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Child Care Subsidy Policy October 1, 2024 77 The provider’s original signature on the sign in and out forms is certification that this is an accurate record of the attendance of all children in care. Failure to keep accurate records may result in negative action, to include corrective and/or legal action, referral for misrepresentation, and/or requests for repayment of any funds received by the provider as payment for subsidized children. If there is substantiated misrepresentation by the provider, the provider shall be prohibited from future participation in the Certificate Program. However, if the provider makes full restitution, a one-time waiver may be considered. The provider must request the waiver in writing, and the CCR&R shall forward the request to the Division of Early Care and Education for approval/denial. 7.7.4. Frequency of Submission. All providers, except child care centers, must submit copies of their sign in and out forms with monthly Requests for Payment. Payment forms shall not be faxed or emailed to the CCR&R. Child care centers shall only submit copies upon request from the CCR&R case manager, two times annually. The case manager shall request forms from each center at least once between the months of January to June and once again between July and December. If an audit of the forms indicates errors, the CCR&R may require a center to submit forms monthly until the errors are corrected and/or any improper payment is resolved. The CCR&R staff shall audit all other sign in and out forms monthly, comparing them to the provider’s payment request, and checking the original parent signatures with those on the Parent Service Agreement (DAY-0162). 7.8. Lost and Returned Checks. Child care provider checks are occasionally mailed to the wrong address, lost in the mail, or stolen. Many are returned to the Check Control office within the Division of Finance. However, some checks are never located or are cashed by someone other than the provider. Procedures for Lost and Returned Checks: 7.8.1. Returned Checks: When checks are returned to the Check Control office, the office notifies the CCR&R agency that the check has been returned. The CCR&R agency takes the following steps: 7.8.1.1. The CCR&R case manager shall mail or FAX a memo to the Check Control Division asking that the check be released to the provider at the correct address. The memo shall contain the provider’s name, new/correct address, check number, provider number, and amount of check. 7.8.1.2. The CCR&R agency shall notify the DoHS Child Care Case manager or licensing specialist by e-mail that the address is incorrect in PATH. 7.8.1.3. DoHS staff shall change the address in PATH. If the provider has moved, a new W-9 form must be completed before future payments can be made. 7.8.2. Lost, Stolen and Misplaced Checks: