(POS) Device - Weld County
Contents
1. Important Notes are as important as the information Y contained within the calendar and will contain all limitations to authorized care Authorization Eligibility Notice Authorization Eligibility Notice Adame County Department of Human Services gt Case 14 gt lt 5650 Bowen Court gt Mailing Date lt gt lt Commerce City CO 800227 gt lt Client Name gt lt Worker gt lt ClientAddress gt lt City gt lt State gt lt 7ip gt Dear Client Name Provider Information lt Provider Name gt lt ProviderType gt lt ProviderAddress gt lt ProviderPhone gt Child Information lt Child Name gt individual gt Eligibility Begin Date lt gt Parent Fee lt gt Authorization Begin Date lt gt Authorization Status lt gt Child s Schedule Standard Schedule z FT Effective Date ta ep I PT Part Time less than 5 hours FT Full Time 5 hours through the 11 hour FT PT 12 through the 16 FT FT 17 through the 24 hour This cannot be used on an ongoing hour basis Authorization Notes lt OFFICE oF EARLY CHILDHOOD Authorization Eligibility Notice Schedule Child s Schedule Standard Schedule Effective Date 10 31 2010 SUNDAY MONDAY TUESDAY WEDNESDAY THURSDAY FRIDAY SATURDAY Authorization Eligibility Notices display the child s weekly schedule This schedule may be edited on a day to day basis The county is required to provide you with a2. Be sure to contact your county if you do not receive a POS device within one week of receiving the county signed copy of the Fiscal Agreement Understand using the POS device is mandatory Perform a Communication Test when you receive the POS device OFFICE oF EARLY CHILDHOOD Provider Responsibilities Plug in POS device to a power source and active phone line Setup your POS device for client use Train your CCAP clients on the use and importance of the POS device Read and understand each child s Authorization Eligibility Notice Ensure clients check in and check out each day Provider Responsibilities Maintain sign in out sheets Keep spare thermal paper rolls on hand Monitor POS device receipts for denied pending and stored transactions Use the Xerox provider helpdesk or any questions or issues with the POS Device Encourage CCAP clients to contact the county with changes to their care needs including schedule changes Never possess the CCAP card under any circumstances FFICE oF E OFFIC ARLY CHILDHOOD Provider Process Provider OFFICE oF EARLY CHILDHOOD Y Train Clients on the POS Device e Clients swipe the CCAP Card to record when they drop off pick up their children each day e Clients also sign and enter children s in out times on the provider s sign in out sheets e Clients shall not record attendance on days the children are not present e Assist clients in recor
3. Child Subtotal This is the rate type and authorized hours chad l Chid Name m l l _ iota Parent Fass Contact for Slots Adta Informertion i EDG Alo ieee pe 12 24 0 00 No Sa mos T Iai ares 12 05 50 00 Nr 12 5 20 00 Ne i i B13 T5 Sith He f an Ww OFFICE oF EARLY CHILDHOOD Manual Claims for Payment Adjustments The provider may file a Manual Claim for a payment with the county if a payment adjustment is required based on county policy and care provided The Manual Claim must be filed after the Payment Summary is issued Manual Claims cannot take the place of swipe base attendance Acceptable Manual Claims e Registration Transportation and Activities Fees e Non payment or incorrect payment due to system error e Non payment or incorrect payment due to county error f s Important The provider is not guaranteed payment for any care provided outside of the authorization Do not provide child care without a written authorization from the county Q OFFICE oF EARLY CHILDHOOD Manual Claims for Payment Adjustments Frequently Asked Questions If know that a child s schedule will change e g a non school day for a school age child so the child attends all day how do get paid the difference e Encourage the Client to contact his her eligibility worker to request a change in the child s authorization schedule before care is provided If t
4. Provider Training on CCCAP and the Point of Service POS Device Child Care Assistance Program Agenda CCCAP Overview Provider Responsibilities Client Responsibilities and CCAP Cards Break Point of Service Device Functionality Point of Service Device Attendance Tracking Point of Service Reports Receipts Understand the Parent Fee Activity Provider Payment Process Who to contact and when Wrap Up andQ amp A CCCAP Overview edhs F Colorado Department lt a of Human Services OFFICE oF EARLY people who help people F 3 7 CHILDHOOD Introduction to the Colorado Child Care Assistance Program CCCAP CCCAP is e The Colorado Program that governs the rules for child care benefits e Administered by the County to provide maximum flexibility in offering the best possible services to county residents e Administered differently from county to county Client income limits Client eligible activities Fiscal Agreements Absences Holidays Drop in Days amp Holding Slots Reimbursement rates Provider policies Payment policies The Purpose of CCCAP is e to provide eligible families with financial assistance for child care of their choosing e to provide families with timely and efficient access to quality child care e and to assist families in meeting their self sufficiency goals by providing referrals to needed support services CCCAP Definition of a Child
5. CHILDHOOD How Do Conduct a Communication Test Press 3 for Communication Test The POS device communicates over the phone line Receipt prints with results If the communication test fails or if your phone system requires you to dial an 8 ora 9 to access an outside line please call the Xerox provider helpdesk at 1 877 779 1932 for further instructions Termina l Setups L inata i Iz c t iuvat e eR reinteLlontf ia lt T i L Otun ic at i on fest 4 Download Updates ola he T iTe Communication Test APPROVED keeap Proma de Reece i pt For rec ords A Press Amia Keid gt gt OFFICE oF EARLY CHILDHOOD Point of Service Device Attendance Tracking Colorado Department of Human Services OFFICE oF EARLY veople who help yeople _ 51 _ CHILDHOOD Functions to Perform on Point of Service POS Device Client Functions e Check In e Check Out e Previous Check In e Previous Check Out Provider Functions e Void Transactions e Store and Forward e Daily Transaction Receipt e Attendance Report e Exception Report e Reprinting Receipts OFFICE oF EARLY CHILDHOOD POS Attendance Functions Check In Records start time of child care Sak AGr ARAT Det a ri Client will swipe the card and ee ee eee enter the PIN 4 digits Press Enter green arrow Prowider Options F4 Choose 1 for Check In Type
6. OFFICE oF EARLY CHILDHOOD How to Print the Exceptions Report Cont Key in the date you would like Reports to run the Exceptions Report in i Attendance 2 Except ions MM DD format Note The exceptions report will print the exceptions for the date you select reo ots Press the green Enter key eee Tene Wait for the report to generate OFFICE oF EARLY CHILDHOOD How to Print the Exceptions Report The Exceptions Report is a manual report which shows all check ins without a check out for transaction For 01 25 2010 date selected Exceptions Report IN 03 00 pm Tran 14125 It is a best practice to review this F Lastname 1 Child 1 1234567890 DOB 02 01 2001 report to inform ig aii if they must arree S GD correct any exceptions using the Previous Check out function IN 04 00 pm Tran 14135 F Lastname Child 2 _Attendance will be reported as 0 hours 12345678591 DOB 02 01 2001 ParFee 5 00 if this is not corrected Lalea s IN 05 00 pm Tans 14145 SAF PACE PHON will show after F Lastname3 Child 3 transmitted 1234567892 DOB 02 03 2001 ParFee 45 00 Total Exceptions 3 lt 4 OFFICE oF EARLY CHILDHOOD How to Print the Attendance Report Provider Options User F wci This is a provider function press F4 Type your provider password and press Enter green arrow Press 1 for Reports Press 1 for At
7. Press the green enter key to move to the next field Leave the Case number field blank and press the first purple key from the left The word Print appears above the purple key D Report for a specific case for today s date Press the green enter key twice to move to the case number fleld Key in the case number and press the green enter key or the first purple key from the left The word Print appears above the purple key Attendance Report Printing Options Continued E Report for a date range for a specific case Key in the desired date range e g up to any 14 day penod for the past 365 days in an MM DD format Press the green enter key to move to the next fleld Key in the case number and press the green enter key Example lo request an Attendance Report for the date range June 10 to June 16 you will key in 0610 in the From field and press the green enter key and key in 0616 in the lo field and press the green enter key Key in the case number and press the green enter key How to Read the Attendance Report The Attendance Report will show all approved swipes for a specific care date or range of care dates regardless of when the swipes occurred It is a best practice to review this report to inform the client if they must correct any attendance errors using the Previous Check out function The attendance will be reported as O hours and no payment will be made for that care if a Check Out is not recor
8. 2011 02 27 2011 a e a a a a I Provider is closed no Provider is closed no Child Attends Client uses Child Attends Client uses Child Attends Client uses Child Attends Client uses Child Attends Client uses authorization and authorization and CCAP Card to record CCAP Card to record CCAP Card to record CCAP Card to record CCAP Card to record attendance recorded attendance recorded Approved Attendance Approved Attendance Approved Attendance Approved Attendance Approved Attendance Last day for previous Last day for previous Last day for previous Last day for previous Last day for previous Last day for previous Last day for previous February 9 swipes February 10 swipes February 11 swipes February 12 swipes February 13 swipes February 14 ees February 15 E Calculation Day lt a Release Day ol begin receiving automated payments CHATS calculates CHATS releases payments depending on banking payments based an POS late in the night for January institution data including previous 31 February 6 care check ins previous check Payment may take up to outs for January 31 seven business days to be February 6 care available for withdrawl OFFICE oF EARLY CHILDHOOD Payroll Key Points CHATS will report zero attendance and not pay the provider for ah i day the client forgets to check the child out of care or only checks in for care Authorized vs Attended Hours e CCAP will p
9. 21 _ CHILDHOOD CCAP Process for clients Clients apply and are approved for CCCAP Complete Application or county creates a referral from another program Clients verify eligibility including Eligible Child ren County Residence Eligible Activity Income Household Members Child ren s Citizenship Additional Requirements Clients receive CCCAP benefits based on the needs of the client and child and the time the client is in his her eligible activity Eligible Households Clients with household income below the county income ceiling and in an eligible activity may be eligible for CCCAP benefits Eligible activities e Employment Self Employment e Teen Parent Education e Job Search e Adult Disability e Education Additional County Verification Requirements Child Support Enforcement Eligible Households Eligible Children Inthe custody of the client United States Citizens and or Qualified Aliens Ages 0 12 years Ages 13 19 with a disability that requires child care Care may not be authorized while public school is available for school aged children Income Eligibility Family Size All counted members of the household SMI State Median Income Maximum income for any CCCAP recipient Family Size 2 O CON OD WN HR W 85 SMI 4067 5024 599381 6937 7894 8253 8612 8971 Client Responsibilities Agreement CRA Highlights agree that must veri
10. communication test to ensure the device is working properly after installing the POS device Instructions for running this test are included on the install diagram OFFICE oF EARLY CHILDHOOD Step 1 Plug silver telephone cord into telephone jack Step 2 Plug black power cord into electrical outlet Point of Service POS Device Install Diagram Step 3 Perform connectivity test Press F4 from main menu Type provider password 123 456 Press green ENTER key Press 5 for Terminal Setup Press 3 tor Communications Test Check receipt for results The silver cord must be plugged into a telephone jack or splitter if sharing the telephone line The splitter can be inserted into a wall jack to allow two devices to share the same Phone line The black cord must be plugged into a 3 pronged electrical outlet OFFICE oF EARLY CHILDHOOD How Do Conduct a Communication Test The provider can conduct a ee communication test of the POS device at any time to ensure the device is working properly Pro ae OP bk ions F 4 Frat icer Ope t 1 ona Us er Pcia _ Press F4 Type your provider password 123456 and press Enter green arrow Press 5 for Terminal Setup 4 R gt orn aW ao i cd Trans Mumber All provider passwords are 123456 This gt eo is documented in the POS Device QRG and User Manual sent to the provider OFFICE OF EARLY
11. for 6 18 12 Otherwise the client will be unable to swipe successfully in the future OHT amp Firsinare L ATDA ADDA A i Te Eee E em kee i i Emr ae a aa a ie ea FI nf m a z pmi um TH HA CAs OUT 44 00pm ers A a i AG D DHD oe ee T Fl ae ai Tm Tres 7s s6s0ne4 TrsiS es 2b4bee4 TrH s8 78s 3632801 Sion Tr 3879s36S 3001 lipm Tr 307233534051 OFFICE oF EARLY CHILDHOOD Store and Forward Store and Forward is an function which e stores offline attendance while the phone DA line is temporarily unavailable It will transmit transactions when the phone line is available This is a Provider function Press F4 Type provider password and press amare 5 Oe eo oS 2 oid Tran Himkis Enter green arrow Sree ean 4 Repr int Press 3 S Terninal Setup Back Main Press Enter green arrow POS device displays approved pending or denied message for each transaction Printing Come lete Check all transactions on the receipt to see if they have been stored 14 Press An Kew gt gt OFFICE oF EARLY CHILDHOOD SAF What it Means Your Daily Transaction Receipt will display SAF STORED This indicates transactions were recorded but not transmitted therefore the transaction has not been approved or denied It is important to check the Daily Transaction Receipt after the stored tran
12. how to use the Check In Check Out Previous Check In and Previous Check Out functions A separate Card Pinning Correspondence including the required information to PIN the CCAP Cards Client Card Carrier Here is your CCAP Card for the County office address County office city CO XXXXX Child Care Assistance Program CCAP Before using your new CCAP card you must call 1 877 779 1933 to select your Personal Identification Number PIN sg renee Information you need to PIN your CCAP card will arrive S decker by mail from your county office in a separate CCAP Card Any Town CO 12345 Pinning Information Letter For a replacement CCAP card you do NOT need to PIN the card unless you want to change your PIN Your previous PIN will work with your replacement CCAP card IMPORTANT You must have the following to use your child care benefits CCAP Card Children s numbers from the blue CCAP Wallet Card below You will use the children s numbers every time you drop off and aa up your children from child care Please write children s names and numbers on the CCAP cards with a S OFFICE oF EARLY CHILDHOOD Client Wallet Card Wallet Card bottom of the card carrier ddy LA TIVM dY33 COECC CC 12 apjdwos o WIESE sug ssaud paysiuy UAL 9 pry puonippe yara soj p daig waday s Iauq ssoid pure aoge aas JaqUINAY priyo ayi ui Aay r nO Yay SMOLA U Yay SNOLAaL Ymo yya UT yaaya ad sowepuaye ap
13. the POS device again to record that the child is leaving child care You will need your CCAP card Personal Identification Number PIN and your children s numbers for all transactions Follow the simple steps below to record attendance Steps for Using Your CCAP Card Swipe your card on the POS device Key in your PIN and press Enter Choose the attendance type Check In Check Out Previous Check In Previous Check Out Key in the Child Number and press Enter Repeat Step 4 for each additional child B When finished press Enter again to complete Recording Missed Swipes For example if you are unable to use your card successfully on Monday you can record the attendance on Tuesday by choosing the Previous Check In attendance type and keying in the date and time you dropped off the child You must also record when the child left by choosing the Previous Check Out attendance type and keying in the date and time the child left care You can record missed swipes for up to 9 days in the past Correcting Attendance Errors The Provider has the ability to void a swipe if attendance is recorded incorrectly Please talk with the Provider directly about voiding a swipe All errors must be corrected no later than 9 days after the date of care Your Responsibilities You must use your CCAP card If you do not use your CCAP card your CCAP case will close and you will be responsible to pay for child care costs Do not gwe you
14. the first of every month ls exhausted prior to county payment for child care May be assigned to one or more children but the client is required to pay the full amount February 1 Febr L lary P F epruary February 4 February 5 Parental Fee Deductions Total parental fee per month 210 00 Assigned to one child County Rate of Reimbursement for FT care for child 25 00 per day Care Authorized February 1 19 Tuesday siaa Regular Full Time Understanding the Parent Fee Week 2 E oe ee Parental Fee portion of payment 210 County portion of payment 115 Total payment for February 325 Parental Fee is the first money paid for care in a month The provider receives payments from the county after the parental fee is exhausted OFFICE oF EARLY CHILDHOOD Process Exercise edhs Colorado Department of Human Services OFFICE oF EARLY people who help people gt 79 a CHILDHOOD Provider Payment Process Colorado Department of Human Services 80 High Level Payment Overview 1 The worker establishes an authorization for the eligible child OFFICE oF EARLY CHILDHOOD High Level Payment Overview Cont 5 During the 9 day period after a missed swipe the client uses Previous Check In and Previous Check Out to record missed swipes 8 The payment is issued to the provider OFFICE oF EARLY CHILDHOOD Payroll Run Cycle 01 31
15. time of child care for prior time or day Client will swipe the card and enter PIN 4 digits Press Enter green arrow Choose 4 for Previous Check Out Enter Date Enter Enter Time Enter Enter 1 for AM or 2 for PM Enter child number s Press Enter after each child Press Enter again after all children are entered POS displays an approved pending or denied message Attendance Taper 1 Check In Lheck Out s3 Preew Check In 4 P ew Check Ot Freu Check Out Date SoS Ro Tine OS 38 1 AM 7 2 PM Preu Check Out 597097 2009 OS 30pr Enter Child a OFFICE oF EARLY CHILDHOOD Point of Service Device Provider Functionality Reports and Receipts Colorado Department of Human Services OFFICE oF EARLY people who help peopl 50 CHILDHOOD How to Reprint the Daily Receipt This is a provider function press F4 Type your provider password and press Enter green arrow Press 4 for Reprint Press 1 for Daily Tran Receipt Type Start item or leave blank press the green Enter key Type End item or leave blank press the green Enter key The item number is the item number from the original receipt The Daily Receipt may only be reprinted the same day Provider Options 1 Report Void Tran Number 2 Send SAF 4 Reer int gt S Termina l Setup Back Main Reprint 1 Dailu Tran Receipt _ a
16. Care Provider e Child Care Provider Licensed individuals who provide less than twenty four 24 hour care including child care centers preschools and child care homes e Qualified Provider Qualified child care includes care provided in the child s own home in the home of a relative or in the home of a non relative by an unlicensed individual Important Terms CCCAP Colorado Child Care Assistance Program Provider You The individual who provides child care for the children CHATS Child Care Automated Tracking System Client The Primary Adult Caretaker or other adult caretaker Primary Adult Caretaker The CCCAP recipient who will use the CCAP card to access child care CCAP Card An orange plastic card used by the Primary Adult Caretaker or designee to access CCCAP benefits PIN Personal Identification Number The client s unique identifier linked to the CCAP Card for recording attendance on the POS device POS Device The provider s machine used to record CCCAP attendance Important Terms Xerox Third party vendor who provides helpdesk support for the POS device Also Issues CCAP cards to Clients Eligible Activity means the activity the clients are involved in for the time period child care is needed This may include job search employment and or education training if the county supports education training Parental Fee The client s co pay due on the first day
17. Pinning Letter on what data must be entered to select a CCAP card PIN The same phone number is used for the initial pinning and if the client wishes to change PIN in the future Toll free number 1 877 779 1933 If the client receives a replacement card he she does not need to PIN the replacement card unless he she wants to change the PIN OFFICE oF EARLY CHILDHOOD Key Point A provider can NEVER have possession of a client s CCAP card If a provider is ever found to have a client s CCAP card in their possession they will no longer be a CCCAP provider OFFICE oF EARLY CHILDHOOD Wrap up and Q amp A edhs Colorado Department of Human Services OFFICE oF EARLY people who help people _ 1 02 CHILDHOOD Contacts Contact enter county contact information for more information on provider training and provider responsibilities FFICE oF E OFFIC ARLY CHILDHOOD Thank You Thank you for attending and your participation Please take the time to complete the training evaluation before you leave
18. ay the lesser of the attended and authorized hours e Example The child is authorized for FT 8 hours e The child attends 4 hours and leaves early for a doctor s appointment You will be paid for PT 4 hours of care e Example 2 The child is authorized for PT 3 hours e The child attends 8 hours because the adult caretaker has to work extra that day The provider is paid for 3 hours unless the client contacts the caseworker to request additional care that day and it is approved Payroll Key Points Providers do not need to submit Manual Claim Forms to the county for payment Attendance will be recorded by the client swiping his her child into and out of care to record attendance Attendance information will be automatically sent to CCAP through an interface with the POS device Providers will be paid weekly Payments are calculated and issued on Thursday of each week for the Service Period that ended approximately two weeks earlier It is estimated providers will receive payment within seven business days depending on their banking institution Parent fees are deducted from the payment due the provider until exhausted Providers will notice a decrease in county payments in the third and fourth week of most months due to when payments are released for the first service periods of care in a month lt 4 OFFICE oF EARLY CHILDHOOD Payment Summary Providers are required to understand and reconcile payments prior t
19. child number s from the card carrier Attendance Tape 1 Lheck In Enter multiple children if e Check Out 2 Prew Check In necessary Press Enter after 4 Preu Check Out each child number Press Enter green arrow after all children are entered POS device displays an 2 approved pending or Enter Child denied message lt 4 OFFICE oF EARLY CHILDHOOD Check In Validation The POS device communicates with CHATS and Xerox to ensure that four criteria below are met to receive an Approved message avalid authorization exists for the child avalid Fiscal Agreement exists atthe requested provider onthe specific date The client will receive a Denied or Pending message if any of the above four criteria do not exist The provider must determine if he she will still provide care Important The provider may not receive payment from the county if cage is provided under a pending or denied message The client may be q responsible for the cost of care POS Attendance Functions Check Out Records end time of child care L2 44em SkiIPE CARD to Begin Client will swipe the card and enter the PIN 4 digits Press Enter green arrow Choose 2 for Check Out Preowider Options F 4 E Type child number s from j Attendance Tape the card carrier 1 Check In 2 Check Out Enter multiple children if 3 Pre
20. ded for every Check In SAF attendance will show after transmitted Provider Street i Amuwhere CO S8z85 s088 Ph 38 gt 555 1234 Term 11111664 ott 1413134 Be 159 412 44 2237 2252 Sttendence Resort as of S6 15 r612 e Fror 66 27 2842 Attendess 3 Firstnare L e HIS S rere _ H 158 2bie TH S6 i2sh PAT 4 s4om 6r i9212 To 95719 2012 DOB 117 657262 Tr 38782336769861 T 30r823679061 n Tr 397833674681 n TrH 3878226Sr gt 601 Firstnare L e ASD AS 4 i a Ss cmos E a 6r17 2812 Tr s6793 3666981 Tr s6 783 3666001 Tr 3s6783 3662801 Tr s6763s 3664801 n Tr s676ss6e0001 n TrH seress66i18e 2 lt 4 OFFICE oF EARLY CHILDHOOD Attendance Report In Depth Transactions with two consecutive check ins will display in reverse print Inthis example the client did not check out for 6 17 12 Sa The care will not be paid for 6 17 12 GUT Sororen Irtse r6s366 86 49 5842 unless the client performs a I 64 16ar Previous Check Out to correct the error OFFICE oF EARLY CHILDHOOD Attendance Report In Depth Transactions with two consecutive check ins will display in reverse print Inthis example the checked in at 02 25 21 p m and checked out at 04 26 11 p m on 6 18 12 The client performed a Previous Check In at 02 15 p m after the Check In and Check Out was recorded The provider should Void the incorrect In
