Provider POS User Manual - Alabama`s Electronic Child Care
Contents
1. cccscsssssssssccsscscssscsscsscscssssessssosees 27 XVII Error Messages ococooooocononocononananononnconannncncnccncanaconcconcnanan anos 28 XVIII Communication Messag8S oocoococococononanononononanacanocononanananos 28 XIX POS Device Error Codes occomcoooooononcnconooconnncnoncnccananononons 29 XX Provider Web Portal sscccsscsssssssssssssccscssessssssssseees 30 Alabama Provider POS Device User Manual I General Information The Alabama Department of Human Resources DHR and ACS State and Local Solutions will make available the equipment you will be using for the Time and Attendance TAS system This is the system DAR is using to record the time and attendance of children receiving subsidized child care benefits Throughout this manual the equipment is referred to as a Point of Service device or by the abbreviation POS device However you may also hear it referred to as a device Your parents and or alternate cardholders must use this device to enter time and attendance information for children receiving DHR child care subsidy It is very important the parent or alternate cardholder check their child ren in and out of your facility every day For policies regarding TAS Child Care please refer to your local Child Care Management Agency CMA The POS device will provide a daily receipt of the times children have checked in or out of the facility This information is available on the provider web site2. ACS is the company under contract to the Department of Human Resources DHR to install and maintain the Time and Attendance TAS system Child Care Management Agency CMA The agency responsible for child care eligibility determination and case management Daily Receipt The receipt that is printed each time a check in or check out is done Department of Human Resources DHR The State of Alabama Department of Human Resources Exceptions Report A report showing any child who has been checked in but not checked out Frequently Asked Questions FAQ A list of commonly asked questions about the Time and Attendance TAS system PIN Personal Identification Number is the confidential 4 digit number the parent uses to record attendance through the POS device Point of Service POS The equipment used at your facility to check children in and out or to obtain certain reports Time and Attendance System TAS The name of the electronic system used to record child care time and attendance in Alabama Transaction An action by either a parent or provider that is performed on and recorded by the POS device Page 5 Alabama Provider POS Device User Manual lll Help Desks Provider Help Desk 1 866 316 5450 This number is to be used when you need to call for help with e Questions about the operation of your POS device e Technical difficulties with your equipment Parent Help Parent customer
3. field and click on the Change button The screen will now look like this EPPIC O User Profile Security Question Security Answer Confirm Security Answer What city were you born SAVE The next step is to create a security question to help you in case you forget the password Follow the steps below 3 Select a security question from the drop down menu Enter the answer in the Security Answer field and enter that same answer in the Confirm Security Answer field You must enter the answers exactly the same Page 31 Alabama Provider POS Device User Manual Click the Save button when finished When the security question has been saved the system will automatically take you to the Provider Profile screen This is your indication you have logged into the web portal successfully NOTE You will be prompted to change your password at the time of your initial login and then again every 90 days Password Change if too many failed login attempts If you attempt three 3 bad login ID s or passwords you will be locked out If this happens you will be able to create a new password as follows 1 Onthe main login menu click on the Forgot Password link underneath the blue Login button 2 Enter your 10 digit Provider ID number in the Security Question screen o Security Please enter your User ID to retrieve your security question User ID I 3 You will be
4. wide roll VeriFone Part CRM0027 Medium grade thermal paper 2 1 4 inch 57mm wide roll Providers are reimbursed for the POS paper associated with transactions completed on the POS equipment Supply reimbursement is sent by ACS on a quarterly basis through a deposit to the providers bank account indicate on the ACH Settlement Form The amount of reimbursement is based on the number of transactions completed and not on the amount of paper purchased It is very important to remember the paper used by the device is heat sensitive paper The device prints on the paper without using a ribbon XV Commonly Asked Questions What happens if the parent is not authorized to receive subsidized child care e When the card is swiped the POS device will display one of the messages shown in Section XVI Denied Messages of this manual If the parent disagrees with this message they should contact their local CMA What happens ifa specific child in a family is notincluded for subsidized child care e After the child number is entered and the ENTER key is pressed the POS device displays one of the messages shown in the Authorization Status Error Messages section of this manual If the parent disagrees with this message they should contact their local CMA What if the parent s or alternate cardholder s card is lost or stolen e If the card is lost or stolen the parent alternate cardholder should immediately call the ACS Cardholder
5. Contacts Quality Enhancement Training 1 To get to the Provider Web Portal go to www alacctas com 2 The first time you login to the TAS Provider Web Portal you will use the following information The User ID is your 10 digit provider number Affiliated Computer Services Inc A Xerox Company The Password is the 5 digit zip code of your facility 3 When you login for the very first time you will be prompted to change your password immediately Follow the steps below to set your initial password Page 30 Alabama Provider POS Device User Manual Passwords must meet these requirements e Must be at least eight 8 characters long and no more than ten 10 characters Must have at least one 1 lower case alpha Must have at least one 1 upper case alpha Must have at least one 1 number Must have at least one 1 special character Password must be changed every 90 days Password Change on Initial Login EPPIC O User Password Change 4 user Password Change Old Password New Password Confirm Password You are logged in for the first time please change your password 1 Enter your current password in the Old Password field Since this is your initial login the Old Password is still your 5 digit zip code 2 After considering the password requirements above create a new password and enter it in the New Password field Enter that same password again in the Confirm Password
6. INV PROVIDER The DAR child care Authorization shows a provider that is not recognized as an approved child care provider Contact the CMA to see why you are no longer an approved provider SWIPE IN FRST Parents must check in this child before they can check them out Contact the parent to do a previous check in for the date in question NO AUTH There is not a DAR child care Authorization for this child ren Contact the CMA NO HOURS No authorization time remaining for the week Contact the CMA if you feel this is in error Page 27 Alabama Provider POS Device User Manual XVII Error Messages PLEASE TRY AGAIN There was a mistake made when the information was entered Re enter the information NOT AVAILABLE The selection you made is not available Please enter another selection NOT ALLOWED You are not authorized to do the selected transaction Please enter another transaction OVER 7 DAYS OLD The 10 day limit for entering transactions has expired Contact the CMA DUPLICATE ENTRY You have entered the same information twice UNREADABLE CARD The POS device is unable to read the magnetic stripe on the card The parent alternate cardholder needs to report the card as damaged to the ACS Cardholder Call Center or the CMA TRANS REJECTED The action you tried to take has been rejected Check the information you have tried to enter for accuracy NO HOST RESPONSE The POS device could not receive a response from
7. 12 digit transaction number Press green Enter Trant enter key Back Main Void Transaction Wait for authorization The system displays CONNECT sens a da ING then PROCESSING followed by an approval or denial message Printing Complete lt lt Press Any Key gt gt Page 21 Alabama Provider POS Device User Manual XII Store and Forward Due to various reasons there may be times when your electricity is on but your telephone service is unavailable When this happens the parent and or alternate cardholder can still use the POS device to check children in or out The device stores the information When the telephone service is restored the device sends the information as soon as a dial tone is detected When electrical service is restored the sign in sign out log of the time and date children attended your facility can assist the parents in entering the correct attendance day and time When information has been stored your Daily Receipt report will show SAF STORED The POS device automatically attempts to dial out and send the SAF After the telephone service has been restored the transaction will forward automatically If it does not please follow the steps listed on page 23 to send all transactions stored on your POS device Once stored information is sent the Daily Report shows SAF COMPLETE If the POS device has not automatically sent the SAF transactions you may use the following steps to push through all s
8. 68 Prev Check Out Date 69711 Time 07 00 dEl Alabama Provider POS Device User Manual ACTION Parent swipes their card Parent enters 4 digit PIN and the caretaker presses the green enter key Parent presses 4 for Previous Check Out Parent keys in the date of the Previous Check Out in MM DD format Example 09 09 and the Parent presses the green enter key Parent keys in the time the child departed HH MM Example 05 30 and the Parent presses the green enter key Parent selects 1 for AM or 2 for PM Page 13 Alabama Provider POS Device User Manual Previous Check Out cont d DEVICE SCREEN ACTION SR ERLe Parent keys in child number and the Parent presses the 89 61 2611 BF Gapn green enter key Enter Child 2 Note If entering more than one child enter the next child number and press the green enter key When finished press enter again UE Wait for authorization The system displays ETE CONNECTING then PROCESSING followed by an Printing Receipt approval or denied message lt lt Press Any Key gt When a response is received and a receipt is printed the referral status of the child is shown The status is approved or denied Page 14 Alabama Provider POS Device User Manual Vill Absent Day Recording Parents or alternate cardholders are required to record any days that a child is absent for any reason They can record this information through the POS device
9. The recording of absent days must be done within 10 days of the absence The steps for completing the absent day recording are listed below DEVICE SCREEN Sat 097 08 11 12 44pm SWIPE CARD to Begin Provider Options F4 PIN Number Required Please ENTER PIN LEE E3 CX Exit Attendance Tyre 1 Check In 2 Check Out 3 Preu Check In 4 Prev Check Out S Absence Absence Date 09711 Absence 651672011 Enter Child 4 __ Absence APPROVED Printing Complete 34 Press Any Key 22 Main ACTION Parent swipes their card Parent enters 4 digit PIN and the caretaker presses the green enter key Parent presses 5 for Absence Parent keys in the date MM DD format Example 09 09 and presses the green enter key Parent keys in child number and presses the green enter key Note If entering more than one child enter the next child number and press the green enter key When finished press the green enter key again Wait for authorization The system displays CONNECT ING then PROCESSING followed by an approval or denial message Page 15 Alabama Provider POS Device User Manual IX Daily Attendance Report There is a Daily Attendance report that you can obtain from the POS device for tracking the attendance recorded for your facility This report will show the attendance statistics for each day It will allow you to choose a report for the current day or any of the previous 9 days This
10. User Manual ACTION Parent swipes their card Parent enters 4 digit PIN and presses the green enter key Parent presses 3 for Previous Check In Parent keys in the date for the Previous Check In MM DD Example 09 09 and presses the green enter key Parent keys in the time the child arrived HH MM Example 08 30 and presses the green enter key Parent selects 1 for AM or 2 for PM Page 11 Alabama Provider POS Device User Manual Previous Check In cont d DEVICE SCREEN Prev Check In 609 0472011 87 88pm Enter Child 4 Prev Check In APPROVED Printing Receipt 4 lt Press Any Key gt ACTION Parent keys in child number and the Parent presses the green enter key Note If entering more than one child enter the next child number and press the green enter key When finished press enter again Wait for authorization The system displays CONNECTING then PROCESSING followed by an approval or denied message When a response is received and a receipt is printed the referral status of the child is shown The status is approved or denied Page 12 Previous Check Out DEVICE SCREEN Sat 097 08 11 12 44pm SWIPE CARD to Begin Provider Options F4 PIN Number Required Please ENTER PIN KEEK EXI Exit Attendance Type i Check In 2 Check Out 3 Prev Check In 4 Prev Check Out 5 Absence Prev Check Out Date 89 44 Prev Check Out Date 89 14 Time 87
11. again Wait for authorization The system displays CONNECTING then PROCESSING followed by an approved or denied message When a response is received and a receipt is printed the referral status of the child is shown The status is approved or denied Page 8 Alabama Provider POS Device User Manual VI Daily Receipt Each time a daily Check In or Check Out is completed the information will be printed on the Daily Receipt An example of this receipt is shown below Training Provider Street 1 Anywhere AL 11119 Ph 144 555 1234 Tern 55555555 2715711 9 30 04am Daily Transaction Receipt For 82 15 2011 Item i 0271572011 08 28 22pm CHECK IN Child Name Firstname Lastname Member ID 123456789 Case ID 14441111 Child 84 Care Unit Full Time Care Level Preschool Hours Remaining 36 APPROVED Trant 1684 Child Name Firstname Lastname Member ID 234567890 Case ID 1444444 Child 62 Care Unit Full Time Care Level Infant Toddler Hours Remaining 36 APPROVED Trant 1002 Page 9 Alabama Provider POS Device User Manual VII Previous Check In and Previous Check Out The Previous Check In and Previous Check Out transaction is used in situations where the parent or alternate cardholder is not available to swipe their card at the time the child arrives or leaves the child care facility If a child s time and attendance was not recorded when the child arrived or left the c
