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3.13. Authorization

Once a child is determined eligible for child care services, the amount of services the child requires must be recorded in VaCMS and approved. The authorization process allows the Child Care Worker to approve the receipt of child care services for a specific amount from a specific provider.

Prior to initiating a new authorization with an unlicensed provider, the Child Care Worker must review in VaCMS or EPPIC the current authorizations for the provider to ensure that the additional authorization(s) would not cause the provider to exceed the threshold for licensure.

Authorization for child care and the completion of the Child Care POSO are the responsibility of the local Child Care Worker. Calculations are performed by VaCMS based on the information entered by the Child Care Worker. A POSO must be initiated by the local Child Care Worker and approved, to complete the authorization of child care services. The POSO serves as the contract for payment between the state and the provider. It is used to communicate authorization information to both the provider and the family. The POSO is generated from VaCMS and is available to the provider in EPPIC.

If the provider does not sign the POSO electronically in EPPIC within 10 days, the provider’s provision of services and acceptance of payment from the Department will constitute their acceptance of the POSO. The recipient must receive a copy of the completed POSO; the copayment and authorized amount of care appear on the POSO. The following information is recorded during the authorization process:

1. The child care provider; 2. Whether the special needs rate is authorized or if in home care is provided; 3. The funding program for the services authorized; 4. The authorized copayment; 5. The child care schedule; and 6. The registration fee.

When a case is closed and/or an authorization is discontinued before the POSO termination date, a termination POSO must be generated and sent to the recipient and will be available to the provider in EPPIC. The provider does not need to return a signed termination POSO.

A. Age Range Definitions

In applying the appropriate MRR, the LDSS must use age range definitions used by the Virginia Department of Education (VDOE) Office of Child Care Health and Safety (OCCHS) for child day centers, as outlined in 8VAC20-780-10 of the Virginia Administrative Code The age range definitions for child day centers are: