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TOTS - Tracking of Time Services
For Providers

TOTS logo

Parents, read about your role in TOTS:
TOTS for Parents

Child Welfare Parents and Caregivers, read about TOTS for you:
TOTS for Child Welfare Parents

TOTS is the electronic time and attendance process that DCFS uses to keep track of the time children spend in care with child care providers.

TOTS began July 1, 2010, in the Lafayette region and will be implemented statewide on August 1, 2010. Children who participate in the Child Care Assistance Program (CCAP) must be checked in and out of care each day using this electronic process in order for CCAP to pay for the child care that was provided.

CCAP will NOT make any payments when children are not properly checked in or out of child care by the parent/guardian or Household Designee using TOTS.

For more information on assisting parents/guardians with checking children in and out of care, call the Provider Help Line at 1-888-281-0326 or click on the 'Provider Login' below and select the 'Provider POS and Biometric Device Manual' link. Additional authorization and attendance information can be viewed by clicking on the www.latots.org link and accessing the Louisiana Provider Portal.

Provider Login
www.latots.org

New Users: Enter your Provider # as User ID.
Initial password is the zip code where the center is located. You will be instructed to change your password upon initial login.

Need Help with TOTS?

For equipment problems or questions on how to use your POS and Biometric Finger Reader call the TOTS Provider Helpdesk at 1-888-281-0326.
To reschedule your equipment installation appointment call 1-800-539-8971.
For questions about CCAP Referrals and Payments, contact your local DCFS parish office.
For TOTS Helpful Resources go to: www.dcfs.louisiana.gov/tots and www.latots.org.


Who has to do this? Providers who participate in the Child Care Assistance Program (CCAP). How does it work? TOTS uses finger imaging (similar to that used in some school lunch programs) or Interactive Voice Response (similar to the LaHELPU number) as the way to keep track of children's attendance. A finger image is not a finger print. Finger imaging is a way that measures physical characteristics and converts this into a numeric code to identify a person. This information will not be shared with any other state or federal agency. Will I still have to fill out invoices? TOTS will replace the time consuming processes associated with paper invoices. When will TOTS begin? TOTS is scheduled to begin statewide in August 2010. Important Information: Town Hall Presentation Terminal Installation Instructions Finger Imaging Reminder Flyer TOTS Flyer for CCAL Conference (09.13.10) Questions and Answers (Updated 09.15.10) Updates for Providers (Updated 10.05.10) TOTS Implementation Child Care Provider Payment Reconciliation Plan (10.13.10) Helpful Resources: Tips for TOTS providers (Updated 08.20.10) Tips for TOTS providers 2 (Updated 08.20.10)	What do I have to do? If you are a: Class A day care center, Day care center licensed by the Department of Defense (Class M), or Family Child Day Care Home Provider When TOTS begins, you must check each child who participates in CCAP in and out of care each day using either finger imaging in order for CCAP payments to be made. The equipment to do this will be installed and maintained by a representative of DCFS. If you are a: School Child Care Program or In-Home Provider When TOTS begins, you must check each child who participates in CCAP in and out of care each day using an Interactive Voice Response (similar to the LaHELPU number) in order for CCAP payments to be made. You must call from a landline telephone (not a cell phone), and the telephone number must have been provided to the local DCFS Office.

Who can check children in and out of care? The head of the CCAP household and up to three other people may check a child in and out of child care or check a child in and out of your child care facility's vehicle. The people who are appointed to check a child in and out of care are called Household Designees. The CCAP head of household can appoint a Household Designee by completing and returning a Household Designee Authorization form to the agency. A Household Designee represents the CCAP head of household. If the Household Designee does not properly check a child in and out of child care or your child care facility's vehicle every time care has started or ended, CCAP will not pay for child care for that child. The Household Designee must be an adult. You cannot be a Household Designee for a child you provide care for. Your employee cannot be a Household Designee for a child you provide care for. A Household Designee must have a finger image scan done before they will be able to check a child in and out of care or an approved child care vehicle If you are a: Class A day care center, Day care center licensed by the Department of Defense (Class M), or Family Child Day Care Home Provider	How will I check a child in and out of care? The way you check a child in and out of care depends on the type of provider that you are. If you are a: Class A day care center, Day care center licensed by the Department of Defense (Class M), or Family Child Day Care Home Provider You will use finger imaging to keep track of children's attendance. Note: If a Class A center provides transportation for a child, either the CCAP head of household or the Household Designee MUST be present to check the child on and off the child care vehicle.) If you are a: School Child Care Program or In-Home Provider You will use an Interactive Voice Response (with a specific landline telephone) to keep track of children's attendance: Calling the Interactive Voice Response System is simple! Call a toll free telephone number (which will be provided to you at a later date) each time you check a child in and out of care, follow the instructions, and the system will keep track of the child's attendance.

For Further Information: Town Hall meetings were held throughout the state during May and June. Informational Letter about TOTS of 03.12.10 (This letter was sent to all certified CCAP providers and providers whose certification ended after 11.30.09.)