21. ding attendance the first week they use the POS device Train Clients on the POS Device Understand This may be the first time the client uses a POS device e Be patient e Client success provider success YouTube video reference library How to use the CCAP Card http www youtube com watch v ZgfdXUaqblfk Swiping Success http www youtube com watch v RbpkO6eHjdM Common Denials http www youtube com watch v Tjl_ Nxvl3 WO Service Periods The week of care for which a provider is paid at one time e Service periods start on Monday at 12 00 AM and end on Sunday at 11 59 PM The client has nine days after the date of care to use Previous Check In and Previous Check Out to record care if a client does not swipe on a day care was provided e We expect the client will record all care within the swiping period Counties may not pay manual claims for care that could have been recorded through the swiping process Day Types All counties use the following day types for authorizing child care e Part Time PT 00 00 01 through 05 00 00 e Full Time FT 05 00 01 through 12 00 00 e Full Time Part Time FT PT 12 00 01 through 17 00 00 e Full Time Full Time FT FT 17 00 01 through 24 00 00 Note All authorized care is rounded up to the nearest hour Client Responsibilities edhs F Colorado Department lt a of Human Services OFFICE oF EARLY people who help people
22. ent 85 of the State Median Income must be reported within ten 10 calendar days of the changes Qualifying vis acl activity must be reported within four 4 calendar weeks The county shall provide families with a state prescribed Change of Circumstance Form Child care providers must be reported at least ten 10 days prior to the change Requests for changes in the Authorization Schedule before the change occurs OFFICE oF EARLY CHILDHOOD County Eligibility Process The county will enter the case within days of receiving the application redetermination The county communicates with the client and indicates if the client is missing any required information and or verifications The client has 15 days to return any missing information The county authorizes care beginning the first day the application process is complete including all client verification The county processes requested changes within 10 days of receipt of the written request wf Important You are not guaranteed payment for any care provided without written authorization from the county Authorization Eligibility Notice Describes the maximum authorized care for a child each day Contains a three month calendar ls updated as there are changes to a client s case Must be provided to the client and provider each time a change is made to authorized care Should be used in conjunction with POS receipts to troubleshoot issues at
23. fy my eligible activity By providing education training or work schedules at re determination and whenever my activity changes agree that will not leave my CCAP Card in the possession of my child care provider at any time or will be disqualified from the Colorado Child Care Assistance Program also agree to report to the County Department of Social Human Services if my provider possesses any CCAP cards agree to use my CCAP Card to check my child ren in and out of care daily or my child care assistance case will close and shall be responsible for payment of the child care costs CRA Additional Highlights PARENTAL FEE agree to pay the parental fee listed on my child care authorization notice and that it is due to the provider on the first day of each month understand that my parental fee is based on my income household size and number of children in care and is subject to change upon receiving prior notice from the county understand that if do not pay this fee to my child care provider will lose my child care benefits understand that if request assistance with another child care provider or move to another county and still owe fees to any previous provider will not receive assistance until satisfactory repayment arrangements have been made with the previous provider Reporting Changes The Adult Caretaker must report the following changes f income that exceeds eighty five perc
24. he schedule is not changed before care Is provided the provider may not be reimbursed by the county for the care It is difficult to turn a client away if know he she turned in the required paperwork to the county but the county just hasn t had time to work on the case Should turn the child away e This is your business and you may decide to allow the child to attend or turn the child away The county will not be responsible for the cost of care unless the care provided Is authorized Manual Claims for Payment Adjustments a hi mja County Use Only County Name LEmecComnNeme Child Care Claim Form ounty Use On This amp a legal document Please keep a copy for your records County Adj Id Enter Your Name Enter Your Phone Provider Provider ID Phone F part time F l tae FT PI full tae pat toe FT FT full te fll time Enter Your Complete Address l 6 ala 1j 1 1 1 1 1 2 2 1 2 516 7 19 1 4 eee Enter one code listadaboveforcare provided but not paid through a swipe based Codas for cara provided Enter Child s Full Name Case Number andFamilv s CCAP Worker Name iil m ba bo i ijs sub payment Only antar codes on theday paymant was not received through the automated payment system Example balow Please explam rasm Dor maa claim for above child D m lema explam rans Dor mar claim for above child TOTAL 3 g
