A message from the Child Care Development Program:
Dear Providers,
We’d like to share a few reminders to help ensure accurate and timely processing of timesheets:
Record Actual In and Out Times
Please enter the actual time the child was signed in and out of care, not their scheduled hours. This helps ensure accurate reporting and compliance with program requirements. Please ensure when a discretionary day is used (considered both vacation and sick days), the parent must initial and code it as “D” in the appropriate column in order for it to be reimbursed. See example below:
Part-Time vs. Full-Time Billing
Attendance must be recorded on the Child Care Attendance and Provider Reimbursement Timesheet and billed according to the following guidelines:
Infant, Toddler, and Pre-School Children
- Part-Time: 15 minutes to 4 hours and 29 minutes
- Full-Time: 4 hours and 30 minutes or more
School-Age Children
- Part-Time: 15 minutes to 2 hours and 59 minutes
- Full-Time: 3 hours or more
Signatures
A common issue that continues to delay payment processing involves the signature. The timesheet must be reviewed, signed, and dated at the end of the month after care has been provided. Signing and dating the form at the beginning of the month is not compliant and will result in processing delays.
Note: Payment Based on Actual Attendance
All child care certificate cases are paid based on actual attendance, not the approved schedule, regardless of the number of providers being used. Paid days include the allowable ten (10) discretionary days per certificate period. For example, if a child is scheduled to attend five (5) days but only attends three (3) days, the provider will be paid for three (3) days of actual attendance.
Thank you for your attention to these details as they help ensure reimbursements are processed correctly and without delay.