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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