25. hooting e Equipment replacement Examples eno power eprinter is not working ereceipts not generating eoroblems with POS device screen display e Change of provider name or address e Payment or attendance questions e Policy questions e Authorization questions OFFICE OF EARLY CHILDHOOD Provider Helpdesk and Interactive Voice Response IVR There is a Xerox Provider Helpdesk which includes Interactive Voice Response IVR for assistance with troubleshooting the POS device The Xerox Provider Helpdesk is a Toll free number 1 877 779 1932 When CONEA helpdesk there is the option to ask for Troubleshooting tips which will be delivered via the IVR or to choose to speak with a customer service representative CSR for assistance for equipment problems or assistance with replacement POS devices Customer service representatives CSR are available from 7 AM to 7 PM MI 7 days a week The IVR is available in both English and Spanish How do I Order a Point of Service POS Device Replacement 1 Call the Xerox provider Help Desk at 1 877 779 1932 Choose to speak with a customer service representative to explain why you need a replacement POS device The Xerox provider Help Desk will order replacement POS device The replacement POS device will arrive via FedEx in 4 5 business days after you place the order While the POS device is being replaced you will use your paper attendance
26. iding Transactions e Frequently Asked Questions OFFICE oF EARLY CHILDHOOD Included Quick Reference Guides QRG A Provider QRG is included in the POS Device User Manual which you may rip out or copy which has information on tasks only providers will perform and not available to clients e Void Transactions e Exception Report Attendance Report e Reprinting Receipts Store and Forward The Client QRG may be placed next to the POS device to remind clients how to complete transactions e Check In and Check Out e Previous Check In and Previous Check Out The Client Quick Reference Guide includes English text one side of the document and Spanish text on the other side OFFICE oF EARLY CHILDHOOD Layout of a Point of Service POS Device Feature Picture Card swipe card reader slot is The client should always hold the card with the magnetic Strip down and facing the device screen Function keys Purple keys Cancel red button Back yellow KEEN CD button Enter green button Ce Printer and paper roll cover See demonstration OFFICE oF EARLY CHILDHOOD The POS device is easy to install An installation diagram is mailed with the POS device Use this diagram to assist with the POS device set up Plug the POS device into telephone line may be shared with a phone by using the splitter included in the shipment Plug the POS device into 3 pronged electrical outlet Conduct a
27. imine your namecertifies this formis accurateand payment was not received through the POS forthe days billed Provider Sizmature OFFICE oF EARLY CHILDHOOD m Lac a JE LY Recoveries Frequently Asked Questions What is a recovery A recovery is money you owe the county for any overpayment Why do I owe money Contact the county billing department for specific information on the recovery How dol pay it back The county may deduct money from future POS payments and or you may pay the county directly for the recovery How do set up a payment plan Contact the county to set up a payment plan ar Important Counties are required to collect all overpayments to providers in P excess of 50 in a year OFFICE oF EARLY CHILDHOOD Common Questions About the POS Device The client forgets to record The client has the ability to perform transactions for previous days The system gives the client 10 day of care 9 days to complete any missing transactions attendance The client is not available to Clients will be issued two cards one for themselves and one for another family member or designated person to use when picking up dropping off children in their behalf record check i ins or outs The provider should run an Exceptions Report or Attendance Report to determine the last day the client successfully checked in Next the client will use the sign out time from
28. log to track attendance in addition to using the POS device The Adult Caretaker will enter attendance using the Previous Check In and Previous Check Out options after the replacement POS device is installed Apre paid pre addressed return label is included with the replacement POS device Use this label to return the damaged POS device to Xerox Point of Service POS Device Paper Supplies The POS device comes with two thermal paper rolls when it is shipped to the provider Providers are responsible for purchasing additional thermal rolls as needed Example office Supply stores or online stores WN device must have a thermal paper roll in order to work Thermal Paper specifications Thermal paper for a Verifone Vx510LE Thermal single ply 2 25 inches x 85 feet Quantities of 1 10 25 or 50 rolls Prices may vary Example In June of 2012 the prices ranged from 0 46 to 1 93 per roll depending on the quantity purchased Paper is available online or at many office supply stores Client Help Desk amp Interactive Voice Response IVR Colorado Department of Human Services OFFICE oF EARLY veople who help veople 99 a CHILDHOOD Client Interactive Voice Response IVR There is a client Interactive Voice Response IVR for assistance with pinning the client s CCAP cards The client uses this IVR to select initial PIN or change PIN Instructions are included on the card carrier as well as on the
29. n updated Authorization Eligibility Notice each time changes are made to the care schedule Please read and understand the authorization notes OFFICE OF EA CHILDHOOD The CCAP Card edhs Colorado Department of Human Services OFFICE oF EARLY people who help people 33 CHILDHOOD Clients and the CCAP Card The county will issue a Child Care Assistance Program CCAP card to the client adult caretaker after the case is determined eligible for care The CCAP card is issued by a 3rd party Two CCAP cards are mailed to the Adult Caretaker regardless of the number of children in the household Clients will use these cards to access benefits by swiping their child ren in to and out of care to record attendance CCAP cards are linked to the authorization data on the case af mportant Providers may Never have a client s CCAP Card in their Q possession If this happens you will no longer be a CCCAP provider OFFICE oF EARLY CHILDHOOD CCAP Cards and Training Material Clients receive the following information and materials Each client will receive two CCAP Cards The client will use them to swipe the child ren in to and out of care using the POS device to record attendance A card carrier with instructions to refer to the Pinning Letter to PIN the cards A wallet card with the mo si name s and corresponding number s is attached to the card carrier A tips sheet with brief instructions on
