Listed are helpful tips that can help eliminate some ‘could be’ issues or concerns:
- Maintain good attendance records and make them readily available upon request
- Records must contain the first and last name of the child in care and times in an out of deskcare
- Records must be signed by the parent or guardian of the child in care
- Providers must use the DHS 9800 A-2 daily or weekly form unless an alternate method has been approved by the Administrator of the Family Support Unit.
- The provider understands and agrees that DHS or clients are not responsible for a drop period
- When a child withdraws (drops) from the child care voucher program the provider agrees to notify DHS
- Temporary billing is allowed when the child is absent and there is a reasonable expectation the child will return
- Always get written approval before accepting and caring for children
- All billings must cease the day the child leaves the facility
- The provider agrees that private pay clients shall not be charged at a rate less than that paid for by clients under the DHS agreement
- The provider shall maintain all client records in a confidential manner and for a period of five years
- The provider agrees to notify DHS immediately of any change in ownership, business structure, site location or closure of facility
- Notify DHS of any legal controversies with any local, state, or federal government
- DHS is not liable for untimely billing or billing when the facility is closed
- The provider agrees to maintain child care facility license or registration and to comply to the standards
- The provider must submit billing within thirty (30) days of the dates of services were actually given
- A provider cannot provide care at one facility and bill an authorization written to another
- A provider is responsible for all overpayments, fraud, or legal proceedings for non compliance
- Providers are not allowed to charge voucher clients extra for transportation
Nine (9) Allowable Holidays are:
- New Years Day ( January 1, 2010)
- Dr. Martin Luther King Jr. and Robert E. Lee Birthdays’ (January 18, 2010)
- President’s Day (February 15, 2010)
- Memorial Day (May 31, 2010)
- Independence Day (observed on Monday, July 5, 2010)
- Labor Day (September 6, 2010)
- Veterans Day (November 11, 2010)
- Thanksgiving Day (November 25, 2010)
- Christmas Day (Observed Friday, December 24, 2010)
Arkansas Department of Human Services Child Care System Participant Agreement (DHS9800), Child Care Provider Responsibilities and Assurance -
Did you know?
Section V: I states,
“The provider agrees that the billing for children/authorizations must be keyed to the facility where services are provided. Providers who provide services at one facility but bills an authorization written to another facility under the provider’s TIN will be charged with an overpayment”.
Section IV: F2 states, “Billing for an absent child is not allowed if the child is not scheduled by DHS to attend or if the provider has been notified by the client or DHS that care is no longer needed. The provider may not bill absentee days to compensate for the lack of an advance notice being given prior to ending the child care arrangements. If the child is not expected to return to the facility, billing must cease on the date the child leaves the facility.
Section III: T states, “Temporary absences of a child from the child care facility when the provider expects the child to return. Payment for temporary absences may not exceed seven (7) calendar days per month.
If you have questions about billing please contact our Division Staff at 1-800-445-3316.
Billing Discrepancies: How often do you bill for reimbursement? How often do you fill out your attendance records? Our records show a pattern of increased billing discrepancies for those programs that bill once a month or less often than that. We have found that many providers fill out attendance records once a month and then bill for reimbursement. Can you really be sure that the children were in care on the first days of the month if you don’t document the care until the end of the month?
Do you know how often you can bill for reimbursement? Providers may bill as frequently as they need. The system is available 24 hours a day 7 days a week.