1. Welcome to CSAW Issuance Management April 2008

2. CARES/CWW What it is: Application Entry Case Comments Notices Alerts Eligibility Who uses it: Workers What it is: All Provider data needed for the subsidy Enter/View Provider Overpayment Announcements regarding CSAW/CCPI Enter/View Authorizations Issuance Data Reports Who uses it: Workers CSAW The Child Care Puzzle -Or ‘What is it, and who is using it? What it is: Data regarding Certified Providers regulation. Who uses it: Certifiers CCPC What it is: View Provider Data View Authorizations View Issuance & Overpayment data Announcements for CCPI Enter and View Attendance Reports Who uses it: Workers Providers CCPI

3. What’s different? Most pages will work the same way as their CCPS Mainframe counterpart. There are a few changes in page layouts. For example, the Provider Adjustment page (CCAP) now displays data horizontally rather than vertically. The Overpayment Return page (CCPR) has been divided into two pages. The Registration Fee page allows users to enter two registration fees per authorization. More details will be provided on the slide that describes that page. The Child Care Payment System (CCPS) in CARES no longer exists. CCPS is now in CSAW/CCPI.

4. Issuance Navigation ~ Menu The navigation menu gives the user easy access to the various issuance pages. Links will be activated based on the Case, Provider and/or Issuance selected. The links on the menu will be activated for the selected provider/issuance until either the Search by Case, or Search by Provider link is selected. Search by Case is the same search page used in Authorization Management. Search by Provider is the same search page used in Provider Management.

5. CSAW Issuance Menu = CARES Mainframe Screen Case – Issuance History CCQS – Case Payment History Registration Fee / Details CCSP – Record Special Payment Provider – Issuance History CCQI – Provider Issuance History Payment Summary CCQY – YTD Provider Payment Summary Payment Adjustment CCAP/CCAD – Record Payment Adjustment Overpayment Return CCPR - Provider Issuance Return Return List **new page/CCRR - Provider Return Reversal Return and Recovery CCRQ/CCRD – Provider Return/Recovery Refund CCRE – Provider Refund Issuance Search**new search page Issuance Summary CCQA – Provider Issuance Detail Address Issuance Details CCQD – Provider Issuance Detail History Issuance Status Details CCQH – Issuance Disposition History Stop Payment CCPS – Provider Stop Payment Request Full Return CCFR – Provider Issuance Full Returns Cancel Issuance CCPN – Cancel Provider Issuance Release/Re-Issue CCPI – Release/Re-Issue Provider Issuance Issuance Navigation ~ Menu

6. CSAW Issuance Management Home From the home page select from options to search by either case number or provider number to work with the associated issuances. Click here for detailed user help. Users with security access can use the navigation bar to get to different areas of CSAW, CCPI or CCPC from any page within CSAW by using these links. If an exact match is made from the Case Search, the Case Issuance History page is displayed. If an exact match is made from the Provider Search, the Provider Issuance History page is displayed. If any possible matches are found, the Search page will be re-displayed with a Search Results section listing all of the possible matches. If no matches are found, the Search page is re-displayed with a message to that effect.

7. Case Issuance History Select whether you would like to Search by Attendance dates or by Issuance dates. The End Date will default to the current date, and the Start Date will default to six months prior, but these dates may be changed to any six month period. Clicking on the Issuance Date will take you to the Issuance Details page for that specific issuance. Clicking on the Provider # will take you to the Provider Issuance History page. Clicking on the Attended Locn # will take you to the Provider Issuance History page for that location only. This additional menu option is available from the Case Issuance History page. The Case Issuance History page lists all of the issuances for this case for the specified time period.

8. Provider Issuance History Printable View option is available on several pages. This link will provide a printable version of the page that you are on. This view does not show the CSAW headers, the menu, any links or input fields. Issuance Begin Date is a mandatory field. It will default to a date 6 months in the past but can be changed to any past date. Issuance End Date is not mandatory, and if not specified the search will be to the current date. Select the Issuance # to see the details for a specific issuance. From the Provider Issuance History page, these menu options are available to users who have the security access. The Provider Issuance History page lists all issuances to the provider for the specified dates and locations.

