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POS Device User Manual

1. Overview The Colorado Department of Human Services CDHS and Xerox State amp Local Solutions Inc Xerox are proud to be able to make Point of Service POS devices available to child care providers and clients who are participating in the Colorado Child Care Assistance Program CCCAP This is the automated system CDHS uses to record the time and attendance for children who are receiving State subsidy funds for child care The equipment is referred to as a Point of Service device or by the POS device throughout this manual Clients who bring children to a CCCAP authorized child care facility must use the POS device and their Child Care Assistance Program CCAP Card to enter time and attendance information This system records time and attendance so the appropriate provider payment is calculated Child care providers must enforce this automated collection of attendance and ensure clients use the POS device every time child care services are provided The only way child care provider payments are calculated is by using the attendance data collected through the POS device Providers may never possess a clients CCAP Card No CCAP Cards may be left onsite at a provider s location Providers found with CCAP Cards will no longer be able to provide CCCAP child care The client is required to check his her child ren in and out of care every day using the POS device issued to the child care facility Clients may also record t
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3. f you receive an error message vvhen printing the Attendance or Exceptions Report the reprint vvill give you that error message f this occurs request the report again The screens you will see as you reprint the last report are displayed below VVhen the last report is reprinted it will say DUPLICATE POS Device Screen Action Sat 86 16 4412 12 44pm SWIPE CARD to Begin Press F4 to access the Provider Options menu Provider Options F4 Key in the 6 digit provider password which is 123456 Press the green enter key Back Main Provider Options 1 Reports 2 Void Tran Number 3 Send SAF Press 4 for Reprint 4 Reprint S Terninal Setup Back Main Reprint i Attendance Receipt 2 Last Report Press 2 for Last Report Back Main Reprint i frbtendance Receipt 2 Last Report Press the purple button under the word Main to return to the main menu Back Main Page 40 Version 2 0 cdhs Provider POS Device User Manual 8 2 Attendance Report Attendance Report The Attendance Report vvill shovv all approved svvipes for a specific care date or range of care dates regardless of when the svvipes occurred The Attendance Report will also highlight children who were checked in but were not checked out and children where there is not a Check Out recorded for every Check In You may review the Attendance Report to verify all children were checked in and checked out To correct missing attendance you must in
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5. 6 business days to receive a replacement card A replace ment card will be mailed to the client s home address The client does not need to PIN the replacement card Can the child be checked in or out on the POS device if the client does not have his her card with him her No the client must wait until he she brings his her card and uses the PREVIOUS CHECK IN or PREVIOUS CHECK OUT function Instructions for each process appear in the previous sections of this Manual What happens if a client forgets to check a child out The client must perform a Previous Check Out within ten 10 days day of care plus nine 9 previous days from the date child care was provided if a child is not checked out If the client has his her card with him her but it is damaged and the POS device cannot read the magnetic stripe on the back can the child still be checked in or out No the card must be swiped in order to record attendance If the clients card is damaged he she must contact the local County Department of Social Human Services to have a replacement card issued A replacement card will be mailed to the client s home address How does the POS device work s The POS device contains a modem and it sends and receives information over a land based telephone line Once the telephone connection is made the process takes approximately five 5 seconds to complete Please call the Xerox Provider Helpdesk when setting up your POS device if your p
6. Ph 999 999 9999 Child 1 DOB 88 81 2001 APPROVET Trant 1234512345311 Version 2 0 Page 19 Provider POS Device User Manual cdhs 5 3 Previous Check In and Previous Check Out Overview The child s attendance must be entered during the missed swipe period if attendance was not recorded when the child arrived at the child care facility The missed swipe period is a 10 day period including the date of care plus the nine 9 following calendar days Two transactions are required for each day to record previous attendance a Previous Check n and a Previous Check Out Ifa Check In was captured but a Check Out was not performed then only a Previous Check Out is needed A Previous Check In and Previous Check Out require entering both the date and time care was provided Examples of when a Previous Check In and or a Previous Check Out are used is below Scenario 1 e The child arrives at child care directly from school Later that day when the client picks up the child the client will perform both a Previous Check In and a Check Out to record that day s attendance Scenario 2 e The child is dropped off by a person who does not have a CCAP Card and cannot perform a Check In transaction The client must perform a Previous Check In when picking up the child After the Previous Check In is performed the client performs a Check Out to indicate the child is leaving care for the day Scenario 3 The child i
7. This section documents the various types of assistance available such as B Child Care Assistance Program for Providers E Xerox Provider Helpdesk Assistance B Client CCAP Card Assistance 2 1 Child Care Assistance Program for Providers Program Assistance for Providers Please contact the County Department of Social Human Services for policies and procedures regarding the Child Care Assistance Program CCAP Please refer to your fiscal agreement for specific program requirements 2 2 Xerox Provider Helpdesk Assistance Xerox Provider Helpdesk Xerox is responsible for answering questions about the POS device or replacing the POS device if it is not working The Xerox Provider Helpdesk is answered by an automated response unit 24 hours a day 7 days a week Customer Service agents are available from 7 00 a m to 7 00 p m Mountain Time to assist with problems with the POS device The Customer Service agents will perform troubleshooting with you over the telephone In some cases the problem is resolved through this troubleshooting In other instances the POS device may need to be replaced If a provider receives a replacement device the provider must notify the county to avoid potential billing issues Please call the Xerox Provider Helpdesk when setting up your POS device if your phone line requires you to dial a prefix for an outgoing call e g dial an 8 or 9 or if your phone has call waiting The Customer Service agent v
8. You should include all cords silver telephone cord and power cord with the return shipment There is NO cost to you for returning the non functioning POS device Please schedule the pickup for the non functioning POS device within two business days The non functioning POS device will be returned to the address pre printed on the return label Version 2 0 Page 59 Provider POS Device User Manual cdhs 11 0 Paper Supplies Overview The only supply you need to purchase for your POS device is thermal paper for the printer Thermal paper may be purchased online from a wide range of sources or may be purchased at any local office supply store Be sure to check several websites as prices may vary if ordering online One paper roll will average 250 transactions It is important to remember the paper used by the POS device is thermal paper and no other paper type will work with the POS device The POS device prints on the paper without using an ink ribbon so paper should be stored in a cool dry location prior to use and after use for record keeping purposes Paper specifications are as follows Paper for a Verifone Vx510LE Thermal single ply 2 25 inches x 85 feet e Typically comes in quantities of 12 25 or 50 rolls Page 60 Version 2 0 cdhs 11 1 Replacing the Paper Roll Provider POS Device User Manual Replacing the Paper Roll Replacing the paper is quick and easy It is important to remember your
9. 1 for Attendance Receipt Back Main Attendance Receipt 66 16 12 17 Items Leave Start Item blank press the green enter Start Item Blank First key Back Main Attendance Receipt 66 16 12 17 Items ears Leave End Item blank press the green enter End Item key Blank Last Back Main Reprint Press the purple button under the word Main to return to the main menu Back Main Version 2 0 Page 35 Provider POS Device User Manual cdhs Asample reprinted Daily Attendance Receipt is below The reprinted receipt will indicate where the reprint starts and where the reprint ends Training Provider 123 Any Street Term 1222 101 Cai 198 n B DS 61 2661 BG 16 OUT Be Firstname L 1 SS 4567598 DOB S612661 VOID APPROVED Page 36 Version 2 0 cdhs Provider POS Device User Manual 8 1 1 2 Reprinting a Range of Attendance Transactions Reprinting a Range of Transactions You may print a specified range of transactions from the Daily Attendance Receipt by keying in the starting item number and keying in the last item number to print For example if you want to reprint Items 8 through 10 you would enter the starting range as 8 and the ending range as 10 The reprint will then only show transactions 8 9 and 10 You may use this feature to print a specified range of transactions if the printer runs out of paper or if the paper gets jammed