12. is stored in the POS device and will be transmitted when the POS device detects a dial tone You may also send any stored transactions by using the SAF function previously described e All information stored in the POS device because there was no telephone service will remain stored until the electrical service is restored or for a maximum of 90 days What happens if do not have electricity e The POS device will not work if you do not have electricity Parents will need to use the Previous Check In and Previous Check Out transactions to enter the data when electrical service is restored The sign in sign out log of the time and date children attended your facility can assist the parents in entering the correct attendance day and time What happens if I unplug the device Will I lose any information that I have entered e No information will be lost If you have information that has been stored in the POS device because there was no telephone service you will have to make sure it is transmitted within 90 days of when the day care was provided What happens if my POS device does not work e Call the Provider Help Desk at 1 800 316 5450 What happens if the parent forgets to check a child out e Ifa child is not checked out the parent will need to perform a Previous Check Out the next time they are present Page 26 Alabama Provider POS Device User Manual How can I get more paper for my device e It is your responsibility to pu
13. prompted to enter your Security Answer in the next screen EPPIC O User Profile Security Question Security Answer Confirm Security Answer What city were you born 4 After the Security Question has been answered correctly the Change Password Screen will display Follow the same steps outlined above to change your NOTE If you have forgotten your UserID or the UserID is not working contact the Provider Helpline at the phone listed on the main Provider Web portal screen Page 32 Alabama Provider POS Device User Manual Expired Password after 90 days You will be required to change your password every 90 days as a security measure The screen below will automatically appear when you login after 90 days without a password change User Password Change New Password Confirm Password 1 Following the same password requirements enter a new password in the New Password field 2 Enter the same password in the Confirm Password field and click the Change button When the password has been saved the system will automatically take you to the Provider Profile screen This is your indication you have logged into the web portal successfully Manual Password Change You may also change your password at any time To change the password manually follow the steps below 1 Login to the web portal as normal 2 Click on the Admin tab at the top of the screen Then select the Passwo
14. report shows you the child information and the transaction type DEVICE SCREEN ACTION Sat 89 88 11 12 44pm Press F4 SH IPE CARD to Begin Provider Options F4 EREE OROS Key in your 6 digit user password 123456 Press green enter key Back Main Provider Options Press 1 for Reports 1 Reports 2 Void Transaction 3 Send SAFs 4 Case Inquiry S Device Setup Reports Press 1 for Daily Attendance i Daily Attendance 2 Exceptions Back Main Daily Attendance Report Key in the date of the attendance in MM DD format Ex Date 8544 ample 09 09 and press the green enter key Back Main Page 16 DEVICE SCREEN Daily Attendance Report APPROVED Printing Provider Receipt Daily Attendance Ret APPROVED Keep provider receipt for records lt lt Press Any Key gt gt Main Alabama Provider POS Device User Manual ACTION Wait for authorization The system displays CONNECT ING then PROCESSING followed by an approval or denial message Press any key to return to the Reports screen then press the purple Main button to return to the Main screen Page 17 Alabama Provider POS Device User Manual IX Daily Attendance Report cont d The following is an example of the Daily Attendance Report Training Provider Street 1 Anywhere AL 11119 Ph 144 555 1234 Tern 55555555 27 15711 Prov 55555555559 9 30 04am Daily Transaction Receipt For 027 1572011 Item 1 027157201