30. n in sheets daily Insist clients correct swiping errors immediately Assist clients in troubleshooting errors 15 Minute Break edhs Colorado Department of Human Services OFFICE oF EARLY people who help people 41 _ CHILDHOOD Point of Service Device Functionality sople who help people OFFICE oF EARLY peop elp people 42 CHILDHOOD Point of Service POS Device Functionality The POS device is easy to use The device is menu driven and is very similar to a credit card machine used at retail stores The Daily Transaction Report prints automatically This is the provider s record of actual transactions The POS device may be used for a limited time if telephone service is unavailable using the store and forward feature Training materials are included in POS device shipment These materials will be English on one side and Spanish on the other side of the document Installation diagram Provider POS Device User Manual POS Device Quick Reference Guide OFFICE oF EARLY CHILDHOOD Included Provider POS Device User Manual This manual is a reference manual for providers which documents the screen shots and detailed steps of how to use a POS device e Getting assistance e Store amp Forward e Features of the POS device e Printing Reports e Installation e Denial Messages e Attendance e Damaged equipment Check In Out e Paper supplies Previous In Out e Troubleshooting Vo
31. o sending any manual claims to the county for reimbursement Ensure the sign in out sheets are completed by the clients every day Use the Payment Summary to view payments on a weekly basis Match the Payment Summary to the Daily Transaction Receipts and or Attendance Report All payments for approved care will appear on the Payment Summary Providers forfeit any county payments for care provided if the client did not record attendance using the CCAP Card Providers forfeit county payments for any POS attendance _ errors that could have been fixed within the 9 day missed swipe period by either the client or provider Providers forfeit payments for any manual claims submitted more than 60 days after the last date of care in a month Payment Summary Child Care Assistance Program Payment Summary Provider oo of Health and Human Sernaces ere Provider ID S60 Oc Date of Action OAf18 2011 Delta CO 81416 0000 Payment Provider Name Provider Address Provider City State amp Zip WeeboseelelvabaveldebbacdDscoMeoedDaauDDavebbanal This is the date the county Dear Provider Name a _____ released the payment It may a take up to seven business days On 0818 2011 So0 Were Paid For Child Gare For The Children Listed Below Case _ Information in this box identifies the individual child and Case Child m Enid Marmar F _Serece Dale Urt Type Hrs CTT et t ET 11 JADARIT FT 11
32. of each month Re determination Redet The process to update eligibility for the Colorado Child Care Assistance Program CCCAP This process is completed every twelve 12 months includes completion of the state approved forms and provides the verification needed to determine continued eligibility CCCAP Process CHATS ARE VSS ane Ai AT ee lt m OFFICE oF EARLY CHILDHOOD CHATS Child Care Automated Tracking System a web based computer program used by the county to e Determine client eligibility and manage changes to the client s eligibility activities e Manage the provider s Fiscal Agreement e Enter payments for provided care e Enter recoveries if required Xerox Interaction The State s third party vendor assisting with CCAP card and POS machine distribution e Mails the POS Device to the provider and replaces damaged defective POS devices e Mails anew replacement CCAP Cards to clients at the county s request e Manages the Provider Helpdesk which includes Interactive Voice Response IVR for assistance with troubleshooting the POS device Provider Responsibilities edhs F Colorado Department lt a of Human Services OFFICE oF EARLY people who help people 1 2 CHILDHOOD Provider Responsibilities Attend Live Provider POS Training 4 Complete and sign the County Fiscal Agreement the POS Agreement and all other required forms
33. r CCAP card to the Provider or have the Provider swipe for you f you recerve any errors messages notify the Provider immediately OFFICE oF EARLY CHILDHOOD Replacement CCAP Cards What to do if the client misplaces the card The client not the provider must contact the county immediately to request replacement CCAP Cards The client may only have two active cards at a time The county will replace one card at a time the client should be prepared to read the card number of the remaining card County office orders replacement cards The card arrives pre pinned the client will not need to call and PIN the replacement card unless he she would like to change the PIN The Adult Caretaker will use Previous Check In and Previous Check Out when card arrives based on when the card arrives These swipes would be based on the sign in out sheets wf If card cannot be swiped attendance cannot be recorded and the provider may not receive payment from the county for care OFFICE oF EARLY CHILDHOOD Provider Best Practices Require complete sign in out sheets daily Use the YouTube video to assist clients in understanding the process the client the first or first few times in using the device and car Establish written policy for clients e Clients without cards e School aged children e Missed swipes e Client Provider financial responsibility Reconcile client POS attendance with the sig
34. sactions are transmitted to ensure they are approved It is possible that attendance transactions may be pending or denied 11 21 2610 06 50 47PM CHECK IN HARE UNAVAILABLE Child 5 CPC PC PC PC TC DOE lt Reason Ivg Person Hbr Trace BERBRB4491881 Drops Remaining BB lt 7 OFFICE oF EARLY CHILDHOOD Voiding Transactions The provider may Void Transactions entered in error This is a provider function and cannot be completed by the client Press F4 Type your provider password and press Enter green arrow Press 2 for Void Tran Number Void Transaction Type the transaction number from the receipt 8 to 12 digits Press Enter green arrow Fro i cder Options User FPwds Provider Options 1 Reportks 2 oid Teran Number s Send SAF 4 Feer int T Termina l Setups Eack Main Yoid Tran Number Enter Tran OFFICE oF EARLY CHILDHOOD Understanding the Parental Fee Colorado Department i ae of Human Services OFFICE oF EARLY veople who help people 76 _ CHILDHOOD The Parental Fee Is different for every family The Parental Fee is based on e A percentage of income based on the clients Federal Poverty level e Number of household members e Number of children in care e The amount of care authorized for the child with the most care The provider is required to collect the complete household Parental Fee on
