Utah Admin. Code R986-700-727 - Approved Provider Responsibilities
(1)
(a) The
provider shall assume the responsibility to collect any copayment and any other
fee for child care services.
(b)
Neither the Department nor the state assumes responsibility for private payment
to a provider.
(2) Time
and Attendance Records.
(a) A licensed family
provider or licensed center must track attendance using an electronic system
which meets Department criteria and provide these records to the Department
upon request. Attendance records submitted to the Department in other formats
may not be accepted and may result in an overpayment.
(b) An accurate record of time and attendance
for each CC client must be kept for at least three years.
(c) If a provider is not able to produce an
accurate time and attendance record for a specific CC client for a specific
month, there is a rebuttable presumption that the provider did not provide
child care for that CC client during that month.
(d) "Accurate record" means a record that:
(i) was made at or near the time of the
event;
(ii) was made by, or from
information transmitted by, someone with knowledge; and
(iii) neither the source of information nor
the method or circumstances of preparation of the record indicate a lack of
trustworthiness.
(3) To receive a CC payment for an eligible
household, the provider must contact the Department to report the children in
care and their start date in care.
(4) Provider Portal.
(a) The provider has an ongoing
responsibility to access the Provider Portal located at the Department website
to:
(i) submit ongoing, monthly
certification;
(ii) submit and
manage bank account information, including reading and agreeing to the
Financial Terms and Conditions contained in the Provider Portal;
(iii) view CC payment information;
and
(iv) manage Provider Portal
user access to ensure only a user with authority to make changes can do
so.
(b) The provider is
liable for any change made and information provided through the Provider
Portal.
(5) Change
reporting. Except as otherwise provided, a provider shall report any of the
changes listed in this subsection to the Department within ten calendar days
after the changes are known to the provider.
(a) A reduced or part-time rate for an
individual child in care.
(b) Any
rate change or other update that occurs for each child once a rate has been
submitted in the Provider Portal.
(c) Each of the following child care
attendance circumstances.
(i) Each child who
attended less than eight hours of child care in the first month that a subsidy
was paid and who is not expected to attend in the next month.
(ii) Each child who attended less than eight
hours of child care in the first month that a subsidy was paid, and who attends
or is expected to attend at least eight hours in the next month.
(iii) Each child who did not attend at least
eight hours of child care in the current month and the provider determines that
the child will not be returning.
(iv) If a child did not attend at least eight
hours in a month and the provider cannot communicate with the parent to
determine if the child will be returning to care, the provider shall report by
the 25th of the month.
(v) Each
child who is not expected to attend at least eight hours in the next
month.
(vi) When the provider
ceases to provide child care for a child.
(d) If the provider received a greater CC
payment amount than what was charged to the client for the month of
service.
(e) If the provider
changes its financial institution account information for direct
deposit.
(6)
Certification.
(a) A licensed provider shall
certify between the 20th of each month and the last day of the month, in a
manner specified by the Department, the following:
(i) the provider has reviewed each child's
attendance; and
(ii) the provider
has reported any reportable change in each child's attendance, including any
future change known or expected by the provider.
(b) The provider shall certify that the
provider agrees to the terms and conditions specified in the most current
Provider Guide.
(c)
(i) If a provider fails to certify by the
last day of the month, CC payment may be withheld until certification is
completed pursuant to Section
R986-700-729.
(ii) The Department may also increase
monitoring or take other remedial action pursuant to OCC policy to ensure
future compliance.
(7) A provider who is assessed an overpayment
or IPV pursuant to Section
R986-700-731 or
R986-700-732 may be subject to
increased monitoring or other remedial action pursuant to OCC policy to ensure
future compliance with program rules.
Notes
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