15. services are available through the ACS Cardholder Call Center at 1 866 960 6629 for persons having problems swiping their cards through the POS device activating their cards or changing their Personal Identification Number PIN Parents who have questions regarding their eligibility are referred to their local CMA Provider Web Portal www alacctas com The provider web portal gives the provider internet access and the ability to view their transaction history attendance reports and payment reports online Additional helpful links about the TAS program are available on the web portal Refer to Section XX of this manual for log in procedures and instructions Provider Help Authorizations If you have a question about the status of authorizations assigned to your facility payments or program policy questions contact the local CMA Page 6 IV Daily Check In Alabama Provider POS Device User Manual To record a child s time and attendance the parent s assigned card must be swiped through the POS device The following are the procedures for this process DEVICE SCREEN Sat 09 08711 12 44pm SWIPE CARD to Begin Provider Options F4 PIN Number Required Please ENTER PIN KEEK CXI Exit Attendance Type Check In 2 Check Out 3 Prev Check In 4 Prev Check Out S Absence Check In Enter Child 1 Check In APPROVED Printing Receipt lt lt Press Any Key gt gt ACTION Parent swipes their car
16. the main computer Please try again or check to see if your method of communication to TAS is working NO SAF TO SETTLE The system tried to complete a Store and Forward transaction but there was no information to process VOID NOT ALLOWED You tried to void a transaction that you were not allowed to void Contact the Child Care Provider Help Desk for assistance INVALID PASSWORD You put in an incorrect or invalid password Check your password and try again XVIII Communication Messages WAITING FOR LINE Your phone line is busy or out of service DIALING The POS device is dialing phone to reach the main computer LOST COMM W HOST the POS device has lost the connection with the main computer and is not receiving a response You should attempt the transaction again If the problem persists contact the Child Care Provider Help Desk Page 28 Alabama Provider POS Device User Manual XIX POS Device Error Codes The following are Error Codes that may be received 005 GENERAL DECLINE 55 INVALID PIN 75 PIN TRIES EXCEEDED D6 NOT A CHILD CARE CARD A4 CARD NOT ACTIVE DA NO AUTH FOR PERSON NUMBER DO PROVIDER RECORD NOT FOUND B4 PROVIDER DIFFERS FROM AUTH RECORD DD MUST SWIPE IN BEFORE SWIPE OUT If you have any questions about what to do when these codes are received contact the Child Care Provider Help Desk Page 29 Alabama Provider POS Device User Manual XX Provider Web Portal AL TAS Pr
17. www alacctas com You are able to void an incorrect transaction which allows the DHR parent to re enter the transaction with the correct information The POS device the standard 8 ft power cord a 6 ft telephone or Ethernet cable and splitters are made available to providers at no cost Additional customization such as longer cords or installing telephone jacks is the provider s responsibility Replacement and repair of the POS device is the responsibility of ACS or its agents unless the need for replacement or repair is due to theft destruction of the device or negligent handling In these instances you are financially responsible for the cost of the repair or replacement of the equipment You are provided with two rolls of heat sensitive thermal paper for the device when it is installed After that time you are responsible for purchasing replacement paper ACS will reimburse the provider quarterly for paper used through the ACH settlement process Supply reimbursement is sent by ACS on a quarterly basis through an ACH deposit to the provider s bank account indicated on the ACH Settlement Form The amount of reimbursement is based on the number of TAS transactions and not on the amount of paper purchased Page 4 Alabama Provider POS Device User Manual Il Glossary The following is a list of some of the terms and abbreviations you will use in this Operations Manual ACH Automated Clearing House ACS State and Local Solutions
18. 1 88 28 22pm CHECK IN Child Name Firstname Lastname Member ID 123456789 Case 1D 4444444 Child 64 Care Unit Full Time Care Level Preschool Hours Remaining 38 APPROVED Trant 1684 Firstname Lastname Member ID 234567890 Case ID 1441144 Child 62 Full Tine Infant Toddler Care Level Infant Toddler Hours Remaining 36 APPROVED Trant 16062 0271572011 06 28 22pm CHECK OUT Child Name Firstname Lastname Member ID 934567898 Case ID 222222222 Child 62 Care Unit Full Time Care Level Infant Toddler Hours Remaining 15 APPROVED Tran 1003 62 15 2611 Gi CHECK OUT Child Name Firstname Lastname Member ID 909090909 Case ID 333333333 Child 02 Care Unit Preschool Hours Remaining 12 Denied Trant 1664 Reason No Check In Page 18 Alabama Provider POS Device User Manual X Exceptions Report The Exception Report allows you to review daily to see if any children were checked in at your facility the previous day but were not checked out unmatched transactions Should your report list any children with unmatched transactions the parent or their alternate cardholder will need to perform a Previous Check Out Transaction the next time they are in your facility It is important to remember that the Previous Check Out must be completed by the parent alternate cardholder within 10 days current day and previous 9 days of the day the child was not checked out To review t
