CCMPL 122 (Procedures for the Early Adopters of the Child Care Time, Attendance and Payment [TAP] System)
Child Care Manual Procedure Letter No. 122
November 5, 2018
TO: All Child Care Manual Holders
FROM: Cynthia C. Dungey, Director
SUBJECT: Procedures for the Early Adopters of the Child Care Time, Attendance and Payment [TAP] System

Background

In 2011, the Ohio Department of Job and Family Services (ODJFS) implemented an electronic child care system to track attendance and calculate payment to providers for the delivery of publicly funded child care (PFCC) services.

ODJFS has identified the need to enhance and improve how Ohio tracks PFCC attendance and the calculation of payments to approved child care providers. As part of the implementation of the new Time, Attendance and Payment (TAP) system, ODJFS has identified a group of programs to be Early Adopters of the new system. In November and December, tablets will be mailed to all programs who provide PFCC services. The statewide implementation for all programs is scheduled for December 16, 2018.

Programs not identified as Early Adopters will continue to utilize the point of service devices (POS devices) and the Ohio Electronic Child Care (ECC) system to record attendance until TAP is implemented statewide. Caretakers who are authorized to multiple providers, as allowed by rule, may need to use TAP to record attendance at an Early Adopter program while also using a swipe card and POS device at a non-Early Adopter program.

Implementation for Early Adopters

The draft rules are available at http://jfs.ohio.gov/cdc/rules_forms.stm.

General Attendance

Services provided prior to November 4, 2018

All PFCC services provided prior to November 4, 2018 should be recorded in the ECC system using the swipe card for families currently authorized to that program. The ECC POS devices at Early Adopter programs will be turned off at 11:59 pm on November 3, 2018. Manual claims and adjustments may be submitted following the requirements and process outlined in draft rule 5101:2-16-44 (J) for care provided but not captured in the ECC system. Requests for manual claims and adjustments shall be sent to child_care_adjustment@jfs.ohio.gov.

Payment adjustments for services provided before November 4, 2018

Providers will follow the process outlined in draft rule 5101:2-16-44 (J) for payment adjustments for services provided before November 4, 2018. The request for adjustments must be sent to ODJFS at child_care_adjustment@jfs.ohio.gov within seven weeks of the provided services.

Services provided on or after November 4, 2018

All PFCC services provided on or after November 4, 2018 must be tracked using the new automated system and new payment processes as required in the draft rules. This includes services provided while an initial application for eligibility is being processed by the county agency, even if the application is ultimately denied.

Payment adjustments for services provided after November 4, 2018

Providers will follow the process outlined in draft rule 5101:2-16-44 (H) to submit adjustments in the new automated child care system.

Changes in Authorization

Providers will follow the process outlined in draft rule 5101:2-16-44 (J) for payment adjustments for services provided before November 4, 2018. Requests for payment adjustments shall be sent to ODJFS at child_care_adjustment@jfs.ohio.gov.

New applicants for PFCC

Applications with eligibility approved after November 4, 2018

Caretakers will utilize the new automated system and new payment processes as required in the draft rules for all services provided on or after November 4, 2018. Providers will submit manual claims using the process outlined in draft rule 5101:2-16-44 (J) for all services provided prior to November 4, 2018. The manual claims must be sent to ODJFS at child_care_adjustment@jfs.ohio.gov within seven weeks of the provided services.

Applications with eligibility denied after November 4, 2018

Caretakers will utilize the new automated system and new payment processes as required in the draft rules for all services provided on or after November 4, 2018. Providers will submit the JFS 01211 "Request for Payment of Publicly Funded Child Care Services Provided for a Denial of Application" to request payment for services provided prior to November 4, 2018.

Swipe Cards

Mailing of swipe cards

Caretakers will continue to receive swipe cards after initial eligibility is determined, even if their program is an Early Adopter program. Caretakers who are only authorized to an early adopter program will not use the card. Caretakers authorized to a non-Early Adopter program will continue to utilize the swipe cards and POS devices to record attendance at that provider.

New Providers

Providers with new Provider Agreements

Providers that sign a provider agreement on or after November 4, 2018 and providers that have their first child authorized to them on or after November 4, 2018 will be sent a tablet for the new child care automated system. All parents authorized to those programs will use the new child care automated system and these new rules to record all attendance.

The following website will be updated regularly with information about TAP: www.ohiocctap.info If you have questions, please contact the CCIDS Help Desk at 1-877-302-2347, option 2 or CCIDS_Help_Desk@jfs.ohio.gov