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Minnesota Department of Human Services Child Care Assistance Program (CCAP) Policy Manual
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11.15 Provider Record Keeping

ISSUE DATE: 10/2018

Child care providers are required to maintain the following records:

Daily attendance records for children receiving child care assistance

  • Attendance records must be completed daily and include the date, the first and last name of each child in attendance, and the times when each child is dropped off and picked up. To the extent possible, the times the child dropped off to and picked up from the child care provider must be entered by the person dropping or picking up the child. CCAP does not require providers to keep attendance records in a specific format as long as they contain the required information. Providers are able to use the CCAP Monthly Child Care Attendance Record form DHS-6584A (PDF) or the CCAP Daily Attendance Record form DHS-6584B (PDF) to meet the attendance record keeping requirement.
  • · The daily attendance records must be kept at the site where services are delivered for 6 years after the date the care was provided.
  • · Attendance records must be immediately available upon request of the county, tribe or the Department of Human Services (DHS).
  • · An electronic sign in and out system meets this requirement if the person doing drop off and pick up is the person who actively participates in signing in or out, using a method such as a pin number or card that is assigned to the parent.
  • · Providers that use this method must be able to provide printouts of each child’s attendance records when requested by the county/tribe.
  • · The county/tribe is not required to monitor that all providers are meeting this requirement but may request attendance records at any time. This may include but is not limited to when conducting provider reviews or if an agency has concerns about a provider’s record keeping practices.
  • · The county/tribe may stop payment, deny or end a service authorization to a child care provider when the county/tribe knows or has reason to believe that the provider has not kept attendance records for children receiving CCAP. Agencies must include this policy in their County and Tribal Child Care Fund Plan prior to implementation. See Chapter 9.3 (Payment to Providers).
  • Documentation of payment of a family’s copayment by a source other than the family

  • Documentation must include:
  • · Payment source
  • · Amount received
  • · Time period covered
  • Documentation of child care expenses paid by other sources

  • Examples of other sources include Post-Secondary Child Care Grant, Early Learning Scholarships, child care support and other types of scholarships or financial aid. Documentation must include:
  • · Payment source
  • · Amount received
  • · Type of expenses
  • · Time period covered.
  • A provider may use the Child Care Assistance Program Financial Tracking Form DHS-5318-ENG (PDF) to document child care expenses paid by other sources, including payment of a family’s copayment.

    Legal authority

    Minnesota Statutes 119B.125 subd. 6
    Minnesota Statutes 119B.12 subd. 2
    Minnesota Statutes 119B.13 subd. 6(d)

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