10. ISO Error Error Description Lost connection tele phone carrier dropped after successfully connecting No ENQ character i e start transmit signal character after connection No response data transmitted but no response received Packet transmission error LRC or framing error maximum NAK receive count reached Packet Receive Error LRC or framing error maximum NAK send count reached Host sent graceful disconnect character EOT and terminated the call but the POS wasn t expecting it unexpected EOT Send I O failure internal COMM port buffer error POS Device Display Connection Lost No ENQ From Host No Host Response Packet TX Error Packet RX Error Unexpected Host EOT Send I O Failure Action to Take All Actions are preformed by the Provider Retry the transaction Call the telephone company if unresolved Retry the transaction Call the Xerox Provider Helpdesk at 1 877 779 1932 if unresolved Retry the transaction Call the Xerox Provider Helpdesk at 1 877 779 1932 if unresolved Retry the transaction Call the Xerox Provider Helpdesk at 1 877 779 1932 if unresolved Retry the transaction Call the Xerox Provider Helpdesk at 1 877 779 1932 if unresolved Retry the transaction Call the Xerox Provider Helpdesk at 1 877 779 1932 if unresolved Retry the transaction Call the Xerox Provider Helpdesk at 1 877 779 1932 if un
11. Screen Action Sat 06 16712 12 44pm ISHIPE CARD to Begin Client swipes his her CCAP card Provider Options F4 PIN Number Required Client enters 4 digit PIN and presses the green 5555 enter key ESS Essie Attendance Type i Check In 2 Check Out 3 Pret Cheek In Client presses 1 for Check In 4 Prev Check Out Client enters in the child number and presses Check In the green enter key Enter Child Note If entering more than one child enter the next child number and press the green enter key When finished press enter again Page 16 Version 2 0 cdhs Daily Check In cont d POS Device Screen Check In APPROVED Printing Complete lt lt Press Any Key gt gt Provider POS Device User Manual Wait for authorization The POS device displays Dialing Primary Waiting for Answer Connecting Connected Sending Receiving followed by an approved or denied message The eligibility status of the child is displayed when a response is received and a receipt is printed The status may be approved denied or pending A sample daily Check In receipt is below Training Pr oou ider 123 Ary Street Term 1 2223 4504 12 Prou Lesa 1 66 sipr Daila Attendance Receipt For BG zi iz Item i BG 16 12 1 44 3 om Firstname L 1234567898 PT 415 80 APPROVED The receipt is the provider s verification of the child s atten dance an
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13. stored information in the POS device What happens if my POS device does not work e Call the Xerox Provider Helpdesk immediately at 1 877 779 1932 for as sistance Do not attempt to repair the POS device If you need a new POS device the Xerox Provider Helpdesk Customer Service agent will make arrangements to have a replacement POS device mailed to you How can 1 get more thermal paper for my POS device You may purchase the replacement paper online or from a local office supply store The specific type and size of paper to order is shown in Section 11 What if I have a question about my payment Contact your local County Department of Social Human Services for all pay ment questions How do 1 get paid if a client doesn t Check In or Check Out for a couple of days and then doesn t return to my child care facility gt Report this problem to your local County Department of Social Human Services You may submit a manual claim for adjustment based on the manual attendance sheet you use in your facility to show the child was in your care County pay ment policies dictate if providers will be paid for manual claims Only the county has the ability to adjust payments Remember it is the provider s responsibility to ensure that clients record attendance on a daily basis and you may not receive payment for care not recorded through the POS device It is best practice to not go beyond one day of care provided before all Previous Che
14. the non functioning POS device to Xerox for repairs using the pre paid pre addressed label enclosed with the new POS device upon receipt of your replacement POS device or you will be required to pay for the POS device There is no cost to you to return the damaged POS device It is important to return the damaged POS device immediately Instructions on how to return a POS device to Xerox are documented in Section 10 2 Page 58 Version 2 0 cdhs Provider POS Device User Manual 10 1 POS Device Replacements POS Device Replacements If the Xerox Customer Service agent requests a replacement POS device for you it will arrive in 6 to 8 days During this time attendance should be recorded manually using a paper attendance log Follow the Installation instructions in Section 4 0 to install the POS device when the replacement POS device arrives Ask all clients to record the attendance captured on the paper attendance log into the replacement POS device using Previous Check In and Previous Check Out The transactions must be entered promptly so attendance data can be used to calculate your payment 10 2 Returning a POS Device to Xerox Returning a POS Device A pre addressed pre paid return label is included in the box with the replacement POS device for you to ship the non functioning POS device back to Xerox Instructions on how to call FedEx and schedule a pickup from your location are attached to the Federal Express return label
15. CTIVE Provider POS Device User Manual Description Authorization is pending Provider Differs Attendance is not allowed CCAP card is not active The case associated with the CCAP card is not eligible to receive child care The swipe was successful The swipe was successful but one or more errors occurred with the child ren s attendance The swipe was denied due to tech nical or communica tion issues Action Taken by Client or Provider Client Action to Take Attendance cannot be recorded Con tact the County De partment of Social Human Services Contact the County Department of Social Human Services Attendance cannot be recorded until the CCAP Card is activated PIN the card or contact the County Department of Social Human Services Attendance cannot be recorded Con tact the County De partment of Social Human Services No action needed as attendance was recorded successfully Determine error and re enter attendance for the child children with a denial message Retry the transaction IVD CARD The CCAP Card is Client Use an active valid NUMBER not valid CCAP Card Version 2 0 Page 51 Provider POS Device User Manual Response Error Code Description RE ENTER TRAN CARD NOT ACTIVE IVD PIN RETRY PIN TRIES EXCEEDED KEY SYNCH ERROR RETRY HOST DB ERROR RETRY 56 CARD NOT FOUND Page 52 Description Transacti
16. Colorado Provider POS Device User Manual dhs Colorado Department of Human Services Provider POS Device User Manual Provider POS Device User Manual Table of Section Contents 1 0 General Information 2 0 Getting Assistance 2 1 Child Care Assistance Program for Providers Xerox Provider Helpdesk Assistance 2 2 1 Updating Your Address on the Daily Attendance Receipt 2 3 Client CCAP Card Assistance Only Performed by Client 3 0 Features of the POS Device 8 3 1 Swiping CCAP Cards 9 4 0 POS Device Installation 4 1 POS Device Communication Test 5 0 Using the POS Device to Record 15 Attendance 5 1 Daily Check In 5 2 Daily Check Out 5 3 Previous Check In and Previous 20 Check Out 5 3 1 Previous Check In 5 3 2 Previous Check Out 6 0 Correcting Attendance Errors 6 1 Vod Transaction 7 0 Capturing Attendance VVithout 29 Phone Line Connectivity 7 1 Store and Forward SAF 30 Transactions 8 0 Receipts and Reports 8 1 Daily Attendance Receipt 8 1 1 Reprinting Attendance 34 Receipts 8 1 1 1 Reprinting an Entire Daily 34 Attendance Receipt Version 2 0 Provider POS Device User Manual cdhs Table of 8 1 1 2 Reprinting a Range 37 Contents of Attendance Transactions 8 1 1 3 Reprinting the Last 40 Report 9 2 1 Check In First Denial 53 Receipt 9 2 2 Check Out First Denial 54 Receipt 9 2 3 No Auth for Person 55 Denial Receipt 9 2 4 Void Denial Receipt 9 3 POS Device Technical System 56 Error Mes
17. D NVALID CARD NVALID PERSON NUMBER NO AUTH FOR PERSON UNAUTHOR ZED PROVIDER CHECK IN FIRST ALREADY VOIDED N m Version 2 0 Provider POS Device User Manual Action Taken by Description The POS device sending the request is not identifiable The transaction number cannot be identified or does not exist You may have entered an incorrect transaction number The card used is not a valid CCAP Card The child number entered does not exist on the case No Authorization is found for the child The provider is not authorized to accept attendance Caused by a Check Out without a matching Check In The transaction being voided has al ready been voided Action to Take Attendance can not be recorded Contact the Xerox Provider Helpline Try the transaction again using the correct transaction number Attendance cannot be recorded with the card used Use a valid CCAP Card Verify the child number and retry Attendance cannot be recorded Retry the transaction if you receive the error again contact the County Depart ment of Social Hu man Services Attendance can not be recorded Contact the County Department of Social Human Services Client must Check In the child first Use Previous Check In feature Verify transaction item and retry Page 49 Provider POS Device User Manual Response Error Code E3 TERM NOT LOGGED ON E4 AUTH
18. Example The printer runs out of paper or the paper gets jammed on transaction 12 You fix this by entering the Start T as 12 and would not enter anything for the End Item 27 This will reprint transactions 12 and continue to print all other recorded transactions after 12 You may only reprint the Daily Attendance Receipt for the current date The screens you will see as you reprint a range of attendance transactions are displayed below Version 2 0 Page 37 Provider POS Device User Manual POS Device Screen Sat 86 16 12 12 44pm SWIPE CARD to Begin Provider Options F4 Provider Options User Pud Back Main Provider Options i Reports 2 Void Tran Number 3 Send SAF 4 Reprint S Terminal Setup Back Main Reprint 1 Attendance Receipt 2 Last Report Back Main Attendance Receipt 66 16 12 17 Itens Start Item Blank First Back Main Attendance Receipt 66 16 12 17 Items Start Item End Item Blank Last Back Main Reprint 1 Attendance Receipt 2 Last Report Back Main Page 38 cdhs Reprinting a Range of Transactions Action Press F4 to access the Provider Options menu Key in the 6 digit provider password which is 123456 Press the green enter key Press 4 for Reprint Press 1 for Attendance Receipt Key in the Start Item and press the green enter key Key in the End Item and press the green enter key Press the purple button under th
