Department of Children & Family Services | State of Louisiana

October 13, 2010

Child Care Providers,

DCFS is aware that Child Care Assistance Program (CCAP) providers and parents may not have had adequate training and in preparation for TOTS implementation; many providers and parents have experienced issues with payments as a result.

To correct this issue, DCFS has implemented a TOTS Child Care Provider Payment Reconciliation Plan, a three step plan to ensure that providers and clients are reimbursed for authorized care which may not have been paid due to the start up of the tracking of time services (TOTS) system.

The corrective action will include July 2010, August 2010, and September 2010 for the Lafayette region. For the remaining regions, it will include August 2010 and September 2010.

The corrective action includes an automated corrected payment for days that a parent or Household Designee attempted, but was unsuccessful in checking a child in and out of care using the POS device to TOTS. Additionally, DCFS will mail special one-time invoices to all provider types on October 18, 2010. Children who have not already been paid all authorized units will be listed on the invoice. To ensure that you receive payment for each child for whom you provided care since TOTS began, you must complete the special invoice.

A manual payment (form CCAP 40) will continue to be used beyond TOTS implementation for occasional issues such as a new provider who experiences a delay in the installation of the POS device due to agency or contractor error or provider equipment problems reported to the ACS Help Desk within 48 hours. These manual payments (CCAP 40) must be requested from and completed by the local DCFS parish office.

Please see the link below for full details on the payment, invoice and manual payment procedures.

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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