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Absent Day/Holiday Tracking

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Absent Day/Holiday Tracking Window

Overview

The purpose of the Absent Day/Holiday Tracking window is to record, display, and track absent days and holidays billed per child, across all providers. The Absent Day/Holiday Tracking window is updated automatically through the Billing window, or can be updated manually by the CCAP worker or Billing worker. Absent days and holidays paid through Manual Payment must be entered manually on the Absent Day/Holiday Tracking window by the CCAP worker or Billing worker.

On the Absent Day/Holiday Tracking window, three calendar months display at once, but only the middle month can be updated. Different months can be viewed or updated by clicking the arrows to the right and left of the middle month.

The Absent Day/Holiday Tracking window is timeless and has no end date; it is not tied to the biweekly period, other than the fact that the days in the calendar that fall within the biweekly period selected are highlighted slightly darker so they are distinguishable.

The number of absent days and holidays CCAP pays per child, across all providers is limited. CCAP pays:

• Up to 10 consecutive absent days

• Up to 25 total absent days per calendar year

• Up to 10 total holidays per calendar year

Absent Day limit for licensed providers and licensed exempt centers:

• Prior to 01/01/13 – Not more than 25 absent days per calendar year, and not more than 10 consecutive absent days

• 01/01/13 – 01/31/14 – Not more than 10 absent days per calendar year

• 02/01/14 – Not more than 25 absent days per calendar year, and not more than 10 consecutive absent days

Note: Effective 01/01/13, absent days have been eliminated for legal non-licensed providers.

These limits may be exceeded for the following reasons:

• A medical exemption exists

• A child has a parent who is under 21 years of age, attends school, and meets certain conditions if approved by the county and identified in their Child Care Fund Plan. This is only allowed as an option for licensed providers and licensed exempt centers

Absent days and holidays recorded on the Billing window are automatically filled in on the Absent Day/Holiday Tracking window once the billing is approved. The Billing window only allows entry of the “A” or “H” codes – see below. Once a code is entered and billing is approved, MEC² automatically determines the appropriate code and enters it on the Absent Day/Holiday Tracking window. The system determines if the day is to be paid or not paid and tracks the data on the tracking window accordingly as “A”, “H”, “XA”, “XH”, “MA”, or “MP”. Listed below is a description of these values:

• A = Absent Day

• H = Holiday

• XA = Excluded Absent Day

• XH = Excluded Holiday

• MA = Medically Exempt Absent Day – Reinstated 02/01/14

• MP = Minor Parent Absent Day

Absent Days or holidays that are paid and counted toward the yearly limit are coded as “A” or “H” respectively. Absent days or holidays that are not paid and not counted toward the yearly limit – those absent days beyond the 25 total or 10 consecutive, or those holidays beyond the 10 total – are coded as “XA” or “XH” respectively. If a medical exemption exists on the Disability window and the absent days billed fall between the Disability Period begin and end dates, then absent days are coded as “MA”. If a minor parent absent day exemption exists, then absent days are coded as “MP”. Days coded as “MA” or “MP” are paid, but are not counted toward the yearly limit. Vacation days and sick leave days taken by the provider are not paid or tracked.

On the Absent Day/Holiday Tracking window, a running total is kept of absent days used and holidays used. When an absent day or holiday limit has been reached, the system displays the date in the respective field.

It is possible for multiple providers to bill for the same day, so more than one value may be entered for a day. If one provider bills for an absent day and the other bills for a holiday on the same day, this is counted as one absent day and one holiday against the child’s total limits. If more than one provider bills for an absent day for the same day, the day counts as one absent day against the child’s total limits.

At times, it may be necessary to correct days entered on the Absent Day/Holiday Tracking window. Days entered on the Absent Day/Holiday Tracking window through billing must be corrected through billing. Days entered on the Absent Day/Holiday Tracking window manually must be corrected manually.

All children in the household that are under the age of 15 are listed on the Absent Day/Holiday Tracking window.

Entering an Absent Day/Holiday
Removing an Absent Day/Holiday

Medically Exempt Absent Day Coding

Children of Parents Under 21 Absent Day Coding

Change Billed Absent Day to Medically Exempt Absent Day

Change Billed Excluded Absent Day to Medically Exempt Absent Day

Change Billed Medically Exempt Absent Day to Absent Day

Change Billed Medically Exempt Absent Day to Excluded Absent Day

January 2014

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