Department of Children & Family Services | State of Louisiana
September 17, 2010

Child Care Providers,

After more than a month using the Child Care Assistance Program (CCAP) Tracking of Time Services (TOTS) process, we want to thank you for help in getting TOTS off the ground. The overall response across the state has been positive. Providers have been pleased with the reduction in paperwork and the move to a weekly, instead of monthly, payment.

Based your feedback, we've heard that some of you are requesting additional training; we are working to schedule those training sessions across the state. They should start in the next few weeks.

In addition, many issues you have had with TOTS have been on an individual user basis. Below are some important resources to help you identify and resolve those issues.

Most common error messages:
Error Message: "A8 Check In Exists"
This message will be displayed when a parent/designee attempts to check in a child, but an open check-in already exists for the child.
Solution: A check-out must be completed if the check-in is within the last 24 hours. If the check-in was more than 24 hours ago, a previous check-out must be completed before the child can be checked in again.

Error Message: "DD Check In Not Found"
This message will be displayed when a check out is attempted more than 24 hours after the child was checked in.
Solution: A previous check-out must be completed.

This message will also be displayed when a check-out is attempted and no check-in has been performed in the last 24 hours.
Solution: A previous check-in must be completed, going back to when care began for the child, before a check-out can be completed.

Questions and Answers:
The Questions and Answers document has been updated, making it clear how new providers can request a POS device.

How Payments are Tracked/Made:
This flyer provides a detailed explanation of how CCAP payments are tracked and made through the TOTS system, including information on paying for absences and part-time care.

Reporting Equipment Problems:
If you are having problems with your equipment and children cannot be checked in or out of care using the POS device or the Interactive Voice Response (IVR), you must immediately contact the Provider Help Desk at 1-888-281-0326 and your local DCFS Office to report these instances. All problems must be reported to the Provider Help Desk within 48 hours of equipment failure.

If you have questions, please call (225) 342-0694.

Thank you,

Gail Kelso
Executive Director
Child Development and Early Learning Section

627 N. Fourth St. | Baton Rouge, LA 70802 | PH: (225) 342-0286 | FX: (225) 342-8636 |

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