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Child Care Subsidy Policy October 1, 2024 87 B. Authorize the entire payment. C. Authorize partial payment and send a letter to Sally requesting verification of need for care on additional days. D. Hold the entire bill until clarification is received. The correct answer is C - authorize payment for the days that match Sally’s regular work schedule and request additional information regarding the other days. There are many potential explanations for the odd days: Sally could be filling in for a sick co-worker, or her employer could have required her to attend training. The case manager should remind Sally of her responsibility to inform her case manager of any changes in the work schedule or need for care. However, the answer could be different if the case manager has previously had issues with Sally’s provider. If the case manager has reason to suspect the provider of attempting to over bill, the correct answer would be to call Sally and ask her if she did indeed use care on those days. The correct answer could be different still if both Sally and her provider have a history of failure to follow program guidelines. Case managers should base payment authorization decisions on known client history, known provider history, and available case data and verifications, in conjunction with supervisory input. 8.7.2. How to Address Use and Billing for Unauthorized Days and Times 8.7.2.1. If most of the time billed matches the client’s reported activity schedule, and authorizing the payment at this time will not interfere with the 13-20-day monthly payment calculation, the case manager should: A. Authorize and process payment for all days that match the reported activity schedule. B. Send a letter to the provider, reminding the provider to refer to the time and schedule limits on the child care certificate when preparing billing forms. Remind the provider that days of care provided outside of times allowed on the certificate are considered private pay days unless the client has received approval from the case manager to use additional days of care. Advise the provider that the client will have 13 days to provide verification of the need for care during the days/times that do not match the reported schedule. If such verification is not received, the client will be responsible for payment for the remaining days. C. Send a 13-day notice to the client requesting verifications that support the need for care on the additional days and advising the client that if such verifications are not received, that the client will be responsible for payment to the provider. The client should also be reminded at this time of the responsibility to report changes in activity schedules as soon as possible to avoid payment delays for their provider and to avoid possible thirty-day penalty closures for failure to comply with program requirements.