19. HA KEY PROGRAMMABLE FUNCTION KEYS TELEPHONE STYLE ___ KEYPAD ENTER KEY GREEN RED CANCEL KEY BACKSPACE CLEAR KEY YELLOW SMART CARD READER Figure 1 V 5xx V 610 Terminal Features Front Panel The front panel includes the following features e A terminal display backlit LCD screen Five types of keys A 12 key telephone style keypad Four ATM style function keys labeled F1 to F4 to the right of the LCD screen Four unlabeled programmable function keys above the keypad Three color coded function keys belovv the YELLOW keypad icons at right from left to right CANCEL BACKSPACE CLEAR ENTER GREEN e AnALPHA key centered at the top of the keypad A magnetic card reader built into the right side The icon at right shows the proper swipe direction with the stripe down and facing inward toward the keypad A green indicator LED indicates power is ON An internal thermal printer Page 8 Version 2 0 cdhs Provider POS Device User Manual 3 1 Swiping CCAP Cards Swiping CCAP Cards To swipe CCAP Cards through the POS device the client will slide the card through the card reader located on the right hand side of the POS device The magnetic stripe on the card should be down and facing the POS device The client will receive two CCAP Cards which must be used 7 to check his her children into and out of child care The client determines who receives the second ca
20. PENDING FOR PROV E5 AUTH PENDING NO PROV E6 CASE NOT FOUND TOO MANY CASES AUTH NOT FOUND Description Description POS device not signed on Authorization is pending for the provider Authorization is pending and the provider is not active Cannot find a case based on the card number entered The case associated with the CCAP Card cannot be found Found multiple cases for the card number Only one case should be found An authorization schedule or autho rized hours do not exist Action Taken by cdhs Action to Take The POS device has been deactivat ed and cannot be used Contact the County Department of Social Human Services for deacti vation reason Attendance is not approved and may not be paid Contact the County Department of Social Human Services Attendance cannot be recorded Con tact the County De partment of Social Human Services Attendance can not be recorded Contact the County Department of Social Human Services Attendance cannot be recorded Con tact the County De partment of Social Human Services The authorization cannot be found or there are no sched uled hours for the day of care Contact the County Depart ment of Social Hu man Services Version 2 0 cdhs Response Error Code Description AUTH PENDING PROV D FF ALL DAYS USED CARD NOT ACTIVE SUCCESS APPROVAL APPROVED DENY RETRY A6 CASE NOT A
21. POS device will not work if it runs out of paper Version 2 0 Page 61 Provider POS Device User Manual cdhs Replacing the Paper Roll Step 1 Press the release button located on the right side of the POS device near where the paper comes out This will unlock the paper cover You will see a white paper roll symbol Press the release down as displayed in the diagram above 2 Push the paper cover back so it stands upright Remove the empty paper roll core from the printer and discard 4 Insert a new roll of paper with the tail of the paper facing you and the paper coming out from underneath the roll 5 Extend the end of the paper so it will stick out beyond the serrated metal edge that is the paper cutter 6 Close the paper cover so it snaps shut Tear off any excess paper Page 62 Version 2 0 cdhs Provider POS Device User Manual 12 0 Troubleshooting Tips Overview You may use the tips below to help determine why the POS device is not working properly s Ensure the POS device has power and the window displays information Unplug the POS device and plug it back in allowing the POS device to reset Check that the silver telephone cord is connected from the POS device to the telephone jack Replace the silver telephone cable if needed Does the telephone jack have a dial tone This can be tested by plugging a phone into the telephone jack and checking for a dial tone Contact the telephone company if the telepho
22. a longer telephone cord if you are placing the POS device a distance away from the power and telephone source Remove the POS Device Installation Diagram from the box it is also displayed on page 10 Acopy of the POS Device Installation Diagram may also be found in Appendix A of this manual Connect the two parts of the black power pack together Insert the power pack black cord into the POS device and a three pronged electrical outlet Insert the silver telephone cord into a telephone jack If the telephone line is shared with a telephone or other device such as a FAX machine use the dual jack splitter Insert the dual jack splitter into the wall jack and then plug the cord for the telephone or other device into one side and plug the cord to the POS device into the other side This allows both the other device and the POS device to use the same telephone line Perform the POS device communication test using the instructions provided in Section 4 1 If the communication test fails check to be sure the POS device has power and is plugged into the telephone jack A common reason the communication test fails is that the POS device needs to dial a prefix such as an 8 or 9 Dialing a prefix for an outgoing call If you must dial a prefix for an outgoing call e g dial an 8 or 9 please call the Xerox Provider Helpdesk at 1 877 779 1932 The Customer Service agent will help you configure the POS device so it will automatically dial the p
23. always have the option to make copies of the QRG for Clients PROVIDERS There is also a Quick Reference Guide for Providers Your QRG contains the steps on how to Print an Attendance Report Print an Exceptions Report Submit store and forward transactions Void a transaction A copy of the Quick Reference Guide for Providers is contained in Appendix C This is included so you have the option to make copies of your QRG if needed You should keep your QRG in a secure location because these transactions should only be performed by you or your authorized staff Clients may never perform the transactions displayed on the QRG for Providers Page 64 Version 2 0 cdhs Provider POS Device User Manual 14 0 Frequently Asked Questions Overview What happens if the client is not authorized to receive child care benefits gt When the transaction is complete the POS device will print the receipt for the child with the word DENIED If the client disagrees with this message the client may try the transaction again then contact his her local County Department of Social Human Services What if the client s card is lost or stolen The client must contact his her local County Department of Social Human Services for a replacement card if either CCAP Card is lost stolen or malfunctioning Replacement cards are mailed and may not be picked up at a County Department of Social Human Services It will take approximately four 4 to six
24. are available via the POS device m Daily Attendance Receipt Section 8 1 Attendance Report Section 8 2 Exceptions Report Section 8 3 Page 32 Version 2 0 cdhs Provider POS Device User Manual 8 1 Daily Attendance Receipt Daily Attendance Receipt Every time a transaction is performed on the POS device a receipt is generated Check In Check Out Previous Check In and Previous Check Out transactions are printed on the Daily Attendance Receipt The transaction receipt is the record that documents a child s attendance in your facility The Daily Attendance Receipt displays only transactions for the current date t is very important to retain a copy of the transaction receipt every day for use in ensuring the payment you receive is accurate Asample Daily Attendance Receipt is below Training Fros ider 123 Stree Arwuhere CO 222922 Ph 999 999 9999 Term R 12234301 Prou R 12343 Daila Attendance Receipt For 86 16 lt 2612 Item R T DG 162012 12 5 CHECK IN Firstname L Child 1 1234567989 DOB 82 81 2881 PT 415 88 APPROVED Tran 11881 Child 2 DOB S612061 PT 15 06 APPROVED Tran 11002 DE 162012 12 39 2ien CHECK OUT Firstname 1 Child 1 1234567398 DOB 82 81 2881 FT 415 88 APPROVED Trant 12061 Version 2 0 Page 33 Provider POS Device User Manual cdhs 8 1 1 Reprinting Attendance Receipts Reprinting an Attendance Rece
25. ber and press the green enter key When finished press enter again Prev Check Out Wait for authorization The POS device displays 27 Dialing Primary Waiting for Answer Connecting Printing Complete Connected Sending Receiving followed by an lt lt Press Any Key gt approved or denied message A sample Previous Check Out receipt is below Training Pr oou ider 123 Street Prad Pa CD Ph 3997999 Item 4 DOB BS B1 2681 Version 2 0 Page 25 Provider POS Device User Manual cdhs 6 0 Correcting Attendance Errors Overview The void transaction option is used to cancel transactions entered in error by the client Only providers may void transactions You must have the transaction number which appears on the Daily Attendance Receipt and your password to void a transaction Your password is 123456 The transaction number is found under the DOB line as displayed below Training Pr oo ider 125 Ares Street APPROVED The client must enter the correct attendance information after the transaction is voided The correct information may be entered using the appropriate daily Check In or daily Check Out transaction if the transaction is voided at the time attendance is recorded The correct information may be entered by the client using Previous Check In and or Previous Check Out if the error is discovered during the missed swipe period Page 26 Version 2 0 cdh
