April 24, 2012
Child Care Provider Reminders

Reminder: TOTS Payment Affected By Fiscal Year End Close

As we informed you last year, due to financial processes required at the end of the state fiscal year, there will be a delay in payments for Child Care Assistance Program (CCAP) providers during the final week of June 2012. Specifically, payments that would normally be received by June 29^th will not be made by that date. On or before July 6^th, payments will be made for the weeks beginning on June 10 and June 17.

In order for you to plan ahead for this annual occurrence, we are informing you at this time. As always we appreciate your efforts on behalf of Louisiana's children and apologize for this inconvenience.

Be Prepared: Know What to do if a Hurricane or Other Disaster Occurs in Your Parish

If an emergency covers a large geographical area such as a parish or region of the state, DCFS will closely monitor conditions out of concern for your safety and for the safety of the children and families you serve. In the event of a potential disaster, take the following steps to prepare:

• Stay up-to-date with the status of any storm and its impact on your area.
• Be sure to review and update evacuation and safety plans.
• Let families know how you will communicate if you are unable to reopen following a disaster.
• Review the Frequently Asked Questions below and be ready if a disaster declaration is made for your parish:
  • FAQs: CCAP Before, During and After a Disaster & Reinstatement of CCAP Eligibility Following A Disaster
  • FAQs: Reinstatement of Child Care Center License Following a Disaster
• Be safe

Reminder: CCAP Record Keeping and Retention

ALL documents for each CCAP child must be retained and available for at least three (3) years after close of the state fiscal year (July 1 through June 30) in which services are provided. This includes, but is not limited to, invoices, remittance advices, attendance logs, etc. adequate to insure that claims for matching federal funds are in accordance with federal requirements. DCFS may request these records and failure to make them available could result in disqualification for violation of the CCAP Provider Agreement.

Please be aware that other record keeping and retention of documentation may be required by other agencies or DCFS Licensing.

Reminder: Email Address Needed

Frequent communication is in everyone's best interest. Please be sure to provide an email address on all correspondence to support information sharing and be sure and visit the department's website at www.dcfs.la.gov often for updates and information for child care providers. DCFS will also periodically broadcast messages via the POS device and IVR as needed.


Sincerely,

Gail Kelso
Program Manager
DCFS - Child Development & Early Learning Section