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Dear Child Care Provider,
As part of our ongoing commitment to ensuring the smooth operation of the Child Care
Scholarship Program, we would like to emphasize the critical importance of timely and accurate attendance reporting when submitting invoices and sign-in and sign-out sheets through the Child Care Provider Portal.
Key Points to Remember:
Consequences of Not Submitting Your Invoice:
- Failure to submit invoices within the 15-Calendar Day window will result in the
invoice window closing and the invoice will be marked as expired.
- Once the invoice expires, your child care program will be required to repay any
funds paid for that payment period related to the expired invoice.
- When an invoice expires, the provider is paying back all money paid for all
children listed on that invoice – this can create significant financial and
operational challenges for your child care facility.
Plan Ahead:
- All attendance invoices, sign-in and sign-out sheets, and documents requested for an audit must be submitted timely, regardless of vacations, holidays, emergencies, etc.
- If the person who normally submits invoices or responds to audits is unable to
submit the attendance invoices or the requested documents, we recommend
designating additional staff members who can respond by the deadline. This
ensures that your reporting is completed on time, even if you are unavailable, and reduces potential repayment amounts.
Timeliness Reduces Repayment Amounts:
- Child care programs are strongly advised against waiting until the last minute to
complete this activity.
- Child care programs have 15-Calendar Days to submit attendance invoices once
notification is triggered on the Child Care Scholarship Provider Portal.
- Child care programs have 10-Business Days to submit sign-in & sign-in sheets once notification is triggered on the Child Care Scholarship Provider Portal.
- Early submission helps avoid any last-minute technical issues or unforeseen
circumstances that could delay or prevent your submission. Late, incorrect, or invoices submitted with errors will result in your child care program repaying funds received.
Accuracy Matters: Once invoices and sign-in and sign-out sheets have been submitted, the documents cannot be edited or resubmitted because they are considered legal documents.
- It is imperative that child care programs double-check all entries for accuracy
before submission.
- Inaccurate reporting of attendance can lead to disputes from parents, audits, and possible requirements to repay funds that were paid to your program.
- Sign-in and Sign-Out sheets must reflect the service period(s) requested and must have the electronic signature or the parent's signature.
- Providers cannot submit additional documents (invoices, missing pages of sign-in and sign-out sheets, signature pages, etc., after the submission deadline).
- Either the child is at the child care center, or the child is absent (Check the box the days on which the child was absent). This rule applies for all circumstances -
whether a child is on vacation, not expected to attend, etc.
Child care programs are encouraged to prioritize developing processes to ensure the timely and accurate submission of invoices, sign-in and sign-out sheets, and any document requested for an attendance or program integrity audit. Your cooperation is essential in maintaining the integrity of the Child Care Scholarship Program and ensuring your child care program does not have to repay funds that could have been avoided.
Thank you for your attention to this matter and for your continued dedication to providing quality child care services.
Attendance Records
The Maryland State Department of Education (MSDE) is committed to ensuring that all child care providers maintain accurate and up-to-date attendance records for the children enrolled in their programs. This is particularly important for children who attend on a variable schedule, where their attendance days may change weekly based on their parents' approved activity schedules.
Accurate attendance recording is crucial for several reasons:
- Compliance with State Regulations: Proper attendance records help ensure
compliance with state regulations and policies, which is essential for maintaining your licensure and eligibility for state funding.
- Safety and Accountability: Keeping precise records ensures that all children are
accounted for at all times, enhancing their safety and well-being.
- Accurate Billing and Reimbursement: Correct attendance data is necessary for
accurate billing and reimbursement processes, ensuring that providers receive
appropriate compensation for the care they provide.
To facilitate accurate attendance recording, please adhere to the following guidelines:
- Mark Children in Attendance: On days when children are present at your facility,
please mark them as "in attendance."
- Mark Children as Absent: On days when children are not present, please mark them
as "absent."
By following these guidelines, you help us maintain the integrity of our child care system and ensure that all children receive the care and attention they deserve.
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