26. ck Ins and Previous Check Outs are performed by the client Page 66 Version 2 0 cdhs Provider POS Device User Manual Can 1 keep the client s CCAP card so they don t forget it NO Possession or use of a client s CCAP Card is strictly prohibited It will result in the termination of the provider s Fiscal Agreement s and you will not be able to provide care for any CCAP clients in the future Call the County Department of Social Human Services to report if a client accidentally leaves a card on your premises and destroy the CCAP Card What should 1 do if receive Store and Forward SAF messages on the POS device This means that the POS device is not detecting a dial tone Check the POS device to ensure it is securely plugged into the telephone jack and that there is a dial tone at the jack If you hear a dial tone but the POS device displays it is in Store and Forward mode call the Xerox Provider Helpdesk for assistance What should 1 do with the POS device if decide not to participate in the child care program Contact your local County Department of Social Human Services first to advise the CCAP program worker you no longer wish to provide child care assistance services The county will process the necessary transaction to alert Xerox to make arrangements for you to return the POS device How should I return the POS device if it is not functioning and needs to be replaced Refer to Section 10 for full instructi
27. correct the denial error The actions in the Action to Take column must be taken by the client or provider as listed in the Action Taken By column Response Error Action Code Description Description Taken by Action to Take B2 IVD Provider password Provider Enter the correct PROVIDER is invalid provider password PWD which is 123456 B4 PENDING Provider is not au Client Attendance cannot DIFF thorized to care for be recorded until the PROVIDER the child through provider is CCAP authorized for the child TRAN NOT The transaction is Provider Verify transaction VOIDABLE not voidable The number and retry error may have al Note only approved ready been settled transactions may be or an incorrect voided It is possible transaction number the transaction was was entered denied and cannot be voided IVD VOID Cannot void a Provider Verify the void date DATE transaction that is and retry If the date before the missed is prior to the missed swipe period swipe period it can not be voided IVD DATE Not a valid calen Client or Verify the calendar dar date Provider date and retry PROVIDER 1 The provider Provider Attendance cannot NOT FOUND making the request be recorded be is not identifiable cause the provider record does not exist Contact the County Department of Social Human Services Page 48 Version 2 0 cdhs Response Error Code Description TERM NOT FOUND TRANSACTION NOT FOUN
28. d must not be taken by the client Version 2 0 Page 17 Provider POS Device User Manual cdhs 5 2 Daily Check Out Daily Check Out The client must swipe his her CCAP Card through the POS device to record when a child leaves your child care facility This will record the date and time of the child s departure from child care If the client does not swipe in and out for every day of care the provider will not be paid for that day The screens the client will see as the daily Check Out transaction is performed are shown below POS Device Screen Action Sat 86 16 12 12 44pm SWIPE CARD to Begin Client swipes his her CCAP card Provider Options F4 PIN Number Required Client enters 4 digit PIN and presses the green enter key CHI Exit Attendance Type i Check In 2 Check Out m Client presses 2 for Check Out 4 Prev Check Dut Client enters in child number and presses the Check Out green enter key Enter Child Note If entering more than one child enter the next child number and press the green enter key When finished press enter again Check Out Wait for authorization The POS device displays Dialing Primary Waiting for Answer Connecting uu Connected Sending Receiving followed by an CEA approved or denied message Page 18 Version 2 0 cdhs Provider POS Device User Manual A sample Daily Check Out receipt is below Training Pr oou iger 123 Street
29. e K yed y suondeoxa Bunuud poqe fus a4 0 AAW 0 wa N ETES ss d 10 yud 0 H d l ay JO YEM J T GOWN ul ayy ul Aey usei6 y s 310 Suond ox2 JO Zn SSA syod y BOURPUSIV JO yk SSUq syod y SHOd M 10 nbu SS y suohdo JEPIADd SHOd M 10 shs SS ld hay 499 v suondo JEPIAdd aly SS Jd 9SyEzi S YAUM pud d s SS81q 99P Z1 51 DUM Plomssed pud d s piomssed sapiaoud 1i5ip xis ay l Aay 161p xis y ul yi nuaw suogdo ul6ag nuaw suondo ulbag JAPIAOd AU ss oop o y4 sS lq 1898 o qay AIMS J pIAOJd 34 S990706 0 Y4 SSAq 1898 o qay AdIMS uonoy Aejdsiq 82148q SOd uonov Keydsiq 82148q SOd 19094299 8 011439 3 ewo 140434 JDNVGNALLV p le p sure uo 1SN 91N90 804 aul 0410190 JIM Sa plAoad 3129 suonoun zsow y s ulpno pin5 siul wa skg Gulzioday dv222 aui 105 AGINS 453N343434 MIINO 39143A SOd 2 0 Version Page 70
30. e word Main to return to the main menu Version 2 0 cdhs Provider POS Device User Manual A sample reprinted attendance receipt for a range of transactions is below The sample receipt only displays items 8 9 and 10 because this is the range requested The reprinted receipt will indicate where the reprint started and where it ended Version 2 0 Training Preowider 123 Any Street Anywhere CO 89999 Ph 999 999 99 Temmi 12234501 Prou 12345 Daily Attendance Receipt For 667 1672012 1 STAR T Item S 067 1272012 82 28 39 PRE CHECK OUT For 60671572012 03 30pm Firstname L Child 1 123456739 DOB 88 81 2881 PT 15 80 APPROVED Trant 278841 Item 9 66 16 2612 01 44 39pm CHECK OUT Firstname L Child 2 1234567996 DOB 88 81 2881 PT 415 00 APPROVED Trant 31002 FirstnameL Child 3 1234567939 DOB 09701 2061 PT 415 06 APPROVED Trant Sinus Item 16 66716712 83 28 43 pm CHECK IM Firstname L Child 1 423 456789 DOB 88 81 2081 PT 195 88 APPROVED Trant 44444 REPRIMHT EMD Page 39 Provider POS Device User Manual cdhs 8 1 1 3 Reprinting the Last Report Reprinting the Last Report You may reprint either the last Attendance Report or the last Exceptions Report by using this feature Reprinting the last report is helpful if the printer runs out of paper or if the paper gets jammed while you are printing
31. ea CD S9999 999 999 9999 Ba Firstname L Chi 198 5 1 LES 4567598 DOE SS 61 2601 FT 17 00 APPROVE Trant 12 3412341254 Version 2 0 Page 23 Provider POS Device User Manual cdhs 5 3 2 Previous Check Out Previous Check Out The screens the client will see as the Previous Check Out transaction is performed are displayed below POS Device Screen at 6 16 12 12 44pm SWIPE CARD to Begin Provider Options F4 PIN Number Required Please ENTER PIN HEH EXI Exit Attendance Type 1 In 2 Check Out 3 Prev Check In 4 Prev Check Out Prev Check Out Date Prev Check Out Date 46 14 Time HH MM Prev Check Dut Date 86 14 Time 83 38 1 2 PM Page 24 Action Client swipes his her CCAP card Client enters in the 4 digit PIN and the presses the green enter key Client presses 4 for Prev Check Out Client enters in the date of the Previous Check Out in MM DD format Example 06 14 and presses the green enter key Client enters in the time the child departed HH MM Example 05 30 and presses the green enter key Client selects 1 for AM and 2 for PM Version 2 0 cdhs Provider POS Device User Manual Previous Check Out cont d POS Device Screen Action Client enters in child number and presses the green enter key 66 14 2012 05 38pm Enter Child Note If entering more than one child enter the next child num
32. error messages 9 2 1 Check In First Denial Receipt Check In First Denial Receipt ACheck In First denial receipt is produced when an approved Check Out was recorded for a child but an approved Check In was not recorded for the child for the day of care The adult caretaker shall perform a Previous Check In for the child for the day of care to correct this denial You may use the Attendance Report to determine the recorded attendance for the child and the day of care Item R 24 DG 192012 Ds 0L 15an FREY CHECK OUT For 8617 2612 G2 86anm Firstname L Child 1 234567598 DOB 85 15 2587 DEN TED pail Reason Check InFirst 66 19 Trace Version 2 0 Page 53 Provider POS Device User Manual cdhs 9 2 2 Check Out First Denial Receipt Check Out First Denial Receipt ACheck Out First denial receipt is produced when an approved Check In was recorded for a child but an approved Check Out was not recorded for the child for the day of care The adult caretaker shall perform a Previous Check Out for the child for the day of care to correct this denial You may use the Attendance Report to determine the recorded attendance for the child and the day of care DENIED AS Reasons C Trace 36 Page 54 Version 2 0 cdhs Provider POS Device User Manual 9 2 3 No Auth for Person Denial Receipt No Auth for Person Denial Receipt ANo Auth for Person denial receipt is produced when t
33. form the client and the client should perform a Previous Check In and or Previous Check Out The attendance will be reported as zero 0 hours and no payment will be made for that care if a Check Out is not recorded for every Check In 5 _ Itis critical that you print and review the Attendance Report regularly because the accuracy of attendance reporting will affect your payment Examples of discrepancies you may see on the Attendance Report include Example 1 You generated an Attendance Report for yesterday and child Jane D has a Check In transaction but no Check Out transaction for yesterday You will ask the adult caretaker to perform a Previous Check Out transaction for yesterday to correct this discrepancy Example 2 You generated an Attendance Report for yesterday and child Jane D has a Check In at 8 am a Check In at 3 30 pm and Check out at 6 pm Perform one of the following to correct this discrepancy Void the inaccurate Check In or Ask the adult caretaker to record a Previous Check Out transaction for a time after the 8 am Check In and before the 3 30 pm Check In Example 3 A child does not appear on the report but was present for child care Verify against the Daily Attendance Receipt to see if the transaction has been denied or is pending If the transaction shows as Denied refer to Section 9 to locate the appropriate denial code and description If a transaction was not recorded request the adult caretaker to e
