................................................... 84 D. Reported Changes .................................................................................................................................................................. 85 E. Case Transfers ........................................................................................................................................................................ 86 3.10. Forms Used In Service Planning ....................................................................................................................... 89 A. Required Child Care Forms ..................................................................................................................................................... 89 B. Optional Child Care Forms ...................................................................................................................................................... 89 3.11. Notice of Action (NOA) .................................................................................................................................... 90 A. Due Process ............................................................................................................................................................................ 90 B. Child Care Communication Form ............................................................................................................................................ 90 3.12. Eligibility Period ............................................................................................................................................... 92 A. Changes During Eligibility Period ............................................................................................................................................ 92 B. Copayment Changes ............................................................................................................................................................... 92 C. Determining New Eligibility Period ......................................................................................................................................... 93 3.13. Authorization ................................................................................................................................................... 94 A. Age Range Definitions............................................................................................................................................................. 94 C. Annual Registration Fee.......................................................................................................................................................... 95 D. Guidelines for Authorizing Hours and Days of Care ............................................................................................................... 95 E. Sibling Discounts ..................................................................................................................................................................... 97 F. Full Day and Part Day Rates .................................................................................................................................................... 97 G. Provider Holidays and Planned Closure .................................................................................................................................. 98 H. Provider Unplanned Closures and Sick Days........................................................................................................................... 99 I. Absent Days for Children ........................................................................................................................................................ 99 J. Care When Pre-K-12 Schools Are Closed ................................................................................................................................ 99 K. Authorizing Care for Children Enrolled in Other Publicly-Funded ECCE Programs ............................................................... 100 L. Authorizing school-age care during instructional hours ....................................................................................................... 100 3.14. Payments ....................................................................................................................................................... 101 A. Beginning Date of Service Payment ...................................................................................................................................... 101 B. Maximum Reimbursable Rates ............................................................................................................................................. 101 C. Child Placed at a Provider with Rate above MRR ................................................................................................................. 102 D. Direct Payment to Provider .................................................................................................................................................. 102 E. Payment for In-Home Care ................................................................................................................................................... 102 F. Additional Payments............................................................................................................................................................. 104 3.15. Eligibility Redetermination ............................................................................................................................ 105 A. Redetermination Interview .................................................................................................................................................. 106 B. Changes Prior to Redetermination ....................................................................................................................................... 107 C. Documentation at Redetermination .................................................................................................................................... 107 D. Notice ................................................................................................................................................................................... 108 E. Income Limit at Redetermination ......................................................................................................................................... 108 3.16. Suspension ..................................................................................................................................................... 109 A. Authorization Status ............................................................................................................................................................. 109 B. End of Suspension Period ..................................................................................................................................................... 109 3.17. Closure ........................................................................................................................................................... 110 A. Reasons for Case Closure ...................................................................................................................................................... 110 B. Documentation of Closure Reasons ..................................................................................................................................... 111 C. Planning and Assessment ..................................................................................................................................................... 111 3.18. Financial Management .................................................................................................................................. 112 A. Monitoring Child Targets and Expenditures ......................................................................................................................... 112 B. Mandated Programs ............................................................................................................................................................. 112 C. Requesting Additional Funding ............................................................................................................................................. 112 D. Funds Recovery .................................................................................................................................................................... 112 E. Reducing Caseloads .............................................................................................................................................................. 113 3.19. VaCMS and VaECC ......................................................................................................................................... 114 A. Virginia Case Management System ...................................................................................................................................... 114 B. Child Care Case Management in VaCMS .............................................................................................................................. 114 C. Case Status ........................................................................................................................................................................... 114 D. Authorization Status ............................................................................................................................................................. 114 E. Registration .......................................................................................................................................................................... 115 F. Electronic Child Care (VaECC) ............................................................................................................................................... 115 SECTION 4. APPEALS, FRAUD & IMPROPER PAYMENTS............................................................................................... 117