Keep Your Roster Up to Date

Providers, 

With the Pay by Enrollment model, you are paid for every voucher listed on your child roster. It is your responsibility to check your roster for accuracy every week. If a child is no longer attending your program or enrolls but never attends, notify the eligibility office within five business days to avoid an overpayment.  

When should vouchers be assigned? 

• Vouchers should only be assigned when there is an opening at your program, the child is scheduled to attend, and the program is operating. 
• If a child is out for an extended period of more than two weeks (i.e. vacation, family emergency, etc.), vouchers need to be modified to show a gap where no payment is made, or the child's parent needs to consent to use absences for that entire period.  

When do I use Off Days (OD)? 

• Off Days (OD) are only to be used for children who do not attend the program full-time and are not scheduled to attend the program that day each week (ex. if a child never attends on Fridays). Any other days the child misses should be marked as an Absence (AB).  
• Children should never be marked for a full week of OD. This means the child was not scheduled to attend and should not have had vouchers assigned for that period. Providers are still paid in full for Off Days, which will result in improper payment. 
• When a provider is closed for any reason, they should use a Paid Closure (PC) and not an OD, unless this is a day that the program never operates (like the weekend). Providers now have 16 PC days per calendar year. 

What happens if I submit incorrect attendance information? 

• Failure to report that children are no longer enrolled will result in an improper payment, and the State will recoup funds from a future payment. 
• If you are paid for children who are no longer enrolled, report it immediately to paymentquestions@fssa.in.gov to process a repayment. 

Thank You,
Office of Early Childhood and Out-of-School Learning (OECOSL)