10-148-6 Me. Code R. § 10

Current through 2024-51, December 18, 2024

Section 148-6-10 - BILLING AND PAYMENTS

A.Payments

1. The Market Rate is set by the Department based on a survey of Child Care Providers or a statistically valid and reliable alternative methodology approved by the Administration for Children and Families (ACF) and is evaluated every three (3) years to ensure adequacy of rates for the purpose of demonstrating equal access to Child Care Services for families with low- income. Child Care Providers shall bill and the Department shall pay Child Care Affordability Program Payments as follows:

a. Starting on the closest Saturday to September 1, the Department will apply the School Age rate to CCAP Payments on behalf of Children who will turn five (5) years of age on or prior to October 15^th, unless the Parent notifies the Department that the Child will not be starting full day schooling that year;

b. To maintain continuity of Child Care Services, in a twelve (12) month period (January to January), the Department will make CCAP Payments to a Child Care Provider for State holidays, up to forty (40) training hours, and up to two (2) weeks (Saturday through Friday) of Child Care Provider vacation time. The Child Care Provider may not charge CCAP families for additional vacation time beyond two (2) weeks;

c. All Child Care Affordability Program Payments to Child Care Providers will be for only those Child Care Services provided between the beginning date and the ending date for Child Care Services authorized in the Award Letter;

d. Child Care Affordability Program Payments will be made to all eligible Child Care Providers on a Reimbursement Basis and will be based on the number of hours of Child Care Services provided;

e. If a Child Care Provider has a policy of requiring a one (1) -time deposit, meal, registration fee, or application fee, the Parent will be responsible for these fees;

f. If a Provider is offering field trips and a Parent is not able to pay the extra fee the Provider must be able to provide care for the Children;

g. Child Care Providers having attained the highest three (3) levels of QRIS may qualify for an additional monetary stipend; and

h. Child Care Providers providing Off-Hour Care for Child Care Services Monday through Friday between the hours of 6 p.m. and 6 a.m. and anytime during the weekends, may receive an additional monetary stipend to be determined by the Department.

B.Billing Process

1. The Child Care Provider must utilize the Department's standard billing form.

2. As stated in the Provider Agreement, the Department will not pay a Child Care Provider who does not submit a bill within sixty (60) calendar days of the Department established submission deadline. Providers may not charge a Parent their Parent Fee if the Provider fails to bill CCAP within sixty (60) days. Providers may only make corrections to billing sixty (60) days from previous distributed bi-weekly billing cycle as established by the Department.

3. The Child Care Provider will maintain, retain, and provide to the Department upon request, daily attendance records.

a. Records must be retained for a minimum of three (3) years.

4. The Child Care Provider must issue a receipt upon payment of the Parent Fee and retain copies of all receipts in agency files and keep fiscal records on all fee transactions for a minimum of three (3) years.

5. Parents and Child Care Providers are required to sign attendance sheets biweekly, at a minimum.

6. The Child Care Provider's attendance records must align with the submitted billing forms.

C.Payment for Open Child Protective Cases, Child Protective Cases involving At-Risk Children, and Care and Custody Referrals

1. If the Department or Federal Tribal Caseworker requests that the Child Care Provider hold a spot for his/her client who has been accepted for the Child Care Affordability Program, but the Parent fails to appear on the scheduled enrollment date, the Department will pay the Child Care Provider for up to two (2) weeks of Child Care Services per the Award Letter.

D.Payment Timing

1. When the Child Care Provider's billing form is free of errors and submitted to the Department within the time frame stipulated in the Provider Agreement, the Department will pay the Child Care Provider within fifteen (15)calendar days of receipt.

E.Payment Discontinued

1. When the Parent's participation in the Child Care Affordability Program is terminated, the Department will not pay the Child Care Provider beyond the termination date unless the Parent has requested an Administrative Hearing within ten (10) days of notice of termination.

2. When the Child Care Provider terminates Child Care Services to a Child, the Department will not pay the Child Care Provider for Child Care Services provided to the Child after the termination date by the Child Care Provider.

3. When the Provider Agreement between the Department and the Child Care Provider is terminated, no payment to the Child Care Provider will be made for any service provided or charge incurred after the termination date.

4. When a Licensed Child Care Provider's license or Maine's Quality Certificate expires, no Child Care Affordability Program payment shall be made to such Provider for Child Care Services provided to a Child after the Provider's license expires and before the effective date of the Provider's new or renewed license or certificate if one is obtained.

10-148 C.M.R. ch. 6, § 10