34. he system cannot find an active authorization for the child for the day of care The adult caretaker should check his her authorization for child care to ensure care is authorized for the day of care to correct this denial If care is authorized for the day of care the adult caretaker should call the local County Department of Social Human Services to report this problem m Ae L mn ms K 1 mi naz L Childb 1 2 DOB DS 17 20 d n m u G P T 21 m o ful 2 z 1 mi ii T Auth For Person 9754094001 7 Tu 0 n in B dc m H L 9 2 4Void Denial Receipt Void Denial Receipt A void transaction may be denied for tvvo primary reasons 1 the transaction number entered is incorrect or 2 the original transaction vvas denied and cannot be voided You may only void approved attendance transactions You may use the Attendance Report to determine the approved attendance 6 19 2812 0S 16 24am VD LD 7 MBER 36 DEMIED la 277777 Tuz 4995 7 Version 2 0 Page 55 Provider POS Device User Manual cdhs 9 3 POS Device Technical System Error Messages POS Device Technical System Error Messages The chart below lists the error messages that may display on the POS device screen if the POS device encounters a technical or system level error You must follow the advice listed in the ACTION TO TAKE column Non
35. hildren are in care at your facility The attendance sheet will assist the clients in entering the correct attendance data using Previous Check In and Previous Check Out transactions when electrical service is restored You may refer to the manual sign in log used to meet Division of Early Care and Learning Licensing or other program attendance requirements for this purpose Transactions must be recorded and transmitted within the 10 day missed swipe period to receive payment from the County Department of Social Human Services The screens you will see as you transmit SAF transactions are displayed below POS Device Screen Action Sat 06716712 12 44pm SHIPE CARD to Begin Press F4 to access the Provider Options menu Provider Options F4 User Pud Key in the 6 digit provider password which is 123456 Press the green enter key Back Main Provider Options 1 Reports nuna Press 3 for Send SAF s 4 Repr int S Terminal Setup Back Main Send SAF Wait for authorization The POS device displays z Dialing Primary Waiting for Answer Connecting Cone ete Connected Sending Receiving followed by an em Pa approved or denied message Version 2 0 Page 31 Provider POS Device User Manual cdhs A sample SAF approval receipt is below DG 142612 86 39 46pm CHECK OUT Firstname L 8 0 Receipts and Reports Overvievv This section describes the three reports that
36. hone line requires you to dial a prefix for an outgoing call e g dial an 8 or 9 or if your phone has call waiting Version 2 0 Page 65 Provider POS Device User Manual cdhs What happens if my telephone line is out of service but I have electricity Clients shall still check children in and out because the information will be stored in the POS device and will be transmitted when the POS device detects a dial tone after periodically polling for a dial tone You may also send any stored transactions by using the steps described in Section 7 What happens if I do not have electricity The POS device will not work if you do not have electricity You must keep written sign in out records of the time and attendance of the children during this period The clients will use the Previous Check In and Previous Check Out function to record the attendance when electricity is restored All attendance must be recorded in the POS device within the ten 10 day missed swipe period for you to receive payment All information stored in the POS device will remain for a maximum of ten 10 days until the electrical service is restored The attendance transactions should be transmitted to ensure timely payment when electricity is restored What happens if unplug the POS device Will attendance data be lost No information will not be lost if the POS device is unplugged You must ensure transactions are transmitted within ten 10 days if you have
37. ime and attendance for a previous day by using the Previous Check In and Previous Check Out feature Instructions on how to use the Previous Check In and Previous Check Out function are displayed in Section 5 3 1 and 5 3 2 Providers have the ability to void an incorrect transaction Instructions on how to perform a void are found in Section 6 1 The POS device generates a Daily Attendance Receipt of the times children have checked in and out Instructions on how to reprint the receipt are found in Section 8 1 1 Effective September 2012 providers will have the ability to print an Attendance Report that shows all approved transactions for a given date a date range or a specific case Page 4 Version 2 0 cdhs Provider POS Device User Manual Overview continued The POS device is made available to providers at no cost but must be used properly and be protected from damage Replacement and repair of the POS device is the responsibility of Xerox unless the need for replacement or repair is due to loss theft destruction or negligent handling In these instances the provider is financially responsible for the cost of the repair or replacement of the POS device The POS device is issued with two rolls of thermal paper The provider is responsible for purchasing replacement paper Refer to Section 11 for more information on paper supplies Version 2 0 Page 5 Provider POS Device User Manual cdhs 2 0 Getting Assistance Overvievv
38. ipt You may reprint the Daily Attendance Receipt by using the Reprint function found in the Provider Options menu You may print a range of transactions or you may print the entire attendance receipt from the beginning of the current day For example if you want to reprint transactions 5 through 10 you may enter that range when prompted If you want to reprint all transactions you may leave the range blank and a complete receipt for the day is printed You may only reprint the Daily Attendance Receipt for the current date 8 1 1 1 Reprinting an Entire Daily Attendance Receipt Reprinting an Entire Daily Attendance Receipt You may print the entire Daily Attendance Receipt by leaving the transaction range Start and End blank You may only reprint the Daily Attendance Receipt for the current date The screens you will see as you reprint an entire Daily Attendance Receipt are displayed below Page 34 Version 2 0 cdhs Provider POS Device User Manual Reprinting Attendance Receipts POS Device Screen Action Sat 86 16412 12 44pm ISHIPE CARD to Begin Press F4 to access the Provider Options menu Provider Options F4 Provider Options Key in the 6 digit provider password which is 123456 Press the green enter key Back Main Provider Options 1 Reports 2 Void Tran Number 3 Send SAF Press 4 for Reprint 4 Repr int S Terminal Setup Back Main Reprint i Attendance Receipt 2 Last Report Press
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40. l If the test is successful the POS device will print a receipt that reads Communication Test Successful If the test was not successful the POS device prints a receipt the reads Communication Test Failed Page 13 Provider POS Device User Manual cdhs If the communication test is successful your device is ready for use Check the connections and try again if the test is not successful Please contact the Xerox Provider Helpdesk if you need further assistance Training Preowider 123 Ang Stree Arguhere CO 22 Ph 999 999 9999 wo no 7 wo Result Approved Yi 00 ara Biz B B Ban Ban Ban Ban POS Device Screen Action Terminal Setup i Install Activate 2 Print Conris Press the purple button under the word Main to 3 Conmunication Test 4 Dounload Updates retum to the main menu S Date Time Page 14 Version 2 0 cdhs Provider POS Device User Manual 5 0 Using the POS Device to Record Attendance Overview The client must use the POS device to record the time the child is dropped off Check In and the time the child is picked up Check Out every time a CCAP child is dropped off or picked up from child care The attendance shall be recorded the next time the client is at your facility if he she forgets his her CCAP Card This is referred to as the missed swipe period The missed swipe period is a 10 day period the date of care plus the nine 9 following calendar days It is
41. l agreement with the County Department Y of Social Human Services before you change locations 2 3 Client CCAP Card Assistance Only Performed by Client Client CCAP Card Assistance Only Performed by Client Clients shall call the Personal Identification Number PIN Helpline to select a PIN to use with the CCAP Card The PIN Helpline is available 24 hours a day 7 days a week by calling 1 877 779 1933 More information on how to select a PIN was sent by the County Department of Social Human Services when the case was approved The client must contact the local County Department of Social Human Services to request a replacement CCAP card if the card is lost or damaged The County Department of Social Human Services will order a replacement card and the new card will be sent in the mail It takes approximately five 5 business days to receive a new CCAP Card The client shall notify the County Department of Social Human Services if the card is not received within seven 7 calendar days The client does not need to PIN the replacement CCAP Card as the same PIN will be used on the replacement card The PIN will carry forward to the new card Version 2 0 Page 7 Provider POS Device User Manual cdhs 3 0 Features of the POS Device Overview INTERNAL THERMAL PRINTER COVER RELEASE PRINTER GREEN INDICATOR LED SERRATED METAL STRIP MAGNETIC CARD READER TERMINAL DISPLAY ATM STYLE FUNCTION KEYS ALP
42. l be made for that care All corrections to attendance must be done within ten 10 calendar days of the date the child was in care day of care plus the following nine 9 calendar days The best practice is to have corrections entered as quickly as possible to ensure all attendance is recorded correctly and you are paid for the care you provide Version 2 0 Page 45 Provider POS Device User Manual Exceptions Report POS Device Screen Sat 86 16 12 12 44pm SN IPE CARD to Begin Provider Options F4 Provider Options User Pud Back Main Provider Options 1 Reports 2 Void Tran Number 3 Send SAF 4 Reprint S Terninal Setup Back Main Reports i Attendance 2 Exceptions Back Main Exceptions Report Date MM DD Back Main Exceptions Report APPROVED Keep Provider receipt for records lt lt Press Any Key gt gt Reports 1 Attendance 2 Exceptions Back Main Page 46 cdhs Press F4 to access the Provider Options menu Key in the 6 digit provider password which is 123456 Press the green enter key Press 1 for Reports Press 2 for Exceptions Key in the date MM DD that you would like to run the exceptions report for and press the green enter key Wait for authorization The POS device displays Dialing Primary Waiting for Answer Connecting Connected Sending Receiving followed by an approved or denied message Press the purple button under the word Main to ret
