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 2

Record Keeping As 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. 4

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Certificate (Form 77) 7

Accurate Billing As 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. 8

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. 9

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 Address (Primary on Account)

How to Reset Password

Click on link within the 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

Features of the Website

Question and Answer 35

You may contact MAXIMUS via our website at or via our Contact Center at Hours of Operation Monday – Friday 7:00 AM – 5:30 PMwww.gacaps.com 36

We appreciate your services to the children of Georgia. THANK YOU 37