In order to get paid, PACEAPP program child care providers must turn in attendance reports, according to these procedures:
Attendance Reports
Child care providers must use PACEAPP attendance reports to document each child's hours of care each month. In order to receive payment in a timely manner, attendance reports must be accurately completed.
The provider is to complete the front and back of the attendance report for all children receiving PACEAPP's services. Both parents and providers are to sign the back of the attendance reports, and parents are to sign the child in and out with a full signature for each day of child care. If an adult other than the child's parent will be dropping off and/or picking up the child, please notify your case manager. This adult is also responsible for signing the attendance report with a full signature.
Payment Dates and Attendance Report Due Dates
PACEAPP reimburses child care providers for services on the 15th day of each month. If the reimbursement day falls on a Saturday, then the provider's reimbursement check will be mailed on the Friday before the weekend. If the reimbursement day falls on a Sunday, then we will mail the reimbursement check on the Monday after the weekend.
PACEAPP requires that providers mail or deliver the Attendance Reports by the 5th of each month to the appropriate PACEAPP office. This will ensure that the reimbursement check is issued on time. Please have attendance reports postmarked no later than the 5th of the month to ensure timely mail delivery. Please do not submit photocopies or fax us copies of attendance reports. Faxed or photocopied attendance reports will not be processed and will delay reimbursement. We can only process original attendance reports.
Late Attendance Reports
We ask that any late Attendance Reports be sent or delivered no more than 30 days from the original due date to receive reimbursement. We will not reimburse for services listed on an attendance report that are more than 30 days late. For example, a January attendance report that was due on February 5th will not be processed for reimbursement if it is submitted after March 5th.
Inaccurate Attendance Reports
Attendance Reports with missing sign-in and/or sign-out signatures and with parent and/or provider signatures missing from the back of the attendance report will not be processed. PACEAPP will return these attendance reports for signatures. This occurrence may result in a late and/or a reduced reimbursement check.
Attendance Report Responsibilities for Providers
Providers are responsible for:
- Sending or dropping off original copies of attendance reports to the appropriate PACEAPP office on time no later than end of business day on the 5th of each month.
- Keeping copies of attendance reports at the child care site at all times for parents to sign daily.
- Keeping copies of attendance reports (this will help us to process lost attendance reports in a timely manner).
- Signing in and out children with initials on the gray portion of the attendance report if the provider transports the children to and from school.
- Informing PACEAPP immediately when a child is absent for three or more consecutive days without notice.
- Giving PACEAPP a written 30-day rate change notice.
- Attaching a pre-numbered receipt with the amount of the family fee to the attendance report.
- Adhering to the contracted hours of care noted on the Child Care Certificate and the Notice of Action.
- Ensuring that parents have unlimited access to their children and those caring for their children during normal hours of provider operation and whenever the children are in the care of the provider.
- Informing PACEAPP if more than 75 percent of children enrolled in care are subsidized children.
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