19. 2 Child 84 CHECK IN 09 38am Trant 1616 Child Name Firstname Lastname Member ID 345678901 Case ID 333333 Child 041 CHECK IN 09 38am Trant 1162 Page 20 Alabama Provider POS Device User Manual XI Void Transaction The Void transaction may be used to cancel a transaction that was entered in error It requires that you have the transaction number which appears on your daily receipt and can be found using the provider web portal After the transaction is cancelled the parent should re enter the correct information If the error is discovered at the original time of entry the correct information may be entered using the appropriate DAILY CHECK IN or DAILY CHECK OUT transactions If the error is discovered later than the original time of entry but within 10 days current day and previous 9 days of the original date the information was entered in error the correct information may be entered using the appropriate PREVIOUS CHECK IN or PREVIOUS CHECK OUT transactions If the error discovered is outside the 10 day period please contact the CMA for assistance DEVICE SCREEN ACTION Sat 09 08 11 12 44pm Press F4 SWIPE CARD to Begin Provider Options F4 Prev taer inet tons Key in your 6 digit user password 123456 Press green enter key Back Main Provider Options Press 2 for Void Transaction i Rerorts 2 Void Transaction 3 Send SAFS 4 Case Inquiry S Device Setup Void Transaction Key in up to
20. Alabama Provider POS Device User Manual Where to call for POS device troubleshooting 1 866 316 5450 Alabama A ACS A Xerox Company Alabama Provider POS Device User Manual Contents I General Information coooooooonncnnnonononanonononanannnncccccnconano nos 4 MEAE T E 5 II Help Desks ssccccssssssscscccsccscssssecsscsscsssseesecsscssssessssscness 6 Provider Help DR ti iia 6 Parent Help essaieront nn ne EET EE EE 6 Provider Web POr 6 Provider Help AUTORES isa 6 IV Daily Check In esesesesssosssssessssssssssssssossssssesosesosesosssssssssses 7 V Daily Check Out concncncnononononononanacacinanacicncccncnonocacncconononononos 8 VI Daily Receipt ccccsssscscccccsscscssscsccsccscssccesescsscsssseeseees 9 VII Previous Check In and Previous Check Out 0000 10 VIII Absent Day Recording ccccsssssssssssrscssscscssereseesees 15 IX Daily Attendance Report cccsccssscccccsscsscssssscsssssssese 16 A 19 XI Void Transaction ccccccsccscccccsscscsscsccscssessssecsscssosessees 21 XII Store and Forward ccccccscssssscecsscscssscsscsscsssssessssssees 22 XIII Case Inquiry sccccccscsscscssscsccsccsssscesecsssscsssseescsssoscssees 24 XIV Supplics sccccccscssccscssccscsscssssccescsccscssssecsscsscsssssssesssosees 25 XV Commonly Asked Questions cccscscsssssssscscscsessceeee 25 XVI Denied Messages
21. Call Center at 1 800 960 6629 and ask for a replacement The parent alternate cardholder also may contact the CMA for assistance A replacement card will be mailed to the parent s home address Replacement cards for the alternate cardholder will also be mailed to the parent s home address Page 25 Alabama Provider POS Device User Manual If the parent does not have their card with them can they still check a child in or out e No you must wait until the parent alternate cardholder bring their card and use the PREVIOUS CHECK IN or PREVIOUS CHECK OUT procedures Instructions for each process appear in the previous sections of this Operations Manual If the parent has their card with them but it is damaged and the device cannot read the magnetic stripe on the back can they still check a child in or out e No Ifthe card is damaged parent alternate cardholder should immediately contact the Parent Helpline at 1 800 960 6629 and ask for a replacement card The parent alternate cardholder may also contact the CMA for assistance A replacement card will be mailed to the parent s home address How does the POS device work e The POS device sends and receives information over phone lines or the internet to the TAS computer network Once the connection is made the process takes approximately 20 seconds What happens if my telephone line is out of service but I have electricity e Parents can still check children in and out The information
22. d Parent enters 4 digit PIN and presses the green enter key Parent presses 1 for Check In Parent keys in child number and presses the green enter key Note If entering more than one child enter the next child number and press the green enter key When finished press the green enter key again Wait for authorization The system displays CONNECTING then PROCESSING followed by an approved or denied message When a response is received and a receipt is printed the referral status of the child is shown The status is approved or denied Page 7 Alabama Provider POS Device User Manual V Daily Check Out When a child leaves the facility for the day the parent must swipe their assigned card through the POS device The following are the procedures for this process DEVICE SCREEN Sat 09 08711 12 44pm SWIPE CARD to Begin Provider Options F4 PIN Number Required Please ENTER PIN Attendance Type 1 Check In 2 Check Out 3 Prev Check In 4 Prev Check Out S Absence Check Out Enter Child 1 Check Out APPROVED Printing Receipt 4 lt Press Any Key t ACTION Parent swipes their card Parent enters 4 digit PIN and presses the green enter key Parent presses 2 for Check Out Parent keys in child number and presses the green enter key Note If entering more than one child enter the next child number and press the green enter key When finished press the green enter key