9. Issuance Details Selecting a Case # will take you to the Case Issuance History for that attendance period. In addition to the provider options, the Issuance specific options become available on the menu from this page for users with security access. The Issuance Details page shows the details of each case/child included in the Issuance. Total Issuance is equal to the New Issuance Amount plus any positive adjustments, minus any negative adjustments.

10. Registration Fee If there are multiple children, the Submit and Continue button will be available. This button will save the entered data, and bring up the page for the next child. The Submit button will save the data and take you back to the Case Issuance History. Registration payments can be recorded for all authorizations against which attendance has been marked. This page lists authorizations for which non- zero attendance has been marked. After a registration payment is recorded, it may be modified/deleted prior to the running of the next issuance cycle (before the following Saturday). Payment amounts entered will not be added to the Total Reg Fee Paid amount until after issuance happens. After a registration payment has been processed and issued, it may not be altered. All children in the case having at least one authorization for the time period will be listed in the dropdown box. The dates default to the past 6 month period. Two registration fees can be entered on one authorization. This field displays the number of registration fees paid. Registration fees cannot exceed $50.00 each. The total amount of registration fees that have been paid of the amount entered will be displayed here. Click on this link to see the registration fee details.

11. Registration Fee Details This page displays the total number and amount of registration fees paid for this child and provider location. It also shows the details of each payment that has been entered.

12. Payment Summary The From Year and To Year will default to the current year. These dates may be changed to any period not to exceed three years. The quarterly and yearly issuance totals are displayed here for a Provider for the time period specified. The Quarter Total is the sum of all the issuances paid in the quarter less the returns and collections made during the quarter.

13. Provider Payment Adjustment Enter the Attendance Date, and optionally, the Location # and/or the Case # to bring up the Provider Payment Adjustments for the time period. Enter the amount of the adjustment, and the reason code for the adjustment. If entering a negative adjustment, you must use the minus(-) sign when entering the amount. Click on the Reference Table viewer to bring up a list of the possible values. A value may then be selected from this list to fill in the Adjustment Reason field. Select the edit/view icon next to the row to be modified. This will take you to the Payment Adjustment Details page. Payment Adjustment allows both 'Positive' and 'Negative' adjustments to be created against a previously issued payment. Positive adjustments may be required when a provider's check is made for an amount less than what it should have been for a payment. Negative adjustments may be required when an overpayment was made to a provider and a collection needs to be established. Both types of adjustments must be associated to a specific attendance payment week for a child.

14. Payment Adjustment Details Adjustments can be modified or deleted up to the Saturday following the adjustment creation date. Negative adjustments can be modified beyond that with a reason code of CNA – Correction to Negative adjustment. The negative adjustment amount can only be decreased with this reason code. The amount can be decreased up to the collected amount. If there is a collection against a negative adjustment, then it cannot be deleted. If an adjustment is converted into a claim, modification is not allowed. To modify an adjustment enter the correct adjustment amount and/or reason, and click on the Update button. To delete an adjustment, check the delete box next to the row to be deleted and click on the Update button. Changes made will be reflected on the Payment Adjustment page.

15. Provider Overpayment Returns The printable view page will display all outstanding negative adjustments for the provider. The total amount owed by the provider is displayed here. Enter the amount of the return, the type, source, and Office Number, then click on the Distribute button. The amount will be distributed among the outstanding negative adjustments in a first-in first-out basis. If you do not have update access to this page, the Return Information section will not be displayed. The Return Details section will be displayed instead. The Return Details will list all outstanding negative adjustments for the provider.

16. Provider Overpayment Returns… cont. You then have the option to re-distribute the return amount to the various outstanding negative adjustments. Click the update button to save the changes. Click on the Reference Table viewer icon to get a list of the Return Source codes and their definitions.

