340:40-10-4. Child care electronic benefit transfer (EBT) payment process
(a) Child care payments.The Oklahoma Department of Human Services (DHS) makes payments for child care services to providers electronically using the electronic benefit transfer (EBT) system unless the provider is an in-home provider.In-home providers are paid manually via the EBT system after submitting Form 10AD121E, Child Care Claim. • 1
(b) Point-of-service (POS) machines.Contracted child care providers are issued a POS machine within 10-calendar days of the date the worker authorizes care for a child and the provider notifies the DHS contractor that he or she started caring for a child eligible for DHS subsidized child care and submits all necessary forms to the contractor. • 2
(c) Attendance swiping.Clients record actual times their child attends child care by swiping an EBT card through the POS machine.Providers may charge clients for care provided on days they fail to bring their EBT card or when the machine message shows care is denied.When the client pays for care that is later approved for that date(s), the provider must reimburse the client for any care paid above the family share copayment amount.
(1) Providers must monitor the POS machine to ensure correct attendance times are recorded.When incorrect times are recorded, the provider can void the incorrect transaction and ask the client to start over. • 3
(2) When clients forget to swipe their EBT card for a day their child attends care, record incorrect times that are voided by the provider, or receive a denied error message, the system allows the client to swipe previous in and out times for the current day and the previous nine days.
(3) Based on attendance recorded and the level of care authorized, electronic settlements to providers are made weekly.
(d) EBT payment week.The EBT payment week begins every Sunday at 12:01 a.m. and ends every Saturday at midnight.Electronic settlements are made each week in the provider's designated financial institution account on Tuesday morning for services provided two weeks prior to the current week.When the financial institution is closed on Monday or Tuesday or Monday is a holiday, the electronic settlement is deposited on Wednesday morning.
(e) Manual claims process.When the provider reports he or she was not paid correctly, the provider may submit Form 10AD121E to the DHS Financial Services Electronic Payment Services (EPS) Unit for a manual adjustment. • 4Manual claims must be submitted within 90-calendar days of the error.EPS staff evaluates whether to adjust the payment to the provider based on the reason care was not paid electronically.
(1) When the client did not attempt to record attendance electronically, DHS does not pay the provider for those days unless extenuating circumstances beyond the client's or provider's control exist.These extenuating circumstances must be documented on Form 10AD121E. • 5
(2) EPS staff makes manual adjustments when the:
(A) client swiped correct attendance times, but swipes were denied in error: • 6
(B) family share copayment applied by the EBT system was incorrect; or • 7
(C) provider was paid the wrong rate because:
(i) the child care plan was incorrectly coded;
(ii) an incorrect birth date was entered for a child; or
(iii) an incorrect star status was paid. • 8
(f) Absent-day payments.Providers can be paid an absent-day payment for a child who misses some days of scheduled attendance and is authorized for a weekly unit type.An absent-day payment is electronically deposited in the provider's account in their weekly settlement received after the 10th day of the month following the month care was given. To be eligible to receive this additional payment, the child must be approved for a weekly unit type and attend the minimum number of full-time days shown on DHS Appendix C-4-B, Child Care Provider Rate Schedule, for that month.The provider is not eligible for an absent-day payment when the child did not attend the minimum number of full-time days for that calendar month or attended the maximum days paid as shown on DHS Appendix C-4-B. • 9
INSTRUCTIONS TO STAFF 340:40-10-4
1.In-home providers are not issued point-of-service (POS) machines.Adult and Family Services (AFS) Child Care Subsidy staff mails paper copies of Form 10AD121E, Child Care Claim, to each in-home provider when he or she is approved for a contract.The in-home provider contacts AFS Child Care Subsidy staff to order additional forms or prints copies from the Provider Web at www.connectebt/ecc/.
(b) AFS Child Care Subsidy staff contacts Financial Services Electronic Payments Systems (EPS) Unit staff to report any delay in POS machine installation.
3.Providers may only void transactions for care given on the current day and the previous nine days.
4.(a) EPS staff makes payment adjustments once payments are made for the time period for which the manual adjustment is requested.
(b) The provider completes Form 10AD121E when swipes are denied and not corrected by the client within 10-calendar days or due to extenuating circumstances, attendance information was not entered in the system.Extenuating circumstances may include when:
(1) swipes are denied and cannot be corrected by the client within 10-calendar days because of worker delay in application approval; or
(2) care is authorized and provided, but attendance information cannot be entered into the system because Conduent did not install a POS machine timely.
(c) The worker completes Form 10EB004E, Report of EBT Child Care Payment Adjustments, when attendance is correctly recorded but the worker determines the provider was not paid correctly.
(1) Prior to completing Form 10EB004E, the worker makes changes to the family share copayment or the authorization for the current month, when appropriate.This may reduce or eliminate the need for an adjustment.
(2) After submitting Form 10EB004E to EPS staff, the worker documents in case notes what month(s) is included in the supplement, the reason the form was needed, and the date it was submitted.
5.Extenuating circumstances may include worker or system errors.The provider must give a detailed explanation on Form 10AD121E as to why it was beyond the client's control to record attendance.
6.This may occur when child care benefits are reopened more than 10-calendar days after the effective closure date.The provider must submit Form 10AD121E to EPS to request the payment adjustment.
7.This may occur when the client reports income terminated or reduced after the month starts.The worker changes the income on the case for the current month so the system reflects the correct copayment.When too much copayment was applied, the worker sends Form 10EB004E to EPS to request a payment adjustment.After submitting the form to EPS staff, the worker documents in case notes what month(s) is included in the supplement, the reason the form was needed, and the date it was submitted.Once the provider is reimbursed by the Oklahoma Department of Human Services (DHS), the provider must return any portion of the copayment to the client that was not due to the provider.
8.When there is a problem with the rate the provider was paid, the worker sends Form 10EB004E to EPS requesting a payment adjustment after correcting the problem.For a star status problem, the worker submits a Remedy ticket to the AFS Help Desk to push the authorization across to the EPPIC system.When the birth date, number of units, or unit type is incorrect, the worker corrects the case before submitting Form 10EB004E.After submitting the form to EPS staff, the worker documents in case notes what month(s) is included in the supplement, the reason the form was needed, and the date it was submitted.
9.The DHS Appendix C-4-B, Child Care Provider Rate Schedule, shows the minimum number of days a child with a weekly unit type must attend to receive an absent-day payment. For example, a child approved for a weekly unit type must attend a minimum of 15 full-time days in a 30 day month to qualify for an absent-day payment.When the child attends exactly 15 days, the provider receives an absent-day payment for seven days of care.When the child attends 22 days of care, no absent-day payment is made since the provider received the maximum payment for that month.