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Child Care Subsidy Policy October 1, 2024 59 6.4.4.2 Fees should be paid at least monthly. Providers and parents jointly decide when and how often fee payments will be due. Other options for collecting fees include daily, weekly, or bi-monthly. 6.4.4.3 Fees may be collected up to 30 days in advance. However, if fees are collected in advance, the provider must credit to the following month or reimburse to the parent, the fee for any days paid, but not used. The billing procedure may be a formal or informal process. 6.4.4.4 Providers are asked to provide receipts upon request. A billing and receipt form (ECE-CC-10D) is available for providers who opt to use a formal billing procedure. 6.4.4.5 Providers shall bill the amount of fee according to instructions provided on Fee Collection Instructions Form (ECE-CC-10C). 6.4.4.6 The provider charges the family a daily fee per child, up to three children, based on the total number of full days care is provided to the family. 6.4.4.7 If part days of care are provided, the provider is to convert those to full days using charts provided in the instructions. 6.4.4.8 Providers shall not bill the daily fee for days that the child is not in care. 6.4.5 How Are Overdue Fees Collected? CCR&R staff can only assist child care providers in collecting the parent’s portion of the daily fee. CCR&R staff do not assist providers collecting late pick-up fees, registration fees, transportation fees, and fees for times not approved by the agency. If a parent does not pay the required daily fee and the provider decides to pursue collection, the following process must be followed: 6.4.5.1 Parent fees should be paid at least monthly. The provider must notify the CCR&R case manager in writing no earlier than five no later than 30 days after the date payment was due. 6.4.5.2 The provider shall not make additions to the child care fee amount for the purpose of timely payment enforcement, i.e., “late payment penalty for late payment of child care fees.” 6.4.5.3 The case manager shall then send notices to the parent via the Child Care Parent Closure Notice (DAY-0179) and to the provider via the Provider Notification- Parent Eligibility (DAY-0613) that Child Care Services will be terminated 13 days from the date of the closure letter. 6.4.5.4 The parent has the right to make the fee payment within the 13-day period or to request a pre-hearing conference or hearing.