43. ne jack does not have a dial tone Check the printer to ensure there is paper on the paper roll Replace the roll if the paper is low Check that the printer cover is properly latched Release the cover and close it again Check the paper roll to ensure that the paper is not jammed Remove the paper roll and reinsert the roll if the paper is jammed Please call the Xerox Provider Helpdesk at 1 877 779 1932 for assistance if the tips above do not correct the problem The Xerox Provider Helpdesk is staffed with Customer Service agents from 7 00 a m to 7 00 p m Mountain Time 7 days a week You may use an automated attendant to access Troubleshooting tips during hours outside of those when a Customer Service agent is available Version 2 0 Page 63 Provider POS Device User Manual cdhs 13 0 Quick Reference Guides for Clients and Providers Overview CLIENTS A Quick Reference Guide QRG for Clients is included with your training materials The guide is a handy size 8 inches by 5 72 inches and may be placed next to the POS device as a quick reference for clients One side of the QRG is in English and the other side is in Spanish The QRG includes the steps clients will take to perform the most common transactions The a QRG provides instructions on how to perform a Check In Check Out Previous Check In Previous Check Out A copy of the Quick Reference Guide for Clients is also contained in Appendix B This is included so you
44. nsure they are approved It is possible that attendance transactions may be pending or denied You may initiate the transmission of stored transactions instead of waiting for the POS device to do this automatically by following the instructions provided below Once the stored transactions are transmitted the Daily Attendance Receipt shows SAF COMPLETE Some common reasons why SAF transactions are denied are 1 an incorrect PIN was entered 2 an incorrect child number was entered 3 the Check In is missing or 4 the Check Out is missing The Daily Attendance Receipt will display the transaction as denied with the corresponding denial message after the stored transactions are transmitted if these errors occur when in SAF mode Child 5 DOB DENIED ne Tad Ferson Hor Voice mail messages must be cleared in order for your POS device to send SAF transactions if your child care facility uses any form of voice mail This means if you have unchecked voice mails the POS device will not send SAF transactions immediately but instead will store the transactions The POS device must have a clear dial tone to send transactions Page 30 Version 2 0 cdhs Provider POS Device User Manual Overvievv continued 4 The POS device must have power to operate If you encounter a 7 power outage a paper attendance sheet must be used so that Y clients are able to record the date and time when c
45. nter a Previous Check In and Previous Check Out for the missing attendance Example 4 A child who appears on the report but was not present on that day indicates that an error occurred when the adult caretaker recorded attendance You must void both the Check In and Check Out transactions that were captured in error Version 2 0 Page 41 Provider POS Device User Manual cdhs Attendance Report continued All corrections to attendance must be done within ten 10 calendar days of the date the child was in care day of care plus the following nine 9 calendar days Corrections must be entered as quickly as possible so you are paid correctly Attendance Report Printing Options Report for all cases for today s date Press the first purple key from the left to print the report for today s date for all cases The word Print appears above the purple key No data entry is required Report for all cases for a single day Key in the From date and press the green enter key which will add MM DD in the To field Press the green enter key or press the first purple key from the left The word Print appears above the purple key Report for a date range for all cases Key in the desired date range e g up to any 14 day period for the past 365 days in an MM DD format 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 pu
46. on is performed are displayed below POS Device Screen Action Sat 86 16 12 12 44pm SWIPE CARD to Begin Client swipes his her CCAP card Provider Options F4 PIN Number Required Client enters 4 digit PIN and presses the green S enter key X Exit Attendance Type 1 Check In 2 Check Out 3 Prev Check In Client presses 3 for Prev Check In 4 Prev Check Out Prev Check In Client enters in the date for the Previous Date MM DD Check In MM DD Example 06 14 and presses the green enter key Prev Check In un Client enters in the time the child arrived HH MM paral geen Example 08 30 and presses the green enter key Prev Check In Date 66 14 Time 68 30 Client selects 1 for AM or 2 for PM 1 4 2 PM 7 Page 22 Version 2 0 cdhs Provider POS Device User Manual Previous Check In cont d POS Device Screen Action Client enters in the child number and presses the 5 green enter key 66 14 2612 68 38am Enter Child Note If entering more than one child enter the next child number and press the green enter key When finished press enter again Prev Check In Wait for authorization The POS device displays Dialing Primary Waiting for Answer Connecting printing cone lets Connected Sending Receiving followed by an Ci Fress erakon approved or denied message A sample Previous Check In receipt is below Training Pr oou ider 122 Ana Street Firuz s
47. on is not recognized Lost Stolen Damaged CCAP card Incorrect PIN CCAP Card number not found in the system The incorrect PIN has been entered 3 times PIN encryption key needs to be updated Transaction was not processed due to a technical issue Action Taken by Client or Provider cdhs Action to Take Retry the transaction If not resolved call the Xerox Provider Helpline at 1 877 779 1932 Use an active CCAP Card To obtain a new card contact the County Department of Social Human Services Use correct PIN and retry To select anew PIN call the PIN Helpline at 1 877 779 1933 Use an active CCAP Card To obtain a new card contact the County Depart ment of Social Hu man Services To select a new PIN call the PIN Helpline at 1 877 779 1932 Call the Xerox Provider Helpline at 1 877 779 1932 Retry the transaction If still unsuccessful call the Xerox Provider Helpline at 1 877 779 1932 Version 2 0 cdhs Provider POS Device User Manual Response Error Code Description SYSTEM ERROR Action Description Transaction was not processed due to a Client or Provider Taken by Action to Take Retry the transaction If still RETRY technical issue unsuccessful call the Xerox Provider Helpline at 1 877 779 1932 9 2 Sample Denial Error Receipts Common Sample Denial Error Receipts Below are sample receipts for the most common denial
48. ons on how to get a non functioning POS device replaced Xerox will enclose a pre addressed pre paid return label with the new POS device so you can mail the damaged POS device back to Xerox at no cost to you The instructions and label are included with the replacement POS device Place the damaged POS device in the box that contained the replacement POS device seal the box and call FedEx to pick up the box The FedEx number to call is included on the instruction sheet l only received payment for X days but should have received payment for Y days for a specific child e Contact your local County Department of Social Human Services All adjust ments to payments are made through a manual claim process and are based on the County Department of Social Human Services payment policies You may not receive payment for care not recorded through the POS device 1 did not receive payment for child care services provided e Contact your local County Department of Social Human Services All adjustments to payments are made through a manual claim process You may not receive payment for care not recorded through the POS device Child X checked in and out but no payment was received for child X Contact your local County Department of Social Human Services All adjustments to payments are made through a manual claim process Version 2 0 Page 67 cdhs Provider POS Device User Manual APPENDIX A POS DEVICE INSTALLATION DIAGRAM This diag
49. pm Tr 307933661001 Firstname L 4321 i DE 17 201 2 IM 86 88am OUT 11 88pm Result Trace Only approved transactions will be shown Denied and voided transactions will not appear 1 Date the report is printed 2 Care date s for which the report was requested 3 Receipt is printed in case number order 4a Attendance swiped will display in HH MM SS format 4b Attendance recorded as a Previous Check In Out will display in HH MM format 5 Attendance highlighted in reverse print must be researched and corrections must be done within ten 10 calendar days of the date the child was in care day of care plus the follovving nine 9 calendar days Page 44 Version 2 0 cdhs Provider POS Device User Manual 8 3 Exceptions Report Exceptions Report The Exceptions Report will show all children who have been checked in but not checked out The Exceptions Report may be requested for any day during the ten 10 calendar day missed swipe period The missed swipe period is today and the previous nine 9 days You may review the Exceptions Report to identify children who attended and were checked in but were not checked out If a child was checked in but was not checked out you must inform the client and the client should perform a Previous Check Out to correct the discrepancy If a Check Out is not recorded for every Check In attendance will be reported as zero 0 hours and no payment wil