23. he Exceptions Report each day use the following steps DEVICE SCREEN ACTION Sat 09708711 12 44pm Press F4 SWIPE CARD to Begin Provider Options F4 Provider Oet ions Key in your 6 digit user password 123456 Press green enter key Back Main Provider Options Press 1 for Reports 1 Reports 2 Void Transaction 3 Send SAFS 4 Case Inquiry S Device Setup Back Main Reports Press 2 for Exceptions i Daily Attendance 2 Exceptions Back Main Except ions Report Key in the previous date MM DD Example 09 09 and Date 09 11 press the green enter key Back Main Page 19 Alabama Provider POS Device User Manual X Exceptions Report cont d DEVICE SCREEN ACTION an Wait for authorization The system displays CONNECT Pa ING then PROCESSING followed by an approval or Printing Provider Receipts denial message S E Press any key to return to the Reports screen then press the purple Main button to return to the main screen Keep provider receipt for records 44 Press Any Key gt gt The following is an example of the Exceptions Report Training Provider Street 1 Anywhere AL 11119 Ph 144 555 1234 Tern 55555555 2 15 14 Prov 5555 9 30 04am Exceptions Report For 0271572611 Child Name Firstname Lastname Member ID 123456789 Case ID 4444444 Child 64 CHECK IN 08 61am Trant 1664 Child Name Firstname Lastname Member ID 234567896 Case ID 222222
24. hild care facility it may be entered up to ten days the current day and the previous 9 days after the date of attendance Examples of when this transaction must be used are e The parent or authorized representative has forgotten to bring their card on the day the child was in care e The child is picked up by a bus and transported to the child care facility and a parent or authorized representative is not available to swipe the card through the device e The child comes to the child care facility after school and a parent or authorized representative is not available to swipe the card through the POS device In each of the above examples the parent or alternate cardholder must use the Previous Check In or Previous Check Out transaction the next time they are at the facility Previous Check Ins and Check Outs must be completed within 10 days of the missed swipes The 10 day allowance is the current day and the previous 9 days The steps for the Previous Check In and Previous Check Out transactions are Page 10 Previous Check In DEVICE SCREEN Sat 09 08711 12 44pm SHIPE CARD to Begin Provider Options F4 PIN Number Required Please ENTERPIN LEE EJ Ex Exit Attendance Type i Check In 2 Check Out 3 Prev Check In 4 Prev Check Out S Absence Prev Check In Date 89 11 Prev Check In Date 99714 Time 68 36 Prev Check In Date 89714 Time 68 36 1 AM 2 PM Alabama Provider POS Device
25. ization you want to view DEVICE SCREEN Sat 097 08 11 12 44pm SWIPE CARD to Begin Provider Options F4 Provider Options Back Main Provider Options i Reports 2 Void Transaction 3 Send SAFS 4 Case Inquiry S Device Setup Case Inquiry Enter Case ID Case Inquiry APPROVED Printing PROVIDER Receipt Case Inquiry APPROVED Keep Provider Receipt for records lt lt Press Any Key gt gt Page 24 ACTION Press F4 Key in your 6 digit user password 123456 Press green enter key Press 4 for Case Inquiry Key in the 10 digit Case Number Press green enter key Wait for authorization The system displays CONNECTING then PROCESSING followed by an approval or denial message Press any key to return to the provider options screen then press the purple Main button to return to the main screen Alabama Provider POS Device User Manual XIV Supplies The only supplies you need to purchase for your equipment is replacement paper for the printer At the time of installation you are provided with two rolls of paper and with names of reputable suppliers of this paper You may purchase additional paper at any office supply store Replacement thermal paper for either the VeriFone Vx 510 or the Verifone VX570 is 2 inches wide and 85 feet long The VeriFone devices can use either of the following types of paper VeriFone Part CRM0039 High grade thermal paper 2 1 4 inch 57mm