17. List of Overpayment Returns Selecting the Return List from the menu will bring up the list of all returns made by the provider toward any overpayments. Click on the edit icon for the selected return to go to the Provider Overpayment Return Reversal page.

18. Provider Overpayment Return Reversal This section will list all negative adjustments which were balanced with this particular payment. From here you can reverse a payment made toward the overpayments. Select the Reversal Reason and click on Confirm.

19. Provider Return and Recovery From this list of the return and recovery information for the provider, you can select the History icon to view more details about a specific adjustment.

20. Provider Return and Recovery History Click on a User ID to see the Updated Information page.

21. Provider Refund To record a refund for a collection, you must check the collection’s Refund checkbox and update the Refund Amount as necessary. Entering comments is optional. Click on the Refund button to save. A refund amount displays on this page when a return is greater than the outstanding balance of overpayments.The total amount to be refunded to the provider is shown here.

22. Issuance Search Issuance Search page allows you to search on issuances for a provider. Enter one or more criteria in the boxes and click on the Search button. If Issuance Date is entered, it must be the Saturday issuance date. All possible matches will be listed in the Search Results section. From the list of possible matches, select the Issuance # to go to the Issuance Details page. If there is only one match, the Issuance Details page will be presented.

23. Issuance Summary Select Issuance Summary from the Menu to get a summarized view of the current status of an Issuance. This page displays the address to which the issuance was mailed.

24. Issuance Status Details Issuance Status Details page displays all of the transactions taken against an issuance and the user-id who performed the transactions.

25. Issuance Stop Payment Select the appropriate Stop Payment Reason and enter the Affidavit Receive Date. Then click on Update to request a stop payment on an issuance. A stop payment can be reversed on the same day that it is requested by coming back to this page, checking the Delete box and clicking on Update.

26. Issuance Full Return A full return can only be done on an issuance that has an Issuance Status of issued or re-issued, or has a cancelled status with a reason code of ‘More than 365 days old check’ or ‘Retyped by State Treasury’. A full return cannot be done on an issuance that has outstanding negative adjustments or if the total returned amount is same as the issuance amount. Enter the Return Method and Reason, click on Update to record the Issuance Full Return.

27. Issuance Release or Re-Issue Use this page to release and re-issue issuances that have been returned in full. You must first select the Release Reason code from the dropdown box and click the Release button to save the data. Then come back to this page by selecting it from the menu, select the Re-Issue Reason from the dropdown, and click the Re-Issue button to save. This page is used to track when the original benefit has been returned to an agency by the post office due to a provider mailing address problem.

28. Case Utilization Listing This listing can be used to monitor the usage of a particular case for up to a 10 week period. The attended hours are the actual hours attended for the week. Select Case Utilization from the Authorization Management Menu to get to the Case Utilization Listing page. The Attendance End Date defaults to today’s date, and the Attendance Begin Date defaults to the date of 10 weeks back. These dates can be changed to any 10 week (or less) period.

29. Provider Utilization Listing The "From Percentage" defaults to 1. The “To Percentage” is defaulted to 100, and can be up to 200 to account for the override hours. The attendance end date defaults to the previous Saturday from the current date. The attendance begin date defaults to six months back from the end date. The worker has the option to change any of the criteria. Select Provider Utilization from the Provider Management Menu to get to the Provider Utilization Listing. The Provider Utilization Listing helps in the monitoring of the usage of authorizations for a given provider/location. The override switch is used to identify if the attendance has been overridden.

30. Resend Attendance Form These dates will default to the current attendance period. The attendance period can be changed to overlap more than one attendance period, but cannot go beyond the current period. Attendance reports will be sent for all attendance periods entered. If there is an alternate address for the Attendance Report Form for the provider it will be displayed here, otherwise the provider location address will display. Select Resend Attendance Form from the Provider Management Menu to get to this page. The Resend Attendance Form allows the user to request a reprint of an attendance form for any specific attendance period for a provider location for all existing authorizations. The daily batch process will print the request.