50. provider password which is 123456 Press the green enter key Press 1 for Reports Press 1 for Attendance The Attendance Report can be generated for Any date range up to 14 days for the past 365 days e g 2 days 5 days 8 days 14 days All cases or a single case TIP Press the Printing options are listed V 7 green enter key to go to on the previous page the next field Wait for report to generate and print The POS device displays Dialing Primary Waiting for Answer Connecting Connected Sending Receiving followed by an approved or denied message Screen also displays lt lt Press Any Key to Abort gt gt while printing Press any key to abort printing if you wish to abort the transaction Press the purple button under the word Main to return to the main menu Page 43 Provider POS Device User Manual cdhs A sample Attendance Report is below Training Frou ider Tern 12234501 Prou 12345 gt Attendance Report as of 66 19 2812 gt From 86 17 2812 To 8619 2812 Attendee Firstname L C 5 1 r gt 234567978 DOB 11703 2002 1 18 2812 IM 66 12am 1 OUT 04 3 Tr 387 gt IN Tr 387 1 OUT 11 28 18 T 307333 1 Firstname L L gt 432143 6417 42812 IM 87 idan 6 18 281 86 19 2812 IM 64 16am OUT Bam IN OUT Bd vsii
51. ram is provided to assist you with installing your POS device The POS device must be plugged into a telephone jack and into a 3 pronged electrical outlet Please call the Xerox Provider Helpdesk 1 877 779 1932 for assistance if your phone line requires you to dial a prefix for an outgoing call e g dial an 8 or 9 or if your phone has call waiting Step 1 Plug silver telephone cord into telephone jack Step 2 Plug black power cord into POS device Step 3 Plug black power cord into electrical outlet Step 4 Perform communication test Press F4 from main menu Type provider password 123456 Press green ENTER key Press 5 for Terminal Setup s Press 3 for Communications Test e Check receipt for results POS Device Installation Diagram 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 Version 2 0 The black cord must be plugged into a3 pronged electrical outlet Page 68 Make as many 10 p aoldde U q sey uop esue ay eu 10979 Y09349 pue UOHEZOUINY JO HEM ss uewny jo usunuvd q sre UIEPE s u3 ssaud paysiuy USU usag lpiluo c 6bL 6ZZ ZZ8 b le igun days snoinaud ayy yeodoy iS USIID 103 Nid
52. rd Either card may be used to perform POS device transactions The client must PIN both cards prior to use The client may select the same PIN for both cards Avideo demonstration on how to use the CCAP Card is available for providers and clients by contacting the County Department of Social Human Services Version 2 0 Page 9 Provider POS Device User Manual cdhs 4 0 POS Device nstallation Overvievv Setting up the POS device is fast easy and vvill take about five minutes to complete You will perform a communication test after the POS device is set up connected to the telephone line and plugged into a three pronged electrical outlet Instructions for the communication test are displayed in Section 4 1 The communication test ensures the POS device is ready for use If you encounter any problems with setting up your POS device you may call the Xerox Provider Helpdesk at 1 877 779 1932 Agents are available from 7 00 a m to 7 00 p m Mountain Time MT to assist with POS device related questions or problems Providers who use a PBX private branch exchange telephone system will most likely need a prefix to access an outside line The POS device may not work with a PBX system The POS device works best with a dedicated line or could be shared with a fax line The diagrams below show you how to plug the silver cord into the telephone jack and how to plug the black power pack into the electrical outlet POS Device In
53. refix Call Waiting Please call the Xerox Provider Helpdesk at 1 877 779 1932 if your phone has call waiting The agent will program the POS device so it disables call waiting when the POS device is sending transactions Version 2 0 cdhs Provider POS Device User Manual 4 1 POS Device Communication Test POS Device Communication Test Perform this short communication test immediately after the POS device is installed The test will inform you if the POS device is connected correctly The screens you will see as you perform the communication test are displayed below POS Device Screen Sat 46 16 12 12 44pm SWIPE CARD to Begin Provider Options F4 Provider Options User Pud Back Main Provider Options i Reports 2 Void Trans Number 3 Serd SAF 4 Repr int 5 1 Setup Back Main Terminal Setup i Install Activate 2 Print Config 3 Conmunication Test 4 Dounload Updates S Date Time Main Communication Test APPROVED Keep Provider Receipt for records lt 4 Press Any Key 55 Version 2 0 Action Press F4 to access the Provider Options menu Key in the 6 digit provider password which is 123456 Press the green enter key Press 5 for Terminal Setup Press 3 for Communication Test The POS device displays Dialing Primary Waiting for Answer Connecting Connected Sending Receiving followed by an approved or denied message Wait a few seconds for the POS device to dia
54. resolved Version 2 0 cdhs Non ISO Error Version 2 0 Error Description No response from modem modem not responding to AT command sequences No phone line or dial tone detected during line detection phase before attempting dial command No Phone Number programmed into the POS device No Answer From Dial phone number dialed but no modem answered the call No dial tone detected after dial command initiated POS device applica tion stopped or power loss during send receive to host only applies to trans actions that are saved as SAF Unexpected intemal communication error where xxx on the displayed printed message is the unexpected error code number Provider POS Device User Manual POS Device Display No Modem Response No Phone Line No Phone Number No Ansvver From Dial No Dialtone Tran nterrupted Unknown Error xxx Action to Take All Actions are preformed by the Provider Retry the transaction Call the Xerox Provider Helpdesk at 1 877 779 1932 if unresolved Check the phone jack for dial tone and that silver cord is inserted securely and retry the transaction Call the telephone company if no dial tone Call the Xerox Provider Helpdesk at 1 877 779 1932 Retry the transaction Call the Xerox Provider Helpdesk at 1 877 779 1932 if unresolved Check the phone jack for dial tone and that silver cord is inserted securely and re
55. rovider POS Device User Manual 7 0 Capturing Attendance Without Phone Line Connectivity Overview The POS device must be used to check children in and out of your care if your telephone service is unavailable but you do have electricity The POS device stores the information until it is transmitted over the telephone line These stored transactions are called Store and Forward SAF transactions The POS device will detect the dial tone and automatically transmit any stored attendance transactions in memory when telephone service is restored You may also manually trigger the sending of these stored transactions Itis important to note that SAF functionality does not work if you do not have electrical service The POS device will store transactions for up to ten 10 days current day plus the previous nine 9 days The provider must transmit any stored transactions vvithin this time period to ensure that attendance is reported timely and that you are paid for the child care services provided Version 2 0 Page 29 Provider POS Device User Manual cdhs 7 1 Store and Forward SAF Transactions Overview Your Daily Attendance Receipt will display SAF STORED when information was stored This indicates that these transactions were recorded but not transmitted therefore the transaction has not been approved or denied It is important to check the Daily Attendance Receipt after the stored transactions are transmitted to e
56. rple key Report for a specific case for today s date Press the green enter key twice to move to the case number field 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 Report for a date range for a specific case Key in the desired date range e g up to any 14 day period for the past 365 days in an MM DD format Press the green enter key to move to the next field Key in the case number and press the green enter key Example To 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 To field and press the green enter key Key in the case number and press the green enter key Page 42 Version 2 0 cdhs Provider POS Device User Manual POS Device Screen Action Sat 067 16 12 12 44pm SHIPE CARD to Begin Provider Options F4 Provider Options User Pud Back Main Provider Options i Reports 2 Void Tran Number 3 Send SAFS 4 Reprint S Terminal Setup Back Main Reports i fttendance 2 Except ions Back Main Attendance Report today is 6616 From MMZ DD To g Back Main Attendance Report APPROVED Keep provider receipt for records lt lt Press Amy Key gt gt Reports i fttendance 2 Exceptions Back Main Version 2 0 Press F4 to access the Provider Options menu Key in the 6 digit
57. s Provider POS Device User Manual 6 1 Void Transaction Void Transaction The Void transaction option is used to cancel transactions that were entered in error by the client Only approved transactions may be voided f a transaction is denied it cannot be voided because it does not exist in the system The screens you will see as you perform a Void transaction are displayed below POS Device Screen Action Sat 86 86 12 12 44pm SWIPE CARD to Begin g Press F4 to access the Provider Options menu Provider Options F4 Provider Options User Pud Key in the 6 digit provider password which is 123456 Press the green enter key Back Main Provider Options i Rerorts 2 Void Tran Number 3 Send SAFS Press 2 for Void Tran Number Stern inal Setup Back Main Void Tran Number Enter Tran Key in the transaction number and press the green enter key Back Main Wait for authorization The POS device displays Dialing Primary Waiting for Answer Connecting Connected Sending Receiving follovved by an S approved or denied message Void Tran Number VOID APPROVED Version 2 0 Page 27 cdhs Provider POS Device User Manual A sample Void receipt is below Training Preowider Ph EE 122 2 12 VD LD TRAM HL MBER IN 66 16 2612 01 Ehildi 1 81 2881 Firstname L 123456 2 VOID APPROVED m DOE Version 2 0 Page 28 cdhs P