26. ovider Web Portal Quick Login Guide The following pages contain a quick login guide designed to allow easy access to the Alabama TAS Provider Web Portal Users may wish to copy these pages and keep them near their computer for quick reference The Provider Web Portal is very easy to use This web portal allows you to view information about your facility authorizations transactions payments and daily attendance reports After you log in you can find a Provider Web Portal User Manual to assist you with using the screens and features in the web portal You may print out this manual if necessary or simply view it online Welcome to the Alabama Time and Attendance System Alabama The Alabama Child Care Time and Attendance System TAS Provider Web Portal gives child care providers the ability to view authorization attendance and payment information for authorized children online Provider Web Portal Helpful Information User ID Password State Staff Login a gt Forgot Password Provider Help Line 1 866 316 5450 Provider Reimbursement Rates Reimbursement Calendar Provider Error Correction Form e POS Quick Reference Guide POS Agreement POS Banking Form Provider Web Portal User Manual Frequently Asked Questions Helpful Links Child Care Management Agency CMA Contacts e Child Care Licensing Child Care Quality Enhancement Quality Enhancement Agency
27. rchase the replacement paper You can purchase the replacement paper for your equipment from any office supply store See section XIV of this document for the paper specifications How do get paid if a Parent doesn t check in or out for a couple of days and then doesn t return e This is a good example of the importance of requiring your parents to check in and out every day Contact your local CMA to discuss the situation Can I keep my Parent s card so they don t forget it e No Possession or use of a Parent s card is strictly prohibited For child X only got paid for X days but should have gotten paid for Y days e Call the Provider Help Desk 1 800 316 5450 The Helpdesk will determine if you will need to call your local CMA Exception report is showing unmatched transactions that should have matches e Call the Provider Help Desk 1 800 316 5450 No payment received e Call the Provider Help Desk 1 800 316 5450 What should do if am receiving SAF messages on the POS device e If information is stored in the POS device because there was no telephone service you should transmit the information within 90 days of day when the care was provided see Section XII XVI Denied Messages DIFF PROVIDER You are not the provider shown on the DAR child care Authorization Contact the CMA INV AUTH DATE You are trying to check a child ren in before the date DHR has Authorized for subsidized child care Contact the CMA
28. rd Change submenu m Q Log out Reports Admin l Password Change User Profile Page 33 Alabama Provider POS Device User Manual 3 The User Password Change screen will display Enter the old password Enter a new password Then enter the same password again to confirm it Click the Change button A _ Reports Admin USER INFO o User Password Change User Password Change Old Password a New Password Confirm Password 4 The screen will then prompt you to answer a security question Follow the same instructions as above Select a security question from the drop down menu and enter the security answer Click Save to complete the password change EPPIC User Profile Security Question Security Answer Confirm Security Answer What city were you born SAVE When the security question has been completely saved the system will automatically take you to the Provider Profile screen This is your indication you have logged into the web portal successfully Page 34 Alabama Provider POS Device User Manual Notes Page 35 Where to call for POS device troubleshooting 1 866 316 5450 Alabama Macs A Xerox D Company ALECC POSMNL 06 11
29. tored transactions Please note that if you are currently using any form of calling features such as call waiting or voice mail on your telephone the messages must be cleared in order for your POS device to work The POS device must have a clear dial tone in order to dial out If the POS device displays SAF s because of this problem use the steps listed on page 23 to send all transactions stored on your device Page 22 DEVICE SCREEN Sat 097 08 11 12 44pm SWIPE CARD to Begin Provider Options F4 Provider Options User Pud Back Main Provider Options 1 Reports 2 Void Transaction 3 Send SAFS 4 Case Inquiry S Device Setup Send SAFS Successful Printing Complete lt lt Press Any Key gt Alabama Provider POS Device User Manual ACTION Press F4 Key in your 6 digit user password 123456 Press green enter key Press 3 for Send SAF s Wait for authorization The system displays CONNECT ING then PROCESSING followed by a successful or failed message A receipt will print for each approved or denied transaction that was stored in the device and forwarded to be processed Page 23 Alabama Provider POS Device User Manual XIII Case Inquiry The case inquiry report allows you to view the Authorizations for child ren authorized to be in your care This report will give you the beginning dates of the Authorizations You will need the case number associated with the child ren author
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