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5.8 VaECC and Provider Attendance Tracking

Parents and providers must use the Virginia Electronic Child Care (VaECC) system to record time and attendance of children receiving subsidy. Point of Service (POS) devices and instructions have been supplied to LDSS so local Child Care Workers can help recipients and providers understand the use of the swipe machines.

There are two ways to record time and attendance in VaECC, by using the Point of Service (POS) device or by using Interactive Voice Response (IVR) System. All Level 2 Providers and Level 1, License-Exempt Regulated Providers must require parents to utilize the POS device as their primary method for recording attendance. If problems are encountered with the POS device, parents must use the IVR system for recording attendance. All Level 1, Unlicensed Providers have the option of using the POS device or using the IVR system as the primary method for recording attendance.

Only the parent or secondary cardholder may use the VaECC swipe card to record attendance. Providers cannot possess or use the card. Child care services may be terminated at redetermination if the VaECC card is given to an unauthorized user, including the child care provider. Child Care Workers must advise parents of their requirement to use the VaECC card or IVR system to record their child’s attendance.

A. Point of Service (POS) Device

A parent may track attendance using the POS Device by using their individual swipe card and PIN. The provider equipment necessary to use the POS device is a standard, analog landline or a high-speed internet connection. An electrical outlet is necessary to power the POS. The POS device and standard 6- foot cords and cables are provided to the provider at no cost.

B. Interactive Voice Response (IVR) System

The Parent IVR and the Provider IVR have separate functions and separate telephone numbers. A child’s parent must use the Parent IVR to enter time and attendance information for children receiving subsidized child care services. A parent may call the Parent IVR to enter time and attendance transactions from any telephone.

C. VaECC Vendor Attendance Reports (Manual Attendance)

VaECC Vendor Attendance Report (manual attendance) forms may only be used in the following situations: 1. VaECC Card: the parent has not yet been issued their VaECC swipe card. Attendance can be recorded manually prior to the parent’s receipt of their VaECC swipe card. 2. POS/IVR Problems: The POS device has not yet been installed; the POS/IVR system was not functioning for the parent to check in/out. In the event this occurs, the provider must report the system or device malfunction to the Xerox Provider Helpdesk at (877) 918-2776 within 24 hours.