Section R986-700-727 - Approved Provider Responsibilities(1)(a) The provider shall assume the responsibility to collect any copayment and any other fee for child care services.(b) Neither the Department nor the state assumes responsibility for private payment to a provider.(2) Time and Attendance Records.(a) A licensed family provider or licensed center must track attendance using an electronic system which meets Department criteria and provide these records to the Department upon request. Attendance records submitted to the Department in other formats may not be accepted and may result in an overpayment.(b) An accurate record of time and attendance for each CC client must be kept for at least three years.(c) If a provider is not able to produce an accurate time and attendance record for a specific CC client for a specific month, there is a rebuttable presumption that the provider did not provide child care for that CC client during that month.(d) "Accurate record" means a record that: (i) was made at or near the time of the event;(ii) was made by, or from information transmitted by, someone with knowledge; and(iii) neither the source of information nor the method or circumstances of preparation of the record indicate a lack of trustworthiness.(3) To receive a CC payment for an eligible household, the provider must contact the Department to report the children in care and their start date in care.(4) Provider Portal. (a) The provider has an ongoing responsibility to access the Provider Portal located at the Department website to: (i) submit ongoing, monthly certification;(ii) submit and manage bank account information, including reading and agreeing to the Financial Terms and Conditions contained in the Provider Portal;(iii) view CC payment information; and(iv) manage Provider Portal user access to ensure only a user with authority to make changes can do so.(b) The provider is liable for any change made and information provided through the Provider Portal.(5) Change reporting. Except as otherwise provided, a provider shall report any of the changes listed in this subsection to the Department within ten calendar days after the changes are known to the provider. (a) A reduced or part-time rate for an individual child in care.(b) Any rate change or other update that occurs for each child once a rate has been submitted in the Provider Portal.(c) Each of the following child care attendance circumstances.(i) Each child who attended less than eight hours of child care in the first month that a subsidy was paid and who is not expected to attend in the next month.(ii) Each child who attended less than eight hours of child care in the first month that a subsidy was paid, and who attends or is expected to attend at least eight hours in the next month.(iii) Each child who did not attend at least eight hours of child care in the current month and the provider determines that the child will not be returning.(iv) If a child did not attend at least eight hours in a month and the provider cannot communicate with the parent to determine if the child will be returning to care, the provider shall report by the 25th of the month.(v) Each child who is not expected to attend at least eight hours in the next month.(vi) When the provider ceases to provide child care for a child.(d) If the provider received a greater CC payment amount than what was charged to the client for the month of service.(e) If the provider changes its financial institution account information for direct deposit.(6) Certification.(a) A licensed provider shall certify between the 20th of each month and the last day of the month, in a manner specified by the Department, the following: (i) the provider has reviewed each child's attendance; and(ii) the provider has reported any reportable change in each child's attendance, including any future change known or expected by the provider.(b) The provider shall certify that the provider agrees to the terms and conditions specified in the most current Provider Guide.(c)(i) If a provider fails to certify by the last day of the month, CC payment may be withheld until certification is completed pursuant to Section R986-700-729.(ii) The Department may also increase monitoring or take other remedial action pursuant to OCC policy to ensure future compliance.(7) A provider who is assessed an overpayment or IPV pursuant to Section R986-700-731 or R986-700-732 may be subject to increased monitoring or other remedial action pursuant to OCC policy to ensure future compliance with program rules.Utah Admin. Code R986-700-727
Adopted by Utah State Bulletin Number 2020-03, effective 1/9/2020Amended by Utah State Bulletin Number 2020-10, effective 5/9/2020Amended by Utah State Bulletin Number 2021-14, effective 7/1/2021Amended by Utah State Bulletin Number 2023-14, effective 7/3/2023Amended by Utah State Bulletin Number 2024-21, effective 10/18/2024