cobb county school district after school program financial and operational training aps directors...
TRANSCRIPT
Cobb County School District After School Program
Financial and Operational Training APS Directors
Monday, July 13,2015
Training Agenda
Welcome and Purpose of Training
Record Keeping
Sign In/Sign Out and Attendance Records
Accurate Billing
Program Requirements
Certificate (Form 77)
GACAPS website
Invoicing and Features of the website
MAXIMUS Contact Information
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Record KeepingAs a CAPS provider a key responsibility to the program is the integrity, accuracy, and legibility of records. The failure to maintain quality records will result in administrative or legal action that could prohibit your participation in the program as a child care provider.
Sign In/Sign Out Records Compliance
Maintain legible and easy to read sign in/ sign out logs showing that parent/legal guardian signed their children in and out of child care on a daily basis.
Ensure parents/legal guardians avoid using generic terms like “Mom”, “Dad”, and “Grand mom” when signing children in and out of child care. The signature should be first and last name.
Ensure that you and/or child care staff do not sign children In and Out. This is a parent/legal guardian responsibility per CAPS policy.
Retain Sign In /Sign Out logs for a period of six (6) years.
Ensure Sign In/Sign Out logs are properly dated. 3
Record Keeping (continued)Attendance Records Compliance
Maintain legible and easy to read attendance logs.
Carefully mark attendance so there is no confusion as to whether or not the child was “in care”.
Use the name of the child listed on the Child Care Certificate (Form 77) on all attendance documents that identify that child.
Retain attendance records for a period of six (6) years.
Ensure attendance records are clearly and properly dated.
Both Sign In/Sign Out and Attendance logs are official business records and are subject to inspection by the State. Records verifying parent/legal guardian signature and classroom attendance are to be available upon demand by any DECAL partnering agency.
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Certificate (Form 77)
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Accurate BillingAs a Provider you agree to accurately complete and submit your request for payment via online or paper invoicing to MAXIMUS in a timely manner. Providers who fail to submit payment requests within 90 days may be in jeopardy of not being reimbursed.
Please ensure that:
The children in your care have certificates for the time period you are providing care. When there are case changes the county office will send the disposition and Parent Information form (Form 62) with this update.
Notify the case manager if:
Children are absent three (3) consecutive days without notification,
A child is no longer in your care
A certificate has an incorrect type or amount for care.
Contact information for the case manager information can be found in section 5 of the childcare certificate.
Use attendance records as supporting documentation to request payments to minimize potential billing errors.
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Accurate Billing Continued
Registration Fees Are only paid once in a calendar year for a
child with the same provider.
Are not payable for children no longer in your care.
Only mark attendance based upon the days and type of care given during the available service weeks.
As a reminder, the rates paid under the CAPS program are determined by the age of the child, type of care, area in which care is being given and the provider type.
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GACAPS web address
The GACAPS Website
Enter in User Id(Provider #)Enter In Password
How to Log in to the GACAPS website
Click Login
How to Reset Password
Click Forgot Password
How to Reset Password
Click submit
Enter User ID (Provider #)Enter in Email Address(Primary on Account)
How to Reset Password
How to Reset Password
How to Reset Password
Click on link within the email to access the
GACAPS website
Copy Temporary Password
How to Reset Password
Enter in User Id(Provider #)
Enter In Temporary Password
Click Login
How to Reset Password
Enter In Temp. Password
Create Password
Re-Enter Password
Click Submit
How to Reset Password
How to Invoice via the GACAPS website
Select Service Week
Select Service Week
Click Submit
Click days child was in care
Verify attendance, then click Approve
How to Invoice via the GACAPS website
How to Invoice via the GACAPS website
How to Invoice via the GACAPS website
How to Invoice via the GACAPS website
Features of the Website
Features of the Website
Features of the Website
Features of the Website
Features of the Website
Features of the Website
Features of the Website
Features of the Website
Features of the Website
Features of the Website
Question and Answer
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You may contact MAXIMUS via our website at www.gacaps.com
or via our Contact Center at 1-877-755-6522
Hours of Operation Monday – Friday
7:00 AM – 5:30 PM
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We appreciate your services to the children
of Georgia.
THANK YOU 37