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E. Registration

Registration is the recording of the receipt of an application or Waitlist Screening form in VaCMS. The registration process consists of entering basic demographic information for the applicant and case members.

1. The Child Care Worker uses VaCMS to verify that the applicant is applying to the correct FIPS through a locality look up system. This feature uses geographical information system (GIS) technology. 2. The Child Care Worker uses VaCMS to complete file clearance to establish whether or not the applicant is known to VaCMS or to any other system published in SPIDeR. This process helps prevent duplicate records and multiple client ID numbers. Child Care Workers can see if the applicant or any family member is part of an active or closed child care case or application. The information is also published to SPIDeR to determine if the applicant is already known to the Department.

F. Electronic Child Care (VaECC)

VaECC is the system of record for attendance at child care providers. VaECC interfaces with VaCMS to provide attendance by means of entering information into the Electronic Payment Processing and Information Control (EPICC) system. This information is recorded by use of a Point of Service (POS) device or by use of a telephone to engage Interactive Voice Recognition (IVR) or by manual entry.

VaECC provides information on attendance and payments, reducing the need for paper invoices. Calculation of payments to a provider is done by VaCMS based on information from VaECC. Reported attendance will be accepted in VaECC only during the dates of the authorization on the POSO. If a recipient tries to use their VaECC card to claim child care outside of the authorization period or for an unauthorized time period, the transaction will be denied. The parent will receive a VaECC swipe card after being approved for child care subsidy services. Two additional cardholders may be designated to receive a swipe card. Parents must be advised that they are not allowed to give their VaECC swipe card or personal identification number (PIN) to anyone, including their provider. It is the responsibility of the LDSS to ensure that recipients of child care subsidy services are trained on how to use the POS device and their VaECC swipe card. LDSS must provide parents with information on how to use the POS device and explain to the recipient how to activate the VaECC swipe card when it arrives in the mail.

LDSS have the option of issuing VaECC over-the-counter vault cards at the time of initial case approval and issuing replacement cards at the recipient’s request. VaECC Over-the-Counter Card Issuance, Tracking and Storage Procedures for LDSS are located on FUSION under CCECD, Case Management.