58. s picked up by an adult who does not have the CCAP Card therefore a Check Out cannot be performed The next day when dropping off the child the client must perform a Previous Check Out to record the date and time the child left the facility on the previous day of care The client must perform the Previous Check Out before a Check In may be performed for the current day Page 20 Version 2 0 cdhs Provider POS Device User Manual Overview continued Scenario 4 s The POS device is broken and attendance cannot be recorded The client must record the attendance for the days not captured on the POS device by using the Previous Check In and Previous Check Out functionality when the replacement POS device is received by the provider A paper attendance sheet must be used to capture the attendance so that accurate information will be recorded in the POS device The client must use the Previous Check In or Previous Check Out transaction the next time he she is at your child care facility or when the POS device is available in each of the above examples Previous Check In and Previous Check Out transaction must be completed within ten 10 days of the date the child care was provided The 10 day allowance is the day of care and the nine 9 following calendar days Version 2 0 Page 21 Provider POS Device User Manual cdhs 5 3 1 Previous Check In Previous Check In The screens the client will see as the Previous Check In transacti
59. sages 10 0 POS Device Replacement and 58 Returning a POS Device 10 1 POS Device Replacements 10 2 Returning a POS Device to Xerox 11 0 Paper Supplies 60 11 1 Replacing the Paper Roll 12 0 Troubleshooting Tips 13 0 Quick Reference Guides for 64 Clients and Providers 14 0 Frequently Asked Questions APPENDIX A POS Device Installation Diagram APPENDIX B Quick Reference Guide for Clients APPENDIX C Quick Reference Guide for 70 Providers Page 2 Version 2 0 cdhs Acronyms Used in This Manual Terms Used in This Manual Version 2 0 Provider POS Device User Manual Adult Caretaker A person in the home vvho is financially contributing to the vvelfare of the child and is the parent adoptive parent step parent legal guardian teen parent or person who is acting in loco parentis The adult caretaker parent or any authorized individual in possession of a CCAP card Facility A private home or a child care center Missed Swipe Period Orphan Transaction The missed swipe period is a 10 day period including the date of care plus the nine 9 following calendar days A Check In without an associated Check Out transaction Approved attendance must have both an In and Out to complete the pair Providers may not be paid for orphan transactions Clients may be responsible for the cost of care The child care provider Page 3 Provider POS Device User Manual cdhs 1 0 General Information
60. stallation Diagram 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 Step 1 Plug silver telephone cord into telephone jack Step 2 Plug black power cord into POS device Step 3 Plug black power cord into electrical outlet Step 4 Perform communication test Press F4 from main menu Type provider passvvord 123456 Press green ENTER key plugged into a 3 pronged Press 5 for Terminal Setup electrical outlet Press 3 for Communications Test Check receipt for results Page 10 Version 2 0 cdhs Provider POS Device User Manual POS Device Shipment The following items are included in your POS device shipment box POS device hardvvare vvith telephone cord and povver cord Dual telephone jack splitter Two rolls of thermal paper one roll is in the POS device and a spare roll Installation and training materials o POS Device Installation Diagram o Provider POS Device User Manual o Quick Reference Guide QRG for Clients Version 2 0 Page 11 Provider POS Device User Manual cdhs 3 Page 12 Task Remove the POS device and find a convenient set up location that is accessible to power and the telephone jack The location should be easily accessible for clients You may need to use an extension cord or
61. the provider s responsibility to ensure a Check In and Check Out is recorded each day for the child care services provided Failure to do so will affect your child care payment When multiple children are being Checked In or Checked Out each child will receive an approval denial or pending message You and the client must verify the response code for each child s recorded attendance The client must perform a transaction again for any children who are denied EXAMPLE If the client is Checking In two children in the same transaction and one child is approved and one child is denied the client must perform the transaction again for the denied child if that child is authorized for care at the provider facility Version 2 0 Page 15 Provider POS Device User Manual cdhs 5 1 Daily Check In Daily Check In The client must swipe his her CCAP card through the POS device when the child arrives at the childcare facility This will record that the child is now in the provider s care if the transaction is approved A list of denial codes and messages along with some sample receipts are in Section 9 Only approved transactions captured by the POS device will result in payments from the County Department of Social Human Services Payments will not be made unless an action is taken to correct a pending or denied transaction The screens the client will see as the daily Check In transaction is performed are displayed below POS Device
62. try the transaction Call the telephone company if no dial tone Retry the transaction Call the Xerox Provider Helpdesk at 1 877 779 1932 if unresolved Retry the transaction Call the Xerox Provider Helpdesk at 1 877 779 1932 if unresolved Page 57 Provider POS Device User Manual cdhs Non ISO Error POS Device Action to Take All Error 2 Description Display Actions are preformed by the Provider Host response Bad Response Retry the transaction message is not an Retry Call the Xerox Provider 8583 message Helpdesk at 1 877 779 1932 message too short if unresolved or no bitmap found F4 Variable length field Bad Response Retry the transaction exceeds specification Retry Call the Xerox Provider Helpdesk at 1 877 779 1932 if unresolved Data missing from Bad Response Retry the transaction packet based on bits Retry Call the Xerox Provider returned Helpdesk at 1 877 779 1932 if unresolved Response from host Bad Response Retry the transaction does not match Retry Call the Xerox Provider request sent Helpdesk at 1 877 779 1932 if unresolved 10 0 POS Device Replacement and Returning a POS Device Overview Contact the Xerox Provider Helpdesk at 1 877 779 1932 to request that a new POS device be ordered for you if your POS device needs to be repaired or replaced The POS device will be shipped to you via Federal Express FedEx and should arrive within 6 8 days You must return
63. urn to the main menu Version 2 0 cdhs Provider POS Device User Manual A sample Exceptions Report is belovv Training Prou ider 123 Ana Stree TA lama Fh Term 122343 Prou 122347 Exceptions Report For B nsissis Firstname L Ehiloh 1 125 X DOB G2 61 2801 FT 35 88 14 ES DOIGT Trant 14125 Firstname La 234567591 DOE FT 55 88 14 B4 DOT Tran 14125 Firstname L Child 3 S4567R911 DOB 12 288 FT 55 88 14 83 Geyer Toant 14125 Total Exceptions X The Exceptions Report lists the daily Check Ins without a matching 7 Check Out The client must record a Previous Check Out for the day of care to correct the error 9 0 Denial Error Messages Overview The POS device has the ability to communicate various types of messages You may see messages indicating e the POS device cannot dial out e errors related to entering incorrect data or errors related to the child care authorization The next two sub sections General Denial Error Messages and POS Device Denial Error Messages define the various denial error messages you may encounter Version 2 0 Page 47 Provider POS Device User Manual cdhs 9 1 General Denial Error Messages General Denial Error Messages If an error occurs the chart below lists the error messages displayed on the Daily Attendance Receipt You should take the actions listed in the ACTION TO TAKE column to
64. v 3dIMS pled 400 Nok adus ubag o SdIMS PIED 4700 ino adus o qay SdIMS uonoy Keydsiq 391430 504 Keldsiq 9090 SOd uonov Aejdsiq 391490 SOd LNO MIAH SnOlLAZMd suonouny u n PIAOad 312 ay YSL aouejsisse jeu woad 6 Suol oun zsow y s ulpno pin5 5141 wa3skg suepu y 4222 aui 104 AGIND 459N343434 MIINO 32910630 SOd 2 0 Version cd QUICK REFERENCE GUIDE FOR PROVIDERS Provider POS Device User Manual APPENDIX C You may copy this page for your use on how to perform the Provider Management functions xos x C 6l 622 228 IL xos x Sup s ep sepu leo 6 y PUL e120 LP ayy 104 suoypesuei PIOA KEW NOA N panoidde sem plo l aunsus o 10979 ay M N Y UOHEZHOYINY 404 eM ues JEquINN ued hay s yuq ay 5590 pue 01909 ayy wos Jaquinu onoesuei ay l Kay Kay ayy 5520 pue s qulnu aseo y ul Aay y si ay ssaud pue play oL y l 9190 l y pue y y ss sd pue Play 11014 ay l 0190 l Ady HA g o 0 ebueL au 104 d souepuayy ue s nb i ol ajdwexy Z y Jajua 99 ay ssaid pue se y ul y
65. vill help you set the POS device so it vvill automatically dial the prefix Please call the Xerox Provider Helpdesk for all POS device related problems The Customer Service agent vvill request a replacement POS device be mailed to you if the POS device needs to be replaced Refer to Section 10 for information on POS device replacements Xerox Provider Helpdesk 1 877 779 1932 Page 6 Version 2 0 cdhs Provider POS Device User Manual 2 2 1 Updating Your Address on the Daily Attendance Receipt Xerox Provider Helpdesk Assistance with Updating the Address on the Receipt Licensed providers must contact the Colorado Department of Human Services to change your address Qualified family child care home providers must contact the County Department of Social Human Services to change your address The address update cannot be made until the change has been reported to CDHS or the County Department of Social Human Services After the change has been reported to CDHS or the County Department of Social Human Services contact the Xerox Provider Helpdesk to have the address corrected on the POS device receipt To request assistance with correcting the address at the top of the Daily Attendance Receipt call the Xerox Provider Helpdesk at 1 877 779 1932 The Customer Service agent will create a ticket to have a technician call you to perform the update The update will take only a few minutes to complete bi You must sign a new fisca

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