35. soona Iug ssaid pwe Nid MOA uw ASY ANAIP SOd A UO pwes mod adimg pies dW99 sno Buis soy sdas A s1503 aea pya Joy Aed o ajqisuodsar aq pLa NOA put asoa L4 ase dY INOA puns dY No asn Jou op noA J pe qY 9D mod asn nw nog ILNYLAOdJIAI pwe dYOD MoA uo Nd Mo ayua JOU og ayes Njd pue pies qyoqo mod dary Japlaoad awo prya mok o PUBS FWD INGA A13 JOU OT aaogqe 995 saquwnu s uUwpy INOA moy uappya dn Surya pue po 3wddosp uays ped dYAO MOA adiag soipjpigqisuodsay sno Numbers This is the only place the Adult Caretaker will find this IMPORTANT The Wallet Card contains the Children s Names and information which is required for recording attendance ZO Joyeds A jes TO Jaypeds Auuyor OLA TAGUINA OYIN Jap asquIOAs auUMA S PIND Siaqunn pue sowey s uaipyyD wf D OFFICE OF EARLY CHILDHOOD Client Tip Sheet The Tips Sheet is mailed to the client with the CCAP cards and includes Instructions on how to perform a Check In Check Out Previous Check In and Previous Check Out functions Responsibilities of the client adult caretaker HOW TO USE YOUR CCAP CARD Use your CCAP card to record attendance every time you go to a child care provider When you drop off a child for child care you must swipe your CCAP card through the Point of Service POS device to check in for child care services When you pick up a child from child care you must swipe your CCAP card through
36. st Receipt a fie Hi Een cB lank aor Back Main OFFICE oF EARLY CHILDHOOD POS Device Daily Transaction Receipt Information printed on the daily receipt Prints automatically after each transaction Shows an approved pending or denied message Provider and Adult Caretaker shall review the receipt for errors so they can be corrected for accurate attendance reporting May be reprinted by provider The provider is required keep i the transaction receipts for i three years plus the current year to verify authorizations These should not be given to i the client Test Prowider Cool Street Harr Sunday Lane Derver CO 12233 2333 Ph 3839 fir riri Tertr 12567 aa n P Prout 12345678 3 98 415pr Dailu Transaction Receipt For 66 28 2612 ltem 1 Be 26 2012 B2 35 17PRn CHECK IN Firstname L Chile 1 SAE 5 DOB 6087012001 Iter 2 Be 2A z012 B2 3sS 37PRr CHECK GOUT Firstname L Chile i PT 15 68 APPROVED Tran 38661880800 OFFICE oF EARLY CHILDHOOD How to Print the Exceptions Report This is a provider function press F4 Type your provider password and press Enter green arrow Press 1 for Reports Press 2 for Exceptions Preowider Options Fr ow ider Opt i ons i Reports 2 oig Tran NHumber o Send SAF 4 Rteporm int lt ermina 1 Se hip Eack Main
37. tendance Provider Opt ions 1 Feports d oig Tean Number 3 Sengd SAF 4 Repr int gt ermina 1 Setiap Eack Main Reports 1 Attendance 2 Exceptions OFFICE oF EARLY CHILDHOOD How to Print the Attendance Report Continued The Attendance Report may be attendance Report today is 66 16 generated for Frons 7 Toz _ 7Z _ _ _ Any date range up to 14 days for mas the past 365 days e g 2 days 5 days 8 days 14 days Print Back Main Press Enter green arrow if you do not wish to enter a date range All cases or a single case Press Enter green arrow if you do not wish to enter a case number Wait for report to generate and print OFFICE oF EARLY CHILDHOOD Attendance Report Printing Options A Report for all cases for today s date Press the first purple key from the left to pnnt the report for today s date for all cases The word Print ap pears above the purple key No data entry Is required B Report for all cases for a single day date and press the green enter key which will add MM DD in the lo field Press the green enter key or press the first purple key from the The word Print appears above the purple key Attendance Report Printing Options Continued C Report for a date range for all cases Key in the desired date range 9 up to any 14 day period for the past 365 days in an MM DD format
38. the sign in out sheet from that day to enter Denied message reads check out first how do know what day the check out time and time to use Is there a cost for POS No there is no cost for the transactions from the POS 09 ee device to CHATS i lt 7 OFFICE oF EARLY CHILDHOOD Common Questions About the POS Device Can I use my oF No all POS devices must be connected using a land based cell phone to phone line connect to the POS device Can I get more than one POS Best practice is one POS device for 40 children You may device apply for additional POS devices 08 Can a provider keep his her client s CCAP cards at the location to facilitate timely check in and check out No A provider can never have possession of their clients CCAP card If this happens they will no longer be a CCCAP provider The POS device works The POS device stores entries for up to 10 days so they but the Peon can be transmitted when the problem is solved When this line does not happens a SAF Stored message will display lt 7 OFFICE oF EARLY CHILDHOOD Provider Help Desk amp Interactive Voice Response IVR Colorado Department of Human Services OFFICE oF EARLY ILO le u ho help 20 yle 94 _ CHILDHOOD Who to Call for Assistance Provider Help Desk and IVR e Adding an 8 or 9 before the device dials out e Equipment troubles
39. u Check In t rreu Ln lt Out necessary Press Enter after Be Basar El each child number Press Enter green arrow after all children are entered Check Ost POS device displays an er approved pending or denied message OFFICE oF EARLY CHILDHOOD Previous Check in out Functions Shall not be used instead of Check in out functions Used for attendance exceptions only e School aged children who take the bus or walk to the facility e Another authorized adult without a card drops off or picks up the children on a limited basis e The POS device was not available due to a malfunction or inability to connect to a power supply e Replacement CCAP Card in transit e Client forgets the CCAP Card POS Attendance Functions Previous Check In Records start time of child care for prior time or day Client will swipe the card and enter PIN 4 digits Press Enter green arrow Choose 3 for Previous Check In Enter Date Enter Enter Time Enter Enter 1 for AM or 2 for PM Enter child number s Press Enter after each child Press Enter again after all children are entered POS displays an approved pending or denied message Attendance Tupes 1 Check In ae Lheck Out o Prew Check In 4 Prev Check Out Prey Check In HS HS 2HR9 OS 36an Enter Child a S OFFICE oF EARLY CHILDHOOD POS Attendance Functions Previous Check Out Records end
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