CHILD CARE ONLINE INVOICE SYSTEM FOR FAMIS GENERATED INVOICES
| Effective December 1, 2004, all child care providers that are registered or contracted with the Family Support Division may choose to receive their monthly child care invoices and submit child attendance on the internet via the Child Care Online Invoice System (CCOIS). Invoices generated by the Children‘s Services Integrated Payment System (CSIPS) are not included in this web-based application.
The Child Care Online Invoice System is a web-based application that contains:
These are some important features of the CCOIS:
Since the CCOIS is a self-directed, self-service site, several guides are created to walk the provider through the various tasks associated with the web site. Anytime the ‘New User’ link is used to set up an account, the provider is immediately directed to the Tutorial.
The tutorial is available in an audio and video format through Microsoft Windows Media Player. If a provider does not have Media Player or if download time is too long, a text version of the tutorial is available to print. Any one may choose to print the text version by selecting the Dial-up option on the tutorial.
FSD STAFF ACCESS TO CCOIS
Although FSD staff does not have access to enter information on the CCOIS, the tutorial and other Help links may be viewed by anyone who accesses the CCOIS Home page on the internet.
Screen prints of how the system works for providers are attached at the end of this memorandum.
To view the tutorial:
HOW THE CHILD CARE ONLINE INVOICE SYSTEM WORKS FOR THE PROVIDER
The Date Paper Invoices End
Providers that have successfully set up an account with the CCOIS will receive their next regular invoices electronically, according to the following guidelines:
Providers continue to receive their invoices electronically until they choose to go back to receiving paper invoices or they no longer have children authorized to them in FAMIS.
The Message Center
Beginning with November FAMIS invoices, generated on November 20, 2004, providers will receive a message attached to their paper invoices informing them of the availability of the CCOIS. A copy of the message is attached to this memorandum.
Each time a provider signs in to CCOIS and a new message is available, the provider is directed to the ‘Message Center’ to read the new message. Once the provider reads the message, the provider selects the ‘Go to Attendance Details’ page to continue work within the web site.
When a new message is not available, the provider is directed to the ‘Attendance Details’ page upon successful sign-in to CCOIS.
How the Provider Enters Child Attendance
FAMIS invoices appear on the internet on the first day of each month for providers that have children authorized to them by the last day of the service month. The provider’s invoice is available until attendance for all children has been entered.
Providers may sign in to the CCOIS on the first day of each month to enter child attendance for the prior month.
Child Care Payments
Child care payments for attendance entered on the web are generated five business days after attendance is entered, which is identical to the paper invoice payment process. The attendance is processed through FAMIS and payment is generated by either paper check or direct deposit, depending on the provider’s preference.
If the provider has an active direct deposit option, payments continue to be issued as an electronic fund transfer, as they did prior to the provider’s participation in the CCOIS.
We are encouraging all child care providers to choose direct deposit. Child care providers paid by the Family Support Division may complete an IM-20, submit it with their supporting documentation to their local FSD office for processing. Process requests for direct deposit according to IM Memorandum-#143 (2000).
CHANGES TO FAMIS AND COUNTY RESPONSIBILITY
New Invoice Identification Code
Electronic invoices for providers opting to use the CCOIS display on the Select Invoice screen (FM5Y) beginning with “W”.
Paper invoices continue to display beginning with “D”.
New FAMIS Screen
A new FAMIS screen, Attendance Detail, FM6R (ATTENDTL), is implemented on December 1, 2004.
The purpose of FM6R is to allow staff to view a child’s attendance that was submitted on the internet and to give information to assist in determining if a correction payment is due to a provider.
Staff must access this screen from the Child Care Attendance screen, FM5P by selecting a child, and pressing F6, ATTENDTL.
Attendance entered via CCOIS is paid at the exact authorized amount or less, depending on what the provider enters in CCOIS. If a provider needs to be paid for an exception to a child’s authorization, a correction payment must be completed by local FSD staff.
Note that FM5P and FM6R attendance may not always reflect identical units of care.
All child care providers are required to maintain attendance records. Certain providers are also required to submit the child’s monthly attendance records with their paper billing invoices to their Family Support Division offices.
Providers who submit their attendance through the CCOIS are not required to submit monthly child attendance records to FSD. However, providers must continue to have parents sign the children in and out of care and maintain these records for audit purposes.
The Department of Social Services and/or the Department of Health and Senior Services-Bureau of Child Care may request these records at any time to verify financial or regulatory compliance. All child care providers doing business with the Department of Social Services must make the attendance records available upon request.
New Reminders Generated in FAMIS
A reminder is generated to the designated primary FSD worker of the child care EU caseload when the provider checks either the ‘Absent All Month’ or ‘Child Left Care’ box.
Both of these actions:
‘Absent All Month’ selection results in the system populating all open days of the service month with the absent code of ‘X’.
Example: Child A is authorized for 20 full time day units per month. Provider claims Child A is absent all month by checking the ‘Absent All Month’ box. Attendance is processed by FAMIS and provider is not paid for care of Child A. The CCATTEND/FM5P in FAMIS shows Child A with a pay status of ‘NOA’. ATTENDTL/FM6R shows Child A’s attendance detail as 31 absences and a “Y” in the ‘Absent All Month’ field.
The ‘Child Left Care’ selection allows the provider to claim units of care for the entire month. The provider may check the ‘Child Left Care’ box at any time during the attendance entry phase because the provider is eligible for payment for any regular days of care up to the first absence claimed for the month.
Example: Child B is authorized for 15 full time evening/weekend units. Child B attended for the first ten days of the month then left care. The Provider claims ten full time days, five absences, and checks ‘Child Left Care’ box. Attendance is processed by FAMIS and the provider is paid for ten full days of care. The Provider is not eligible for payment of absences after the child left the provider’s care. The CCATTEND/FM5P in FAMIS shows Child B with a pay status of ‘NOA’. ATTENDTL/FM6R shows Child B’s attendance detail as 10 full time days, five absences and a “Y” in the ‘Child Left Care’ field.
Any payment exceptions needed by the provider must be reviewed and determined necessary by local FSD staff. CCOIS attendance can not generate a payment over the authorized amount for any reason.
Be advised that although providers submit attendance electronically, situations may come up that will require assistance from local FSD staff. Staff may request attendance records in order to determine a provider’s eligibility for a correction payment.
Since the CCOIS generates a payment based on the child’s exact authorization, it is imperative that children are authorized for the precise amount of care based on the parent’s schedule and reasonable travel time.
Additional days are paid via a correction payment when additional care is needed due to school vacations and holidays.
A few examples of days when additional care and correction payments may be needed are:
Do not authorize children for any care over the allowable authorization simply to compensate for situations that may arise in the future.
Child authorizations should be reviewed for accuracy at reapplication or at first contact from the eligible child care family.
Refer providers seeking more information about CCOIS to the tutorial on the CCOIS home page. If providers have problems with the system, they may be directed to the ISTD Help Desk at 1-800-392-8725.
Message about Availability of the CCOIS
Screen prints of how the system works